How to Manage Existing Jobs

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

View/Edit Jobs

Change Stage (Pending, In-Progress etc.)

Merge Jobs

Archive/Delete Jobs

Create Invoices & Credit Notes

Create Schedules

Hover over Jobs in the main menu to access your service and project jobs according to specific internal stages. These stages are defined by your business workflow, and jobs can be moved between stages manually or by automatic triggers:

Alternatively, go to Jobs > Pending, then click the All sub-tab to view all jobs. Depending on your Modify Table View settings, you can also view the Status of each job within each stage. These statuses are defined and colour-coded according to status codes, and make it easy to identify where jobs are in the workflow at a glance.

To quickly locate a job, enter the job number, customer name, or site name in the local search bar and click Search. Alternatively, you can enter part of the customer name, then select them from the drop-down list to view all jobs created against them.

Click Advanced to narrow your search results according to Salesperson, Project Manager, Technician, Status, Business Group, Cost Centre, Customer Group, Customer Profile, Tag, Zone, Job Type, and Due Date.

You can then save these filter options as a saved search to access specific jobs more quickly. You can also perform a global search to quickly access a job from anywhere in your Simpro Premium system.

Access the following options when you right-click or click Options on a job in the Jobs tables:

Edit Job	Access and edit the job. You can also do this by clicking the job.
Schedule Job	Schedule a technician to a job in the schedule Day View / Week View, depending on your settings in System > Setup > Defaults > Schedule > Default View.
Create Invoice / Progress Claim	Create an invoice for the job. If you have previously created a progress claim for the job, click Create Progress Claim to raise another one. This option is not available for Invoiced or Archived jobs.
Job Stage	Move the job to Pending, Progress, Complete, or Archive.
Map Job	View the job site on a map provided by Simtrac. This opens in a pop-up window. Learn more in Simtrac.
Merge Job	Merge the job into another job with the same site by entering the latter job number, then clicking Merge > OK. This is useful if you have duplicated jobs in your system. If you are merging project jobs, you can also select to Merge Sections as Variations. Jobs can only be merged with jobs that share the same customer and job type. This option is not available for Invoiced or Archived jobs. Learn more in Merge jobs.
Copy Job	Copy an entire job, including customer details, site details, estimated costs such as materials and labour, to a new job.
Archive Job	Archive the job. To make a job active in your system again, go to Jobs > Archived Jobs, then click Options > Job Stage > Pending / Progress / Complete on the job. This option is not available for Archived jobs.
Delete Job	Permanently delete the job.

You can map, invoice, archive, and delete multiple jobs at once by selecting the check boxes, then clicking the option below the table.

You can also perform the following actions to multiple jobs at once:

• Assign a new salesperson / project manager / technician
• Manually update the job status
• Add project tags
• Change the stage
• Change the due date

When you have finished selecting from the options, click Update.

Please take caution when merging jobs as you cannot split them again.

US only: If you use Simpro Premium in the United States, the terms 'progress invoice', 'deposit invoice' and 'final invoice' are used instead of 'progress claim', 'deposit claim', and 'final claim'.

US only: If you use Simpro Premium in the United States, the term 'change order' is used instead of 'variation'.

If another user is already editing a job, when you try to open the job you can view it in read-only mode. If another user tries to access a job while you are editing it, they will receive a prompt to request edit access. Learn more in How to Hand Over Access.

To open a job in read-only mode, even if no other user is editing it, locate the job and click Options > Open Read Only.

If you are editing a job and want to allow another user to edit it, you can switch to Read Only mode. Next to Save and Finish, click the drop-down arrow and click Switch to Read Only. Any changes made will be saved when switching to read-only mode.

If you have the appropriate security group permissions, you can manually change the stage of a job to reflect its current place in the workflow. Then when you access the Jobs menu, you can locate the job in the stage.

To change the job stage within the job:

1. Access the job as normal.
2. Go to Details > Settings > Stage.
   • ​​ To change the job stage for an entire project job and service job with multiple cost centres, go to Details > Settings > Stage in the overview level.
3. Select the stage.
4. Click Save and Finish.

You can also change the Cost Centre Stage for project jobs and service jobs with multiple cost centres. The job only moves to the stage when all cost centres have had the applicable stage applied.

You can archive jobs that have been completed, invoiced, and had all other necessary processes finalised to maintain efficient administration and focus on your currently active jobs. You can also select an archive reason set up in System > Setup > System Setup > Archive Reasons > Jobs to assist in reporting.

If you have set up automatic archiving, jobs are archived automatically when the job is invoiced after a set period of inactivity, or you can archive a job manually. Learn more in How to Use Archive Reasons.

Archiving jobs can improve the performance of your build, make it easier to locate relevant work and make system alerts easier to manage.

To archive a job:

1. Locate the job.
2. Click Options > Archive Job.
3. If you have set up archive reasons in System Setup, select the Reason for archiving the job. Learn more in How to Use Archive Reasons.
4. Click Archive.

The job then moves to Jobs > Archived. To make a job active in your system again by moving it back to an active stage, go to Jobs > Archived, locate the job, then click Options > Job Stage > Pending / Progress / Complete.

If you have selected Restrict Archived Jobs in System Defaults, archived jobs cannot be edited.

If you have archived jobs that have only been partially invoiced, the associated costs may still appear in the Job WIP Report. To make the job complete prior to archiving it, you may wish to either set the total value of the job to zero and raise an invoice, or alternatively, raise a credit note for the value that has not been invoiced.

To map jobs:

1. Access the list of Pending or Progress jobs.
2. Select the check boxes to select the required jobs.
3. Click Map Jobs at the bottom of the table.
   • Jobs are displayed as pins on the map.

You can then assign employees to jobs on the map.

To assign jobs on the map:

1. Click an employee from the list.
2. Click the pin of the required job.
   • The pin updates to reflect the colour and number of the selected employee.
3. Click Update Simpro Premium to save the assigned employee.

Merging jobs is not reversible.

To merge one job into another job:

1. Locate the job.
2. Click Options > Merge Job.
3. Search and select the job number for the job to be merged into.
4. Click Merge > OK.

When you merge two jobs, the job being merged into now has all the details from the first job, and the first job is archived. You can open the archived job and make a note that the job has been merged into another job. To view the note, open the archived job and navigate to the Logs tab.

Accrual revenue is used to account for costs that haven’t been paid for yet, but you know that the payment will be made in the future. Learn more in How to Manage Accrual of Revenue.

Deferral revenue is used to account for costs that haven’t been incurred yet, but have already been paid for. Learn more in How to Manage Deferral of Revenue.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.