Job Details

The first sub tab, “Job Details”, contains descriptive and control information about the job, important dates, and tracking percentages. Required fields include: Job Id, Job Description, Bill To Customer, Job Status, and Job Type.

Details

Job Id

The job number or Id. If you’ve asked ShopPAK to generate the next unique job number for each new job, ShopPAK automatically fills this field. If you prefer, you can enter the new job id manually. This is the case if you have a ‘smart’ numbering system that contains characters in addition to numbers. If you don’t have ShopPAK automatically populate the next sequential ID, when you convert an estimate over to a first-cut ShopPAK job, the conversion utility uses the ProjectPAK Project Id when populating the ShopPAK job Id. To change ID, click edit button.

Description

The description of the job. To change description, click edit button.

Job Type

Category that this job falls into. Choose best value from the user defined list of choices.

Job Status

Status of the job. Choose best value from the user defined list of choices. This field can be a little misleading on a big job that is built in stages. In this case, it is best to have a few ‘broad’ stages and make sure every user understands what they mean.

If it’s important to keep the ProjectPAK project status in sync with the ShopPAK job status, first make sure that the ProjectPAK Project status values match the corresponding ShopPAK Job status values. If you change a job status in ShopPAK that matches a status value in ProjectPAK, ShopPAK automatically changes the ProjectPAK project status accordingly. The same is true in ProjectPAK. If you change a ProjectPAK project status, and the project has a corresponding ShopPAK job, ProjectPAK will automatically change the Job status value.

Material Only Work Order

If you request that the conversion utility place all the estimated materials into one ‘material only’ work order, as opposed to distributing material into their logical work orders, ShopPAK displays the work order number of the material only work order.

Labor Only Work Order

If you request that the conversion utility place all the estimated labor operations into one ‘labor only’ work order, as opposed to distributing estimated labor into their logical work orders, ShopPAK displays the work order number of the labor only work order.

Ppak ID / Description

If you use the conversion utility to automatically generate a first-cut ShopPAK job, you’ll see the corresponding ProjectPAK project’s ID and description.

Bill To Customer

Name of the ‘bill to’ customer. The entire ‘bill to’ customer address can be found on the “Address” sub-tab.

Ship To Customer

Name of the ‘ship to’ customer. The entire ‘ship to’ customer address can be found on the “Address” sub-tab. On the “Address” tab, if you choose a Ship To customer from the ProjectPAK database, or if you simply type the name and address of the ‘ship to’ customer, ShopPAK automatically displays the name in the ‘Ship To Customer’ field.

Contact

The main contact for the job. The list of contacts that ShopPAK provides depends on the “Contact” radio button you choose: ‘Bill to List’, ‘Ship to List’, or ‘User Defined’. If you choose the latter, there won’t be a list to choose from. Instead, simply type the name of the contact. This is handy if the contact isn’t defined in ProjectPAK.

Customer PO

The customer PO number. If the customer PO is entered on the ProjectPAK project form prior to conversion, it will be automatically sent to ShopPAK.

Order Date

The date the customer has confirmed the order or job. The conversion utility defaults to the current date when populating this field. Automatically populates new Job Item ‘Order Date’.

Request By Date

The date the customer expects the job finished. Exactly what this means may vary from ShopPAK customer to ShopPAK customer. It is important to define exactly what each ShopPAK date means.

Bill By Date

The date you want to invoice the customer. Exactly what this means may vary from ShopPAK customer to ShopPAK customer. It is important to define exactly what each ShopPAK date means.

Ship Via

How you’ll ship finished products to the customer. Choose from the user-defined list of values.

Project Manager

Name of the person in charge of the job.

Engineer

Name of the person in charge of the engineering the job. Note, you can assign different engineers to different work orders. Selecting an engineer at the job level trickles down to all of the job's work orders, unless you specifically choose an engineer at the work order level.

Direct Purchase

Default way to cost and distribute material expense against the job. The value flows in from your ShopPAK options, but you can override it if you choose. 3 values are available:

Pick Job Item or Work Order
Average Across Job Items
Use Estimated Material Cost for Job Items

Pick Job Item or Work Order

This is the preferred setting. When creating a ‘direct material’ purchase order, the purchaser assigns the correct PO Item quantity to a specific ShopPAK job item or work order. The costs associated with the PO Item distribution are applied to the chosen Job Item or Work Order according to when you tell ShopPAK to apply expense.

	Note: We recommend attributing PO Item quantity at the work order level when using ‘Pick Job Item or Work Order’.

Average Across Job Items

When creating a ‘direct material’ purchase order, the purchaser assigns the correct PO Item quantity to a ShopPAK job, as opposed to a specific Job Item or Work Order under the job. When the costs associated with the PO Item distribution are applied to the job, ShopPAK averages the expense and applies it to every Job Item under the job.

Use Estimated Material Cost for Job Items

When expensing direct material purchases against the job, ShopPAK simply uses the ‘estimated’ material expense as the ‘actual’ expense at the Job Item level. Thus, there will never be variance at the Job Item level, however, at the Job level, actual direct material expenses can be contrasted against estimated material expenses.

Billing Method

When a new job is created, the billing method flows in from the default option setting. This can be overridden if necessary:

None
Progress
Ship Ticket

None

Choose ‘None’ if you do not use ShopPAK to generate invoices.

Progress

Choose ‘Progress’ if you want to use ShopPAK progress billing capabilities. Note: Even if you choose ‘Progress’, you can create ‘Regular’ invoices via the “Billing” main tab.

Ship Ticket

Choose ‘Ship Ticket’ when you will only create ‘regular’ invoices via the “Billing” main tab.

Progress Billing Item

If you’re using ‘Progress’ as your billing method, you can choose the default progress billing level: Job Item or Work Order. As you add Job Items and Work Orders under the job, this directive tells ShopPAK to mark new Job Items or Work Orders as a ‘progress billing item’. This setting flows in from ShopPAK options, but you can override for a particular job if necessary.

Break Out Change Order Tax as Separate Billing Items

When creating a new progress billing application that has change orders, break out change order tax as a separate billing application item.

Tax Rate

Default sales tax rate to use throughout the job tree hierarchy. Most ShopPAK customers determine sell price at the work order level. However, you can maintain it at the Job, Job Item, or even the Product levels. The Job Detail’s ‘Sales Tax Rate’ flows into the subordinate Job Item, Work Order, and Product levels. We allow users to override the sales tax rate in case different Job Items and Work Orders have different ‘Ship To’ addresses and are subject to different taxing authorities with different rates.

Tax Agency

Applicable tax agency for the job. Values flow in from the ShopPAK Options dialog box Accounting sub tab. Choose the appropriate tax authority based on jurisdiction.

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Sell Price and % Billed Level

Choose which level of the job you want to drive sell price and billing at. For each new job, ShopPAK uses the ShopPAK Options default value to set this control. However, if you want to manage a particular job differently, choose the right level for that job. For most customers, we recommend maintaining sell price at the work order level. See “Setup and Options” for more information.

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Tracking

Percent Complete

User entered percent complete. You can update percent complete at the job level, however, it is usually more accurate to maintain ‘Percent Complete’ at a lower level in the job tree (let’s say at the Job Item or Work Order level), and provided you’ve set up percent complete maintenance at the same level, ShopPAK ‘bubbles up’ the lower level’s percent complete and calculates ‘Percent Complete’ at the job level. The calculation is based on the lower level’s sell price relative to the overall job’s sell price.

Generate Alerts

Tells ShopPAK if it should generate alerts for the job.

Percent of Labor Budget

ShopPAK automatically calculates percent of labor budget at either the work order or job item levels and bubbles up to the job level. Depending on how you’ve set up your ShopPAK options, ShopPAK calculates percent of labor budget either by dividing actual labor hours by estimated labor hours, or dividing actual labor cost by estimated labor cost. This is a great metric because it is automatic, and it gives project managers a good sense as to where they’re at relative to estimated labor cost or hours.

Percent of Work Orders That Are Finished

ShopPAK automatically calculates percent of work orders that are finished. In order to use this tracking ratio, make sure you choose work order status considered completed in ShopPAK Options.

Progress Billing Day

Choose the day of the month that you plan on submitting progress billing application for payments. The alerts system uses the supplied day to generate a reminder alert ̶ provided you've set up a progress billing day alert via ShopPAK Alerts.

Percent Billed

ShopPAK automatically updates this percentage based on the amount of money billed (including both progress billings and regular invoicing) relative to the job’s sell price.

Last Regular Invoice Number

ShopPAK automatically fills in the last ‘regular’ invoice number billed for this job.

Last Regular Invoice Date

ShopPAK automatically fills in the date of the last ‘regular’ invoice.

Last Progress Billing Invoice Number

ShopPAK automatically fills in the last ‘progress billing’ invoice number billed for this job.

Last Progress Billing Invoice Date

ShopPAK automatically fills in the date of the last ‘progress billing’ invoice.

Material Due Date

Overall material due date for the entire job. This date indicates when material needs to be delivered in order to make the scheduled ship date. When a user enters a material due date at the job level, ShopPAK automatically fills all lower level Job Item, Work Order, and Material due dates with the same date, unless the user had previously typed a specific material due date into the lower level Job Item, Work Order, or Material due date control.

Target Finish Date

Overall target finish date for the entire job. This date indicates when the job needs to be finished before it is considered late. ‘Target Finish Date’ is primarily used by the ShopPAK Scheduler as it determines if a scheduled finish date is ‘late’ or ‘on time’. If the 'Target Finish Date' is greater than or equal to the 'Scheduled Finish' date, the job is considered to be on time. However, if the ‘Target Finish Date’ is earlier than the 'Scheduled Finish Date', the job is considered ‘late’ and is marked accordingly. When a user enters a target finish date at the job level, ShopPAK automatically fills all lower level Job Item, Work Order, and Department target finish dates with the same date, unless the user had previously typed a specific target finish date into the lower level Job Item, Work Order, or Department target finish date control.

Ship Date

Date the job is to be shipped. When a user enters a ship date at the job level, ShopPAK automatically fills all lower level Job Item or Work Order ship dates with the same date, unless the user had previously typed a specific ship date into the lower level Job Item or Work Order ship date control. ShopPAK automatically highlights ship date to be on time, late, in jeopordy of being late, etc. based on your date tracking color choices located via the Define | Date Tracking Colors menu item. We cover setting up date tracking colors in the milestone section found later on in this chapter.

Ship Date Not Firm

Indicates whether or not the ship date is firm or not firm. Place a check into the checkbox if the ship date is still questionable. Scoreboard uses this setting to paint a ship date as firm or not firm.

Scheduled Start Date

Date the job is scheduled to begin. ShopPAK automatically highlights scheduled start date to be on time, late, in jeopordy of being late, etc. based on your date tracking color choices located via the Define | Date Tracking Colors menu item. We cover setting up date tracking colors in the milestone section found later on in this chapter.

Scheduled Finish Date

Date the job is scheduled to finish. ShopPAK automatically highlights scheduled finish date to be on time, late, in jeopordy of being late, etc. based on your date tracking color choices located via the Define | Date Tracking Colors menu item. We cover setting up date tracking colors in the milestone section found later on in this chapter.

Actual Start Date

Actual date the job started. Automatically filled in when the very labor transaction is applied to the job.

Actual Finish Date

Actual date the job was completed. Note, this field is often disabled. Press Edit button to edit date.

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Remove inventory reservations

	WARNING: BE CAREFUL WITH THIS BUTTON. Use this button ONLY after a job is finished to automatically remove any unused, reserved inventory for the job and place back into normal stock.

Clicking the button displays the "Remove Inventory Reservations" button.

You have two options:

Remove reservations

This option can be used regardless of your inventory asset valuation method. It tells ShopPAK to delete all unused inventory reservations and return them to generally available stock.

Expense unused reservations then add back into stock

This option is available if you use LIFO or FIFO as your inventory asset valuation method. It is designed specifically for companies that purchase job specific materials, but make them inventory items to give them greater control over when material is expensed against a job. If any material remains in inventory after the job is finished, this option 1) automatically expenses the remaining materials against the job, and 2) returns them back into general stock, typically at a cost of zero.



Note: We give users the option of assigning any unit cost they wish to the inventory returned to general stock, but if you assign a unit cost greater than zero, that will overstate inventory asset valuation since this function creates inventory picks and decrements counts and valuation to match the costs of procuring the inventory in the first place.

Click Run to start the process. ShopPAK asks if you want to continue. If so click Yes.

ShopPAK processes the request and then displays the count of approved pick transactions, as well as, unapproved pick transactions.

Next it actually shows you the details of the auto pick transactions that were auto generated….

Last it returns to the Remove Inventory Reservations dialog box and fills in the status area with a detailed list of the unused reservations that have been expensed against the job.

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Job Custom Fields

This button displays the Job Custom Fields dialog box. Use this dialog to fill in common custom values that are relevant to all work orders under the job. ShopPAK propagates the information from the Job level throughout all the work orders under the job, saving time when all or most work orders require the exact information.

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Prevailing Wages

The Prevailing Wage button displays the prevailing wage dialog box. Use it to identify any special wage overrides caused by prevailing wage differentials for the job. If you define operation wage overrides for a job, ShopPAK automatically uses the prevailing wage override rate instead of regular employee wage records. Only those operations identified via the prevailing wage dialog are overridden.

If a job has one or more prevailing wage overrides, ShopPAK colors the button yellow --

	Note: Only ProjectPAK operations checked as ‘subject to prevailing wages’ are listed. Make sure you identify operations that may be subject to prevailing wage overrides when defining operations in ProjectPAK:

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Notes/Reminders

Brings up the ProjectPAK Project "Notes and Reminders" dialog box. You'll see all of the notes and reminders entered from ShopPAK, as well as, any entered from ShopPAK. We give access to the ProjectPAK notes and reminders function in ShopPAK because it is a powerful project management tool that benefits both applications.

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Indirect Job

If the ShopPAK job is a normal job, leave this checkbox blank. However, if this is an internal administrative job to collect indirect costs, place a check in the checkbox. This is important, because this is how we separate normal ‘direct’ jobs from administrative ‘indirect’ jobs when generating reports or opening jobs.

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