This section explains how to create and manage a Job Project in SapphireOne. Proper setup and management of job projects are essential for tracking project progress and financials. This brief tutorial provides the basic information required to commence a new Job Project record. The steps are as follows:
- Navigation – Go to Job Projects > Job Projects > Inquiry and then select the Job Project item. SapphireOne will display the Job Project list screen, with a list of existing active projects in the data file.
- New Job Project – To commence a new Job Project select the blue + button on the main toolbar and proceed from there.
- Details page – SapphireOne begins the process by opening the Details Page, ready for data entry.
- For complete documentation, follow the Project area link to access the main article.
- Project area – Enter a new ID and name for the new Job Project. Use the Document Paperclip to scan and attach any documents related to the project. Enter other details as required.
- Grouping & Credit Control areas – Enter details as required. When a Client ID is entered into the Client Area, SapphireOne automatically populates the Credit Control Area with the client’s financial details. This ensures consistency and saves time during data entry.
- Client area – If needed, associate a Client with the new Job or p|Project by entering the Client’s ID in the designated field.
- Client Retention % Billing cycle areas – Enter as required.
- Misc & Deadlines areas –Enter details as required. Pay close attention to the Deadlines Area, as these details should be carefully set at the commencement of a new job or project to ensure proper tracking and management.
- Contacts area – Contacts may be added to or remove from the job projects as it progresses.
- More Details page – Enter the data as follows
- Address area – Users can enter both the postal and physical addresses as needed. By entering the postal address and selecting the green arrow, SapphireOne will automatically copy the postal address into the physical address field, eliminating the need to duplicate the entry manually.
- Other areas – Typically, the Other Areas on the More Details page will not require data entry when setting up a new job or project in the data file.
- For further information and detailed documentation, please follow the Notes Area link to read from the main article.
- Custom page – Data entry on the Custom Page for a new project requires careful planning, as all data entry headings are fully customisable and can be utilised for generating reports. Ensure that the headings align with the reporting requirements to maximise efficiency and accuracy.
- Planning / Quote page –Setting up a new job or project requires thorough planning to fully utilise the functionality available on this page. Detailed documentation can be accessed by clicking on the Planning Quote page link and reviewing the relevant section in the main article.
Saving the new Job Project record
For a new job or project record, this is all that needs to be completed before saving the record.
Users should be aware that there are an additional 12 pages where data can be entered. However, many of these pages are automatically populated based on activities performed within the job or project, reducing the need for manual entry. For any data entry or modifications made to a job or project record, the following procedures should be followed:
- Review Changes: Ensure all changes align with project requirements.
- Verify Dependencies: Check for any dependencies or linked records that might be affected.
- Save the Record: Click the green tick in the main toolbar to confirm and save changes.
- Check Reports: Review related reports to confirm that updates are reflected accurately.
This ensures that all updates are accurately recorded and functional across the system.
For more detailed instructions, please refer to the Job Projects > Job Projects > Job Project article.