JobVision is designed to work the way you work but also perform invaluable extra work silently in the background. For example, when you enter the details of a job, JobVision is automatically constructing invoices, statements and financial reports.

Producing an invoice/quotation for a job

1. First view the job for which an invoice is required.

2. First make sure the job you wish to invoice has details that are entered correctly. Pay attention to the rate of VAT entered on the job part of the form. Also make sure the rate of discount is correct. This applies to all the actions that this job comprised. Also pay particular attention to the actions grid as this has the most significant impact on the final invoice. Check that all actions have an “Action” description (in the first column of the grid) make sure the quantity is correct, and the cost is correct.

3. Decide whether this is an invoice of or a quotation. It if is an invoice then tick the "In account?" check box so there is a tick inside it.

4. Between the “Mult” and “View” buttons there is a combo box. Click on the down pointing arrow head at the far right side and a list of different options will appear. The first of these is “Show me this invoice/quotation in sterling” Select that option and it will be displayed in the combo box. Click on the "View" button to view this. JobVision will then display the appropriate invoice/quotation for the job. Invoices/quotations are at least two pages long. The first page gives a breakdown of the invoice/quotation in sterling, the last page the summary in the reporting currency.

Producing statements

Between the “Mult” and “View” buttons there is a combo box. Click on the down pointing arrow head at the far right side and a list of different options will appear. The second of these is “Show me this statement in sterling” Select that option and it will be displayed in the combo box. Click on the view button to view this. JobVision will then display the appropriate statement for the job.

Producing multi-part invoices (not available in the standard version of JobVision)

Though most invoices may be issued for the entire job, is some circumstances, staged payments where a number of seperate smaller invoices are issued is necessary.

To do this:

1. First view the job for which a multi-part invoice is required. To produce multi-part invoices it is first necessary that not all actions have an inv# (invoice number) of zero, one or more should be different. In the job below the second action has an inv# of 1.

To the left of the options combo box there is a button with the text “Mult” Click once on this, then enter the inv# of the actions you wish to invoice at this time. For example to invoice for just the first action enter a “0” in the “Invoice number?” field. Enter the currency you wish to invoice in. Click the “View” button to display the invoice. Note that only actions with the specified inv# feature on this multi-part invoice. To view invoices for actions with other inv# enter different invoice numbers in the “Invoice number?” form.

Producing an invoice run

JobVision has the facility to print a batch of invoices as opposed to single ones. This may be useful if you wish to automatically print and send all invoices for work that is complete in one go.

To complete an invoice print run. Display the JobVision start form (see below). Click on the “Reports” button. This will display the “Reports” form. Select the “Show me all sterling invoices issued between specified dates” option in the “Reports” combo box. Click on the “View” button to display those invoices. {Note: You can sift through the stack of invoices by clicking on the video style controls on the bottom of the report}.

General receipts / payments

You may wish to record business related expenses in JobVision. That is what the General receipts / payments form is for. Record incomings and outgoings and the category of expenditure here. If you do this carefully, JobVision can then greatly assist you with tax statements at the end of your financial year, and paint a detailed picture of your financial situation.

Entering a new transaction

To enter a new transaction, click on the new record icon. Enter either incoming or outgoing in the category field by clicking on the drop down list and making a choice. Enter the description in the “Description” field. You will be limited to categories that feature in the tax form. Enter the rate of VAT in the “VAT%” field Enter the date the payment was requested in the “Date requested” field Enter the date paid in the “Date paid” field. Chose the currency from the drop down to the right of the “Amount ex VAT” Enter the amount of the transaction in the text box to the right of the currency box. Entering this amount will automatically enter quantities in other text boxes. These may not be editable. If you are using both sterling and euros in JobVision then enter the current exchange rate in the “Exchange rate” field. (if you are just using sterling, this field can be left as it is). Lastly enter the discount rate. If it is not appropriate then enter “0” here.

Investigating your finances.

Having a comprehensive record of your incomings and outgoings in JobVision is not very useful unless you can extract that information as and when you please. The following describes how this is achieved.

When you displayed the General receipts/payments /Incomings and outgoings form a tiny toolbar appears on the screen with the title “Filter entries”. This can be moved around the screen or even docked with the menu bar at the top of the screen. It serves a more useful purpose however. It can be used to view only those incomings / outgoings that you are interested in. This is called applying a filter to the data.

How to apply a filter to the data (Using “Filter entries”)

Filter example #1

Finding all entries with a VAT of 17.5%

Click on the "Search" button and the “Incomings/outgoings” forms contents should disappear. if one or more of the fields still contains text, click inside those text boxes and select the text and delete it with the “Delete” key

Now you are going to enter the type of information you wish JobVision to display for you by giving it an example. On the blank form, enter an example of the type of transaction you wish to view. For example, click on the VAT % field and enter 17.5, then click on the "ok" button. The “Incomings / outgoings” form will now only display entries that have a rate of VAT of 17.5 %. On the bottom of the form is a count of how many transactions have this rate of VAT. To display all the transactions once again, click on the “Apply Filter” button on the toolbar again. This is a toogle, and by clicking it a second time, all filtering is switched off (the button will pop out). At the bottom of the form, a series of totals are displayed. These will change to reflect the total of transactions that have a VAT of 17.5%.

Filter example #2

Finding all entries with a "Date paid" date of 12/3/2003. First display the “Incomings / outgoings” form by clicking on the "General receipts / payments" button on the "JobVision start" form. Then click on the "Search" button. The “Incomings / outgoings” form will clear. Click on the “Date paid” text box and enter the date 12/3/2003 exactly. Then click on the “Apply Filter” button. All entries that were paid on 12/3/2003 will then be displayed (if there are any). Again click on the “Apply Filter” to view all the transactions.