GROUP JOB ORDER CHANGES

 

 

 

If a change needs to be made to 2 or more job orders, you may set up the change to occur automatically to multiple job orders, rather than manually changing them individually.  You may make a ‘group change’ to any area of the job order, as well as add Activity comments simultaneously to a selected group of jobs within a customer code.  The only area you cannot change as a part of a group is the General comments page.

 

You may change any of the detail (other than the job order number) associated with a job order if you do so BEFORE THE JOB HAS BEEN PAID OR BILLED.  Once payroll or billing has taken place you CANNOT make a change to certain areas on the job, including the job order number, customer code, and social security number.

 

The pay rate and bill rate are changeable IF your Payroll System Requirements file is set for allowing rate changes in jobs.

 

If your management did NOT approve changes made to pay and bill rates, then you will need to duplicate the existing job order, and make the changes to the new job. (Refer to How To Duplicate Job Orders in this document).

 

(The system keeps track of all data entry changes made to a job order:  Every time the file is changed through data entry, a comment is written to the job’s Activity Comment screen.  It is dated and timed, shows the user making the change, and shows what the information was before and after the change.  These comments are designated as “changes to file” comments and have a comment type of “#*”).

 

 

To begin, you must access the existing order using one of the following methods:

 

From the ‘Operations Area Searches’ Menu:

This is the preferred method from the SEARCH library.  From the ‘Operations Area Searches’ menu, click [Customer Search] or [Employee and Applicant Search].  Bring up the appropriate customer or employee file, and click [Jobs].  Double click the job you want to change.

          OR

From the ‘PayBill Library Master’ Menu:

This is the preferred method from the PAY and BILL library.  From the ‘PayBill Library Master’ menu, click [Timesheet Processing], from the ‘PayBill Library Timesheet Processing’ menu, click [Customer Search] or [Employee and Applicant Search].  Bring up the appropriate customer or employee file, and click [Jobs].  Double click the job you want to change.

 

Regardless of the method, the screen will display:

 

 

Some areas can be changed without accessing the full Data entry screen.  To view these areas, click More Detail from the right-hand white box.  The screen will display:

 

 

If the area you want to change is displayed, select [Group Change] from the white box of options.  If the area you want to change is not displayed, click [Data entry] to access additional areas.  Click additional areas for change to move forward to these instructions.

 

If you clicked Group Change, the screen will display:

 

 

The system will display blank areas available for updating.  You can add an activity comment, change actions dates and/or types, update the end date/and or type, QC type or comment, and/or the data in the Accounting note.  <TAB> to the desired area(s) and make the necessary changes.  (Note – if you leave an area blank, the system does NOT do a group change to BLANK.  Only areas with data entered are updated during the group change).  Click review jobs to move forward to the next instruction.

 

Additional areas available for Group Change:

If you need to make a group change to an area that is not on the screen displayed above, click [Data entry] to bring up the full screen of job order areas.  The system will display:

 

 

In general you would not make a change to the social security number of an existing job, UNLESS you need to change a series of *Open jobs to *Canceled or *Unfilled.  If appropriate, make a change to this area, and click [OK].  The screen will display the full detail screen:

 

 

Click [Group Change] to bring up the areas available for change.  The screen will display:

 

 

The system will display blank areas available for updating.  <TAB> to the desired area(s) and make the necessary changes.  (Note – if you leave an area blank, the system does NOT do a group change to BLANK.  Only areas with data entered are updated during the group change).

 

When you have keyed the data for the group change, click [OK].  The system will validate the data, and will message with any errors.  Make corrections, or click [Ignore] if appropriate.  The system will move forward to the Activity comment screen.

 

 

If you wish to add an activity comment to multiple jobs, key the comment and select a comment type.

 

 

Choose the jobs to be changed

At some point in the Group Change process, you will need to choose the jobs that should be affected by the changes.  You can review the list of jobs to be changed either before or after you key the changes.  Click either [Review Jobs] or [OK] to go to the list of jobs for this customer.

 

The screen will display a list of working jobs (jobs whose End code is P):

 

 

The system defaults to working jobs, since this the most likely group that to require changes.  The system will allow you to modify the selection of jobs, however.  You will need to determine what is the most efficient method of selection.  The system will NOT change any jobs that are highlighted on this screen.

 

Refine the selection of WORKING jobs:

1) Highlight the individual working jobs you do not want to change, or

2) Click [Omit All] to highlight ALL jobs, then un-highlight the jobs to be changed,

3) Page down to display more jobs (any jobs highlighted on a page will remain highlighted, even after paging down or paging up)

4) Jobs display in Start Date order, with most recent dates displaying first.  If you wish to display by the oldest Start date, click [Reverse dates]

5) If you need more information about a job before you can select or not select, click [More details]

 

Refine the selection of ENDED jobs by first clicking [Show ended jobs]:

1) Highlight the individual ended jobs you do not want to change, or

2) Click [Omit All] to highlight ALL jobs, then un-highlight the jobs to be changed, or

3) Page down to display more jobs (any jobs highlighted on a page will remain highlighted, even after paging down or paging up)

4) Jobs display in Start Date order, with most recent dates displaying first.  If you wish to display by the oldest Start date, click [Reverse dates]

5) If you need more information about a job before you can select or not select, click [More details]

 

Refine the selection of ALL JOBS (regardless of job end status) by first clicking [Show all jobs]:

1) Highlight the individual ended jobs you do not want to change, or

2) Click [Omit All] to highlight ALL jobs, then un-highlight the jobs to be changed, or

3) Page down to display more jobs (any jobs highlighted on a page will remain highlighted, even after paging down or paging up)

4) Jobs display in Start Date order, with most recent dates displaying first.  If you wish to display by the oldest Start date, click [Reverse dates]

5) If you need more information about a job before you can select or not select, click [More details]

 

 

Canceling the Group Change:

If at any time you wish to CANCEL the changes, click [Review Changes] to return to the Changes screen.

 

If you were on Detail screen, click [Close].

 

 

If you were on the More Detail screen, click [Cancel].

 

 

From the Activity Comment page, click [Back].

 

 

Regardless of which screen you were on, the system will ask you to verify that the update is canceled.

 

 

Making the Group Change:

Once you have keyed the change, and have made the selection of jobs to be changed, click [Make Change].  The system will perform the group change.  When the changes have been completed, your screen should display:

 

 

Click [OK].  Each job that was changed will have a change comment (Type #*) added to the job’s Activity comments.  This comment differs from standard activity comments in that it will display an *G in the right portion of the screen.