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Job Types are the first level of analysis within Time & Fees, if you have elected to use Job Types all postings made in the Time Ledger and all write out instructions in the Fees Ledger must be assigned to a Job Type. The option to enable or disable Job Types is found under the General tab of the Time Ledger Options.
Job Types are used by both Time & Fees and IRIS PTP Global Practice Management, therefore some options on this screen relate to both products.
To create a new Job Type:
Log into the Time or Fees Ledger as MASTER.
Click File.
Select Job Types.
From the sub-menu select Job Types.
Click New.
A screen will be displayed on which the following information should be completed:
The Job Type Code is an unique identifier that will be used to when making postings to the Job Type anywhere in the IRIS PTP Software (Time & Fees, Timesheet Posting and Practice Management). Ideally this identifier will reflect the complete title of the job, for example use PTAX for the job Personal Tax.
It is possible to change the identifier used for the Job Type Code at a later date, any postings already made to that Job Type will automatically reflect this change. Click here for more information on changing existing Job Type information.
This is a brief Description of the Job Type, e.g. Accounts, Business Tax or Personal Tax.
If you are creating a new job this field will be empty and you will not be able to add any information. A job may be Associated With Accounts Production, Personal Tax and Business Tax for use in AutoMail and Practice Management automated events. This association is made under the Standard Job settings.
Jobs of similar nature can be grouped together for reporting purposes, for example the twelve periods jobs of accounts for 2001 can be placed in a single Job Group to reduce the data that needs to be entered when reporting (this would only apply if you were using a Job Identification other than continuous - see below).
To assign a Job Type to a Job Group:
Click the magnifying glass to the right of the Job Group field.
Highlight the Job Group you would like to use.
Click Select.
For instructions on creating new Job Groups click here.
This option specifies whether further levels of analysis are used when posting to the Job Type. If Record WIP at individual job level is ticked you may specify the frequency of the job as outlined below under Subsequent jobs repeat at.
It is important to note that if this option is selected for the job all bills raised must be broken down, not only by job but also the further identification. This therefore requires additional effort when raising the bill, the reward being a greater level of analysis on that job.
If Record WIP at Individual Job Level is not selected, within Time & Fees the job will treated as being continuous. The Job will only have the one level of analysis, all postings are made to the basic job (for example. ACC). Jobs of this nature are represented by a C under Type on the job listing. This is the easiest type of job to work with and requires minimal additional information when posting using it.
Selecting this option will allow you to post WIP to clients against this job. When you first create a job you will require this option to be ticked to allow postings (unless the job is only being created for the purposes of Global Practice Management). At a later date you may wish to remove the tick from this option to prevent further WIP being posted to the Job, for example once the job has been completed across the practice (for example, Personal Tax for the previous year).
Selecting this option enables IRIS PTP Global Practice Management to create jobs with the necessary identification (see Subsequent jobs repeated at below) independently of Time & Fees when required.
If Record WIP at Individual Job Level is ticked (see above) the job must have additional levels of identification for posting within Time & Fees. This identification is used to break the work down further within a single job, the options are as follows:
Unspecified Intervals
Unspecified jobs can be used when a level of analysis is required which cannot be provided by the options below (for example, ACC/ADDINF). The additional information following the job (in this case ACC for Accounts) can be made up of any letters or numbers, up to six characters long. Unspecified jobs are represented by a S under Type on the job listing. When posting or billing to an Unspecified job, it is necessary to know the additional identification the WIP or bill relate to.
Weekly
For Practice management, job types can be setup with a weekly recurrence. For example, for a payroll job to be setup PAY/2005/30, where PAY is the job type payroll, 2005 is the year identifier and 30 is the week 30.
For Time & Fees, job types with a weekly recurrance are set as continuous. Weekly jobs are represented by a C under Type on the job listing.
Monthly Intervals
The job requires two further levels of analysis; the year and month the work took place (for example, ACC/2001/01 where ACC is the job Accounts, 2001 is the year identifier and 01 is the monthly identifier). Monthly jobs are represented by P under Type on the job listing. When posting or billing to an monthly job, it is necessary to know the year and month the WIP or the invoice relates to.
Two Monthly Intervals
As Monthly Intervals but the monthly identifier relates to a two month period.
Quarterly Intervals
As Monthly Intervals but the monthly identifier relates to a quarter of a year period.
Four Monthly Intervals
As Monthly Intervals but the monthly identifier relates to a four month period.
Six Monthly Intervals
As Monthly Intervals but the monthly identifier relates to a six month or half year period.
Annual Intervals
The job has a second level of analysis based on the year the work took place (for example, ACC/2001 where ACC is the job Accounts and 2001 is the year identifier). Annual jobs are represented by A under Type on the job listing. When posting or billing to an Annual job, it is necessary to know the year the WIP or the invoice relates to.
Once Per Accounting Period
The option to have jobs recurring Once Per Accounting Period will request that the job has further identification of the accounting period end in year and month format. (for example, ACC/2001/03 where ACC is the job Accounts, 2001 the year and 03 the accounting period month end). The system will allow any valid year and month combination for these types of jobs. Jobs of this type will be represented with a P under Type on the job listing.
It is important you select the correct job interval, as soon as postings are made to the job this option cannot be changed, you would be required to create a new job.
Standard Job Types require a certain job identification.
Once you have entered the information relating to the job, click Insert to update the system, if you decide not to save the job click Cancel.