You can create a Job for ad hoc work without using a template. This will be useful for a collection of tasks where the workflow is specific to that Job only. For Jobs that are regular in nature and workflow, such as accounts and tax, you will probably want to create and apply a template that can be used to auto-populate certain selections.
You may want general Jobs created ready to be used for certain clients at a later date or you may want to assign to a client straight away.
For general Jobs you can:
For Jobs for specific clients you can either do option 1, or:
Ignore the Apply Template section and provide details of the Job Name and Description. Select an Activity Type which describes the nature of the Job. There are system activity types set up for you or you can add your own within Client and Non-Client activity types found in Customise Practice Manager in Admin centre. You can choose whether to assign the Job to an individual or a team. The assignee will receive reminders regarding the Job (if set) in the Notifications panel and can view their Jobs on the Dashboard view by using the Jobs assigned to me widget.
You can choose whether to associate the Job with a client. If the Job is associated with a client, it will appear within the client's Active Work within the client record in Practice Manager as well as the Work Management screen in Practice Manager.
Work Items are the tangible 'outputs' from TaxCalc modules such as a tax return, a set of accounts, a confirmation statement, etc, so will only display if they have been created. You will see you also have the option of creating a New Period. Please be aware that tax return periods are limited to existing TaxCalc tax years, but will create automatically (if the Job has been set to recur) once the new tax year is released and installed.
If you have chosen to associate this Job with a client and there are work items created for this client, you will be able to click Yes to Do you want to associate this job with a work item? To link the work now, highlight the item of work you would like to associate with this Job.
By ticking Use work association to calculate Job dates, deadlines and due dates will be derived from the work item period selected rather than dates entered in the client record (such as usual year end).
There are several system date offsets available. The dates you set will affect how the Job is displayed in Work Management/Active Work as well as determine the dates created for future Jobs if the job is set to recur.
Deadline - you can enter a deadline for completion of the Job or you can tick:
Statutory Deadline for the date to automatically populate based on the work item selected.
This option is available if you are using one of the following Job Types:
Due by - enter the date you would like the Job completed by. This is displayed in the Work Management screen in Practice Manager and the client's Active Work screen. When the due date has passed, it will be highlighted red on these screens.
Start from - Enter the date you would like the Job to start from. This is displayed in the Work Management screen in Practice Manager and the client's Active Work screen. When the due date has passed, it will be highlighted red on these screens.
Reminders - You can set reminders to appear in the Notifications panel (top right-hand corner of the TaxCalc screen) for intervals before the due date and start date on Jobs.
As part of your practice, you will probably have Jobs and Tasks that you perform more than once and most likely on a regular basis, for example, tax returns or annual accounts,
To use a Job more than once you can set it to recur, for example, you can create a VAT return Job that occurs every quarter.
Once you have chosen how frequently you would like the Job to recur (choices from daily to yearly), you can specify how many instances you would like the Job to recur for.
The next Job will be created once the existing Job status is Complete and this can be viewed in the Work Management/Active Work screens.
Tasks can be created to provide all the relevant steps that need to be performed before the Job is complete, for example, the first task may be to request client records and the last could be to send the client an invoice for the work with several tasks for steps in between.
In this section you can Name the task and assign to an individual or Team. Similar to assigning a Job, the assignee of a Task will receive reminders in the Notifications panel (top right-hand corner of the TaxCalc screen).
You can set reminders to appear in the Notifications panel for users before the due date and start date are reached for the Tasks.
You an automate the start of each Task by setting Task Actions within the Job. You can set up your Tasks so that when one is complete, the next Task begins and you can send a notification to specific users.
In this scenario we will set a Task to complete and notify a user that the status has changed:
Therefore, when the Task is complete the status is update to Completed,
To notify a user of the status change you will need to add a second result.
This screen will provide the link for this Job to a service that has already been allocated to a client.
If you have set up a Service for the client, it will appear in the dropdown box. If you have not yet set up Services for clients, please see How to use Services.
If a Fee Basis for the client has also been added to the Service, it will be automatically populated here and you can also add an expected fee for this Job if it has not already been populated.
The Fee Basis and Expected Fee can be reported on within system reports available in Report Manager.
Now the Job settings are complete, to enable the Job for a client you will need to Activate it which can now be done during the Create process or can be done at a later date from Active Work within the client record in Practice Manager or from Work Management in Practice Manager . If the Job has not yet been assigned to a client, it will remain in the Work Management screen.
After creating a Job you may want to Duplicate it for another client, add some Notes or Update the assignee. Managing Workflow in Practice Manager Plus will explain how to do these and more.