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Job Card

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Job Card” memo preparation options.
 
Before we begin, let us understand about the need of Job Card Entry and the relevance of this particular activity.
 
When you create a job card, you specify planning and scheduling information that can be used to allocate labor and material cost to a specific job. Job cards are used in many in industries such as electrical contracting, plumbing and facilities management, Repair Workshops. They are used to send job details to workers out in the field and to get information back about the work done on each job.
 
You can create Job Card in Service Job Card under Inventory Module of AlignBooks.
 
The key functions of Job Card Module are:
 
 

Configuration

AlignBooks provide you the facility to configure your Job Card documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on button to configure this document. Click here  “How to Configure a Document”,  to know more about this utility. 
 
 
Job Card
 
Let’s now understand how to create a New Job Card in simple steps
 
You have three ways to prepare a Job Card;
 
Let’s enter the fresh set of data for the first time;
 
1

Location / Branch

1. Location / Branch: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights. 
If your desired Location does not exist in the menu, you can create a New Location by clicking on  option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on  . You can delete it by click on 
2

Customer

2. Customer Under this field, Select a customer from the drop down list for whom you are preparing Job Card. 
You can Add, Edit or Delete a Customer by following the process described under Location Tab.
3

Manager

3. ManagerUnder this field, Select a Manager from the drop down list who will supervise the work initiated for this Job Card.
4

Category

4. Category: If you are want to classify your document in different categories, select the applicable category from the drop down menu. For Example if you want to maintain brand wise classification of Invoices you can create brand names in category.
This field is available only if you have configured Document Classification – "ON” in Inventory Setup
You can Add, Edit or Delete a Category by following the process described under Location Tab.
5

Issue Number

5. Issue Number : System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix :  While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on   Icon or  option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number:  While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
6

Issue Date

6. Issue Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function
7

Reference No

7. Reference No: Here you may enter the customer or previous document number, if any.
8

Reference Date

8. Reference Date: Here you may enter the reference document’s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
9

Estimation Parts

9. Estimation Parts : Enter the estimated amount for expenses for parts to be borne by client for this Job Card.
10

Estimation Labor

10. Estimation Labor : Enter the estimated amount for expenses for Labor / Service to be borne by client for this Job Card.
11

Delivery Date

11. Delivery Date : Enter the date which you scheduled or expect the delivery date on which the goods or services will be delivered to the client.
12

Is Closed

12. Is Closed : Enable this check box to close this job card if work against this job card is complete.
13

Job Card Information

Here System will display the information from the selected Job card like Customer Name, Salesman, Manager Name, Item Detail, Issue Reported etc.
14

Description of Item

14. Description of Item : Enter the detail description of the Item received for Job/Processing.
15

Issue Reported

15. Issue Reported : Here Specify the Details of Issue due to which the job is received.
16

Remarks on Item Condition

16. Remarks on Item Condition : Here Specify the condition of item received.
17

Accessories Received

17. Accessories Received : Here Specify the details of Accessories received with the main item.
18

Scan / Lookup

18. Scan / Lookup : This option will work like a Bar Code. If you enter an item Code, the system will pick-up the relevant details automatically.
19

Item with Balance

19. Item with Balance : This option will work like a Pick and Pack, Click on this button to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group and select Multiple Items when you click on OK button, all selected items will fill automatically to Item Grid at once.  
 
So far we have entered the relevant details to clearly identify the Job Card .
 
20

Item Detail Table

We will now enter the specific Item or Product details to generate a Job Card;
 
Click here to add a Row to the table
Click here to delete a row from the table.
 
Group Name: Select an Item Group from the drop down list. The Item code list will display the items mapped under the selected group.
This field will be available when the Item Selection : "GroupLevel" in Inventory Setup.
Item Code: Select an Item code from the drop down list. Click on  to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will auto calculate and pick the rate of item based on your stock valuation method.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Remark :  If you wish to put any remark against an Item, enter here.
Item Balance: System will display the Stock in hand of this particular item.
 
         
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
 
The columns which will appear based on Configuration in Company Setup are:
Column Name
Field Description
(Condition for Applicable / Appear)
Pack Unit
If Separate Pack Unit property enabled in selected Item, System will auto pull the Pack Unit from Item Master. If you wish to change the same then select unit from the drop down list. Click on  to add a new Unit (Not recommended if registered under GST as UQC are predefined under GST).
(Inventory – Separate Packing Unit – “ON”)
Pack Quantity
Enter the quantity of Pack unit and system will calculate the quantity of Stock unit automatically based on the StockvsPack mentioned in Item Master. Only if this field is empty then pack quantity will auto populate if directly quantity is entered in Stock Unit.
(Inventory – Separate Packing Unit – “ON”)
Print Description
System will auto pull the Purchase Description from Item Master. If you wish to change the same, enter the new description.
(Inventory – Separate Print Description – “ON”)
Item Serial No.
If Serial Tracking property enabled in selected Item, Click on the Icon to open a new window to enter the details of Serial Number / IMEI, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
(Inventory – Item Serial No Tracking– “ON”)
Batch No.
If Batch Wise Inventory property enabled in selected Item, Click on the Icon to open a new window to enter the details of Batch detail, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility.
(Inventory – Batch wise Inventory -–“ON”)
 
User Defined
Attributes 1-5
 
(Inventory  – Item Attributes)
 
User Defined
Item Custom Fields (1-5)
 
(Inventory - Item Master Custom Fields - Ask In Doc) (Item Master  - Ask In Document)
 
21

Attribute Panel

21. Attribute Panel In Inventory Setup if Print Description / Item Document Attribute / Item Custom Fields are enabled , System will open a new Input Panel to enter the details of applicable fields Or Click on the Icon to open the Input Panel, the input of all fields will be transferred to Item Grid Table. This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
22

Serial Panel

22. Serial Panel If Serial Tracking property enabled in selected Item, System will open a new Input Panel to enter the details of Serial Number / IMEI Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
23

Dimension Panel

23. Dimension Panel If Input Dimension property enabled in selected Item, System will open a new Input Panel to enter the details of Dimensions Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
24

Batch Panel

24. Batch Panel If Batch Wise Inventory property enabled in selected Item, System will open a new Input Panel to enter the details of Batch Details Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility.
25

Add New Row to Table

25. Add New Row to Table Click this button to add new row.
26

Magnify Row

26. Magnify Row: Click on the button to Magnify the Item Grid Table for better accessibility for voucher entry. A new pop up window will open which will have the same Item table but with better visibility of Item Details as only Item Table is present on this window.
27

Remarks

27. Remarks: Input here any remark pertaining to the document.
28

Attachment

28. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Material Issue memo. You can browse the location to attach the same. Click on “X” to remove the attachment.
29

Sales User Defined Fields 1-5

During the Sales Setup if you have selected user defined fields (Sales Custom Fields), these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
 
30

Save Voucher

30. Save Voucher : Click on the button to save the document prepared by you.
31

Print Voucher

31. Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here  “Print Utility”, to know more about this utility.
 
 
You have completed creation of New  Job Card. 
 
32

Clear Detail

32. Clear Detail : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
33

Mail / SMS

33. Mail / SMS : Click on this Button, If you want to send a Email (with Attachment). Click on  beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
34

Schedule Document

34. Schedule Document : If you want to create a schedule for this document, click on . Click here  “Schedule a Document”,  to know more about this utility.
35

Document History

35. Document History : Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
36

Import Voucher (Excel File)

36. Import Voucher (Excel File) : Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
37

Open Document

37. Open Document : Click here to open an existing Job card Voucher. Click here  “Open a Document”,  to know more about this utility.
38

Delete Document

38. Delete Document : If you wish to delete any existing Job card Voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
39

Copy Document

39. Copy Document : Click here to copy the values from an existing Job card Voucher. Click here “Copy from a Document”,  to know more about this utility.
40

Cancel Document

40. Cancel Document : If you wish to cancel any existing Voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here   to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
41

Restore Document

41. Restore Document : If you wish to restore any existing Voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!