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Jobs / opportunities

David Stevenson -

Jobs and opportunities are the main work areas of Synergist. All time, materials, purchases, estimates, quotes and invoices need to have a job to link to in order to be entered.

An opportunity is essentially a job that has not yet gone live. As such, an opportunity cannot be created for a client and cannot become a live job unless the prospect it is created for is first promoted to a client. So, in the main, we will refer to everything here as job. Any major differences for opportunities will be highlighted at the end.

Jobs and opportunities do each have their own section and both can be accessed via the left hand navigation panel under Clients & Jobs:

The list will appear in a new tab, labelled as appropriate, in the main work area of the Synergist interface. The list uses many controls common to lists in Synergist, such as views and filters. Read more about common user interface controls in the overview section for further information on these.

Unless a job is deleted, which is only possible if it has no data associated to it and you have permission to do so, it will always remain on the system. The default view is for all open jobs and quotes.

The new button allows you to either copy a job an existing job you have ticked or set up a new one from scratch:

From here you are prompted to select the client who the job is for, as well as selecting a template or additional options if relevant (own job number can be useful if generating an internal job or template with a special number):

Once passed this, you will enter into the details screen as outlined below. In addition to this you may also need to input some details for your 1st phase if mandatory fields exist there. The job won't be created in full with all the tabs until this is saved.

Every job is made up of a common set of tabs. Some tabs are added in addition if you are using certain parts of the system (such as billing plans and stages):

Details:
This is the initial screen you are prompted to fill in when creating a new job. It may contain some mandatory fields, such as job type, handler, due date etc. and contains all the general information about the job. Some fields here are optional, such as projects and sub projects. Any custom fields that have been set up also appear on this tab.
Sales information, which is generally entered at the opportunity stage is displayed here.
It is also on this tab that you choose to mark it as either a template or with a 2 tier structure.

Financial:
All the live financial information 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, including drafts, credit notes and write offs. New invoices can be created 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. Here you can map out what and when you intend to invoice. For further information on this, please see the phase level billing plans section.

Phases:
Every job comes with one phase and cannot exist without a phase. It is the phase where all the costs and estimates go and the job holds all these together. You can add and delete phases, that have no data on them, but one phase must always remain. On this tab you can view all the phases, get into any phase to edit it and create new phases. Full details on phases themselves can be found in the phases section.

Estimate:
Estimates are generated at phase level only. This tab rolls up all the phase estimates into one and allows you to double click into existing estimate lines to edit. 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.

Phase Quotes / Quote:
Depending on how your system is set up this tab will be displayed with either of these titles.
Phase Quotes, mean that you only have the option to generate quotes at phase level so the tab will display a roll up of the quotes generated there - this is the more typical setup.
Quote, means you have the option to generate quotes here and may also have the option to generate quotes at phase level too - though this is not so typical.
Further information on quoting can be found on phase level quoting in our quoting section.

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

Activities:
Any activities that have been filed against the job or 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 the job 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 a summary of all stages within the job. More detail of this can be found on phase level schedules in our schedules section.

Contacts:
Any additional client contacts that should be could be associated to the job can be added here.

Opportunities vs Jobs:
As already mentioned an opportunity is simply a job at quote status so as such cannot be promoted to a live to for a prospect - only a client - but the setup and fundamentals are the same. However, if an opportunity does not go ahead and never becomes a live job you can deaden the opportunity. This enables you to close it down, but record the reason you concern it was lost to enable you to report on this if you wish. This field is customisable:

It is also possible to block certain costs going onto an opportunity (such as purchase) until it is a live job. This is done in the company settings, forced/blocked tab:

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