Job Summary

The Summary tab provides a snapshot of the Job Details. A user with permission to Edit Jobs can also update the Job from the Job - Summary tab.

You can also enter the details of a Phone Call, File Note or Meeting related to the Job directly from the Job Summary tab. These are entered in the same way as on the Client - Summary. Refer to the section Recording Client Interactions.

At the bottom of the Job - Summary list the most recent documents and tasks for that job. You can edit the documents and tasks directly from the Job - Summary.

Integration with Xero Practice Manager
The following is an example of a job integrated with Xero Practice Manager. You can click the Open in PM icon on the Summary tab (in the top right-hand corner of the Job Details pane in the Summary tab) to open the job in your practice management software.

569_Job_Summary_Not_Workflow_Jobs.gif

Job Summary using FYI for Practice Management 3345_Elite_plan_Swish.png 
The following is an example of a job in a practice on the Elite plan where FYI is set as the Practice Management source. 

569 Job Summary Not Workflow Jobs_Elite.gif

Editing a Job

At the top of the Job Details section, the Edit Job icon is included.

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A user without permission to edit Jobs can only change the State and, if your practice has Job Cabinet Security enabled in your Practice Settings, the Cabinet.

An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Job can make changes to any of the fields that can be edited (refer to Managing User Groups)

To edit Job fields:

  1. In FYI, Job - Summary, click Edit Job.

  2. The fields available to edit will depend on whether the user has permission to edit jobs, the FYI plan, and the Practice Management source selected.

    For example, for users on an Elite plan where FYI is set as the PM source, the following fields will be available:
    2252_Job_Summary_Editing_FYI_PM.gif

    The following example is for a practice integrated with Xero Practice Manager, and the user has permission to edit Jobs (2 changes have been made).

    2246_Job_Summary_Editing.gif
    The following example is for a user without permission to edit Jobs.

    2252_Job_Summary_Standard_User_Editing.gif
  3. Enter or select the new value for the Field. You can only enter or select a value as relevant for the type of field, for example, as Text, select from a Drop-down, Number, etc.
    The following is an example of entering the value for a drop-down field.
    2248_Job_Summary_Editing_Drop-Down_FYI_PM.gif
  4. If on the Elite plan with FYI as the PM source, the Financial Details for the job will be displayed. Update the fields as required. 
    3225_Job_Summary_Financial_Details.gif
  5. Click Save at the bottom of the screen to save the changes made to all the fields and to take it out of editing mode.

    2246_Save_Edited_Fields.gif

Job Summary Fields

State

You can change the Job State from the Job - Summary tab by selecting the State from the drop-down. For practices integrated with Xero Practice Manager, the change will sync to Xero Practice Manager. Refer to Job States.

Template 3345_Elite_plan_Swish.png

You can change the Job Template by selecting the Template from the drop-down. This field is only available to practices on the Elite plan where FYI is selected as the PM source. Refer to Practice Management Sync.

The selected Template must be the same type as the job e.g. Billing Job, and will automatically update the selected Chart of Accounts information when synchronising invoices to Xero, and more. Refer to Managing Job Templates.

Note: Job Templates can be updated in bulk from the Jobs List using Bulk Update. Refer to Jobs Bulk Update.

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Cabinet

If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet for any relevant Jobs. As well as giving additional information about Jobs, this allows Cabinet Security to be set on any relevant Jobs. Users only have access to those Jobs for the Cabinets to which they have been given access via the User Group they belong to. Refer to Managing Practice Settings for Documents and Managing User Groups.

If Job Cabinet Security is not enabled in your Practice Settings, the Cabinet field is not displayed in the Job drawer.

Category

The Job Category field is only available to practices integrated with Xero Practice Manager, or practices on the Elite plan 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.

Type 

The Job Type will be displayed as either Standard or Workflow, if integrated with Xero Practice Manager and utilising Workflow Jobs.

Name, Budget, Start Date and Due Date

For practices integrated with Xero Practice Manager only, FYI Admins and users in a User Group that has Permissions enabled for Edit Jobs can update the Job Name, Budget, Start Date and Due Date from the Job Summary. Changes will be synced to Xero Practice Manager.

To change the Start Date or Due Date you can type over the date, or use the pop-up calendar.

Note: The Estimated value is maintained in Xero Practice Manager. 

Financial Details 3345_Elite_plan_Swish.png

For practices on the Elite Plan using FYI as the Practice Manager source, the Job Summary displays a separate Financial Details section. This can be edited by FYI Admins or users in a User Group with permissions enabled for Edit Jobs.

Users can update the Budget Amount, Budget Hours, and Job Description.

Partner and Manager

If you are an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, you can update the Partner and Manager for the Job. For practices integrated with Xero Practice Manager, the change will sync to Xero Practice Manager.
Refer to Managing User Groups, Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager and Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

Assigned

The name of the user assigned to the Job. This field is updated directly in Xero Practice Manager, and synchronised to FYI.

For practices not integrated with Xero Practice Manager this field is not applicable. We recommend using Custom User Roles to allocate jobs and monitor workflows. Refer to Custom User Roles.

Number

The code assigned to the job.

Description  3345_Elite_plan_Swish.png

A description of the job. This can either be set by the selected Job Template, or manually updated to a unique description. This field is only available for practices where FYI is set to the PM source.

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