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Take Pastel beyond accounting with Job-SYS,
a fully integrated REAL TIME Job costing module
for Pastel Xpress and Pastel Partner.
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Index
Index ............................................................................................................................................................................. 2
Overview ...................................................................................................................................................................... 4
Key Features and Benefits .......................................................................................................................................... 6
Key Features ................................................................................................................................................................ 6
Benefits ........................................................................................................................................................................ 6
Structure of a Job ........................................................................................................................................................ 7
Pastel Integration ........................................................................................................................................................ 8
System Setup ............................................................................................................................................................. 10
Labour Types | Processes | Departments ................................................................................................................. 10
Labour Rate Matrix..................................................................................................................................................... 11
Non-Productive Hours ................................................................................................................................................ 11
Job Category ............................................................................................................................................................... 11
Cost Category ............................................................................................................................................................. 12
Costing Structure Templates ..................................................................................................................................... 12
Artisans | Technicians | Consultants ...........................................................................................................................13
Branches ......................................................................................................................................................................13
Progress Status for Quotes and Jobs ....................................................................................................................... 14
Quotation Tags .......................................................................................................................................................... 14
Sub Contractors & Delivery Addresses ......................................................................................................................15
Users ............................................................................................................................................................................15
Main System Setup .................................................................................................................................................... 16
.................................................................................................................................................................................... 16
Pastel Settings ........................................................................................................................................................... 18
General Ledger Accounts .......................................................................................................................................... 18
Pastel Stores .............................................................................................................................................................. 20
Pastel Connection ...................................................................................................................................................... 20
Pastel Lookups ............................................................................................................................................................ 21
Customer Lookup ....................................................................................................................................................... 21
Delivery Address Lookup .......................................................................................................................................... 22
Stock Search .............................................................................................................................................................. 22
Bills of Materials ........................................................................................................................................................ 24
Quotes ........................................................................................................................................................................ 26
Create New Quotation .............................................................................................................................................. 26
Projects ...................................................................................................................................................................... 28
Creating projects for Quotes and Jobs ..................................................................................................................... 28
Add estimated labour to a project ............................................................................................................................ 29
Add estimated materials, parts and other costs to a project ..................................................................................31
Import Projects and Estimated Item Values ............................................................................................................ 32
Copying Projects from Another Quote or Job ......................................................................................................... 32
Deleting Projects ....................................................................................................................................................... 33
Print a Quotation ....................................................................................................................................................... 34
Close a Quotation ...................................................................................................................................................... 36
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Jobs ............................................................................................................................................................................ 38
Adding New Jobs ....................................................................................................................................................... 38
Purchasing for Jobs ................................................................................................................................................... 40
Allocate Materials, Parts and other items to Projects ............................................................................................. 42
Allocate Items to a project ........................................................................................................................................ 42
Work in Progress ....................................................................................................................................................... 44
Allocate labour to a Job ............................................................................................................................................ 45
Monitor Job profitability and estimated costs versus the actual costs ................................................................. 46
Invoicing and Delivery Notes for the Job ................................................................................................................. 47
Create a New Invoice (or Customer Document)...................................................................................................... 47
Invoice By Projects .................................................................................................................................................... 48
Invoice By Items ......................................................................................................................................................... 49
Finalising the Invoice ................................................................................................................................................. 50
Close the Job ...............................................................................................................................................................51
Search for Quotes and Jobs ...................................................................................................................................... 52
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Overview
All customer, supplier and stock details are maintained in Pastel. Job-SYS accesses the information
directly from Pastel as the information is required. All financial information, statements, age analysis,
cash books, etc. are processed in Pastel.
Quotes are created in Job-SYS. The costing structure for the quotation consists of one or more
projects, this allows for more accurate structured costing. The costing for each project is based on
costing categories (Materials, parts, labour, travel, Consumables, etc.) The expected quantity, cost
prices and invoicing values for materials, parts, labour, etc needed for the projects are added under
the appropriate costing category.
The cost price used when adding the item can be based on Pastels average cost, last cost, a specified
cost price or the actual cost of the item. Projects can be created automatically when creating Quotes
and jobs or by using a bill of material as a template. The selling prices are calculated based on Pastel
price lists, markup over cost price or a specified selling price. Cost prices and selling prices can be
setup based on multiple supplier price lists.
Job-SYS can be setup to capture all unit & vehicle details when creating a quotation or job. This allows
for a complete history to be viewed of the work performed on a unit or vehicle.
Accepted Quotes are converted to Jobs, this allows for estimated (quoted) values to be compared to
the actual values and to monitor the profitability of the job and whether or not the job is within
budget.
Materials requirements allow for Pastel purchase orders to be created with a link to the job. When
processing supplier invoices in Pastel, the cost of the invoice can be automatically allocated to the Job
that the items were specifically purchased for. When issuing stock to a Job, the physical stock quantity
in Pastel is updated.
Capture timesheets and work performed by Technician for each Job. This allows for productivity and
efficiency to be monitored by department or process for each of the Technicians.
Part Invoices can be created for more than one customer on estimated values (quoted), or the actual
values of the Job. Invoice value can be based on amount, percentage or quantity for each project.
Attach any type of document, i.e. Image files, word documents, excel documents, emails, drawings,
inspection reports, worksheets, certificates, etc. and other correspondence relating to the quote or
Job. Documents attached to the quote or job is displayed in list format and can be viewed by a simple
click of the mouse.
Over and above the standard reports in the system, most of the screens in Job-SYS can be exported to
Excel where they can be manipulated, summarized and analyzed to display the information in the
required format.
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The Following diagram illustrates the various processes and flows in Job-SYS
Legend for Processing
Issue Stock and
allocate other costs
to Job
Allocate timesheets
to Job
Close JOB
Reserved Stock
(Auto Allocation)
Update Pastel Stock
Quantity, Stock and
W.I.P GL Accounts
Update Pastel
W.I.P & COS GL
Accounts
Finalise Job
Job-SYS Processing Manual Pastel Processing
Automatic Pastel Processing
Quote accepted and
Converted to a Job
Generate Purchase
Order
Add Projects
Add Estimated Items
and Labour to
Projects
Create new Pastel
Purchase Order
Stock
Available
Submit
quotation to
client
Process suppliers
invoices in Pastel
when receiving
goods.
Create New
QUOTE
Active JOB
Close Quote if
declined
Part Invoice or Final
Invoice
Create new Pastel
Customer Invoice.
Create New
JOB
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Key Features and Benefits
Key Features Ease of Use – Job-SYS has been designed in such a way that it applies structure and logic to the
creation and processing of information making Job-SYS an efficient and easy to use system.
Bills of Materials - Setup bills of materials that can be used to create projects or templates.
Templates – Setup templates for the various Job Categories to quickly and easily create standard type
quotes and jobs.
Pricing - Use Pastel’s average cost price, last cost or the actual cost of the item (as per the suppliers
invoice) in the job. Selling prices are based on Pastel’s price list, markup percent or a specified selling
price. Cost prices and selling prices can also be setup based on multiple supplier price lists overriding
the Pastel selling prices.
Projects - Manage jobs with projects, this allows for more accurate costing and comparisons between
estimated and actual values to ensure that the job is within budget.
Purchasing - Create purchase orders based on material requirements for specific items in the job
allowing for the stock and other costs to be automatically reserved or allocated to the Job.
Labour - Capture Job labour and non-productive labour allowing productivity by Technicians,
departments / processes, projects and jobs to be monitored.
Job Attachments - Attach any type of document, i.e. Image files, word documents, excel documents,
emails, drawings, inspection reports, worksheets, certificates, etc. and other correspondence relating
to the quote or Job. Documents attached to the quote or job is displayed in list format and can be
viewed by a simple click of the mouse.
Unit Tracking - Capture all unit & vehicle details when creating a quotation or job. This allows for a
complete history to be viewed of the work performed on a unit or vehicle.
Benefits Monitor real time costs, profitability and progress of each Job to ensure that the projects and jobs are
completed within the expected completion date and budget.
Manage your business and make informed decisions based on accurate and reliable historic and real-
time information.
Prevent overstocking as a result of incorrect purchasing.
Manage procurement more efficiently.
Real time accounting and inventory records.
Improve cash flow.
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Structure of a Job
Each job has an estimated section (this is initially used as the quotation) and an actual section (All stock
issued, travel, consumables, parts, etc. and labour allocated to the job are reflected in this section).
Once the quotation has been converted to a Job, the estimated section (quotation) is still accessible and is
compared to the actual section of the job to monitor the progress of the job as well as whether the job is
within budget.
You can revert back to the quotation at any time by simply toggling between estimated section and actual
section.
You do not have to always create a quotation, you can create a job, bypass the quotation process and ignore
the estimated section.
Each job has a least one project. The project section allows you to load as many projects as needed
(unlimited). This allows you to split up the job into different sections giving you a more structured job that is
easier to cost out and monitor the progress of the job.
The project is divided into different costing categories allowing you to monitor the cost of the project and job
by materials, labour, parts, travel, consumables, etc.
The following diagram illustrates the structure and layout of a quotation & job.
Projects Costing
Categories
Quote or Job
Supply Unit
(based on bill of Materials)
Installation of Unit
Service and Maintenance
Materials
Consumables
Labour
Items are allocated to
the costing categories
of the projects.
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Add Customers,
Suppliers, Stock Items,
Service Items, Buyouts
and General Ledger
Create new
Quotes & Jobs
Customers, Suppliers,
Stock Items, Service
Items, Buyouts and
General Ledger
Process suppliers invoice
or GRN’s
[linked to purchase
order]
Lookup information is read
directly from Pastel
Create New Purchase Orders
linked to the Job
Create purchase orders
based on job
requirements (estimates)
Create Projects,
Add items, labour,
etc. to Project
Manual Allocations
of items, labour,
etc. to Job
Update Pastel’s physical stock count, Inventory GL
account or Purchases GL account and the W.I.P GL
account.
Invoice the
Job
Create a new Pastel Customer Invoice.
Line items of invoice are based on
Sales GL accounts. (Search Type 6)
Close the Job W.I.P and Cost of Sales GL
accounts are updated
Process GL
Batches
Link journals to
reflect as a cost
on the Job
Automatic
allocation of
suppliers invoices
to a specific job.
Pastel Integration
The Following diagram illustrates how Job-SYS integrates into Pastel
Job-SYS Pastel Accounting
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Notes
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System Setup
This section of the manual will explain the various setup screens in Job-SYS and where they are used when
processing transactions in Job-SYS.
All of the following screens are accessible from the Main Menu … Setup menu.
Labour Types | Processes | Departments
Labour types are used to categorise the staff into different groups based on the type of work to be
performed, various processes involved or departments. Each labour type has a cost value and invoice value
assigned to it. Labour is quoted by the various labour types and actual time worked is summarised by the
labour types, making it easy to monitor labour productivity and progress of the job.
Code – Unique code identifying the labour type
Description – Occupation or type of work, department or process.
Blocked – determines whether the labour type is active or not. Blocked labour types do not show in
the system.
Branch – Default branch assigned to the labour type.
Cost Rate – Default cost value to be used for the labour type when creating new quotes.
Charge Rate – Default charge rate to be used for the labour type when creating new quotes.
Flow Index used to determine the sort order and listing of the labour types on the various screens and
reports.
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Labour Rate Matrix The Labour Rates to be used are specified in the system setup
and are based on one of the following options…
By Pastel Customer Categories.
By customer price to use.
By Customer Category and Price to use.
By Labour rate assigned to technician.
By Labour Rate assigned to labour type.
When allocating labour the default rate is determined based
on the above options. If the user has sufficient user rights
they are able to override the rate at the time of capturing the
timesheet entry.
Non-Productive Hours Specify the various types of non-productive hours to be
captured in Job-SYS. By capturing non-productive hours you
are able to account for a full working day and better monitor
the productivity and efficiency of your staff.
Job Category Load the various types of jobs that you would quote on or the
various types of work you would perform. The job Categories
are used to categorise the quotes and jobs. Sales and cost of
sales accounts can be specified for each of the job Categories.
Code – Unique code identifying the Job Category
Description – Description of the Job Category
Prefix – Used when automatically generating Job Reference
Numbers
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Cost Category As well as having Job Categories, Job-SYS also has costing
categories. The costing categories allow for the costing of quotes
and jobs to be split up into different sections. i.e. You will be able
to be see total cost, invoice value, markup percent and margins
by materials, labour, travel, etc.
Code – Unique code identifying the Cost Category
Description – Description of the Cost Category
Skip COS – Disables the feature that updates the Pastel
work in progress and cost of sales ledger accounts.
Seq – determines the sort order of how the cost
categories are displayed on the screens and reports.
Costing Structure Templates
If your quotes and jobs have a standard structure to them, you can load pre-defined templates for each of the
job categories that you have setup, allowing you to save time when quoting or costing out a job. After the
quote or job has been created, you can modify the costing structure as needed. If you use a bill of material as
a template, the line item details will automatically be added to the costing structure, making the quotation
process or costing process so much easier.
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Artisans | Technicians | Consultants
Create and maintain a list of Technicians, Artisans, Engineers, Mechanics, Consultants and anyone else who
would work on a job and who’s time spent on the job you would want to record.
Code – Unique code identifying the person such as the employee number as per the payroll system.
Name – Name of the person.
Description – Occupation or type of work.
Labour Type – Categorises the workers into different pay grades, processes, activities, etc. Labour is
summarised in the job by the labour types. Each labour type has a cost and invoice rate assigned,
these values are used to calculate the cost of labour and invoice value when creating quotes.
Cost Rate – Hourly cost to the company. Used to determine the cost of labour allocated to the Jobs.
Normal Rate – Invoice rate for normal working hours.
Overtime Rate – Invoice rate for overtime.
If the “Labour Rate to Use” is set to “As per Technician” in the system setup, the technicians default values
are used when capturing timesheets. Users are able to edit the values when capturing the timesheets if the
user has sufficient user rights.
Branches Although Pastel Partner or Pastel Xpress does not
support branches, Job-SYS allows for you to create
branches and specify the sales and cost of sales
accounts to be updated for each branch. Each Job is
opened in a specific branch and only stock from that
branch can be allocated to the job. Users and stores
are also assigned to a branch.
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Progress Status for Quotes and Jobs
Progress status is used as an indication to determine the following …
the progress of the Job
Process flow of the Job
Next action to be taken.
The status is assigned to the job and can be used on the main job list for grouping or searching, making it
easier to manage your quotes and jobs.
Quotation Tags
Quotation tag descriptions are defined under the system setup. This feature allows users to setup a list of
standard options that one could select from a list when creating quotes. This ensures consistency as well as
allows for flexibility in the footer of your quotes and allows quotes to be created timeously.
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Sub Contractors & Delivery Addresses
This feature allows for delivery addresses to be setup
which can be used on purchase orders to reflect the
physical address where the goods ordered should be
delivered.
Users
Job-SYS allows you to setup users and access rights, much in the same way that Pastel does. Although Job-
SYS integrates into Pastel, this feature is not linked to Pastel. By setting up user accounts, users can be
blocked from viewing certain information and only given access to certain of the system features and
functions. All transactions processed are linked to the user, this allows for the user who processed the
transaction to be identified.
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Main System Setup
Main System Screen is where the
company information, address
information and contact information
would be setup.
The information specified here would
appear on Quotes, Purchase Orders,
Customer Invoices, etc.
We strongly recommend that you ask your Job-SYS consultant for assistance before changing any of the
system parameters.
General
Multiple Projects per Job - Allows the user to create more than one Project per Quote or Job.
Use Project Quantities - Allow users to specify a quantity for each of the Projects ... this allow users to
quote on more than one of the same item. Estimated costing is done on a single item and then applied
to the total quantity.
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Project Budgets and Fixed Amounts - This feature allows users to input the budgeted Cost and Selling
values of the Projects. These figures are used for comparative purposes only and do not affect the
costing or invoicing of the Job.
Enable Job Groups [Sales or Service] - Allows users to specify whether the Quote or Job is a Sales type
or Service type. Quotation templates can be setup by the diffent Job Groups.
Unit Details - Enables the Unit Information Tab on the Quote and Job Screens. By allowing users to
capture the Make, Model, Hours, KM, etc of the unit, users are able to access a complete history of all
work performed on the Unit.
Unit Reference per Project - This allows users to specify a different serial number or reference to the
unit on each of the projects ... ideal for when working with more than one unit at a time.
Unit Register - The Unit Register Feature allows users to add Units to the Register.
Use Additional Costing Parameters - Enables additional input values and options on the Item
Information screen ... used when costing parameters and unit of measure are different to Pastel Stock
Item
Add Purchase Order Line to Job - Add Item Details to Estimated Section of Job when creating new
Purchase Orders for Items.
Extended Labour - Enables additional input values of the estimated labour for Quotes. Number of
Persons and Hours per Person.
Labour - Detailed Scope of Work - This feature enables the user to specify a more descriptive scope of
work when capturing actual timesheets / Labour.
Quotation Templates for Makes & Models" - Enable Quotation Templates for Product Makes and
Models. This Feature allows users to setup quotation templates for the various products making the
quotation process even easier.
Print Stock Issued Sheets - This feature prompts the user to print a Stock Issues Report after each
Allocation to the Job.
Job Allocation Options
Leave Labour Allocation Screen Open - Leaves the screen open after adding New Allocations.
Leave Stock Allocation Screen Open - Leaves the screen open after adding New Allocation.
Default Job Number as Print Reference - Default the Print Reference to the Job Number when adding
New Allocations - Only applicable if the "Print Stock Issued Sheet" is enabled
Default Project for Labour Allocations - Specify the default Project to be used on the Job when adding
new Labour Allocations.
Default Project for Stock Allocations - Specify the default Project to be used on the Job when adding
new Stock Allocations.
Issue Drawings to Jobs
Active the Drawing Register - This allows users to capture Technical Drawing Information and Drawing
Specifications. Users are also able to issue the Drawings to Jobs and print Issue Forms.
Item Code to use - Default item code to be used when issuing Drawings.
Project to use - Default project to be used when issue Drawings.
Additional Features
Warranty and NON Warranty - Enables Warranty and NON Warranty Type Quotes and Jobs.
Enable Multiple Divisions - Enable Multiple Divisions within a branch - This feature is only applicable to
Warranty and NON Warranty Jobs.
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Pastel Settings Pastel settings allow users to specify the sales, cost of sales and W.I.P accounts to be updated when
processing transactions in Job-SYS, linking of Pastel stores to the various Job-SYS branches, verifying sales
persons and item units of measure.
Refer to the accounting procedure section for a detailed description of the transactions processed in Job-SYS
and effect it has on the stock and General Ledger in Pastel.
General Ledger Accounts The system can be setup to use the General Ledger accounts as per the Pastel setup of the inventory groups
or individual general ledger accounts per branch, job category and cost category as defined in Job-SYS. This
section will need to be setup before any allocations can be processed.
General Ledger Accounts - Inventory Groups
Specify the Work in progress account for the various inventory groups in Pastel. When allocating an item to
the job, Job-SYS will determine the W.I.P account and inventory account to be updated by looking up the
inventory group that the item belongs to and the WIP account assigned to the Inventory group in Job-SYS.
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General Ledger Accounts - Costing Categories by Branch
Job-SYS allows you to specify specific Sales, Cost of Sales and Work in Progress accounts to be used for the
various costing categories across the various job categories for each branch. This level of detail allows for your
income statement and other financial statements to be structured in such a way that it displays revenue for a
costing category for a job category in a specific branch e.g. Total cost of sales and sales for “Materials” for
“Sales Jobs” in the “Main Branch”.
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Pastel Stores List of stores is a list of the stores that have been setup in
Pastel. By dropping down the branches, you can assign a
store to a specific branch. When processing data, only the
stores for the selected branch are available.
Pastel Connection
Job-SYS uses a pervasive ODBC Datasource connection to link to Pastel. The above information is what the
system uses to create the connection, providing the PC users has access to perform this task. If the
connection cannot be automatically created, the administrator for the network, or a Job-SYS consultant will
have to create the connection manually.
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Pastel Lookups
Customer Lookup
All customer information is created and edited in Pastel and read by Job-SYS as the information as needed.
The customer lookup displays the customer account and customer name. This information is accessed when
creating new Quotes and jobs. Users are able to change the information once assigned to the quote or job,
any changes made to the customer information on the quote or job are not updated in Pastel.
The search box allows for partial searching – meaning that if you enter the word “hire”, all customers with
“hire” in the company name will appear in the search results.
The price column determines which “Price to Use” in Pastel Job-SYS uses specified selection when allocating
items to a job for the specific customer. If the “Labour to Use” in the System Setup has been set to “Price to
Use” the labour rate would be based on the Labour Rate Matrix.
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Delivery Address Lookup Customer delivery addresses is also created and edited in Pastel and read from Job-SYS as needed. Users are
able to search for customers by delivery address, as well as customer account and customer name.
Delivery address searches also allows for
partial searching on the address information.
Stock Search
All stock items, service items and buyouts are created and edited in Pastel and accessed by Job-SYS as
needed. The Inventory search screen gives you access to the items to be used in allocations to Quotes and
Jobs. Partial searching is allowed on the item code and item description.
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Additional options and features are available when right clicking on the grid.
Use the F12 key for quick access to the Inventory search screen when adding items to quotes and jobs.
Job-SYS has an additional feature called Costing Parameters. The Costing Parameters allow you to setup and
specify additional item information not available in Pastel.
Comments and notes for the item.
Select what cost price you want Job-SYS to use, namely Last Cost, Average Cost or a specified cost
price (overrides Pastel pricing).
A cost factor – this feature increases the cost of the item by a percentage e.g. If you want to increase
the cost price by 10%, you would set the cost factor to 1.10.
Select what selling price you want Job-SYS to use in Quotes and jobs, namely the selling price from
Pastel, Markup over Cost or a specified selling price (overrides Pastel pricing).
Default Costing Category allows users to link an item to a costing category. When adding the item to a
project, the item is always assign to the default costing category, unless a Bills of Materials was used
to add the items, where the costing category as per the Bills of Materials will be used.
Stock on Hand Enquiry.
The Stock Enquiry screen lists all the available stock
in the various stores that the item has been linked to.
The WIP figures are based on the stock allocated to
jobs that are still open.
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Bills of Materials
The bills of materials are used as templates when creating projects for Quotes and jobs.
The layout of the BOM if very similar to that of the layout of the projects. The BOM also has costing
categories, scope of work, etc. The following is a brief description of the layout of the above screen.
Unique code identifying the BOM item.
Description of the BOM item.
Default store – used to determine the cost and selling prices to be used (where applicable)
Unit type
Price per unit type
Block item – deactivates the item
Lead time – used to calculate the end date of a project, quotation or job.
Reference – Internal reference
Other Reference – Internal Reference
Cost to use - Determines the cost price to be used when calculating the total cost of the components
of the BOM.
Calculation Method of Selling prices – Determines the selling price to be used when calculating the
total selling price of the components of the BOM.
Scope of work – description of work to be performed
Totals for the Bills of Materials (recalculated on the latest prices in Pastel – based on the calculation
methods).
Please note that when adding components to the BOM, the correct costing category needs to first be
selected.
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Quotes
Objectives
During this lesson you will learn how to
Create a quotation
Add projects to the quotation
Estimate the labor and materials required and other additional provisional costs for each project
Print a quotation
Create New Quotation When creating a new quotation, a customer needs to be specified. The account details can be selected from
the Pastel customer lookup screen or you can enter the customer details manually. All other information
pertaining to the customer is entered and the quotation is saved.
What to do
1. Click on the Main Menu … Quotes / Jobs … Create a New Quote
2. Select the customer from the [for non-existing customer, leave the
account number blank and enter the customer name manually].
3. Select the delivery address where applicable.
Customer Lookup Screen
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4. Select whether the quotation been created is a sales quote or a service quote. [The group is mostly
used for reporting and classifications of Quotes].
5. Next, you’ll need to drop down and specify the Job category.
6. Type in a brief description in the customer instructions.
7. A more detailed instruction can be specified in the tab for internal use.
8. If necessary, you can specify the contact person and all their contact details. [This information is
automatically read from Pastel, but can be changed in Job-SYS for the specific quotation].
9. Enter the “Our Job Reference”, this is used as an internal job number. [If setup, this can be system
generated].
10. The received date is when the request for a quotation was made.
11. Enter the delivery date (completion date) for the quotation, if applicable.
12. By entering number of days in “lead time”, the delivery date is calculated for you.
13. Click on the tab
14. At this stage the quotation has been saved and a quotation number has been assigned.
15. The address information is read from Pastel, and can be changed if needed.
16. Click on the tab and tick any of the desired options.
17. Click on the Tab
18. The “Invoicing Details” tab allows for you to select whether the amount quoted or the actual value
of the quote needs to be invoiced. When creating a quote, the default option for the invoice
selection would be set to “Invoice Estimated / Quoted”. When creating a Job, the default option
would be “Invoice Actual”.
19. Drop down and select a Sales Person from the list.
20. Drop down and select a Project Manager from the list.
21. Specify the override Labour Rates in the “Customer Invoice Labour Rates” for the specific quote,
where applicable.
22. The “Default tax for Customer” is the Tax percentage to be used in the quote, based on the Pastel
customer setup.
23. Click on the button.
Save
Address
Scope of Work
Check List
Invoicing Details
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Projects
Creating projects for Quotes and Jobs
Users need to create at least one project per quote, this allows the quotation to be split up in various sections
resulting in a more accurate and convenient way of costing. Bills of Materials can be used as templates to
automatically populate the estimated materials and labour required for the project.
What to do
1. Click on the tab.
2. Click on the button
3. The main project window will appear, Enter
the bills of material code to use one of the
templates that you have created or enter
the description for the project.
4. Drop down the costing category to specify a
category for the costs of this project to be
allocated to. If a category has been selected,
the costs can only be allocated to that
category.
5. Enter the sort sequence to determine the
sort order in which the projects need to
appear on reports and on the screens.
6. Enter a reference if required [additional Reference]
7. Drop down and select a unit of measure.
8. You can enter the default markup percentage for the project, this can be changed when the costs
are been allocated, only if the user has permission to change the markup. All items where the
selling price selection in MU over cost will use the default markup for the project.
9. Enter required date, start date and completion dates applicable to the project.
10. Enter instructions in the scope of work for the specific project.
11. Click on the button.
Add
Save
Costing Structure [Projects]
Page 29
You’ll now see that a new project has been added to the costing structure. You can add as many projects as
needed by repeating the above steps. The edit button allows for you to change the project information.
Projects can be deleted from Quotes and can only be deleted from Jobs if no Actual costs have been
allocated. Projects can also be added by copying projects from other Quotes or jobs.
Add estimated labour to a project
Labour can be estimated for each project by the various labour types. Actual labour allocated to the job is
summarised by labour type and can be compared to the estimated labour.
What to do
1. From the costing structure, click on button. The costing details screen for the
selected project is displayed.
2. On the top left hand side of the screen, drop down and select the labour costing category. The
screen will change to list all the labour types.
Costing Details
Actual hours are only
available once the
quotation has been
converted to a job.
Page 30
3. Select the labour type you want to specify the
estimated hours for.
4. Click on the button, the change
“Estimated | Quoted Labour” screen will appear.
5. Enter the estimated hours or minutes.
6. Enter the “Estimated Due Date” (if applicable).
7. Sort Sequence determines the sort order in which
the labour types appear on the screens and reports.
8. The default rates are populated in the cost and charge rates based on the labour Type Setup. If
needed, and the user has sufficient access, the rates can be changed.
9. Click on the button.
After the estimated labour has been specified, the values on the selected labour type are updated. You can
specify the estimated labour for the other labour types by repeating the above steps.
Edit / View
Save
Page 31
Add estimated materials, parts and other costs to a project
What to do
1. On the top left hand side of the
screen, drop down and select the
material costing category. The
screen will change to list all the
materials, parts, etc. allocated to
the project. (Initially, the screen will
contain no values until allocations
have been made.)
2. Click on the button, the
“Job Details” screen will appear.
3. Enter or select the item code or by
pressing F12, use the Pastel item
lookup screen to select an item
from the lookup list. After specifying the item, the item details are populated on the screen.
4. Change description if needed. (Buyout or Service Items).
5. Drop down and selected the pastel store for the goods to be issued from. (cost and selling prices
are also determined by the selected store).
6. Enter the estimated quantity required for the item.
7. Enter or change the cost price if required.
8. Enter or change the markup % if required. (the selling price will be recalculated)
9. Enter or change the unit prices if required. (the markup % will be recalculated)
10. Drop down and select the unit type.
11. Enter a discount if applicable.
12. As the values are entered the total value for the item is calculated.
13. Click on the button.
Add
Save
Qty Used and actual
values are only available
once the quotation has
been converted to a job.
Click on the stock enquiry
button to view stock
available in the various
stores for the selected item.
Page 32
After saving the estimated values to the project, the item details are visible in the list. You are able to add, edit
and delete the estimated (provisional) costs from the project.
Import Projects and Estimated Item Values
Job-SYS also allows you to import the project structure and estimated values from a CSV file into the
estimated section of a quote or Job.
What to do
Open the Quote or Job that you want to import the projects into.
On the main screen for the Quote or Job, Click on the button and select the “Project
Import” option.
A screen will popup confirming that you want to import the data and list the actual format that the
CSV file needs to be. Click on OK to Continue.
Select the file that you want to import into the current quote or job from the open File Dialog Box.
After the importing of data is finished, the projects and items will appear in the estimated section of the quote
or job.
Copying Projects from Another Quote or Job
Job-SYS also has the feature that allows you to copy projects from other Quotes and Jobs. When copying the
project information, you are able to specify the price selection that you want to use and what projects you
want to copy.
Utilities
Page 33
What to do
Open the Quote or Job that you want to copy the projects into.
On the main screen for the Quote or Job, Click on the tab.
Right click on the grid and select the “Copy Costing Structure [Projects] from … “ option.
Select Quote or Job that you want to copy from Projects from.
The screen appears.
Select the Project that you want to copy and the Updating Price Method that you want to use and
click on the button.
Using the Latest Pricing – Pricing information will be based on the latest pricing for the item.
Using Selected Project Pricing – Pricing information will be based on the pricing as per the project that
you are copying from.
After copy the Project, the project information will appear in the list of projects for the currenct Quote or Job.
Deleting Projects
Please note that projects can only be deleted in no Purchase orders have been created for the project or no
actual values have been allocated to items in the project.
Costing Structure [Projects]
Copy Selected Project
Page 34
Print a Quotation
Job-SYS allows users to print Quotes directly from the system. The quotation header and footer are based on
default templates setup in the System Setup. You are able to edit the header and footer for each quotation.
When printing Quotes you can select what information you want printed on the quote, this feature allows you
to print as much information or as little information as required.
Quotation Tags
The Quotation Tags need to be added to the footer template. When printing the quotation, the tag index is
replaced with the Tag Comment based on the selected tag description.
Example of how the Tags work (as above) …
Tag Index [#2#] has been defined as “Price Comments” and the Tag Description “Delivery - Export” has been
selected.
When printing the quotation, the tag Index [#2#] will be replaced with
“Prices quoted are exclusive of delivery. Any variation in the rate will be will be charged accordingly.
Prices quoted exclude shipping costs and crating. Prices quoted are valid for 30 days from date of
quote.”
What to do
1. Drop down and selected the quotation tags that are applicable to the quote.
2. Click on the Button. Save
Page 35
What to do
1. Click on the Quotation Layout tab on the top of the job costing screen
2. Click on the button.
3. The “Print Quotation” screen will appear.
4. Select the information that you want to appear on the quotation, by ticking the appropriate options.
5. Click on the button to view the quote or click on the button to print the
quote to the printer.
The quotation has now been created and a quotation number has been assigned, estimated values have been
added and the quotation has been printed, the status of the quotation is shown as open until the quotation is
closed or converted to a Job.
Print Quotation
Preview Print
Page 36
Close a Quotation
If the quotation has been declined by the client, the quote needs to be closed. When closing a quote you will
be prompted to specify the reason why the quote was lost. This will allow you to monitor and analysis reasons
for quotes being lost.
What to do
1. Click on the Main Menu … Quotes / Jobs … Job Search
2. Click on the button
3. Select the quotation to be closed
4. Click on the button, the quotation is displayed.
5. Click on the button
6. Specify the reason for closing the quote.
Once a quotation has been closed, the status is changed to “closed”. The reason for closing the quote
appears on the job costing main screen.
Re-Open closed Quotes or Jobs
You are able to re-open closed quotes and jobs to add additional costs or to edit the information.
Search for Quotes and Jobs
Goto Quote
Close Quote
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Notes
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Jobs
OBJECTIVES
In this lesson you will learn the following
creating new jobs
converting quotes to jobs
allocate materials, parts and other items to the job
allocate labour to job
invoice the job
close the job
Adding New Jobs There are two ways to create new jobs. You can either convert a quotation to a job or create a new job that
doesn’t require you to quote on the job first.
Convert a quotation to a job
Once the quotation has been accepted by the client, you would need to convert the quotation to a job before
any ordering or actual values can be allocated to the job.
What to do
1. Click on the Main Menu … Quotes / Jobs … Job Search
2. Click on the button
3. Select the quotation to be converted
4. Click on the button, the quotation is displayed.
5. Click on the [Convert Button] next to the Status [quotation].
6. Select when prompted to “Convert the Quotation to a Job ??”
The quote has how been converted to a Job with a new job number. The new job will always have reference
to the original quote number, allowing you to monitor your estimated (provisional) costs versus the actual
costs allocated to the job as well as to recall the original quote details when needed.
Search for Quotes and Jobs
Goto Quote
Yes
Page 39
Create a new job
Not all Jobs have to originate from a quotation. If you do not need to quote the client or cost out the
estimated values of the job, you can create a new job, bypassing the quotation process.
What to do
1. Click on the Main Menu … Quotes / Jobs … Create a New Job
2. Select the customer from the Pastel Customer lookup screen [for non-existing customer, leave the
account number blank and enter the customer name]
3. Select the delivery address from the lookup screen.
4. Select whether the job being created is a sales job or a service job. [mostly used for reporting and
classifications of job]
5. Next, you’ll need to drop down and specify the Job category.
6. Type in a brief description in the customer instructions.
7. A more detailed instruction can be specified in the “Scope of Work” for the internal use.
8. If necessary, you can specify the contact person and their contact details. [This information is
automatically read from Pastel (if a Pastel customer has been selected) but can be changed for the
specific job].
9. Enter the “Our Job Reference”, this is used as an internal job number. [If setup, this can be system
generated].
10. The received date is when the request for a quotation was made. [if applicable]
11. Enter the date the quote was accepted. [if applicable]
12. Enter the completion date (delivery date) for the job.
13. By entering number of days in “lead time”, the completion date is calculated for you.
14. Click on the Address tab. At this point, the job is saved and a job number is assigned.
Page 40
15. The address, contact person, telephone, etc. is read from Pastel (if a Pastel customer has been
selected) but can be changed for the specific job.
16. Click on the Invoicing Details Tab.
17. The “Invoicing Details” allows for you to select whether the amount quoted (Estimated) or the
actual value of the job needs to be invoiced.
18. Drop down and select a Sales Person from the list.
19. Drop down and select a Project Manager from the list.
20. Specify the override Labour Rates in the “Customer Invoice Labour Rates” for the specific job. Only
applicable if specific labour rates need to be applied to the entire job.
21. The “Default tax for Customer” is the Tax percentage to be used in the job, based on the Pastel
customer setup.
22. Click on the button.
After the job has been saved, a unique job number is assigned. The next step would be to create the necessary
projects for the job. If the job was converted from a quotation, the projects would have already been created.
If a new job was created, you will need to create the projects manually.
Projects for jobs are created exactly the same way as you could create projects for a quotation. Refer to
section “Creating projects for Quotes and Jobs”.
Purchasing for Jobs
Job-SYS allows you to create Pastel Purchase Orders directly from Job-SYS and link the purchasing details to a
specific item in the job. The purchase orders are created based on the details entered in the estimated /
quoted section of the job. Standard Pastel purchase orders can also be created in Job-SYS, this would have no
association to any of the jobs and would basically have been order for stock.
Purchase Order Overview.
Click on the Supplier’s Menu / Purchase Orders / Overview option to view the list of all outstanding Pastel
Purchase Orders.
All Job-SYS related purchase orders reference a Job Number and show the item column as “linked”.
Save
Page 41
Creating New Purchase Orders
What to do
1. Click on the Main Menu … Suppliers … Material Requirements by Job
2. Select the job number from the job lookup screen
3. Select a filter from the filter screen and click the button or click the
button to view all items in the job, the material requirement window will now appear showing all the
items listed in the job based on the selected filter.
4. Find the item that needs to be ordered.
5. Click on the button
6. Drop down and select the supplier that you want to order
the item from.
7. Make sure that the Qty to Order and Unit Price is correct.
8. Drop down and select an existing purchase order the
item must be added to. By not specifying an existing
purchase order, a new order will be created.
9. Click on the button. The supplier code and
quantity to be ordered is now shown in the leftmost
columns.
10. To order other items repeat the above steps.
11. After all the items have been selected that need to be ordered, click on the
button to create a purchase order based on the values specified.
12. Select the purchase order delivery date from the date selection screen.
13. Enter the purchase order reference where applicable.
The purchase order is then created and printed. A message appears to refresh the material requirements to
include new orders. Select Yes to update list or No to close the screen.
Selected Category Only Show All
Edit Line Details
Save
Generate Purchase Orders
Orders
Selecting multiple items – Right click on
the grid to view additional selection
options.
item.
Page 42
Allocate Materials, Parts and other items to Projects
Allocate Items to a project Job-SYS allows you to allocate items directly to the job. When allocating physical stock items, the item is
removed from Pastel’s stock and added to the WIP. You can allocate stock items, service items, buyouts,
travel, etc. to the job.
There are three ways to allocate items to a job
1. Linked to Material Requirements
You are able to generate purchase orders based on the items added in the job. When the purchase order is
created, a reference to the item in the job is made. When the suppliers Invoice is processed in Pastel and
linked to the purchase order created by Job-SYS, this reference is kept. The reference allows for the items on
the suppliers invoice to be automatically allocated to the job.
Automatic allocation can be for all the items on a suppliers invoice, for a specific supplier, for a specific item
code or for a purchase order. (Right click on the grid for the available options).
When the items are allocated to the job, the actual cost of the item is used from the suppliers invoice and the
supplier is linked to the allocation allowing you to track when, where and on what suppliers invoice that item
was purchased.
Main Menu … Suppliers … Stock Allocations … Linked to Materials Requirements
2. Not Linked to Material Requirements
Suppliers invoices processed in Pastel that were linked to a purchase order not created by Job-SYS can also be
processed in the same way as above, except for the fact that you would have to manually allocate the items
one by one because there are no reference to items in the jobs.
Main Menu … Suppliers … Stock Allocations … Not linked to Materials Requirements
Page 43
3. Standard Stock Allocations
This would be the manual way of allocating items to the jobs. The item will have no reference to the suppliers
invoice or the actual amount paid for the item. The pricing used is the default pricing for the item as per the
item price selection.
What to do
1. Click on the Main Menu … Quotes / Jobs … Materials / Parts Allocations
2. The Add Stock to project [Actual] screen will appear
3. Enter the job number or use the job
lookup screen button to search for the
job where the item must be allocated.
[Job-SYS always defaults to the last job
that you worked on.]
4. Enter the project number or use the
drop down box to select the project in
the job.
5. Enter the item code or select the item
from the drop down list. Alternatively,
[F5] Allocation Lookup – List of All
items on the Job. [F12] Item Lookup –
List of all Stock Items as per stock file.
6. The item details and default prices are
populated based on the selected item.
7. Select the store to issue from.
8. Enter the quantity.
9. Change the prices or markup if needed.
10. Confirm that the allocation date is correct.
11. Enter the person to whom the item was issued.
12. Enter the reference number.
13. If there is sufficient stock, you can allocate the item to the job by clicking on the
button or …
14. If you do not have sufficient stock, you can add the item to the estimated section by clicking on the
. button. By adding the item to the estimated section, the system will allow you to
create a purchase order for the item.
Allocate to JOB
Add to Requirements
Page 44
After allocating the item to the job, the “Qty used” column will reflect the total quantity issued. You can
compare this to the estimated quantity “Qty Req” to monitor what must still be issued.
The “Qty %” is an indication of the quantity issued versus quantity required. “Qty %” greater than 100% reflects
an over-issue of the item.
Work in Progress
When allocating items to a job, the physical stock count of the item in Pastel is updated based on the quantity
processed.
The general ledger “Purchase / Inventory Account” and the general ledger “Work in Progress” account are
updated with the total cost value of the item being processed.
Page 45
Allocate labour to a Job
Job-SYS allows you to allocate labour for Employees to Jobs, Projects and labour types, capture non-
productive hours and monitor the productivity of the staff.
What to do
1. Click on Quotes / Jobs …Labour Allocations, the Add new labour allocations screen appears
2. Drop down and select the technician
3. The default Labour Type and cost per hour
is populated for the selected technician and
can be changed as needed.
4. Normal rate and overtime rate are based on
the Labour to Use in the system setup.
5. Enter or select the job number from the job
Lookup screen.
6. Drop down and select the project.
7. Enter the description of work done.
8. Enter the date the work was performed.
9. Enter the Reference i.e. timesheet number.
10. Enter Actual hours worked – Productivity.
11. Enter Hours to be invoiced – Efficiency.
12. The total charge is calculated based on the rates and number of hours logged to the job.
13. Click on the button
Actual labour allocated to the job is reflected in the project under the labour costing category summarized by
labour types. You are able to compare the estimated labour to the actual labour allocated to the job, allowing
you to monitor the productivity and efficiency of your staff.
Save
The labour section of the job
show all estimated and
actual labour allocated to the
Project.
Page 46
Monitor Job profitability and estimated costs versus the actual costs
The job summary tab allows you to monitor the estimated values versus the actual values, MU’s, GP’s and
margins for the job The job summary is also used to confirm that all the values are correct before invoicing the
job. Invoice values can be changed by changing the Total Exclusive value or the Markup percentage (Right
click on the grids for the available options).
What to do
Click on Quotes / Jobs … Job Search, click on to list all quotes and jobs.
Find the job you want and click on button. The Job is displayed.
Click on the Summary Tab.
Total by the various
costing categories Estimated values, Actual values
and a comparison between the
estimated and actual values.
[Cost prices and selling prices]
Total for the entire Job
Search for Quotes & Jobs
Goto ......
Page 47
Invoicing and Delivery Notes for the Job
The following customer documents can be created in Job-SYS …
Customer invoices
Credit Notes
Delivery Notes
Picking Lists
Pro-forma Invoices
When creating customer documents, the document can be based on the following two options …
Project Level Selection - no affiliation to individual items, based on the value of the project only.
Item Level Selection - value of the document is based on selected items in each of the projects.
Additional options when creating Customer Document.
Value of the document can be based on the Estimated values or the Actual Values of the Job.
Create customer document for the entire value of the job or part there of (Part Invoicing).
Create a New Invoice (or Customer Document) When creating new Invoices and customer documents, the first step would be to select the creation method.
1. Click on Customers … Customer Invoices , the invoicing screen is displayed.
2. Enter the job number or use the job number lookup screen to select the job that you want to invoice.
3. Select the creation method by clicking on or
Create New Tax
Invoice By Projects
Create New Tax
Invoice By Items
Page 48
Invoice By Projects When preparing an invoice, the information listed on screen is for the various projects in the job. You are able
to specify the amount to be invoiced for each project (part invoicing). The “Already Invoiced” column shows
what has already been invoiced.
What to do
1. Click on the button to invoice the balance / full amount for the Job or …
2. Click on the button to specify the amount to be invoiced for the selected project.
3. When part invoicing, the amount to
be invoiced is entered in the
“Invoice Line” screen.
4. Click on the “Invoice Amount” or
“Invoice Percent” or “Invoice Qty”
tab.
5. Enter the amount or percentage to
be invoiced for the selected project.
6. Click on the button.
After the amount to be invoiced has been
specified, the “To Be Invoiced” column will show the value to be invoiced. Click on the button
to finalise the invoice.
Invoice All
Invoice Line
Save
Next >
Page 49
Invoice By Items When preparing an invoice, the information listed on screen is for the various items quoted on or allocated to
the Job. The Quantity column references the original quantity to be invoiced (based on the invoice selection),
the invoiced column reflects the quantity already invoiced, the Balance column displays the quantity still to be
invoiced. To select the Item for invoicing, simply enter the quantity that you want to invoice in the INVOICE
column.
What to do
1. Click on the button to populate the list of items.
2. Enter the quantity to be invoiced in the INVOICE Column.
3. Use the button the display additional options and features.
You can use the additional features to
Automatically select all items to be invoiced
based on the Balance, Estimated or Actual
Quantities or to clear the selection.
Show items for a selected project or for all
projects on the job.
Labour – non applicable.
Change Allocation Date – The actual quantity displayed is based on all items allocated upto and
including the Allocation date.
Export the list of items to Excel.
After the values to be invoiced have been specified, Click on the button to finalise the invoice.
Next >
Show Items
Options >>
Page 50
Finalising the Invoice
The next screen shows the project details and which general ledger accounts will be updated.
Invoice Comments – Enter a comment or note that is specific to the invoice. This information is printed in the
header area of the invoice.
After all the information has been entered, click on the button to create the Pastel
Customer Invoice. The invoice is created as an un-updated invoice in Pastel, you will have to update the pastel
batches to post the invoice.
After the invoice has been created, the invoice needs to be printed. The print option screen is used to hide or
show as much information on the invoice as needed. The Job summary screen is updated to reflect the value
invoiced.
Generate Invoice
Invoice Comments
Page 51
Close the Job
After all the costs have been allocated, purchase orders have processed, labour has been allocated to the job
and the job has been invoiced, you can close the Job. After closing the job the work in progress and cost of
sales general ledger accounts are updated.
What to do
7. Click on the Main Menu … Quotes / Jobs … Job Search
8. Click on the button
9. Select the Job to be closed
10. Click on the button to display the Job.
11. Click on the button
The status of the Job is now showing as closed. You can recall, reopen and edit closed jobs if needed.
Search for Quotes and Jobs
Goto Job
Close Job
QuotePreview
Page 52
Search for Quotes and Jobs
Job-SYS accesses all quotes and jobs from the “Job search” screen. If you right click on the grid, you will be
able to …
Export the information to Excel
Apply the filters used to show and hide completed quotes and jobs
Apply the filters used to show quotes & jobs in the selected branch or all the branches.
Most of the column headers have drop down boxes that allow for you to apply additional filters to the job list
i.e. If I drop down the filter box for “Type” I can select to view Quotes only.
Click on Quotes / Jobs … Job Search,
Click on button to list all open quotes and jobs.
Find the quote / job you want and click on the to view the document details.
Right click on the grid to display other features such as Exporting data to Excel and Applying other filters.
Use the drop down arrow on the column headers to apply additional filters.
The Grid shows the customer, contact person, quoted amount, actual amounts allocated to the job to date,
unit details, the amount (excl) to be invoiced, the amount selected to be invoiced, the amount invoiced and
the balance to be invoiced, etc.
Search for Quotes
Main Menu …Search for Quotation Number
or Key Stroke “Ctrl & Q”
Search for Jobs
Main Menu …Search for Job Number
or Key Stroke “Ctrl & J”
Goto ......
Search for Quotes and Jobs
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Notes
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