Jobs Glossary

Plan: Available: All plans

Users: Available: All users

Practice Management Source: Available: All sources

This article defines the terms used within the Jobs feature of FYI, including General Job Fields and Definitions, Assigned and Financial details. Certain fields are relevant to the practice's FYI Plan and Job Type available.

For detailed instructions on how to use Jobs refer to the following sections:

Some features for Jobs will only be available based on FYI plans or Practice Management sources.

General Job Definitions

Practices can leverage these fields and functions to streamline their job tracking and efficiently manage their workload.

Job Definition	Details
Name	The designated title given to a piece of work or task. The Job Name may populate from a Job Template and can be edited. FYI as the PM Source: Job names can be edited from the Job Summary tab. XPM as the PM Source: Standard and Billing Job Names are managed in FYI from the Job Summary tab. The names of XPM Workflow Jobs are synchronised from XPM and cannot be edited in FYI. Users can add a Label to the XPM Task directly in XPM. Any changes to the Label will sync to FYI and will update the XPM Workflow Job name.
State	Job States are used to manage the progress of a job. Each job holds a State such as "In Progress", "Planned" or "On Hold".
Cabinet	Displayed when Job Cabinet Security is enabled in practice settings, users can select a Cabinet for a Job. The Job will be accessible only to users with the appropriate User Group Permissions for that Cabinet.
Category	Job Categories are used to group similar jobs based on their type, purpose or scope. For example: Accounting, Bookkeeping, or Audit. FYI as the PM source: Job categories are managed in Practice Settings by an FYI Admin. XPM as the PM source: Job Categories are synchronised and managed directly in XPM.
Job Type	A Job Type defines how a job is billed or managed. There are three Job Types in FYI: Standard, Billing and Workflow, For practices with XPM as the PM source, Billing and Workflow Jobs are only available when XPM Workflow Jobs is enabled.
Template	A Job Template defines the key details of a job, such as Type, State, Custom Field, Invoice Layout and Description. FYI as the PM source: Job Templates are managed in FYI by an FYI Admin. XPM as the PM source: Job Templates are managed directly in XPM, with particular information synchronising to FYI.
Start Date & Due Date	The Start and Due dates define the planned commencement and completion of an individual job. Custom Fields can be created to track additional progress of a job, for example Lodgement Date.
Number	The unique identifier of a Job.
Description	The job description provides an overview of the requirements and key information to complete a Job. FYI as the PM source: The job description is displayed in the Financial Details of the Job Summary. The description is used when creating an Invoice, with the level of detail determined by the Invoice Layout. XPM as the PM source: The job description is displayed in the Details section of the Job Summary.
XPM Tasks	Available to practices where XPM is the PM source and XPM Workflow Jobs are not enabled. XPM Tasks will be displayed as a read-only tab within the Jobs Workspace, providing a centralized view of task details.
XPM Milestones	Available to practices where XPM is the PM source. Milestones created in XPM will be displayed as a read-only tab within the Jobs Workspace, providing a centralised view of Milestone details.
FYI Workflow Jobs	Available to practices where FYI is the PM source. A Workflow Job is a sub-job linked to a Billing Job, consolidating time and budget information for fixed-fee billing. Referred to as FYI Workflow Jobs.
XPM Workflow Jobs	Available to practices where XPM is the PM source and the XPM Workflow Jobs setting is enabled. A Workflow Job is a sub-job linked to a Billing Job, consolidating time and budget information for fixed-fee billing. XPM Tasks are synchronised to FYI and created as XPM Workflow Jobs. These can be managed directly in FYI.
Job Custom Fields	Job Custom Fields in FYI allow practices to track additional job details. These fields can be added as columns in Jobs Lists and used for sorting and filtering.
Name (Multi)	The Name (Multi) column in Jobs Lists allows user to filter by multiple job names and save views that automatically update with new jobs sharing the same names.
Billing Job	Available to practices where FYI is the PM source, or where XPM is the PM source and XPM Workflow Jobs is enabled. In the Billing and Workflow Job structure, the Billing Job is the top-level job to which multiple Workflow Jobs are assigned. Certain values on the Billing Job will be a total of the assigned Workflow Job values, for example Actual Amount. The Billing Job column in Jobs Lists identifies the Billing Job associated with the Workflow Jobs in the list.
Values	The Values section in the Columns tab of Jobs Lists allows users to apply calculations in a list by dragging a numeric column into this section.
Board	The Jobs Board is a Kanban-style view that provides an alternative to the Jobs List, offering a visual overview of job progress and bottlenecks.
Show Jobs by Client	The Show Jobs by Client setting can be enabled by an FYI in Practice Settings to control job visibility when filing documents.
Primary Job	The designated lead job for a client. In the Jobs List, the Primary column can be included and filtered to display only these nominated jobs.

Job Definition	Details
Name	The designated title given to a piece of work or task. The Job Name may populate from a Job Template and can be edited. XPM Workflow Jobs enabled The names of XPM Workflow Jobs are synchronised from XPM and cannot be edited in FYI. Users can add a Label to the XPM Task directly in XPM. Any changes to the Label will sync to FYI and will update the XPM Workflow Job name.
State	Job States are used to manage the progress of a job. Each job holds a State such as "In Progress", "Planned" or "On Hold".
Cabinet	Displayed when Job Cabinet Security is enabled in practice settings, users can select a Cabinet for a Job. The Job will be accessible only to users with the appropriate User Group Permissions for that Cabinet.
Category	Available to practices where XPM is the PM source. Job Categories are used to group similar jobs based on their type, purpose or scope. For example: Accounting, Bookkeeping, or Audit. Job Categories are synchronised and managed directly in XPM.
Job Type	A Job Type defines how a job is billed or managed. There are three Job Types in FYI: Standard, Billing and Workflow. Billing and Workflow is only available where XPM Workflow Jobs is enabled.
Template	A Job Template defines the key details of a job, such as Type, State, Custom Field, Invoice Layout and Description. Job Templates are managed directly in your Practice Management Software, with particular information synchronising to FYI.
Start Date & Due Date	The Start and Due dates define the planned commencement and completion of an individual job. Custom Fields can be created to track additional progress of a job, for example Lodgement Date.
Number	The unique identifier of a Job.
Description	The job description provides an overview of the requirements and key information to complete a Job.
XPM Tasks	Available to practices where XPM is the PM source and XPM Workflow Jobs are not enabled. XPM Tasks will be displayed as a read-only tab within the Jobs Workspace, providing a centralized view of task details.
XPM Milestones	Available to practices where XPM is the PM source. Milestones created in XPM will be displayed as a read-only tab within the Jobs Workspace, providing a centralised view of Milestone details.
XPM Workflow Jobs	Available to practices where XPM is the PM source and XPM Workflow Jobs is enabled. A Workflow Job is a sub-job linked to a Billing Job, consolidating time and budget information for fixed-fee billing. XPM Tasks are synchronised to FYI and created as XPM Workflow Jobs. These can be managed directly in FYI.
Job Custom Fields	Job Custom Fields in FYI allow practices to track additional job details. These fields can be added as columns in Jobs Lists and used for sorting and filtering.
Name (Multi)	The Name (Multi) column in Jobs Lists allows user to filter by multiple job names and save views that automatically update with new jobs sharing the same names.
Billing Job	Available to practices where XPM is the PM source and XPM Workflow Jobs is enabled. In the Billing and Workflow Job structure, the Billing Job is the top-level job to which multiple Workflow Jobs are assigned. Certain values on the Billing Job will be a total of the assigned Workflow Job values, for example Actual Amount. The Billing Job column in Jobs Lists identifies the Billing Job associated with the Workflow Jobs in the list.
Values	The Values section in the Columns tab of Jobs Lists allows users to apply calculations in a list by dragging a numeric column into this section.
Board	The Jobs Board is a Kanban-style view that provides an alternative to the Jobs List, offering a visual overview of job progress and bottlenecks.
Show Jobs by Client	The Show Jobs by Client setting can be enabled by an FYI in Practice Settings to control job visibility when filing documents.
Primary Job	The designated lead job for a client. In the Jobs List, the Primary column can be included and filtered to display only these nominated jobs.

Job Definition	Details
Name	The designated title given to a piece of work or task. The Job Name may populate from a Job Template and can be edited.
State	Job States are used to manage the progress of a job. Each job holds a State such as "In Progress", "Planned" or "On Hold".
Cabinet	Displayed when Job Cabinet Security is enabled in practice settings, users can select a Cabinet for a Job. The Job will be accessible only to users with the appropriate User Group Permissions for that Cabinet.
Category	Available to practices where XPM is the PM source. Job Categories are used to group similar jobs based on their type, purpose or scope. For example: Accounting, Bookkeeping, or Audit. Job Categories are synchronised and managed directly in XPM.
Job Type	A Job Type defines how a job is billed or managed. Only Standard Jobs are available for the Intermediate plan.
Template	A Job Template defines the key details of a job, such as Type, State, Custom Field, Invoice Layout and Description. Job Templates are managed directly in your Practice Management Software, with particular information synchronising to FYI.
Start Date & Due Date	The Start and Due dates define the planned commencement and completion of an individual job. Custom Fields can be created to track additional progress of a job, for example Lodgement Date.
Number	The unique identifier of a Job.
Description	The job description provides an overview of the requirements and key information to complete a Job.
XPM Tasks	Available to practices where XPM is the PM source. XPM Tasks will be displayed as a read-only tab within the Jobs Workspace, providing a centralized view of task details.
XPM Milestones	Available to practices where XPM is the PM source. Milestones created in XPM will be displayed as a read-only tab within the Jobs Workspace, providing a centralised view of Milestone details.
Job Custom Fields	Job Custom Fields in FYI allow practices to track additional job details. These fields can be added as columns in Jobs Lists and used for sorting and filtering.
Name (Multi)	The Name (Multi) column in Jobs Lists allows user to filter by multiple job names and save views that automatically update with new jobs sharing the same names.
Values	The Values section in the Columns tab of Jobs Lists allows users to apply calculations in a list by dragging a numeric column into this section.
Show Jobs by Client	The Show Jobs by Client setting can be enabled by an FYI in Practice Settings to control job visibility when filing documents.
Primary Job	The designated lead job for a client. In the Jobs List, the Primary column can be included and filtered to display only these nominated jobs.

Assigning Jobs Definitions

Assigned job definitions refer to key roles and responsibilities allocated to users within a Job in FYI. These include fields synchronised from your practice management solution, along with additional fields such as Custom User roles to indicate who is responsible for different aspects of the job.

The fields available will vary depending on whether FYI as Primary for Client Maintenance has been enabled.

FYI as Primary for Client Maintenance is available to the following practices:

Elite plan with FYI as the PM source (enabled by default)
Pro plan with XPM as the PM source (available as a beta)

Assigned Definition	Details
Partner	The Job Partner typically designates the User, who is the senior professional who oversees and completes the final review of a Job. The Job Partner does not have to be the same as the Client Partner.
Manager	The Job Manager typically designates the User responsible for the day-to-day management of the job. The Job Manager does not have to be the same user as the Client Manager.
Custom User Roles	Custom User Roles are "User" type Custom Fields allowing practices to assign users to roles other than the standard Manager and Partner fields. This enables custom roles for Jobs such as Accountant, Bookkeeper, and Administration. Custom User Roles are managed in the Job Summary Tab in the Jobs Workspace.

FYI as Primary will not be enabled for the following practices:

Pro plan with XPM as the PM source (practices can optionally join the beta however once enabled, FYI as Primary cannot be disabled)
All other Practice Management sources

Assigned Definition	Details
Partner	The Job Partner typically designates the User, who is the senior professional who oversees and completes the final review of a Job. The Job Partner does not have to be the same as the Client Partner.
Manager	The Job Manager typically designates the User responsible for the day-to-day management of the job. The Job Manager does not have to be the same user as the Client Manager.
Assigned	A read-only field on the Job Summary tab displaying the users assigned to the job.
Custom User Roles	Custom User Roles are "User" type Custom Fields allowing practices to assign users to roles other than the standard Manager and Partner fields. This enables custom roles for Jobs such as Accountant, Bookkeeper, and Administration. Custom User roles are managed in the Custom Fields tab in the Jobs Workspace.

Job Financial Definitions

Financial Job details refer to terms used In FYI to track and manage job costs, budgets and financial performance of specific jobs.

The fields displayed will vary depending on the Practice Management source.

Field	Details
Budget Amount	The planned monetary amount to complete the job. Usually defined as the quote on an engagement to a client.
Budget Hours	The total hours estimated to complete the job.
Actual Hours	The total hours currently recorded to the job.
Actual Amount	The total time in a monetary value, calculated by the user time and rate, currently recorded to the job. This includes billed and unbilled amounts.
Variance Hours	The difference between Budget Hours and Actual Hours.
WIP (Work in Progress)	The total monetary value of unbilled time on a job.
Write On/Off	The monetary amount reflecting profit (write on) or loss (write off) on a job after invoicing.
Invoiced Amount	The total amount billed on the job.
Time Rate	The Default Time Rate assigned to the Job. When a user creates a Time entry for the job, the rate selected automatically will be based on the hierarchy Client - Job - User.

Field	Details
Budget	The planned monetary amount to complete the job. Usually defined as the quote on an engagement to a client.
Estimated	The total hours estimated to complete the job.
Actual	The total hours currently recorded to the job.
Variance	The difference between estimated and actual hours. This can be found on the Jobs Lists.

Jobs Glossary

General Job Definitions

Assigning Jobs Definitions

Job Financial Definitions

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