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Phases

Jo Grant -

Every job has at least one phase. When a new job is created it automatically has a phase. More phases can be added and phases (including the original one) can be deleted, but one must always remain.

If a job is simply then there is no need to add any additional phase. However they can be used to represent different elements or stages of a job or to represent months of an annual job.

Phases can be access from within the job or directly via the left hand navigation panel.

A new phase can be added via the phases tab of the job header:

or via the job or job and phase number:

If you have any fields at phase level that you have set to be mandatory then you will only be able to add phases via the wizard.

Every phase has a series of tabs. Information on this, or a link to more details, is given below:

Details:
This is the initial screen you are prompted to fill in when creating a new phase. It may contain some mandatory fields, such as phase type, handler, due date etc. and contains all the specific information about this phase. Some fields here are optional, such as stage. Any custom fields that have been set up also appear on this tab.

Financial:
All the live financial information for the phase is displayed on this tab, along with any estimated and quoted values.
There are various views by which the information here can be displayed.
For full information on this tab, please see the article dedicated to the financial tab

Invoices:
Here you will see all the existing invoices for this phase, including drafts, credit notes and write offs. New invoices can be created for this phase from this screen as well as draft invoices deleted.

Billing plan:
Billing plans are an option that can be switched on within company settings, so may not be displayed on all systems. It is also possible to have job only billing plans. Here you can map out what and when you intend to invoice on this phase. For further information on this, please see the phase level billing plans section.

Time:
This shows a summary of the timesheets entered along with an option to included what has been estimated. There is both a default summary view and a detailed sheets view are available.

Materials:
Here you will see all actual materials that have been entered, along with an option to include any material estimates.

Purch & exp.:
Both actual purchases and expenses are shown here by default, but that can be deselected. An option to include any estimates is also available. New purchases and expenses can also be created here, along with existing ones edited.

Estimate:
Estimates are generated at phase level only. This tab allows you to create and / or edit estimates from the information that has been entered into your system at setup, giving you . The estimate tab show a variety of information on the estimated figures as well as any actuals that have been added. Information on phase level estimating can be found in our estimating section.

Quote:
If your system is set up for job level quoting only then you will not see this tab here. This tab is where a quote for this phase can be generated and then rolled up at job level.
Further information on quoting can be found on phase level quoting in our quoting section.

Pending:
Any pending costs, which would be blocking the phase from being final invoiced, can be found here.

Activities:
Any activities that have been filed against this phase can be found here. New activities can also be generated here. For full details please see the activities section.

Attachments:
Any existing attachments to this phase can be viewed, downloaded or deleted from here. New attachments can also be created here.

Schedule:
Stages can be created at job or phase level, but not both. On a 2 tier job they can only be created at phase level. This tab shows the stages that are only related to this phase. More detail of this can be found on phase level schedules in our schedules section.

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