Jobs

Overview

If Job Costing is enabled, you will have access to the Jobs tab in AgriSmart.

Jobs are used to track the work being completed and the associated costs. When employees enter their timesheets, they select the relevant job, which is linked to a particular client. This allows you to accurately track and report on labour and other costs for each job.

If you have multiple jobs to add, we recommend adding them in bulk using the import. Alternatively, jobs can be added individually.

Throughout this article, Client is used as the management term. Depending on your operations, this may be Orchard, Farm, Vineyard, Packhouse or something else. If you are unsure which term your system uses, locate Jobs on the menu bar and check the menu item immediately to its right.

Add a single job

1. Hover over Jobs on the menu bar, then hover over Manage Jobs and click Add Job.
2. Select the Client that the job relates to. For more information about clients, click here.
3. By default, your name will appear in the Assessed By field. Update this if required.
4. Select a Job Code. For more information about job codes, click here.
5. Enter a Job Identifier (optional). This could be additional information that is not included in the client name and will help users find the job when searching the system.
6. Enter an External Identifier (optional). This is used to match the job with another system.
7. Select an End Date (optional).
8. Select a Job Status. This will generally be Active.
9. Select a Priority. This will generally be Normal.
10. Enter the Job Details (optional). This is where you can include any important additional information about the job.
11. If blocks are enabled in your system, the Blocks field will appear. Select any blocks that need to be assigned to the job. Click All to select every block assigned to the client selected above. Alternatively, click in the field and manually select one or more blocks. If no blocks need to be assigned to the job, leave this field blank.
12. Select the applicable activity codes. By default, All Activity Codes will be selected. If only particular codes should be assigned to the job, remove All Activity Codes, click Select Some Options and select one or more activity codes. If you need to assign multiple activity codes but do not want to select them individually, you can use an import or click Bulk Code Entry below. Help with these options can be found here. If you plan to import the activity codes against the job, leave the activity codes field as it is and return to it later. If you want to use Bulk Code Entry, this should be completed now.
13. By default, Use Charge Out Rate from Job / Activity Codes will be ticked. When ticked, the job will be charged using the rate set against the activity code. When unticked, the team member’s own charge out rate will be used. If you do not use charge out rates, you can leave this ticked.
14. Enter a Budget Total (optional). Leave this field blank if the job does not have a budget.
15. By default, Allocated Users Can See Budget? will be unticked. Tick this box if you want users allocated to the job who are not administrators to be able to see the budget. This is not relevant if you have not entered an amount in the Budget Total field.
16. Click Add.

Add multiple jobs

1. Hover over Jobs on the menu bar, then hover over Manage Jobs and click Import Jobs.
2. Click Download Template.
3. Open the downloaded template. This will usually be located in your Downloads folder.
4. Select the Client that each job relates to. For more information about clients, click here.
5. Select who each job is assessed by. This will generally be your name.
6. Select a Job Code. For more information about job codes, click here.
7. Enter a Job Identifier (optional). This could be additional information that is not included in the client name and will help users find the job when searching the system.
8. Enter an External Identifier (optional). This is used to match the job with another system.
9. Enter an End Date (optional) using the format DD/MM/YYYY.
10. Select a Job Status. This will generally be Active.
11. Select a Priority. This will generally be Normal.
12. Enter the Job Details (optional). This is where you can include any important additional information about the job.
13. If blocks are enabled in your system, a Blocks column will appear. Enter the code for each block that needs to be assigned to the job, rather than the block name. For example, if the block code is BLK-1 and the block name is Block 1, enter BLK-1. To assign multiple blocks, separate the codes with commas and do not include spaces. For example, enter BLK-1,BLK-2. If no blocks need to be assigned to the job, leave this field blank.
14. To assign all activity codes in your system to the job, leave the Activity Codes column blank. If only particular activity codes should be assigned, enter their codes and separate multiple codes with commas, without spaces. For example, to assign activity codes PRUNE and THIN, enter PRUNE,THIN. If you would prefer to assign multiple activity codes after the job has been created, leave this column blank and use the separate import template. We recommend this option if you have multiple activity codes to assign and do not have the codes readily available to copy and paste. Information on how to use this import can be found here.
15. Select Yes or No in the Use Charge Out Rate from Job / Activity Codes column. Select Yes to charge the job using the rate set against the activity code, or select No to use each team member’s own charge out rate. If you do not use charge out rates, either option can be selected as it will not affect the job.
16. Enter a Budget Total (optional). Leave this field blank if the job does not have a budget.
17. Select Yes in the Allocated Users Can See Budget? column if you want team members allocated to the job to be able to see its budget. Select No or leave the column blank if you do not want them to see the budget. If you have not entered a Budget Total, leave this column blank.
18. Save the completed template somewhere you can easily locate it.
19. Return to the Job Import screen in AgriSmart and click Choose File in the upload section.
20. Select the completed template, then click Open.
21. Click Next.
22. Review the information displayed on the Job Import screen.
23. Use the checkboxes on the left side of the table to select the jobs you want to import. Tick the checkbox in the grey header to select all jobs. If there are any jobs you do not want to import, untick them individually.
24. Scroll to the bottom of the page and click Save.

Edit a job

1. Hover over Jobs on the menu bar, then click Manage Jobs.
2. Locate the job you want to edit. Use the filters if required.
3. Click the pencil and paper icon at the far right of the job to open the Edit Job screen.
4. Make the required changes, then click Save.

Job statuses

Update the Job Status to reflect the current stage of the job:

• Active: The job is currently available for use and employees can record timesheets against it.
• Allocated: The job has been assigned to the relevant team members.
• Cancelled: The job is no longer proceeding.
• Complete: Work on the job has been completed.
• Invoiced: The completed job has been invoiced.
• Pending: The job has been created but is not yet ready to begin.

Delete a job

1. Hover over Jobs on the menu bar, then click Manage Jobs.
2. Locate the job you want to delete. Use the filters if required.
3. Click the cross (x) icon at the far right of the job.
4. Click OK to confirm.

If the job has data assigned to it (e.g. timesheets), it cannot be deleted. Instead, edit the job and update its Job Status.