If you are an FYI Admin, or a user in a User Group that has Permissions enabled for Create Jobs (refer to Managing User Groups) you can create a Job directly within FYI.
Before creating a job, navigate to the client workspace. This prepopulates the client details when creating the job.
- From FYI, click the + button and select Job from the list of document types.
Tip: From the workspace, simply press the shortcut key J.
- The Create Job Drawer will display on the right-hand side.
- In the Drawer, select or enter the job details, or change the defaults that are displayed.
Client - Type at least three characters of the client name to display all clients containing those characters and select the required client. The client will prepopulate if you create the job from the Clients Workspace.
Job Type - Available for practices on the Elite Plan. The Standard Job Type is currently the only option available.
Template - If creating a job from a Job Template, select this value first. Templates automatically populate key Job fields, saving time and ensuring a consistent setup of your jobs. Refer to Managing Job Templates.
Name - If creating a job from a Job Template, the Name will prepopulate and can be overwritten. Enter or update the name of the Job if required.
State - Select the relevant Job State. Each Job holds a State, such as "Planned", "In Progress" or "On Hold". Refer to Job States.
Cabinet - If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet to assign to the Job (if this setting is not enabled the Cabinet field will be hidden). This also allows Cabinet Security to be set on any relevant Jobs, to restrict the Job to be visible only to users with access to the Cabinet. Refer to Managing Practice Settings and Managing User Groups.
Job Category field is only available to practices integrated with Xero Practice Manager, or where FYI is selected as the PM source. If using Xero Practice Management, users will need to manage the category from within XPM.
Where FYI is set as the PM source, you can select a Job Category from the drop-down. Refer to Managing Job Categories. The Category column can be added to the Jobs List to view and filter by active job categories.
Archived Job Categories are not available to select from the Job Summary screen.
Primary - This allows you to select one lead Job to act as your tracking Job for the client. Refer to Nominating the Primary Job.
Budget Amount - Enter the budget for the Job as a monetary amount in a currency format, for example, 1,200.00 or 200.00. When Time is added, the Actual Amount is automatically updated on the job.
Budget Hours - The estimated number of hours required for the Job. When Time is added, the Actual Hours are automatically updated on the job.
Start Date and Due Date - The Start Date defaults to todays date. Select the commencement and due dates for the job.
Manager - Select the Manager assigned to the Job.
Partner - Select the Manager assigned to the Job.
Description - If you select a Template with a Description, the Description from the Template will prepopulate. Enter or update the description of the Job if required.
Set Custom Field - Select the Custom Fields you want to add to the Job, and select the options you want to set for each Custom Field. For example, you can add Custom Fields such as Type of Service or Accountant, and set the options when creating the Job in FYI. If the Custom Fields are set to apply to Time & Disbursements and Invoices, they will inherit down to Time Entries, Disbursements and Invoices upon creation.
- Click Create.