JobPro Central, a fully customizable, multi-platform business information management system, helps companies reach their full potential by allowing them to budget, track, cost and bill their jobs or projects. With its easy-to-use interface, JobPro Central can improve productivity by centralizing business processes such as inventory/stock management, order processing and invoicing, and employee management.
NEW
FileMaker Pro v12 Compatible:
JobPro has been rebuilt from the ground up and makes use of the new features in FileMaker Pro v12 as well as making it more compatible for use on an iPad and iPhone using FileMaker Go.
New Modules:
The Companies and Contacts modules are now completely separated. Now you can treat an individual as a customer for example with a full new module at the individuals (contact) level. In previous versions of JobPro the contacts could only be entered in at the company table level.
Sales Accounts. Every customer (company or contact/individual) automatically has an account. By creating the ability to treat an individual as a customer we needed to give users the ability to view in one place all their customers without having to move between the Companies and Contacts modules. Greater control over accounts on hold or cancelled etc.
New Communications module consolidating emails, letters, faxes, notes, phone logs, SMS messages and internal messages into the one table and user interface/module. Throughout the system there is just one place/portal to view communications for a specific contact, job, etc with ability to filter out by communication type.
Document Management: New full Documents module. Previously JobPro had the ability to link documents to records like jobs and contacts. Now the Documents table has been completely opened up with a full user interface and that also means that the same documents can be linked to multiple areas in the system. The Documents functionality has been added to other relevant modules like the Products module. The new Documents module has the ability to track version numbers and create new revisions. User's can also interact with documents within the database like PDF's, audio and video files. Ability to email a document from the Document screen. Additionally, the Documents module is now built into system as standard instead of being an optional extra. Adding a document to a record in JobPro automatically copies it to the relevant location on the server (if being hosted by FileMaker Server) or to the JobPro 'Documents' location on the users computer if using the single user version.
New full Receipts module so users can part or fully allocate receipts against sales invoices. Ability to enter receipts against an account where an account can have an unallocated amount in credit. Previously receipts were just entered at the sales invoice level which took longer if a receipt was for multiple invoices.
New Inventory / Stock Related Functionality and Modules:
Track stock at multiple locations. Ability to tie a default 'location in' and 'location out' to each user's identity in the system so receiving, assembling, shipping goods or any other stock related movements are streamlined based on the user, customer or supplier default location.
Ability to track products and assets by serial number.
New Batches module. Create batches when receiving items on purchase orders or manufacturing/assembling products. Track quantities on batches sold and remaining.
Users can now track assets / products used internally or for loan, rental or jobs use with ability to specify if those types of items should be included in Stock for selling purposes. Items sold to customers that are tracked by serial numbers can be tracked at the customer level with the ability to create maintenance or service jobs for those items if necessary.
New 'Minimum order quantity' functionality added to Products module. Creating a PO from the products module now takes into account the minimum order quantity and also gives the user ability to create a job assembly if the item has a BOM. Ability to create a purchase order based on areas like reorder quantity, max stock and minimum order quantity specific to a supplier.
Improved Costings tab in the Products module. Ability to see where a raw material/component or sub assembly is used to make up a finished product. In other words it shows what 'parent' products an item is used as a costing/assembly item on.
New fields to store Manufacturer related data.
The 'Description field' in the Products module is now called 'Product name' and there is a new 'Product Description' field added to the module to allow for a more detailed description on the product. There is a pref added to Setup for Quotes, Sales Orders, Shipping, Purchase Orders and Sales Invoices so users can include the product description on the printed/PDF versions of those documents. Note: The label "Description" on these documents is now "Details" as that covers what can be a product name and description or just manually entered text.
Product names do not have to be unique anymore.
Ability to do stock transfers between locations.
New 'Stock sync options' in the Products module that allows you to check if any stock quantities have become out of sync with actual data in the system with an option to re-sync quantities if relevant. Although rare that it can happen, stock quantities can become out of sync with actual data in the system if for example a record was locked (in use) in the Products module when the system was attempting to update the quantity in stock for a particular item.
The 'Pricing' tab is now called 'Products' in Companies and Contacts so that a customer's assets can be listed on the screen and from there service/maintenance jobs can be created if needed. This functionality, tied into the new 'Units/Assets' module and new functionality in the Jobs module make the system ideal for maintenance/service companies as well. Units/Assets are tracked by serial number.
The tab 'Purchases' in the Products file is now called 'Purchasing' and includes an extended version of the 'Suppliers for this item' portal where you can enter data like Supplier Part Number, Supplier Cost Price, Min Order Qty, etc. Entering an item on a purchase order will use the cost price linked to the supplier if relevant.
In Jobs users can now change the status of an assembly line from 'Not started' to 'Cancelled'.
Pricing:
Improvements to how pricing is done in JobPro including ability to create as many pricing categories as required in the Products/Services module, including price breaks. Previously there was only the ability to create A, B and C price categories in previous versions. A default price category is assigned to a product/service or a customer. As before, specific pricing can also be specified at the customer level including price breaks.
Price lists in Products are now based on the new Price Category functionality which is more flexible than the previous Pricing A, B and C options.
Resource Planning (contacts, assets and locations/rooms):
In the Jobs and Tasks modules users now have the ability to schedule / book resources. A resource can be a person, an asset (internal or customer asset) or a location/room. This new functionality means no more double booking of resources. This functionality is ideal for:
Tracking people on jobs and tasks.
Track use of assets on jobs or tasks. Assets can be anything that has a unique identification (serial number) including equipment, tools, computers, etc.
Book in and track servicing / maintenance on internal or customer assets.
Booking a location like a meeting room, studio or anything that is rented for example.
Set default rates by hour/day for resources and auto calculate quantities to invoice with ability to auto round up or down.
Creating an invoice for a job's related costs can now be based on or include resource item charges like a rental or usage charge of an item on a job or task. This makes the system ideal for hiring/renting out items or locations/rooms.
The Calendar now has a 'Resources' screen where users can display the usage and availability of people, assets and locations/rooms by day, week or month. On the day view users can select multiple resources to compare side by side. This is ideal for checking who or what has available timeslots on any given day, week or month.
New holiday / leave functionality ties into the resources functionality so contacts not available on certain dates should not be booked in on jobs or tasks for the same dates. Includes warnings regarding booking clashes for contacts against holidays, leave, etc.
Leave functionality (holidays, sick days, etc) have been improved and users can now display holidays/leave in the calendar for specific staff or all staff on the same screen as jobs, tasks, etc.
Ability to link as many contacts (not just employees) to jobs and tasks. Previously this was limited.
Timelogs:
Now the Timelog table has been completely opened up with a full user interface including List and Options screens. This makes it much more flexible searching and reporting on timelogs.
Improvements to the Timelog section on the Home 'QuickView' screen and in the Calendar. Users can now also directly edit fields like start/finish time and comments in a timelog line (in the QuickView or Calendar) instead of having to edit in the full Timelog screen.
In the Tasks screen the labels 'Total time', 'Billable time' and 'Non billable time' in the timelog section are now links to bring the user straight to the related timelogs linked to that task.
In each Job record there is now the ability to set if time budget warnings should be given to timesheet users and there is also the ability to auto email the job manager or a specific contact when a job has reached its warning level. Similar functionality is available for logging time against tasks.
Hold down the Shift key when duplicating a timelog to also duplicate the comments in the new timelog.
New preference in Setup to warn user when duplicating a timelog to confirm that the new timelog should not be set to 'Bill' if the previous timelog is not to be billed either.
On the Timelog full screen (new full module) there is an area now showing budget versus actual total times for a related job, stage or task linked to the timelog.
Visual warnings of timelog clashes where for example one timelog ends after where another one has started for the same user. Allowance of 1 minute for minor clashes.
Visual warning for a timelog if user puts in a finish time that is earlier than the start time.
On the Stage screen, the Tasks portal now shows the related Budget | Actual | Balance figures for time for the related tasks linked to that stage.
New ability to display a warning if a timelog has no comments entered but a subsequent or new timelog has been created on the same day for that user. Pref in Setup to turn this warning on and off.
Improved Tasks tab in the Jobs module displaying Budget | Actual | Balance figures for time for the related tasks linked to that job.
New task time report from the Tasks tab in Jobs.
Timelog portal in the QuickView and Calendar screens now displays a checkbox if there is a warning for a timelog. A tool tip/mouse over above the checkbox will display the relevant warning. Also other use of red colour to highlight timelogs that have errors like time clashes for the day.
Creating a new timelog and not finishing a previous one (time or comments not filled in) will give the user a warning. The warning regarding comments not being filled in can be turned off in Setup.
Added new option to Setup 'Auto enter finish time on previous timelog' so that on creating a timelog that the finish time on the previous timelog gets set automatically. Also relevant when duplicating a timelog.
In the Tasks module the user can now enter in an Estimated time remaining and the Date Estimated. This will in turn show the projected difference for time remaining on the task.
Additional functionality added to the 'Timelog' area in the Tasks module where users enter a budget time. Now billable and non billable time are displayed and users can specify that the reduction of the budgeted time on a task is to be from total time or just billable time linked to the task. There is a preference in Setup so each new task will be set to use billable or non billable time to reduce the budget.
Alerts:
New Alerts functionality using a separate 'Alerts' window to display alerts for areas like new messages and task reminders. This feature opens up the potential to be used for alerts relating to areas like overdue customer payments, late purchase orders, etc. Separate alerts preferences per user are available in the Contacts module on the employee screen.
There is now the ability to set more than one reminder (alert) for a task.
Reminders can be set for multiple contacts linked to a task.
Expenses:
Improved functionality in relation to logging expenses against jobs, tasks, timelogs and employees. New expenses tab in Tasks and Timelog screens so more than one cost can be assigned to a task or timelog. Includes access privilege control over what users can generate expense reports.
Mileage functionality fields are removed from the Timelog screen and mileage is now tracked through the improved Expenses functionality in Tasks, Jobs, Timelogs and Employee screens.
Communications:
Send SMS group mailings to sales leads/enquiries and contacts.
Use templates for sending single or group SMS messages.
Ability to spell check creating notes, SMS messages and standard internal messages.
Improved attachments related functionality sending emails including linking to documents in the Documents module.
Send emails using SMTP option now built into system as standard instead of being an extra cost. Users still have option to send emails through their main email application like Outlook, Apple Mail and Entourage.
Send messages to other JobPro users now built into system as standard instead of being an extra/optional cost. The functionality now does not require a plug-in so it is compatible with FileMaker Go on the iPhone and iPad.
The phone/SMS option is now built into system as standard instead of being an extra/optional cost. This feature gives users the ability to make phone calls or send SMS messages from within JobPro using Skype and other methods.
Quotes and Sales Orders:
In the Quotes and Sales Order modules there are buttons 'Standard view | Stock view' on the Line Entry tab to allow user see various stock related fields like 'Quantity in Stock' on the 'Stock view' version. This is very useful for users needing to see if there is enough stock for an order including at a specific location if the system has multiple locations entered.
Improved RFQ (Request For Quote) functionality in the Quotes module. There is now a new RFQ tab on the Quote screen. New ability to print all RFQ's from a quote in one go or to print / email all RFQ's from a quote linked to the same supplier. There is also now a full RFQ tab on a supplier's screen in the Companies displaying any RFQ's linked to the supplier.
New feature to create a purchase order from a line item on a quote or sales order and user is asked if they would like to use the 'Minimum order quantity', if one is entered on the product record and it is greater than the quantity on the line item.
At Sales Order line item level there is now a separate 'Qty invoiced' column to the 'Qty shipped' column. Previously there was just the 'Qty shipped' column and this was set on either part invoicing, shipping or both. That was confusing if someone just part invoiced and then did not have the ability to go back and part ship for the same items. Now there are two versions of the Back Orders report - one for sales orders to be invoiced and one for sales orders to be shipped (or part invoiced/shipped).
There are now more options on the 'Part Invoice/Ship' tab in Sales Orders.
New preference in Setup to auto set the status of a sales order to 'Complete' once it has been fully invoiced and shipped. Options are 'No', 'Yes' or 'Ask user'.
New 'Costings' level added to each line item in the Quotes module. Users can now build what makes up a line item instead of just being able to build a 'bill-of-materials' in the Products module.
Fields 'Markup' and 'Margin' have been added to the new Costings screen at the line item level of a quotation.
There is now the ability to create a pro forma invoice in the Quotations module.
Sales Invoices and Receipts:
Creating a receipt from an invoice now asks user if they want to create a receipt for the full amount or not.
You can now create a receipt from the Options screen in Sales Invoices instead of having to go to the Receipts tab in the Sales Invoices module.
The Receipts tab in Sales Invoices has additional functionality like ability to view a receipt full record.
In Setup you can now enter your company bank accounts and link them to receipts in the new Receipts module.
Ability to include an aged debt analysis section on a customer receipt if an account owes money. Users can do this on a sales invoice as well.
Ability to specify in Setup that when creating an invoice from other modules, like from a quote or sales order, that the invoice is 'auto shipped' so that stock quantities are updated straight away. This feature is ideal for users that do not usually create shipping records so it means that the shipping records are being created in the background automatically and stock is updated straight away when an invoice is created.
New ability to flag a customer record that on printing/emailing an invoice to warn user that the invoice requires a purchase order number from the customer.
Multi currency aged analysis: JobPro includes the ability to print / email certain documents in different currencies. When printing an invoice there is the ability to include an aged analysis section on the bottom of the invoice. Now that section is also in the relevant currency that the invoice is being printed / emailed in. Statements also now display the relevant currency. These two areas rely on that the outstanding invoices for the customer are in the same currency. If outstanding invoices for a customer include a mixture of more than one currency then the currency displayed on the statement or aged analysis section of an invoice will be in your base currency.
Shipping and Purchase Orders:
The Shipping module can now be used to track outgoing and incoming shipping. This makes the module suitable for returns going out to suppliers or coming in from customers. Ability in Setup:Shipping to specify what heading to put on the shipping record if it's one of the following: - Outgoing shipping - Outgoing shipping (return) - Incoming shipping - Incoming shipping (return)
The Shipping module has a new 'Tracking' tab offering a lot more tracking related functionality than in previous versions. Interact with shipping services like UPS, DHL and FedEx or enter your own carriers and link to their website tracking tools, all from within JobPro. So this means live web tracking of your incoming or outgoing shipping within the JobPro database.
The 'Shipping' tab in a supplier record in the Companies module now has additional functionality relating to tracking including being able to flag a supplier as a 'Carrier', tag them to a shipping service like UPS as well as entering other tracking related details.
New ability to track a 'drop ship' related to a purchase order where the supplier is shipping directly to the customer on your behalf. Ability to control what users can or cannot create a drop ship from a purchase order.
New feature in Purchase Orders to do returns. Returns are records created in the Shipping module and flagged as 'Supplier returns' and stock is reduced if relevant. There is a new 'Returns' tab on the purchase order screen as well as a 'Returned' qty column at the line item level of the purchase order screen.
Improved/new functionality in the Products, Quotes and Sales Orders modules for creating purchase orders. At a product level you can track 'Minimum stock', 'Maximum stock' and 'Reorder qty' for that product. A 'Minimum order qty' can be set at the supplier level for each product and multiple suppliers can be entered in for each product with one being the default supplier.
A job number can now be linked to each line item on a purchase order instead of just one job number per purchase order. This way costs from a purchase order can filter back to the job costing level of each job to give more accurate job costing figures.
A job number can now be linked to each line item on a shipping record instead of just one job number per shipping. This is useful for incoming shipping records for goods that are related to multiple jobs but from the same supplier.
New ability to specify a default tax code and rate (Tax, VAT, GST, etc) at the supplier level so that the relevant code and rate is used as a default on a purchase order for that supplier. User has the ability to change the code/rate at the line item level of the purchase order as well.
New ability to specify the payment terms on a purchase order and that they appear on the printed/emailed purchase order.
New Purchase Invoices functionality.
Added 'Supplier quote ref' to Purchase Orders on the entry screen so users can enter in a reference from the supplier if relevant and it will appear on the printed purchase order.
New 'Tracking number' field added to the Purchase Order module. This gets passed through to a shipping record created from the purchase order so tracking can be done there.
When all items are received on a purchase order the status will automatically change to 'Received'.
Improvements in relation to 'Ship to' details on a purchase order. Better capability to link to companies and contacts in the system (to ship directly to) including those linked to a job linked to a purchase order. There is also a new 'Shipped' column at the purchase order line item level so users can visually see if any items on a purchase order are already shipped but not necessarily received. This functionality gives the user the ability to track incoming shipments (or direct drop shipments) that may take days or weeks to arrive.
If a shipping record is linked to an invoice, where either the shipping record was created from an invoice, itself created an invoice or it was created as part of a part invoice/ship from a sales order, then the invoice number is displayed on the shipping screen and the user can click a link to view the invoice. The same link is displayed on the Shipping QuickView screen on the Home screen. One of the benefits of this new feature is there is less chance that a shipping record will be created and not invoiced as that can easily be searched on now.
Ability to include relevant serials numbers for items on a shipping document with a preference in Setup to turn option on or off (include or not).
General:
JobPro has been built from the ground up as a single window/file. There are various advantages to this including that the system is quicker to open up over the internet or on an iPad / iPhone as well as there being only one window to move around on screen. It also makes the system more ideal for hosting online or on the cloud. Hosting charges for FileMaker databases (using a hosting company) are usually based on the number of files so this makes it cheaper to host JobPro on the cloud as previously it had multiple files.
New 'Ship To' functionality has been added to the Quotes, Sales Orders, Sales Invoices and Shipping modules. This means that users can specify both an invoice address and shipping address in each of these modules and if entered will show up on the relevant printed/emailed document.
From an address in any module in the system a user can now click a 'pin' icon to view the address in Google Maps. There is also now a full screen for an address in the system and that screen will display the address in Google Maps within JobPro. Anywhere an address appears in the system, the user can now click the word 'Address' to view the address in the full screen.
Improved top module menu for navigation. More configurable including showing / hiding groups of modules. With the addition of new modules in JobPro this feature makes it easier for users on smaller screens to select the module they would like to navigate to.
Improved QuickView area on the Home screen. With the modules menu at the top of the screen this makes for a larger QuickView area with totals showing for financial information and more information on the relevant tabs.
New Groups functionality in modules like Companies, Contacts, Products and Jobs to allow grouping of those areas by a group name. Makes it easy to search on specific groups of companies, contacts, products/services and jobs.
Improved preview menu options when sending an email of an invoice, quote, etc.
Improved import and export features including the ability to control, using access privileges, who can import or export data in the system. An 'Export' option now appears in the 'Records' top menu that appears in every module as well as the 'Preview' menu that is displayed when previewing or printing documents throughout the system like reports. Import functionality allows you to import data like companies, contacts, sales enquiries / leads and products. Populate pre defined spreadsheets with data from your own sources.
Improved 'Identities' functionality: There is a feature in JobPro to have multiple 'Identities'. This is something like a multi company feature but the data is shared regardless of the identity. In each relevant module, e.g. Quotations, Sales Invoices, etc., you can specify the identity to use for printing on those transactions. You can apply a default identity to employees, customers, suppliers and contacts. Now there is a new ability in Setup to specify what you want to refer to an Identity as throughout the system. For example a Branch, Company, Department, Office or Store. Or enter your own name.
More flexibility setting the Type field for products/services, companies and contacts. For example, in the Products/Service module you are not restricted to just 'Raw|Finished|Service' as was previously the case.
There is now the ability to flag a company as both a customer and a supplier.
Improved use of sales and purchase tax and nominal codes throughout the system making it more compatible posting transactions to accounts packages. Nominal codes for sales and purchases can now be set as defaults at product and company/contact level as well as overall defaults in Setup.
Additional access privileges have been added to allow control over if a user can view certain employee tabs for other employees, if they can edit their own leave/holiday details and if they can see/edit the access privilege group they have been assigned to. This makes the Contacts module more locked down in relation to employee related data.
Users can now click a button to refresh the sell price on a quote, sales order and sales invoice for all line items on the document. Useful if changing the pricing structure for a customer so to not have to re-enter all the lines on the document. Same option for cost price in the Purchase Orders module.
In the following documents there is more room available for including comments: Quotations, Sales Orders, Purchase Orders, Shipping and Sales Invoices.
A photo can now be stored for a contact.
Control if users can look at the QuickView and Dashboard screens for other users relevant data (similar to the existing restriction for the calendar).
Access privilege added to restrict/allow users print labels.
On the Assembly screen in Jobs you can now add the same finished product in more than once for assembly.
The Cost field/column has now been added to the line item level in all sales modules.
From a job costing point of view (costs versus sales relating to a job) there is now the ability to also include the costs related to sales orders linked to a job and not just other costs like purchase orders, expenses and employee time. There is also the ability to specify whether to include purchase order costs or not on a job. Previously purchase order costs were applied to job costs automatically. It's important that both the costs for sales orders and purchase orders (for job costing purposes) can be turned on or off otherwise costs might double up incorrectly in the job costing analysis.
All filter screens (selecting contacts, products, etc) now expand vertically to make better use of larger screens.
Printed reports and other documents throughout the system allow for more room for fields like product codes.
When deleting a job the system now asks the user if they would like to delete any tasks linked to the job.
Improved navigation control of users on screens where they should not be able to return without performing a relevant function. Options like 'Home', 'Calendar', etc are now not available in the top menu on those types of screens.
Improved installation speed as user does not need to manually install plug-ins now.
