SuccessWare®21 depends on the progress of a job to prevent, allow, or suggest the proper actions to be taken on the job. The progress of the job in SuccessWare®21 is as follows:
· Unscheduled – Job has not been scheduled yet.
· Scheduled – Job has been scheduled for a date and time, but no work has been performed.
· In Progress / Onsite – The job has been started and is in progress. At least one technician is currently onsite.
· In Progress / Offsite – The job has been started and is in progress. No technician is currently onsite.
· Completed – All technicians assignments and calls scheduled to date for this job have been completed. More work may need to be performed on the job, but a call for the additional work has not been created.
· Closed – Work on the job is finished. No more work will be performed for this job.
· Finalized – The paperwork for this job has been completed and no more changes are to be made to the job.
For
many users, invoices are entered and posted a day or more after the job is run. Closing the job tells SuccessWare®21 that all
work is finished on the job and all that remains is completing the paperwork
back at the office (POs, Invoices, etc…). By closing the job at completion of
work, SuccessWare®21 can…
·
Send out a Job Close notification to the customer close to the time that
the work is finished
·
Prevent additional calls and assignments from being accidentally created
for the job.
·
Provide future analysis and reporting that will rely on the timing of
when jobs were closed.
To help ensure that calls are closed and jobs are closed in a timely manner when completing an assignment from dispatch and there are no other open assignments on the call, you will be prompted to “Complete the call”, and to “Close the job” if
there are no additional open calls
for the job. If you are not sending anyone else out to this customer today, you
will want to complete the call. You will want to close the job if all work is
entirely finished on the job and you will not be sending anyone else out. As an additional precaution, when the invoice for a job is posted
in SuccessWare®21, if all the calls for the job are complete (no new calls have
been scheduled) and for some reason the job was not closed when the job was
completed, the job will be marked as closed.
· Previously… marking the final call as complete would simply mark the job as Completed. The job would not become ‘Closed’ until the invoice for the job was posted, unless the user specifically took prior action to ‘Close’ the job.
· Now… SuccessWare®21 gives you the opportunity to close the job when completing the last assignment and call for the job. Closing the job tells SuccessWare®21 that all work is finished on the job and all that remains is completing the paperwork back at the office (POs, Invoice, Cost, etc…).
If a job happens to get ‘Closed’ before work is actually finished, it is easy to reopen the job to create additional appointments.
· Previously… once a job was closed, attempting to schedule a new call would result in the message, “This job is closed. You cannot create additional calls”. To add the additional call, you would have to open the job form, reopen the job, and then add the new call.
· Now… when you attempt to add a call, you receive the message, “This job is closed, do you want to re-open it and add a call?” If you respond ‘Yes’, you will be able to immediately finish creating the call.
Previously, jobs would typically stay in a ‘completed’ state until the invoice was posted. At that time the job would become ‘closed’. With this change, jobs will become closed earlier in the process when work at the jobsite is finished, before the invoice is posted. Use the information below to assist you in adjusting to the job closing change for any of the following processes or reports that you may use.
The Job Manager can be used to find jobs that require the invoice to be entered and posted. There are two common ways to do this…
a. Using the Progress column in the manager,
· Previously… users could enter a date range, sort the list of jobs by the progress column, and look for the jobs with a progress of “Completed”.
· Now… jobs that require invoicing will now most likely have a progress of “Closed”. Note that once you post the invoice, the progress will change to “Invoiced”, the same as it had in the past.
b. Using the job manager filters,
· Previously… the “Open” progress filter (i.e. Completed, but not Closed) may have been used to find jobs that needed to be invoiced.
· Now… in order to include “Closed” jobs, an “UnInvoiced” filter has been added to allow you to find all jobs that are not invoiced. The ones with progress “Closed” are likely the ones in need of invoicing.
In the customer form, the “Open Jobs” indicator indicates when there is No History (dark green, off), History (light green, on), or Open Jobs (yellow, on) for the customer.
· Previously… this indicator would turn light green and display “History” once a job was closed (which typically would not have occurred until the invoice was posted).
· Now… even after the job is closed, the indicator will remain yellow and will display “Not Invoiced” until the invoice is posted. It will turn off and display “History” only after the job is both closed AND invoiced.
This report is used to list job debriefs. The intention normally is to list only jobs where both the work and debriefs are finished.
· Previously… this report filtered for all completed jobs by default. This was not completely appropriate, as some ‘completed’ jobs may still have addition work and debrief information may not have been finished.
· Now… the default is to filter for Closed Jobs. This new filter is more likely to ensure that only jobs that have no more work to be performed and where debrief information is finished will be included in the report.
Because this report includes revenue information, it is only viable for jobs where invoicing is complete.
· Previously… the default filter was for closed Jobs. If the job was closed but not yet invoiced, revenue for that job would not have been included in the report.
· Now… the default filter is set to display jobs that are both closed and invoiced.
Because this report includes revenue information, it is only viable for jobs where invoicing is complete.
· Previously... the default filter was to display closed Jobs. If the job was closed but not yet invoiced, revenue and cost for that job would not be included in the report.
· Now… the default filter is set to display jobs that are both closed and invoiced.
This report is sometimes used to find jobs where work is finished and invoicing is still required.
· Previously… this report could have been used to find Completed jobs requiring invoicing. This might have also included jobs that still required more work to be performed and were not ready for invoicing.
· Now… A new filtering option for Closed jobs will now be more likely to result in a more accurate list of invoices to be prepared and posted.
A technician using SWRemote can indicate whether work on the job is finished.
· Previously… Jobs would not be closed and would remain ‘Completed’.
· Now… When finishing his assignment on the device and the technician selects the “CM” status (Completed), SWRemote will instruct SW21 to close the job. Any other status will cause the job to remain open with progress ‘Completed’.
Note: You will need to update your SWRemote devices to SWRemote version 3.0.19 or greater for the new SWRemote process to work correctly,