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System Supervisor User’s Guide JOBSCOPE ®
JOBSCOPE System Supervisor Copyright, Jobscope, LLC, 1996 - 2011 JOBSCOPE® Information in this document is subject to change without notice. Jobscope LLC makes no warranty of any kind regarding this material, and shall not be held liable for errors contained herein or for damages resulting from the use and performance of this material. The information in this document is protected by copyright. No part of this manual may be reproduced in any form without the expressed written consent of Jobscope LLC.
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Table of Contents
Getting Started .............................................................................................................................................. 4
Finding the Instructions ............................................................................................................................ 4
Getting Jobscope Loaded on Your Server ................................................................................................. 4
Server Administration Utility .................................................................................................................... 5
Databases .............................................................................................................................................. 6
Servers................................................................................................................................................... 7
Connection Properties .......................................................................................................................... 8
View Error Log ....................................................................................................................................... 9
Utilities ................................................................................................................................................ 10
Edit AutoConfig.ini .............................................................................................................................. 13
Configure Services ............................................................................................................................... 14
Setting Up the Clients ............................................................................................................................. 15
Client Login .......................................................................................................................................... 15
Security ....................................................................................................................................................... 17
User Tab .............................................................................................................................................. 18
Menu Security Tab .............................................................................................................................. 20
Report Security Tab ............................................................................................................................. 21
KPI Security Tab ................................................................................................................................... 22
View Security Tab ................................................................................................................................ 23
Approved PO Security Tab .................................................................................................................. 25
Who Should Have What Security ............................................................................................................ 27
Customers and Jobs ............................................................................................................................ 27
Engineering ......................................................................................................................................... 27
Shop Floor ........................................................................................................................................... 28
Purchasing and Materials .................................................................................................................... 28
Accounting .......................................................................................................................................... 28
Quality Assurance ............................................................................................................................... 28
Maintenance, Overhaul and Repair .................................................................................................... 28
Information Technology ...................................................................................................................... 28
System Utilities Module .............................................................................................................................. 29
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The System Utilities Toolbar ................................................................................................................... 30
Security Selection on the Toolbar ....................................................................................................... 30
View Status Log on the Toolbar .......................................................................................................... 31
Reports Selection on the Toolbar ....................................................................................................... 32
Operations Mode .................................................................................................................................... 33
Table Maintenance ............................................................................................................................. 33
Special Text ......................................................................................................................................... 39
Set System Access ............................................................................................................................... 41
Load On Hand Balance ........................................................................................................................ 42
Load Account Edit ............................................................................................................................... 43
User Definitions................................................................................................................................... 45
Modify Bank Codes ............................................................................................................................. 46
Financials Mode ...................................................................................................................................... 47
Accounts Payable ................................................................................................................................ 47
General Ledger .................................................................................................................................... 50
Maintain VAT Rates ............................................................................................................................. 56
Batch Processes Mode ............................................................................................................................ 57
Operations .......................................................................................................................................... 57
Financials ............................................................................................................................................. 59
Production ........................................................................................................................................... 64
Job Accounting .................................................................................................................................... 65
System Configuration Mode ................................................................................................................... 69
Quoting/Estimating ............................................................................................................................. 69
Engineering ......................................................................................................................................... 71
Job Control .......................................................................................................................................... 81
Job Management and Control ............................................................................................................ 88
Job Accounting .................................................................................................................................... 91
MRO .................................................................................................................................................... 94
Materials ............................................................................................................................................. 96
Quality Assurance ............................................................................................................................. 107
Resources .......................................................................................................................................... 108
Shop Floor Control ............................................................................................................................ 109
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Financials ........................................................................................................................................... 116
System Utilities ................................................................................................................................. 126
Canadian Tax ..................................................................................................................................... 143
Status Log Mode ................................................................................................................................... 144
Workflows Mode .................................................................................................................................. 145
Reports ...................................................................................................................................................... 146
Adding Reports...................................................................................................................................... 146
Deleting Reports ................................................................................................................................... 147
Setting Up Security for Reports ............................................................................................................ 148
Running Reports ................................................................................................................................ 149
Exporting Reports ............................................................................................................................. 150
Custom Reports..................................................................................................................................... 151
Scheduling Reports in Jobscope ............................................................................................................ 153
Using a Workflow to Run Reports ......................................................................................................... 153
Configuring the System ............................................................................................................................. 154
Basic System Configuration................................................................................................................... 154
Setting Up the License File ................................................................................................................ 154
ProcessStatusLog Table Maintenance .............................................................................................. 155
Guidelines to Install JEE using Active Directory Group Policy Software Installation ........................ 156
Scheduling Update_MRP to Run as a SQL Server Job ....................................................................... 157
User Defined Fields and User Text ............................................................................................................ 158
Setting Up User Defined Fields and User Text ...................................................................................... 158
KPI Designer .............................................................................................................................................. 161
This and That – Other Configuration Issues .............................................................................................. 165
Firewalls and VPN ................................................................................................................................. 165
Running JEE Through a Firewall ........................................................................................................ 165
Running over a VPN .......................................................................................................................... 165
Instructions to run JEE Client on PC without local Administrator rights .............................................. 165
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Getting Started
Tell your Jobscope project manager when you are ready to install Jobscope, and a Jobscope technical
specialist will contact you to go through the process of getting the system installed on your server. If
you have made arrangements for Jobscope personnel to convert some of your existing data, that
process can begin independent of the actual loading of Jobscope on your server.
Finding the Instructions
A number of MS Word files will be included with the system, as listed below. These will be in a folder
called “Loading Instructions”.
Getting Jobscope Loaded on Your Server
The Jobscope technical specialist will go through the process of loading the software and databases.
Two databases will be initially loaded. The database names may vary, but we’ll call them production
and pilot here. The one we call production will eventually be your production, or live, database. The
one we call pilot will be for training and for the users to practice.
As soon as the system is installed, you can begin setting up your users and assigning their security. Your
Jobscope project manager will give you a user name and password so that you can get in and start this
process. As the data conversion process progresses, the converted data can be loaded to your
production database as the data is ready. This data will be in the form of a complete Jobscope database.
If you simply restore it over the production database, you will lose all the users and security setup that
you have done. For this reason, before restoring a data conversion database, you should make a backup
of the production database and restore it under a different name (assume the name BACKUP for this
example). When the new data is restored into the production database, your Jobscope project manager
will run a script which will copy your users, security, and other system information, and employee
master records from the BACKUP database to the production database.
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The menu option “ Add User” is where you set up the users. The section of that name will show you
how. Once a user is added, the “Configure Security” option allows you to define the basic security for
the user. Security for Reports is under the “Report Security” option, and the KPI (Key Performance
Indicators) security is set up under the section of that name.
Server Administration Utility
This program is used to configure your databases. When you run it and you have Windows 2008 or
subsequent, you will get a user selection. You should select “Run as Administrator”.
When this screen appears, select the server that you want to work with and click on the Select Server
button.
You will get a blank screen with the toolbar shown here at the top. Click on the one that you need.
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Databases
When you click on Databases, the Databases screen will display with the Jobscope databases on the
selected server listed in the box on the left side of the screen. The purpose of this screen is to allow you
to update your Jobscope databases to the version that matches your software.
Your software version will display above the box on the left. The Version column shows the version of
each database. You want to upgrade your database to the same version as the software.
Highlight the database that you want to upgrade, and hover over the Upgrade To field beside the
highlighted database and click on the down arrow. The available version upgrades will list in the
dropdown. You can upgrade to a version short of your software version, but you will normally want to
upgrade to the same version as your software. Select that version, and the upgrade steps will list in the
box on the right. When you click on the Perform Upgrade button, the program will begin updating the
database one step at a time. The program will check the box beside each step as that step is completed.
If the program encounters a problem, it will stop after the last successful step, as shown by the last
checked box. When you call the help desk about the problem, tell them the step where the program
stopped, and they can prepare a fix, usually in the form of a SQL script which you can execute to fix the
problem, and then continue with the upgrade.
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Servers
The Servers option allows you to enable the databases. If a database is not enabled, it will not be
presented to the user for selection at login. In the earlier releases of version 14, this presentation of
databases for selection appears in the Client Administration program, and the Server Administration
Utility program looks like this.
Each row on the display is a Jobscope database. The system figures out what databases are for
Jobscope by the existence of certain tables in those databases.
The check box in the Enabled column determines which databases will be presented to the users when
they sign on.
Each database that is enabled must have a JEE DB User assigned. This user must be a user that is set up
in SQL Server, and this user must have full access to the database. The same user can be used for
multiple databases.
The JEE DB User Password must be the same password that is set up in SQL Server. When you enter the
password, it will appear encrypted. The Show Passwords button will decrypt the passwords and show
them in plain text. The button will then read “Hide Passwords”, which will encrypt them again.
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Connection Properties
In the upper box, Browse row Limits, you can set the number of records (rows) that the browse screen
in Jobscope will return.
The Low, Medium, and High fields no longer affect the browse functionality, and may be left blank.
The Max field defines the maximum records that will be returned on a browse search.
The ODBC Timeout Limit box defines the amount of time that the system will wait on a database call.
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View Error Log
The error log records certain system events. The entries may not mean very much to you, but, when
you call the help desk, they may ask you to look at the error log to help in troubleshooting.
The system also stores the error log entries in database table ApplicationEventLog.
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Utilities
The Utilities option allows you to configure certain functions for the system. Prior to Version 17, the
Utilities screen looked like this.
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When you click on Select Font in the Default Font box, the default font screen will display. Click on the
button beside the Font field and a font selection window will display, where you can select the font, font
style, and size for the text on the screens.
The Enter Currency button in the Select Currency box must be used to select the native currency.
You can only set it once, so be sure you get it right. You need to have table 3013 set up with the native
currency before doing this.
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In the License Management Emails box, the Modify Recipients button allows you to tell the system
where to send the emails warning of license expiration.
This screen may look different on your system. You may not have the Email Server fields at the bottom.
The screen shown is an older one. If you do have the Email Server fields, you should leave them blank.
The email server will be defined by the SMTP Configuration.
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Edit AutoConfig.ini
Normally, you will not need this, but the help desk may ask you to make a change as a part of
troubleshooting.
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Configure Services
There are three services that you may need to use for certain Jobscope functions. If you are running
Datacap, then you will need the Datacap Host Processing service to upload Datacap transactions. If you
are using scheduling, and you want the schedule to regenerate automatically, then you will need the
Scheduling Regeneration Service. If you are using Workflows, then you will need that service.
This screen allows you to configure the services. If you have more than one database, you may have
more than one instance of each service. They will list in the box at the bottom. Select the one you want
to work with.
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Setting Up the Clients
There are several ways to set up the clients. Probably the easiest way is to set up a terminal server.
Under this arrangement, you can load the client software on the terminal server rather than having to
load it on each individual client. If you only have a small number of users, you may want to load the
client software on each client’s workstation. This is the simplest way, but you have to actually go to
each client to do the install, both for the first installation, and for upgrades in the future.
A third way is to use third party software which can “push” the install out to the clients. This is probably
the most complicated to configure, but is worth the effort if you have a large number of users.
In any case, the Jobscope technical specialist will help you get going.
Client Login
The user will be prompted for the database when he or she logs in. The Database field will default to
the last database that the user selected. The user can click on the dropdown for Database and get a list
of all the enabled databases for the server. See the Servers section in the Server Admin Utility section
for how to enable a database.
If the user checks the Automatically login each time box, the system will skip this screen and login using
the last login information.
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If the user has checked this box, and then wants it unchecked, the user can go into almost any of the
major modules like Parts and Change Control, Job Management and Control, Purchasing Manager, and
others, and click on Help on the toolbar at the top of the display and then About and click on Clear Auto
Logon on the resulting screen.
.
The system will remember the last server that the user accessed, and will not prompt for a server. The
button at the bottom left ( ) allows the user to change servers, and then select any enabled
database on the new server. The servers are set up as part of the initial installation of Jobscope.
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Security
Security is maintained In System Utilities, Security Users.
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When you click on Security Users, the Jobscope Security Administration screen displays.
User Tab
Highlight the user you want to work with, and will get the screen for maintaining the user. This is where
you add and modify Jobscope users. Before you can do this, you will need at least one entry in the
Location Code table, 0010.
Enter the User Name for the user. Most people use the Active Directory user name. The Employee Id is
the id assigned to the employee by your company (most commonly the number used for payroll). It is
not used in system processing.
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You can enter a Password on the next line. If you enter a password, then the system will use that
password for Jobscope login. If you leave it blank, the system will use the Active Directory password.
Most choose to use the Active Directory password and leave it blank.
Enter the employees Full Name, First Name, and Last Name, and his or her Email Address. The email
address is important if you will be sending emails from Jobscope.
The Employee field is the Employee Number in Jobscope. If you are just getting started, you may not
have entered the Employee Master records, but you can leave it blank for now. After you get going, you
will probably need to come back and link each user to an employee master record. This affects the
operation of some programs.
Location is Location Code, from table 0010.
The next line has to do with approval limits on purchase orders. If Check the value of PO items to
determine if Approval is required is not checked in System Configuration for Materials, then you can
leave these two fields blank. If it is checked, then you need to put in the approval limit for the user (if
the user will be creating purchase orders), and the user with the next higher level of approval (Next
Level Approval).
SMTP Configuration allows you to define the SMTP server for the user, in the event that you have more
than one. When you set up the SMTP Configuration, you can define a default configuration and leave
this blank.
Customer Number is for the Customer portal. If a customer is to be allowed to use the portal, the
customer must have a user record. This field associates the user name to the Customer Master record
in Jobscope.
Vendor Number is for two functions. One is to identify the user as a vendor for shipping purchase order
items to the vendor or for the vendor to use the Supplier Portal. The other is for the Expense Reports
function in the Field Services module. The system can be configured to create an invoice record (and a
subsequent check) for paying the employee. This means that the employee (user) must have a Vendor
Master record, and this is the Vendor Number for that record.
User Can Change Password will give the user the capability to change his or her Jobscope password. If
you leave Password blank to use the Active Directory password, then this will not apply.
Is A Group can be very useful. You can set up a Group user by creating a group like AP for Accounts
Payable, and checking this box. Then you can designate individual users as being in a group so that you
only have to maintain security for the group user. You can add users to groups in the Configure Security
option.
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Menu Security Tab
If you click on the Menu Security tab, the display will change to this. Here, you can grant or deny access
to menus, submenus, tabs, and field access within programs.
These security details are called permissions, and the Security Permissions User Guide describes how
each one works.
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Report Security Tab
The Report Security tab looks like this. Here you can grant or deny access to reports.
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KPI Security Tab
This is the KPI Security tab.
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View Security Tab
The View Security Tab refers to views in the database. A view (in SQL parlance), provides for viewing
data in a certain format that may include multiple database tables. These views are for the Quick
Reports function.
To make a SQL view available in the Quick Reports module, follow the following steps.
Step 1 – In SQL Management Studio, create your SQL View on your Jobscope database.
Step 2 – Go to System Utilities – Operations – Table Maintenance
Find the table called Quick Report Views and double click to open it. Once open, click the New icon.
Manually type in the name of the view you want to grant access to. Enter a Tool Tip and a Description.
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Step 3 – open Security Users (also from System Utilities). Select the user or group that you wish to grant
access to, then click the tab called “View Security”. From this screen, grant access to any users that
should be able to run quick reports against these views. Click SAVE to save the record.
Step 4 – Open the Quick Reports module and your view will be available as an available “table”.
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Approved PO Security Tab
This tab allows you to set security for approved purchase orders. Please note that this applies to
approved purchase orders, and not to purchase orders that are not approved.
First of all, these settings only come into play if the user permission “Approve Any PO Value” is not
checked for the user, as shown below.
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If we look more closely at the values we can set, we can see four settings, Read Only, Hidden, Editable,
and Resets Approval.
Remember, this applies only to purchase orders after they have been approved.
If a field is marked Read Only, then the user will be able to see it on an approved purchase order, but
the user will not be able to change it.
If a field is marked Hidden, the user will not see the field at all after the purchase order is approved.
If a field is marked Editable, then the user will be able to change the field even after the purchase order
is approved.
Finally, if a field is marked Resets Approval, then any change to that field will change the purchase order
from approved to not approved.
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Who Should Have What Security
Most people err on the side of too much security rather than too little. The users have to be able to see
enough of the picture to do their jobs, so be careful about being too restrictive. If a user needs part of a
mode in a module, they probably need most if not all of the permissions for the mode. If a user does
not have any need for anything in a module, then denying the whole module will keep them from
wandering around in it and doing harm. It also will reduce confusion.
There are several permissions that often get overlooked. The Crystal Reports Viewer permission must
be checked in order to run reports, even if the report security permissions have already been checked.
The Accounting heading is not financial accounting, but rather a list of several unrelated permissions.
You should check them to see if you need any of them for the users.
The following are guidelines to get you started. Remember that if you deny a permission to someone
right up front, that person may not know that the information exists, and may need it.
Customers and Jobs
The Job Management and Control module is where most of this takes place. If you expand Job
Management and Control in Configure Security, you will see a long list of things, going down to the field
level in many cases, that you can control. Job mode has permissions that everyone who enters jobs or
works with them will need. You should probably give these people the Production Releases permissions,
and Work Orders if they have occasion to look at work orders. When you are starting out, these people
will not need Engineering mode nor Dependencies mode, but you should check Inventory Locations.
Special Work and Customer Returns can be left unchecked until you are ready for scheduling and
customer returns.
If these people need to look at parts and bills of material, then at least some of Parts and Change
Control will be needed.
They will certainly need Customers.
If they will be creating make for stock jobs, then they will need the Make For Stock permission.
The Sales Order Processing module is for entering customer inquiries and the prices given to the
customer. This is normally for simple parts sales, and you may not use it up front. If you do want to use
it, these people will need this permission.
Estimating is for the Estimating module. You probably will not use it up front.
Engineering
Most of the engineer’s work is done in the Parts and Change Control module. Design Data Management
provides for managing the engineering release process. Kit Maintenance may be done in the
engineering department. A kit is a group of parts, like a head gasket kit. Task Planning is where salaried
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people charge time to jobs and accounts. If you plan to do that, engineering people will need that
permission.
Map Master is most commonly used for uploading bills of material, so the people that work with bills of
material will need that.
Shop Floor
Work Orders mode in Job Management and Control is a must for these people. Resources is where
employees and work centers are maintained. The people that maintain routings will need Routings
mode in Parts and Change Control, and also Parts mode so they can link the routings to parts.
If you will be using Design Data Management, then the people that manage moving the work into
production will need it.
Labor Collection, Shipping, Make For Stock, Purchasing Analysis, Routing Document Viewer, Operation
Completion, and Production Scheduling may be important also.
Purchasing and Materials
Purchasing Manager, Purchasing Analysis, Inventory, and Parts mode of Parts and Change Control are
needed for these people. They may also need Work Order mode of Job Management and Control.
Accounting
These main areas are General Ledger, Accounts Payable, Accounts Receivable, and Job Accounting.
Bank Reconciliation will also be needed for those that will run that module. Some argue that some
accounting people will need just about everything in order to do their job well.
Quality Assurance
QA Inspections, NonConformance, Methods, and Rework are the essential modules.
Maintenance, Overhaul and Repair
Repair Manager, Receiving, Repair Inspections, and Unit Configuration cover most of it. Most of the
modes in Job Management and Control are also very useful here.
Information Technology
Data Dictionary, Key Performance Indicators Administrator, and System Utilities are essential. Some IT
people may need access to everything in order to trouble shoot problems.
There are several other permissions that are easy to overlook. The Crystal Report Viewer permission
must be on to run reports, even if all the permissions in Report Security are checked. The Accounting
section has some options that are not normally thought of as Accounting department functions, so you
should look through that.
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System Utilities Module
The System Utilities Module is where most of the “behind the scenes” setup and configuration takes
place. The System Utilities module has six modes, Operations, Financials, Batch Processes, System
Configuration, Status Log, Workflows, and Security Users.
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The System Utilities Toolbar
The System Utilities module has three selections on the toolbar, Security, View Status Log, and Reports.
Security Selection on the Toolbar
When a user logs in, he or she can check boxes to have the system automatically remember the user
name, password, or domain. You may want to turn these auto logins off and have the users reset them.
You can turn them off using this option. When you click on it, you will get a single dropdown selection
labeled “Clear Auto Login”. Click on it and the auto logins will be cleared.
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View Status Log on the Toolbar
You can use this to view the log for a number of batch processes in the system. Select the User Id and a
date range. The Process Id listing shows the following.
ARDEL – Delete Accounts Receivable Invoices INVDEL – Delete Accounts Payable Invoices ROLLFC – Roll Future Cost RSTJMT – Reset Job Master Totals RTLLBR – Retotal Labor TOTACT – Recalculate Total Accounts YREND – Operations Year End
You can double click on the displayed process to see the complete file.
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Reports Selection on the Toolbar
This selection allows you to run reports that list data that is set up in System Utilities.
When you click on it, a dropdown menu displays with the following options: Jobscope Program Security Jobscope Report Security Jobscope User Security Startup Tables Options System Utilities – User Tables
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Operations Mode
Operations mode has seven selections on the toolbar. Table Maintenance is the first one.
Table Maintenance
When we use the word “Tables” in Jobscope, we are usually talking about a set of about 110 database
tables that contain data that either define allowable values for a field, or provide behind the scenes
information that the programs use. The tables are in the System Utilities module, Operations mode, and
Table Maintenance. When we use the term “blank entry”, we mean an entry in a table that has blank
for it’s table code. There is a very good reason for this. If a field on a screen requires a valid entry from
a certain table, but you don’t need anything in that field, and don’t want to take the trouble to select a
meaningless entry, then put a blank entry in the table so that you can leave the field blank.
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You can click on the heading for the Database Table column to sort the tables by number. This makes it
easier to get to them. This document is not intended to tell you what to put in each table, and so does
not cover each table in detail. Each user guide describes the tables that are used in the associated
module. Some of the tables have an Active flag. If it is not checked, then that entry will not appear in
the dropdown list in the application programs.
Company Codes (Table 0001)
This is probably the first table you will want to set up. It is an example of a table which defines valid
entries for the Company Code field. It is somewhat special in that it defines the company logo which will
print on invoices and other printouts. A “Company” in Jobscope is an entity represented in a single
balance sheet and income statement. If you want to produce different balance sheets and income
statements for parts of your business entity, then you will need more than one company code. Your
database may already have a single entry in this table. You can either delete it and add a new one, or
change the address and other data and use that company code.
To access it, double click on it in the table list. It is shown below.
Don’t create a blank entry. Select a code, and enter the information. On the right side, where it says
Company Logo, you need to load the image that you want to appear at the top of your customer invoice.
You can click on Remove Image to get rid of the one that came with the system, and click on the browse
button and browse to the image you want to use.
It is recommended that the logo be no wider than 2.5 inches, and no taller than 1.25 inches. If it is, you
may need to manually modify reports to accommodate the larger logo. It needs to be this size first, then
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added to the database. If you add it to table 0001, then reduce the size, it does not pick up the new
size.
Location Code (Table 0010)
Location Code is an example of at table which defines valid entries, and also defines other information
via check boxes. Location Code refers to physical location. As far as physical locations, the thing you
need to think most about are inventory storerooms. If you have more than one storeroom, and you
keep the same stock number in multiple storerooms, then you need a Location Code for each
storeroom. If you only have one inventory storeroom, and one shop, and they are both in the same
physical facility, then you only need one Location Code. Check Allow Job Issues on for each location.
Master Location doesn’t matter. Enter 1 in Issue Priority. These settings are most commonly used by
aviation repair companies that have consignment inventories for their customers. Don’t put a blank
entry in this table.
If you want to use the Auto Create Jobs function for creating make for stock jobs, you will need to set up
Table 0010 (Location Codes) in System Utilities. In order for the Auto Create Jobs to work, you must set
up an MFS Customer Number in the table. You may also want to define a special job prefix for that
location, which you can do in the MFS Job Prefix field. You can leave this blank and the system will
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default to the next job number. If you decide to use a special prefix here, you will need to also set up
that prefix in the Order Entry screen for Job Control in System Configuration.
You can read more about the Auto Create Jobs function in the Make for Stock User Guide in the section
“Auto Create Make for Stock Jobs”.
Department Codes (Table 0009)
Department Codes is an example of a table that defines other information that the programs will use
behind the scenes. The most common type of behind the scenes information is account numbers, as
shown in this example. Department Codes are used to format expense accounts together for expense
reports. You can put them in now, or create a blank entry for now.
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User Defined Tables
You can create your own tables, and set them up to edit (validate) User Defined Fields. On the Table
Maintenance screen, click on the User-Defined button.
This displays the User Defined Tables screen. You can create a new one by clicking on the New icon and
entering the Table Name, which should be a four character numeric beginning with the number 8, as
shown below (8005 is an example). The Description is a plain language description of the table.
You can click on the Instructions button ( ) to add instructions. These instructions are
like notes for you to make about the table.
The Codes button ( ) allows you to enter the actual codes that will go into the table.
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This is the screen for adding the codes, or Table Entries. The Status field is for adding values that might
be used by a special program that references the table. An example of using these entries would be a
User Defined Field that references this table, 8005. When the user clicks on the dropdown beside that
User Defined Field, the user will see these entries, and must select one of them for the field value.
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Special Text
Special Text may be used to create a collection of special paragraphs, descriptions, or instructions, which
may then be copied to the file where needed.
Special text is associated with a set code, and each section of special text has a unique name assigned to
it. This name is called the search key. You can learn about set codes in the User Text section of this
manual. Using the set code and the search key, the text may be copied to any file where user text is
allowed.
As an example of special text, you might enter text that contains information that other users might
want to see for parts that are undergoing changes. The Search Key might be “In Design” and the Set
Code would be PM for Parts Master.
To call up an existing special text, enter the Search Key and select the Set Code and click on the Open
icon ( ) to the right of the Set Code field.
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The bottom of the screen has a number of word processing functions:
Cut Text: ( ) Use this function to cut highlighted text.
Copy Text: ( ) Use this to copy highlighted text to the clipboard.
Paste Text: ( ) Use this to copy text from the clipboard.
Spell Check: ( ) This will spell check the highlighted text.
Print: ( ) Prints the text.
Fonts: ( ) This will display the Fonts screen which allows you to set fonts, bold, underline,
and other text formatting.
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Set System Access
Set System Access allows you to close certain parts of the system if you need to do that.
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Load On Hand Balance
Load On Hand Balance is intended for use when entering new stock numbers (stock inventory) or
material numbers (lot inventory). If you simply add a new inventory master record and change the
quantity from zero to whatever you have on hand, the system will write a subledger record, thinking you
are adjusting the quantity. Load On Hand Balance updates the quantity, but does not create a subledger
record.
This screen will not create Bin Location records like the inventory screens will. You must first create the
bin location record in the inventory master, then update it here. When you enter a Stock/Material
Number and select a Location Code tab, the system will display the first existing Bin Location that it
finds. Change the Bin Location to the one you want.
If you are not using Bin Locations, then the Bin Location field will be blank. Leave it blank and enter the
quantity and save it.
The buttons labeled Inventory and Material with binoculars beside them allow you to browse for stock
numbers or material numbers, respectively.
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Load Account Edit
The general ledger database is locked by certain procedures in the accounting system. When this
occurs, the other modules cannot access the account master in order to check for valid account
numbers. For this reason, when you add or delete accounts, the system automatically writes the
account number to the account edit file, and this is where the programs check for valid account
numbers. If you are not using the Jobscope general ledger module, then you will need to add accounts
to the Account Edit file so that the system will recognize these accounts as being valid general ledger
accounts.
The Account number may be any combination of alpha and numeric characters up to a maximum of 20.
The Description may be up to 40 characters. The Type dropdown will list the available types, EX for
expense, AS for asset, LI for liability, EQ for equity, IN for income, and CS for cost of sales. Leave the
Statistical field blank.
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The Function box has two buttons, Detail and Total. Detail accounts are accounts to which you can post.
Total accounts are rollup accounts, which get their balances from the lower level accounts that total into
them.
The Status box has three button, Open, Restricted, and Closed.
The value for an account in normal use is blank for open. R for restricted means that subledger batches
may not be created for the account, but manual batches may include the account. C for closed means
that no posting may be made to the account
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User Definitions
User Definitions is where you tell the system whether to allow user text or not. You can learn more
about user text and user defined fields in the sections about them in this document.
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Modify Bank Codes
Bank Codes define bank accounts and your associated general ledger accounts and the check numbering
sequence and ACH (Automated Clearing House) sequence for the account.
If the Bank Code exists solely to process wire transfers (vendor’s drafting the account directly), then
check the Automatic Draft box on.
If the Not Used for Payments box is checked, then the bank code will not display in the dropdown for
bank code selection in the Accounts Payable programs. If this box is checked, the system will allow all
the accounts except the cash account to be blank.
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Financials Mode
Financials mode has three selections on the toolbar. Accounts Payable is the first one.
Accounts Payable
The dropdown for Accounts Payable lists three options, Reset A/P Checks, Vendor Bank, and User Bank.
Reset A/P Checks
If checks print improperly, then you may need to use this function to correct the problem. The screen
text describes exactly what this function does for the selected Bank Code and Check Range (range of
check numbers).
Vendor Bank
This is only used if you are operating in UK mode.
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User Bank
If you will be using the ACH (Automated Clearing House) functionality to electronically pay, then you will
need to make a User Bank entry for each bank account from which you will make ACH transactions. To
get to the User Bank screen, click on System Management, System Utilities, Financials, Accounts
Payable, User Bank. The User Bank screen displays.
The Jobscope user’s bank routing transit number and account must be entered for each bank from
which ACH transactions will be made. All the pertinent fields are described below and all are entered
via the User Bank screen in System Utilities under the Financials / Accounts Payable menu. The
respective bank will be able to provide the values for these fields.
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Bank Code – Bank Codes are entered and maintained in the Modify Bank Codes selection. For ACH, you
need an entry in this table for each bank code.
Bank Routing Id - Transit Routing Number
Bank User Id – The id number assigned by the bank and entered in Table 3201
Bank Account - Account Number to be debited
Type of Account – You may use this to define the type of account. It is not used in the processing
Company Code – Select the company code from Table 0001 entries in the drop down
Bank Name – Enter the bank account name
ACH Related Information:
Destination Name - Identifies the bank to which the ACH file will be sent
Immediate Origin - Bank-assigned number identifying your company
Originating DFI - Bank-assigned number identifying origin of the transactions
Service Class Code - Identifies type of transactions – debit (225), credit (220), or both (200)
Pad File to Full Block - Adds records to end of file to fill last 10-record block. You will normally check this
on
Each ACH transaction will be recorded in the checks table with an assigned transaction number which is
then recorded on each invoice record being paid, the same as if a check had been generated. The
number for the transaction will be assigned based on the “next ACH transaction” number assigned via
the Modify Bank Codes screen in System Utilities under the Operations menu. Whereas check numbers
can be 6 digits, ACH transactions are limited to 5 digits. This is because the number is prefixed by the
letter “A” to distinguish it as an ACH transaction.
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General Ledger
The General Ledger dropdown lists five selections, Period End Maintenance, Year End Closing Batches,
Year End Maintenance, Reset GL Batch Status, and Store GL Data to Save Tables.
Period End Maintenance
This procedure closes the period in the General Ledger and initializes the system for the new period.
Since batches may be posted to prior periods, and reports may be run for prior periods, it is not
necessary to complete all activities prior to performing Period End Maintenance.
All users must be out of the General Ledger when this program is run.
Check Perform Period End Maintenance on and enter the closing date for the new period and click on
OK.
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Year End Closing Batches
This procedure creates a batch that will result in all Income, Cost of Sales, and Expense type accounts
having a zero balance. An offsetting transaction is written to the account entered on the screen. This
closing account is the retained earnings account from table 0018. In order to keep you from running this
accidentally, you must check the Create Closeout Batch check box before you click on OK.
Once created, the closeout batch must be posted through the normal Post Batches procedure. Such a
closeout creation and posting must take place for each company code. See the section “Year End
Procedures for the General Ledger” in the General Ledger User Guide for additional information.
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Year End Maintenance
All batches should be posted, reports run, ledgers balanced, and databases stored prior to running this
program. No users are allowed in the General Ledger while maintenance is in progress.
Select the dates from the dropdowns and enter the new fiscal year.
Perform Year End Maintenance must be checked on in order for it to run. Be sure you are ready before
checking it on and clicking on OK.
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Reset GL Batch Status
This function resets subledger records in the event a batch is deleted in the General Ledger. Unless
these records are reset, they cannot be gathered into another subledger batch.
See the next page for information on the Include Date Range in Selection check box.
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If you check the Include Date Range in Selection box, the screen converts to this to allow you to enter a
date range.
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Store GL Data to Save Tables
The general ledger data for the current fiscal year is stored in database tables with a prefix of “GP”. The
prior fiscal year is stored in the same database in database tables with a prefix of “GS”. Years other than
the current year and the prior year are stored in the same database in tables with a prefix of “GL”. The
GL tables have a FISCAL_YEAR field, so any number of fiscal years may be stored.
When you click on Store GL Data to Save Tables, this screen displays. When this program runs, it will roll
the GS table data into the GL tables, and roll the the GP data into the GS tables. You need to enter the
year that you want assigned to the GL tables. As an example, at the end of 2015, before this process,
you will have 2015 in the GP tables and 2014 in the GS tables. You want the data that you are rolling
into the GL tables to be marked as 2014, so you should configure the screen as follows:
This will create GL tables with a FISCAL_YEAR value of 2014.
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Maintain VAT Rates
There is only one screen under Maintain VAT Rates. These rates define a percentage for each VAT code
for a date range.
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Batch Processes Mode
Batch Processes mode has five selections on the toolbar. Operations is the first one. These processes
run offline to update the database.
Operations
Operations has three options. The first is Load/Update Material Browse.
Load/Update Material Browse
If you load parts master records directly into the PartsMaster table using a SQL Server utility, or some
other way that by-passes the regular Jobscope programs, then the EPBRWD (BROWSE_DETAIL) table will
not be updated, and the material browse will not work. This function will clear and recreate the
necessary records in that table from PartsMaster.
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Year End Maintenance (Operations)
This program performs the five functions you see listed on the screen below.
The Inventory Master in the Stock Inventory system has a field called Future Cost. You can enter a value
in this field when you are notified of an upcoming price increase. The first box, Roll Future Cost to Unit
Cost, will roll this future cost into the unit cost field.
The second box, Reset Job and Employee YTD Fields, will reset these fields to zero. Obviously, this
should be run at year end. The values in this field do not affect system processing, they just display on
some of the screens, so you don’t have to run it at the beginning of each year unless you want these
values to be accurate.
The next one is Reset Work Center YTD Fields. This will reset the year to date fields in the work center
master.
The four, Delete Lots with Zero Quantity, pertains to Lot Inventory, and is a good housekeeping routine.
Reset Inventory YTD Quantities – If this is checked, the quantity year to date value for an inventory item
will be moved to the quantity last year field.
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Roll Future Cost
This is the same thing as the function of the same name under Year End Maintenance (Operations),
except that here you can select a date range of effective dates..
Financials
Financials is the second selection on the Batch Processing Mode toolbar. It has five options, A/R Invoice
Deletion, A/P Invoice Deletion, Rebuild Account Edit, Recalculate Total Accounts, and Revalue Accounts.
A/R Invoice Deletion
The history of this function goes back to the days when database storage capacities were drastically less
than they are today, so you may never need to run this. You certainly shouldn’t run it for a date within
the last several years.
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A/P Invoice Deletion
The same holds true for this option as the A/R Invoice Deletion.
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Rebuild Account Edit
The general ledger database is locked by certain procedures in the accounting system. When this
occurs, the other modules cannot access the account master in order to check for valid account
numbers. For this reason, when you add or delete accounts, the system automatically writes the
account number to the account edit file, and this is where the programs check for valid account
numbers. If the account edit file ever gets out of sync with the account master, you can clear it and
rebuild it using this function.
Recalculate Total Accounts
This function will clear the balances in the Total Accounts and recalculate them from the totaling
structure. If you change the totaling structure, then this function will do the total account updates that
you need.
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Revalue Accounts
This has to do with using foreign currency. If you are not using foreign currencies, don’t worry about it.
If you are, you can learn more about this by reading the section “Foreign Currency in the General
Ledger” in the Foreign Currency User Guide.
The general ledger “thinks” in terms of the native currency. If you are using foreign currency, then you
will have cash accounts in the foreign currency. The balances in these foreign currency accounts are in
the foreign currency. The system maintains the value of these foreign currency accounts in native
currency, depending upon the current exchange rate. The value in native currency doesn’t matter until
you are ready to run financial statements. Before running the statements, if some of the exchange rates
have changed, you can run this option and the native currency values in the foreign currency accounts
will be updated to the current exchange rates. The foreign currency balances will not change.
When you select it, the Revalue Accounts screen displays. Enter the batch number you want to use and
select whether you want to revalue the Current Balance or the Period Balance.
When you click on OK, you will get a message asking if you want to run it in the background or online. If
you want to run it online, leave the box unchecked and click on OK.
When it finishes, this message will display.
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When you click on OK, this message will display. Post the batch and the accounts will be revalued.
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Production
Production has only one option, Reset Hours This Period. The text on the screen describes what it will
do.
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Job Accounting
The Job Accounting selection on the Batch Processing mode toolbar has four options, Retotal Labor,
Reset Job Period/YTD Totals, Reset Job Master Totals, and Retotal All Costs for Job.
Retotal Labor
This function zeroes the labor values in the job cost category records (IPJBEST) and retotals them from
the subledger records. These values should not get out of sync except under extraordinary
circumstances.
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Reset Job Period/YTD Totals
As with Retotal Labor, you should not have to do this except under extraordinary circumstances. This
program resets all the job cost fields in the job cost category (IPJBEST) table.
Reset Job Master Totals
The job master record maintains fields with totals for the job. This function updates those fields on all
jobs. Like the others, you should not need to run this.
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Retotal All Costs For Job
The text on the screen describes what this does. Note the warning about other programs.
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System Configuration Mode
System Configuration mode has eleven selections on the toolbar. Quoting/Estimating is the first one.
Quoting/Estimating
The Quoting/Estimating dropdown has two options, Estimating and Sales Order Processing.
Estimating
The Estimating configuration screen allows you to make settings for the estimating system.
AssignEstimates Sequentially – Checking this box tells the system to assign the next estimate number
when you enter the word NEW in the Estimate Number field when creating a new estimate.
Next Number – This is the next sequential number that the system will assign.
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Copy Part Master UserText to Estimate Line Items – An Estimate Line Item is a part number on the
estimate.
Include Labor Setup in Estimate Item Cost – Labor standards consist of setup time and run time.
Calculate Profit by – This tells the system how to display the calculated profit for the estimate.
Margin is (Selling Price –Cost )/Selling Price
Markup is (Selling Price – Cost)/Cost
Allow Labor Charges to Estimates – If you check this, an Estimate Number field will display on the labor
collection screen, and you can charge labor to that estimate
Default Labor Charge Account – When you charge labor to an estimate, this will be the debit account.
The credit will be the accrued payroll account for the employee
Work Center for Charges Transferred to Job - When the charges are transferred to the job, this work
center will be in the subledger record. You don’t have to have a special work center, but it may reduce
confusion later on
Automatically Transfer Labor when Job Created – If you check this, then when a job is created from an
estimate, the charges will automatically be transferred. The Job Accounting module has a function for
manually doing this also
Sales Order Processing
The Sales Order Processing module allows you to enter prices quoted to customer. These are referred
to as Customer Inquiries.
Copy Part Master User Text to Inquiry Line – Inquiry Lines are the parts on the Customer Inquiry.
Next Customer Inquiry Number – This is the next sequential number that the system will assign.
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Engineering
The second selection on the System Configuration mode toolbar is Engineering.
The Engineering dropdown has two options, Parts and Change Control and Map Master.
Parts and Change Control
This is the Parts and Change Control screen in System Configuration.
Require PSM on Parts Master – PSM is a designation as to whether a part is purchased directly for a job
(P), carried in stock (S), or made on the job as needed (M). The Part Master has a check box for each of
these. This setting determines whether the system will require you to check one of them. It is advised
that you check it on from the very beginning.
Update Unit cost from Purchasing for Purchased Parts – If this is checked on, the system will update the
unit cost field on the Part Master each time a purchase order line item for the part is entered
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(purchased parts (P) only). Sometimes special situations dictate buying a part for a price that is much
higher than normal, and it is usually undesirable to have this update the Part Master. It is advised that
you check it off.
Show Item Numbers or BOM Sequence – If a bill of material has 10 items or BOM Components, they
might be numbered 001 – 010, depending upon how you wish to assign numbers. This is referred to as
the BOM Sequence number. This setting determines whether the main display will show these
numbers. It is a good idea to check this.
Don’t Update BOM Tree until BOM Form Closes – If you don’t check this, the main tree view will update
as you make changes, which causes a pause which can be irritating, and you probably won’t be looking
at it while you are making changes. If you check this on, the tree update will not occur until you close
the BOM Components screen.
Turn Off ECN Checking – When the system creates work orders, it checks the ECN system to see if any
parts or routings are on ECNs, and displays messages to that effect. This turns off that checking in order
to avoid the messages.
Parts Under Change Control – If All Parts is checked, then when a parent part is marked as under change
control, all the parts in the structure beneath that parent part will be marked as under change control.
The All Parts option will do this for all the parts in the structure, whether they be make, buy, or stock.
The Make Parts option will only mark the make parts. The Only Top Level option will cause the Under
Change Control check box to apply to the top level (the one being checked) only.
On the bottom left, the section “Select Tables to be Under Change Control”, allows you to select the
tables that will be under change control. “Under Change Control” means that the data stored in a table,
once entered, may not be changed in the Parts and Change Control module, but must be changed by
creation of an Engineering Change Notice (ECN). You can use this function to define exactly what data
can be changed without an ECN. The Parts Master screen has a field called Under Change Control. If
you check it for a part, then that part is under change control, and some or all of it’s data (depending
upon what you check here) may only be changed via an ECN.
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If you click on the Parts Tables button ( ), the Parts and Change Control: Parts Data Under
Change Control screen displays.
In this case, the Bill of Material Components box has been checked. That means that, if a part is under
change control, then it’s bill of material may not be changed except via an ECN. All it’s other data may
be changed without an ECN.
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If you click on the Routings Tables button ( ), the screen for Routing data displays. You
can check which tables you want to be under change control.
On both screens, the Select All and Unselect All buttons will check all the boxes or uncheck all of them,
respectively.
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This is the top of the Parts and Change Control screen.
Show Operations For the Specified Routing Revision – This option determines whether a routing
operation with a revision range outside of the header revision will show or not.
As an example, the picture shows routing 00-212R, and the Current Production revision is B. Notice that
operation 40 is grayed out, and it’s ThruRevision is A. The Show Operations For the Specified Routing
Revision box is not checked. If it had been checked, operation 40 would not show at all. This function
gives you a substantial amount of revision visibility and control without the use of the ECN module.
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Show BOM for the Specified Part Revision – Consider the upper part of the Part Master screen as shown
in the picture below. Notice that the Current Revision for 116116B, which is the top level assembly, is C.
Now look at one of the bill of material components, 694101, on the Bill of Material Components screen.
Notice in the Effective box, that 694101 is effective for revisions A through C for the assembly.
This means that 694101 is effective (is used on) the current revision of 116116B, the assembly. Now, if
694101 was effective for revisions A through B, and Show BOM for the Specified Part Revision was
checked on, then 694101 would not appear in the bill of material display.
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If Show BOM for the Specified Part Revision was checked off, then 694101 would display in gray (instead
of the usual black), along with it’s revision effectivity, which is A:B. The other BOM component
displayed in gray (694102) is also for A:B.
Also notice the related box, Show BOM For the Specified Part Revision, which has two check boxes, Use
Numbers Only, or Use Letters Only.
In the previous example, we were using Letters (A, B, and C). Since the system knows to expect letters,
it can easily figure out the range of effectivity. Use Numbers Only would mean 1, 2, 3, etc. You need to
pick one or the other and stick with it, or this functionality will not work properly. A dash for a revision
tells the system that revision does not apply.
You can use this revision processing for the bill of materials and gain a substantial measure of revision
control without using the ECN system.
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You can specify whether the revisions are to be in numbers only (1, 2, 3,….) or letters only (A, B, C,….).
In the middle right section of the screen, you will see Baseline Drawing Revsion. This allows you to set
the default revision value for a drawing when it is first created.
Assign Part Numbers Sequentially – See the Getting Started section in this document for an explanation
of this function. It is a good idea.
Part Prefixes – Click on this ( ) and you will get this screen.
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When you create a new part in the Part Master, enter the prefix you want and the word NEW in the Part
Number field, like this: HYNEW. When you tab out of the Part Number field, the system will assign the
number in the Part Number field below. The resulting part number will be HY56863.
Assign Drawing Numbers Sequentially – This does the same for drawings as the part numbering function.
In other words, when entering a new drawing, entering the word NEW in the drawing number field will
cause the system to assign the next sequential drawing number. If your CAD system is assigning the
numbers, you may want to leave this unchecked.
Assign ECNs Sequentially – This is the same for ECNs. Again, if these numbers are normally assigned
elsewhere, you will want to leave this unchecked.
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Map Master
This is the Map Master screen in System Configuration. In the Map Master module, the system assigns
numbers or alpha characters to the spreadsheet columns. This setting defines which it will use.
It doesn’t make much difference which one you choose, and your choice doesn’t affect the data itself,
just the appearance in Map Master. You can change it at any time.
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Job Control
Job Control is next. It has four selections, Order Entry, Job Management and Control, Job Accounting,
and C/SCSC.
Order Entry
In System Utilities, System Configuration, click on Job Control, then Order Entry. The Order Entry screen
displays. These settings control how the order entry process works.
This is the Order Entry screen in System Configuration.
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Update Selling Price from Line Items – The system maintains an estimated selling price (total of planned
billings to the customer). You can set this manually, or you can put a selling price on each line item and
let the system calculate the total selling price. A little hint here; when the word Price is used, it almost
certainly means selling price to the customer. When the word Cost is used, it always means the cost to
fill the customer order (cost of goods sold or work in process).
Consider Line Items Taxable – The Job Line Items screen has a field called Taxable. If Consider Line Items
Taxable is checked on, then the system will automatically check the Taxable field at order entry. You can
override it at order entry. The setting of the Taxable field on the Job Line Item screen determines
whether the system will calculate taxes and add them to the invoice automatically.
Display Customer Aging at Order Entry – If you want your order entry people to see a display of the
customer’s receivables aging at order entry time, then check this on.
Using Foreign Currencies – If you plan on using foreign currency as a selling price on jobs, then check this
on. Obviously, life is much easier if you can buy and sell everything in your native currency. This
functionality is described in the General Ledger manual.
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Assign Job Numbers Sequentially – This is probably the most important entry on the screen. You can
enter a number, either with or without an alpha prefix, in the Next Job field, and, if Assign Job Numbers
Sequentially is checked on, then the system can assign this next number along with the prefix when the
next job is entered. To do this, when entering a new job on the Job Master screen, enter the word NEW
and tab, and the system will write in the number (in this case A116094) as the job number, and
increment the setting to the next number (in this case A116299). The job number can be all numeric
characters also.
If you have more than one prefix, you can set up a numbering sequence for each of them.
Notice the Job Prefix button on the top left of the Order Entry screen we are discussing.
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If you click on the Job Prefix button, this screen will display.
In addition to the primary number scheme with the A prefix, we have three additional prefixes, BW, CC
and MS. When entering a new job on the Job Master screen, if we enter BWNEW as below, and tab, the
system will assign job number BW86957.
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You may want to always force the users to enter a prefix rather than the simple NEW. To do this, turn
(uncheck) Assign Job Number Sequentially off as shown below, and the system will expect the Job Prefix
entries so it can assign a job number. If they enter NEW, it won’t assign NEW as the job number, it will
simply blank the job number field and give an error on Save.
Assign Customer Numbers Sequentially – Checking this on will cause the system to assign the next
customer number when a new customer is entered. The user enters the word NEW in the Customer
Number field and the system selects the next number.
Sales Acknowledgments – Print Heading/Line Item Text – This refers to user text. If this is checked on for
the Heading, any user text for the Job Master will print on the Sales Acknowledgment. If this is checked
on for the Line Item, then any line item user text will print.
Export Customer Activities To Calendar – Entries on the Activities tab in the Customer Master can be
exported automatically to your email calendar if the Automatically box is checked. The CRM User Guide
has the details.
Allow Budgeting By Release – You can have the system budget by Production Release if desired. See the
section on Budgeting By Release.
Default Budget Category Basis – When a new job is created, the system will assign default cost
categories based upon standard category entries in Table 2005. There is also a function that allows you
to set the default categories by Product Line, WIP Code, or Bill Code. The drop down contains four
selections, Blank, PL for product line, WC for WIP code, and BC for Bill code. If you select blank, then
this function is turned off, and the job categories will be created from table 2005.
This is table 2005. To enter standard categories, click on New on the toolbar and select from the
Standard Category drop down list. If you want to do standard categories by product line, WIP code, or
Bill code, click on the New Type button at the bottom. If you don’t have a New Type button, it is
probably because the “Default Budget Category Basis” field has blank for an entry.
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When you click on the New Type button, this screen will display. This entry says that category
MECHANICAL is a category associated with Bill Code entries, and will be a standard job category when
the Bill Code is TC. Consider that you will have chosen either product line, WIP Code, or Bill Code as the
basis for your standard categories (assuming you are not using table 2005), and so you probably will not
have a mix of Types in the table, just the one you have selected.
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Default Budget by Job or Release – This tells the system whether you want to budget by job or
production release. Unless you have carefully studied budgeting by release, select Job.
User Defined Budget Column – The basic job cost system provides for two budgets, sales and current.
The intent is that the sales budget was the budget at the time of sale, and the current budget is the
budget as of the current time. The User Defined Budget column is a third budget column that you can
use if desired. If you check it on, the Column Heading field will allow you to enter what you would like
the budget column heading to be. Very few companies need more than the standard sales and current
budgets, so you should probably leave it checked off (unchecked).
Comment Required For Line Item Change – If this is checked on, when a user makes a change to an
existing job line item, a box will display for entry of a comment about the change. The user must enter
something. Until you are further along, you should leave this checked off.
Enable Sales Regions – Check this if you want to use the Sales Regions functionality.
Require Password to exceed Credit Limit – Each customer can have a credit limit entered in the Customer
Master. When a new job is entered and line items added, the system checks the amount of open credit
for the customer and compares it to the credit limit. If it is greater than the credit limit, a warning
displays. In addition, if this is not checked on, the user can simply click on OK to proceed. However, if
this is checked on, the user must enter a password to proceed. If it is checked on, then the Password
field will allow the password to be entered.
Use Crane Equipment Screens – A number of crane manufacturers use Jobscope. This provides for the
display of special screens for data entry about cranes. Unless you make cranes, leave it checked off
(unchecked).
Use Google for Customer Activities – Checking this will cause the system to generate a link to Google
mail and calendar.
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Job Management and Control
In System Utilities, System Configuration, click on Job Control, then Job Management and Control. The
Job Management and Control screen displays.
Copy Part Master User Text to Job Line Items – If this is checked on, when a job line item is entered, user
text from the Part Master for the part will be copied to user text for the job line item. Until you have
studied this, leave it checked off (unchecked).
Automatically Create Purchasing Work Order – If a Purchase to Job (PSM = P) part is entered as a line
item on a job, it does not show as a work order requirement. If this option is turned on, then when
work orders are created for the first time on a job, a work order with the number 9999 will be created,
and the “P” line item will be a material requirement on that work order. Unless you have a good reason
not to, check this on.
Include Line Items not in Part Master on Purchasing Work Order – You may want to add certain things as
line items on the job that do not have part numbers and that you do not want to be included on a
purchase order. This option allows you to define how these parts will be treated.
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Explode Stock and Purchase Items in Jobs Mode – In Jobs mode, when the bills of material on a job are
exploded, this will cause not only the Make items to show, but also the Stock and Purchase items. Check
this on.
Warn Users When Entering Job With Blank Record Type – Record Type on the Job Master is most
commonly used to define a job as Make-for-Stock. Most companies use the blank record type value to
designate a normal make for customer job, and an S to indicate a make for stock job. However, if
everything is make for stock, then you wouldn’t want a blank entry. Unless you have a good reason to
check this, leave it checked off (unchecked).
Allow Bill Code Change if Billings Exist – The Bill Code defines a set of accounts associated with a job.
The argument can be made that once billings (invoices) have been created for a job, the Bill Code should
not be changed, since that may get the general ledger out of balance with job billings. Until you have
thought through this, leave it checked off (unchecked).
Check for Inactive Parts, Routings, and Work Centers before Creating Work Orders – If this is checked on,
then, when creating work orders, the system will check for inactive items and give a warning. Check this
on.
Check Routing Same As Except When Creating Work Orders – Same as Except is a concept used in the
Repair Manager module. If you are not using Repair Manager, leave this checked off.
Use Category from Part Master for Outside Process BOMs – The Outside Process Code table requires the
entry of a default cost category to be used for the BOM record for an outside process. If this setting is
not checked, the system will use that default category when an outside process BOM record is created.
If this setting is checked, then the system will use the cost category for the part associated with the
outside process.
Next MRO Repair Return Authorization Number – This is also for Repair Manager. If you are not using
Repair Manager, it doesn’t matter what is in the field.
Assign Return Authorization Numbers Sequentially – The return authorization functionality can assign a
return number automatically. You can check it on and enter a number if you like, or leave it off until you
are ready for return authorizations.
Enable Automatic printing of Work Orders – This option will cause the system to print documents linked
to work orders when the work orders are printed. If you check it, the Command Line field will light and
the screen will look like this after you enter the necessary information for this function.
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Command Line – If you check Enable Automatic printing of Work Orders, this field will be lit and you
must enter the commands for work order document printing.
PDF Viewer Path - This is also associated with Enable Automatic printing of Work Orders. This tells the
system where to find the PDF viewer.
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Job Accounting
In System Utilities, System Configuration, click on Job Control, then Job Accounting. The Job Accounting
screen displays. These settings control how the other order entry related processes work.
This is the Job Accounting screen.
Automatically Charge G&A Overhead to Jobs – This allows you to have the system automatically
calculate a General and Administrative amount as a percentage of cost. See the section “General and
Administrative Costs”.
Check for Budget Overrun – If this is checked on, you can enter percentage and amount values for
budget overruns by cost category. When a job charge is attempted, and this is checked on, and the
charge will cause the category actual to exceed the budget by the percentage or amount, it will not
allow the transaction unless the Overrun Authorization Code is entered. Unless you have an unusually
well trained and well disciplined organization, leave it checked off.
Freight Charge Category – You can manually charge incoming freight to a job. This entry defines the job
cost category to which the charge will go.
Late Charge Access Code – The system will not allow a charge to a closed job unless the user enters this
password.
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% Complete Calculation Default – The system can use a number of methods to calculate the percentage
completion for a job. These methods are numbered, and the details are in the Job Management and
Control User Guide (Percent Complete Accounting). This percentage completion is used to move
deferred income to sales and work in process to cost of goods sold. Until you have studied these
processes, leave the value as it is.
Current Period (yyyymm) – When the system makes job charges, it writes the current period to the job
charge sub-ledger record, and it gets it from here.
Detailed Cost Breakdown – For stock inventory items that are made for stock, you can maintain a single
value for their cost, or you can maintain detailed breakdowns by material, material overhead, labor,
labor overhead, engineering, engineering overhead, and subcontracting. Using this requires substantial
planning, and is best left until you are up and running.
Allow Detailed Cost Applied Breakdown on Invoices From Shipments – If you left Detailed Cost
Breakdown checked off for now, leave this checked off also.
Alternate Period Accounting – This function allows accounting transactions to be put into a period other
than the current period. Until you have studied it, leave it checked off.
Apply Cost at Invoicing – You can specify how you want cost applied calculated and applied to the job at
invoicing.
NO: Costs are not moved from work in process to cost of sales at invoicing. When an invoice is automatically created, no amount is applied to cost of sales. When you manually create invoices, you cannot enter an amount in the Cost Applied field on the Billings screen. ALL: When an invoice is automatically created, the full amount of the unapplied cost on the job is applied to cost of sales. When you manually create invoices, you can specify the amount applied to cost of sales through your entry in the Cost Applied field on the Billings screen. NN%: When an invoice is automatically created, the percentage you specify of the billing amount is applied to cost of sales. When you manually create invoices, you can specify the amount applied to cost of sales through an entry in the Cost Applied field on the Billings screen.
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C/SCSC
C/SCSC stands for Cost/Schedule Control System Criteria. The C/SCSC functionality consolidates job cost
information gathered through the standard Jobscope system and formats it into the special formats
required by the Air Force, Army, Navy, Defense Logistics Agency, Department of Energy, and NASA when
DOD Instruction 7000.2 reporting is required.
Allow C/SCSC Jobs must be checked on if you plan to use C/SCSC.
The second box, Allow CS Charges not Budgeted for Period is up to you, but, when starting out, it is
probably best to check it on. If it is not checked on, then charges will not be allowed if there is no
Category/Period record for the category and the Current CS Period. If it is checked on, and the
transaction category is not budgeted for any period, the charge will not be allowed. If the transaction
category is budgeted for any period on the job, then the transaction will be allowed.
The Current CS Period (yyyymm) must be set to the current period. You will need to change this each
month when you roll over to the next period. This setting determines the CS period to which charges
will be made.
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MRO
MRO stands for Modification, Repair, and Overhaul. The Jobscope MRO module is designed to manage
these types of operations.
MRO has two options, MRO Receiving and Repair Manager.
MRO Receiving
MRO Receiving refers to the receiving of parts to be repaired or modified, not purchase order parts.
Show Part Options Form – The MRO Receiving process displays a number of screens in sequence. One of
these is Customer Part Optional Info. You may not need this information, and so leaving this box
unchecked will cause that screen not to display.
Show Containers Form – This is another screen (form) in the MRO Receiving sequence. It allows you to
enter data about the container that the part is in. If you leave it unchecked, the Customer Part
Containers screen will not display.
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Show Part Options for Each Serial Number – If you are entering a quantity of serialized parts greater than
1, checking this option will display the Customer Part Optional Info screen for each serial number.
Allow Entry of Location Where Work Will Be Done – If this is checked, the used can select the Location
Code that will be assigned to the job line item. If it is not checked, the system will use the Location Code
defined for the user.
Allow Carrier Field to be Blank – If this is not checked, then some value must be entered in the Carrier
field. If it is checked, it can be left blank.
Allow Freight to be Blank – The same as for the Carrier field.
Allow Customer PO Field to be Blank - The same as for the Carrier field.
Next Receiving Order Number – This is the number that the system will assign to the Receiving Order. A
Receiving Order is simply the record of the receiving.
Repair Manager
The Repair Manager selection tells the system what inventory location code to use for individual parts in
a parts kit.
Use Location from Job Line Item – This tells the system to use the Location Code on the job line item.
Use Inventory Selector On Each Part – The inventory selector displays a screen which allows the user to
select the location from which each part will be drawn.
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Materials
Materials has three selections, Purchasing/MRP, Inventory, and Serial Number Tracking.
Purchasing/MRP
Click on this selection and the Purchasing and MRP screen displays.
The left half of the screen looks like this.
Display Receiving Hours on PO – Checking this box on will cause the purchase order print program to
print the text in the Text to Print field on the purchase order.
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Assign PO Numbers Sequentially – Checking this box on enables the system to automatically assign
purchase order numbers. If you check it on, the Next PO: box will light and you can enter the next PO
number to be assigned. When entering a new purchase order, you can enter the word NEW in the PO
Number field, and when you tab out of it, the system will assign that number, and increment by 1 for
the next purchase order. You can still enter a purchase order number in the field, and the system will
use that number if it doesn’t already exist (the PO number must be unique system wide). This is a good
way to operate, and you should check it on.
Assign Vendor Numbers Sequentially – This works just like PO numbers (enter NEW to get the next
number). This is a good idea as well, but you may have a numbering system of your own that you want
to use, or you may want to use the numbers that you have been using.
Assign RFQ Numbers Sequentially – Same as for PO numbers. You should use this if you plan to use the
RFQ (Request for Quote) function.
Assign IR Numbers Sequentially – Same as for PO numbers. You should use this if you plan to use the IR
(Internal Requisition) function.
Prompt to send Email when converting PPO To PO – If this is checked on, you will get a screen asking if
you want to email the PO to the vendor when you generate a PO from a PPO.
Default Purchase Price to Last Purchase – This tells the system to use the last purchase order price for a
part number for either inventory items, or non-inventory items, or both. Some users say that this makes
it too easy on the purchasing person, and discourages him or her from shopping for better prices.
Checking this on only defaults the price to the last PO. The purchasing person can still override it.
Allow Consolidating Like PO Line Items – If you check this on, the purchase order header screen will
display a field labeled Consolidate Like Items. If the user then checks this on, the purchase order print
program will consolidate all items with the same part number into one item for printing. The separate
PO line items will still exist separately, and will be received as separate items, but the vendor will see
them as consolidated.
Copy RFQ User Text to PO – If you turn an RFQ into a PO, this setting will allow the system to copy the
user text.
Copy RFQ Associated Documents to PO – You may have attached drawings, specifications, or other
electronic documents to the RFQ. Checking this on will cause the system to copy these links to the
purchase order.
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Include Drawing Number and Revision on PO Item – Checking this on will cause the system to copy the
drawing and drawing revision from the Part Master record for a part.
Exclude Items With No Schedule Date on MRP Explorer Query – Material requirements on work orders
have a Date Required field. You can manually enter a date, or the scheduling system will write this date
if you are using the scheduling system. If this is checked on, only material requirements that have a date
will be included. Some would say that this can hide material requirements from view; others would say
that, until a date is assigned, purchasing should not see it.
Check for Invalid Vendor Quotes When Mass Creating PPOs – This tells the system whether to consider
invalid quotes when creating planned purchase order items in Planned Purchase Order mode.
Use 5-day Work Week When Adjusting Delivery Dates on PPO Items – In Planned Purchase Order mode,
the system maintains a number of days to adjust requirements to allow for shipping time. This tells the
system whether to use a 5 day week or a 7 day week.
Send Attachments with Emailed POs and RFQs – Checking this on will include electronic documents
linked to POs and RFQs.
Set Vendor1 as Last Vendor Used in Parts Master and Inventory – When you first enter a part, there will
be no last vendor used. Checking this on, will make Vendor1 the last vendor used until the part is
actually purchased from a vendor.
Check the Value of PO Items to determine if approval is required – This turns on the purchase order
approval functionality. See the section “Purchase Order Approvals” in this document to determine if
you want it turned on.
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The right half of the screen looks like this.
Allow PO Display – If this is checked on, the receiving person can see the purchase order in the Receiving
program. Some say that this encourages the receiving person to receive the quantity on the packing list
without counting. Others say that this is valuable information for receiving.
Allow Receive All – If this is checked on, a Receive All icon will display in Receiving Kitting which allows
the entire purchase order to be received with two clicks. You may want your receiving people to be
more deliberate that that.
Use QA Modules – If you leave this not checked, a rejection of parts in Inspection mode will simply mark
the quantity rejected as rejected and add this quantity to the unreceived quantity for the PO line item.
If you check it on, the system will also step you through the QA non-conformance screens and create a
non-conformance for the rejected receiving.
Print Recv. Tickets after each transaction – If you want the receiving people to print the receiving
transaction, then you should turn this on. They can still print if it is not turned on, but they have to
manually select print. Printing after each transaction can be a little tedious.
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Display Qty Expected in Kitting – The Qty Expected column in Receiving Kitting shows the quantity
ordered minus the quantity previously received. If you want the receiving people to see this, check this
on.
Cost Account display-only for C/SCSC jobs in Receiving/Inspection – If you check this on, the Cost Account
field will only display in Receiving and Inspection when receiving for a C/SCSC job. If C/SCSC is not
turned on, you may want to display the Cost Account field and enter something else in it.
Default Job Purchases to Hold In Inventory – This refers to job inventory. On the Receiving screen, there
is a check box to hold the receiving in job inventory. If you check this on, then the system will default
that box to checked. If you want to hold all or most job purchases in job inventory, then you should
check this on.
The bottom section, labelled MRP looks like this.
Labor Postings to Work Orders marks Requirements Complete – In many environments, reporting labor
against a work order means that work has started, and therefore all the materials must be there. There
are functions in the system for marking material requirements complete, and these procedures should
be followed. If they are properly followed, then you don’t need this.
Use MRP Planning Horizon – See the section “MRP Planning Horizon” in this document.
When MRP Planning Horizon is turned on (by checking it here), it will color code the lines on the PPO
Worksheet. Any material requirement that is required within the lead time for the part will be color
coded in red, regardless of the settings below. These are referred to as items that are short in the short
term, and the material requirement record (PPBOMF) will have the MRP flag set to SS.
In the example above, anything within the lead time plus 10 days will be orange. Anything within the
lead time plus 40 days will be green. Everything outside of lead time plus 40 days will have no color.
This is what the PPO Worksheet might look like.
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Use Job Inventory as Excess – When you run MRP Explorer in Planned Purchase Orders mode, and check
Purchased Items not Available or Unfilled PO Requirements, every part that has a quantity in job
inventory has a value of 1 in the Has Excess column. If you check Use Job Inventory as Excess on, these
lines will be highlighted in yellow and easier to spot. This is especially useful if your procedures call for
issuing job inventory to the job as it is received, and checking excess quantities back into job inventory.
In this case, the yellow lines are excess and available for use on other jobs.
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Inventory
This is the Inventory configuration screen.
Show Short Items At Receipt – A short item is a material requirement whose date has passed but
has not been fulfilled. If you check this on, when an item is received in the Receiving mode in
Purchasing Manager, the system will check to see if the item is short anywhere in the system,
and display a message asking if you want to view the shortages. If you answer yes, a screen will
display the short items.
Edit Location for MFS Line Items – MFS means make for stock. Select this option to have the
system verify that the part for the make for stock job line item is set up in inventory at the
specified location code
Default Bins to Permanent – Bins are storage spots within location codes. For non-serialized
parts, they are of two types, permanent (P) and non-permanent (N). When the quantity in a bin
goes to zero, the bin record is deleted if it is non-permanent. This setting sets the default value
when a new bin is created. You can override it at bin creation time.
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Stock Inventory Default – Std or Avg.
This is very important. See the section on Inventory Valuation in this document. It only comes
into play if you set the Stock Valuation value to Both, meaning that you can choose on a stock
number by stock number basis.
Stock Valuation – This is very important. If you check Std, then the system will treat every item
as costing at Standard. If you check Avg, the system will treat every item as costing at Average
Actual. If you check Both, then you can choose on a stock number by stock number basis. If you
are not sure, check Std.
Lock Cost Breakdown – See the section on “Detailed Cost Breakdown” in this document. If
Detailed Cost Breakdown is turned on, and the Manufactured box for the stock number is
checked on (Inventory Master), then the Cost Breakdown button on the Inventory Master
screen will display a screen for working with the cost breakdown. However, if this setting is
checked on, you cannot change the cost breakdown details on on the Cost Breakdown screen.
The only way to change it is the Costing option in Parts and Change Control. The Costing option
is a selection on the toolbar in Parts mode. It displays the BOM Cost Roll-Up Report Options
screen where you can update the costs even with this checked on.
Use Lot Inventory – Check this if you plan to use Lot Inventory. If you don’t know yet, leave it
unchecked.
Copy Description on Import – Check this on.
Allow Backflushing and Kitting to Drive Inventory Negative – Normal inventory issues can drive
the quantity on hand negative. However, for backflushing and kitting transactions the inventory
will not go negative unless this is checked on.
Automatically Backflush at Shipping – Checking this will cause the system to issue any stock
BOM items on the work orders for the shipping item that have not been issued.
Allow Cross Issue of Job Inventory in Kitting – A cross issue in job inventory is issuing a part
bought for one job to a different job. This can lead to confusion, and should be avoided except
in the case of excess inventory. Probably better to leave this unchecked to better control cross
issues. Leaving this unchecked doesn’t keep you from doing cross issues, it just prevents it in
kitting.
Track Bin Transfers in Material Subledger – If you check this on, the system will write material
subledger records for bin transfers, even when no costing effects will result.
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Cycle Counting – See the Cycle Counting section of this document to understand this better.
If Assign Batches Sequentially is checked, then the Next Batch field will be lit. If you are using
Cycle Counting, you should check this on and enter a number.
Variance % for Cycle Count – The system determines if the variance between the system on-
hand balance and the physical count is significant. The system determines if the difference
between the on-hand balance and the physical count is significant based on a user-specified
percentage. Differences greater than this percentage are significant, while those less than this
percentage are not. The value you enter here is used as the default value for the Variance %
field on the Cycle Count Batches screen. The percent can be up to 999.99. You can change the
value in Variance % for a particular batch on the Cycle count Batches screen.
Unlock All Cycle Count Items without Correction – Check this to not update the quantity-on-hand
for non-serialized stock items when the “Update Inventory Balances” program is run. Do not
check this box if you want to update the quantity-on-hand for non-serialized items.
Lot Inventory – Most users want to value lot inventory at Actual, but you can do either one.
Each lot has it’s own unit cost. If you are set to Standard, then that cost is the standard cost in
the Material Master. If you are set to Actual, the cost is the purchase order cost. As to the Lot
Numbering, some users have pre-numbered tags which they put on the lot, and then make the
receiving entry, which creates the lot. If you do this, then you should leave this unchecked,
because you want to enter the lot number on the tag. Otherwise, you probably want to check it
on.
If you check Never Delete Lots, the system will not allow the deletion of lot records, even if the
quantity is zero. If it is not checked, lot records with zero quantity may be deleted.
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Serial Number Tracking
This is the Serial Number Tracking configuration screen.
The first and most important box is Use Serial Number Tracking. If you leave it unchecked, none of the
others matter.
Create End Item structure online – Each Catalogue/Serial/Cycle record has fields for defining the serial
number for the end item of the structure. This allows an end item serial number to be entered and all
the serial numbers in the structure to be easily found. For this reason, it is probably a good idea to
check it on. However, either way you do it, the Structure List button on the Serial Numbers screen will
list the structure, whether the end item fields are updated or not.
Edit for valid work order - This tells the system whether it should check a work order entry to determine
if the work order exists. If all the work orders that might be referenced are in the system, then it should
be checked on.
Edit for valid Release/Work Order – This is the same as for the work order edit above.
Edit for valid Sold-On Release Item – Same as above.
Assign Serial Numbers Sequentially – If this is checked, then the number to the right of it will be assigned
the next time a new serial number needs to be assigned. If you want the system to assign the numbers,
check it on.
Use Cycle Numbers – If you don’t think you will work with a serial number more than once (like when it
comes back to be repaired on a different job), then leave it unchecked.
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Default “Display All Bins” to “Y” on Issues – When you issue serialized stock inventory items, you can tell
the system to only show the serial numbers in the Bin Location on the screen (which is unchecked, or
show them all (checked). It is probably best to check it so you can see them all.
Allow Unedited negative issues – If you find that the quantity on hand for an item is greater than the
number of actual serial numbers that you have, you can do an unedited negative issue to get the
quantity on hand down. The system will ask which serial number you are negative issuing, and you can
make up a non-existent one.
Work Order required for Made-On Linkage – Check this on.
Allow use of expired serial numbers – Serial numbers can have expiration dates. If you don’t check this,
you can’t issue an expired serial number.
Apply Disposition Codes to serial numbers – This is for scrapping serial numbers. It is probably a good
idea to use disposition codes.
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Quality Assurance
This is the Quality Assurance configuration screen. The first three fields are for number assignments.
NonConformance Status and Corrective Actions – This box defines whether several special screens will
display. NonConformance Status is a screen where you can enter additional information about a
nonconformance. Corrective Actions is a screen where you can enter the actions that should be taken
to prevent the problem from reoccurring.
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Resources
This is the Resources configuration screen.
Number of Days Advanced Notice on Calibrations – The Resources module has a ToDo List. It displays
calibrations and certifications that will require updating in the near time horizon. This number of days
defines the number of days out for that horizon.
Number of Days Advanced Notice on Training/Skill Certifications – This is the same as for calibrations.
The other two next number fields determine the next number for certifications and calibrations.
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Shop Floor Control
Shop Floor Control has two selections, Datacap and Production.
Datacap
Most of the information you will need to set up the Datacap module is in the Datacap User Guide. The
setup options on this screen have to do with the updates in the main Jobscope data base.
Number of seconds delay between reads – This defines how often the host service looks for uploaded
records to be processed.
Date Performed Set By
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When a labor subledger record is written, the key date in the record is DatePerformed. This setting tells
how that date will be selected. Date/Time Begun refers to the start date of the actual work, and the
Transaction settings refer to the date of the upload.
Record Types to Process
Here you are telling the system what type of records to expect when uploading.
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Production
This is the Production configuration screen. There are three sections, Labor Collection, Task Planning,
and Scheduling.
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Labor Collection
Default Labor Costing Option – This tells the system how to determine hours and hourly rates. You can
read more about it in the Labor Collection User Guide in the section “Costing Labor Transactions”.
Allow Labor Collection to Release Work Order Without Operation – If this is not checked, you must
charge labor either to the job (release), or release/work order/operation. If it is checked, you can also
charge labor to the release/work order.
Quantity Complete – First of all, if the user enters a quantity in the Labor Collection screen, the system
will always use that value, regardless of the setting here. However, if the user leaves it blank, it will go
here to see how to calculate the quantity. If this setting is Calculate Automatically, then the system will
use the run time entered divided by the standard run time for the operation to calculate the quantity. If
this setting is Default to Quantity Remaining, then the quantity remaining for the operation will be used.
If the setting is No Default, the system will take whatever is in the Quantity field. If it is blank, it will
assume zero.
You can read more detail in the section “Quantity Complete Calculation” in the Labor Collection User
Guide.
Backflushing – In Jobscope, the term Backflushing means making multiple charges in a single
transaction. In this case, we are talking about charging all the labor based upon the operation standard
setup and run times. The first one, Allow Labor Backflushing by Release, not only determines whether
you can backflush by release, but also whether the Backflush by Release mode even displays as an
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option on the main Labor Collection screen. If it is checked, you can use the Backflush by Release mode
to charge all the labor on a release in a single transaction.
When the system writes a labor subledger record, it needs an Employee Number (the one that did the
work) and a Shift Code to write to the record. Since you will not be entering those for the backflush
entries, the system will use the value here.
The last setting, Automatic Backflush at WO Creation, will charge all the labor when the work orders are
created.
Task Planning – These settings are for the Task Planning module.
The first setting, Allow Task Reporting Without Tasks, should be checked. The other setting, Integrate
With Engineering Release Lines, should be checked if you want to use the Engineering Releases
functionality and integrate it with Task Planning.
Shipping – These settings are for the Shipping module.
The Shipping section may need some entries. Most of your shipments will probably be for a job, but you
may also enter shipments to customers, vendors, or anyone else (Generic Shipment). When you enter a
shipment, you can select the type of shipment.
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Scheduling - This is the Scheduling part of the Production configuration screen.
Use Scheduling – Check this when you want to begin using the Scheduling module. If it is not checked,
the menu will not include it.
Queue Time – Queue time is the time that must elapse after the completion of an operation before the
system will begin to look for a time slot for the subsequent operation. Clock means the actual clock
time. Calendar means the time defined in scheduling calendar records. Consider this example. The
shop calendars are set up to run from 8:00 am to 11:00 pm Monday through Friday. The work order in
the example has four operations, 0010, 0020, 0030, 0040. Operation 0030 has a work center/operation
queue time of 48 hours. Operation 0020 is scheduled to be completed at 2:00 pm on Thursday. If the
system is set to Clock, then the scheduling program will move ahead 48 hours to 2:00 pm Saturday.
There is no calendar record for Saturday nor Sunday, so it will start looking for a time slot at the earliest
possible time, which would be 8:00 am Monday. If the system is set to Calendar, then if will consider
the 9 calendar hours remaining on Thursday, the 15 calendar hours on Friday, and the 15 calendar hours
on Monday, and start looking for a time slot at 5:00 pm on Tuesday.
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Automatically Schedule New Work Orders – If this is checked on, the system will schedule new work
orders as they are created. Otherwise, these new work orders will be scheduled when someone
manually does it, or they will be scheduled by the daily scheduling process.
Consider Materials When Scheduling – If this is checked on, the system will consider time available in the
work center calendars and also consider material availability. If it is not checked, it will only consider
time available in the work center calendars.
Enable Simulation – If this is checked on, then the production database may be copied into the
simulation system to do “what if” scheduling.
Allow for Scheduling Into the Past – If this is not checked, and the system backward schedules from a
completion date, and reaches the current date, it will de-schedule that work and forward schedule from
the current date. If this is checked, it will continue to backward schedule through the current date and
schedule the work for a previous date.
Allow In-Process Work to be Rescheduled – If this is not checked, then operations that have had labor
charged will not be rescheduled. If it is checked, those operations will be scheduled like the others.
First Day of the Week for Scheduling – This tells the system what the first day of the week should be for
the scheduling templates.
Number of Days to Automatically Generate Calendar Records – When the scheduling system schedules
out into the future and gets to a point where there are no more calendar records, it will automatically
create enough for the number of days set here. Since database size is not much of a problem for
anyone these days, be generous.
The Email settings allow you to send warnings and/or errors to two addresses. The options are Off,
which means no emails from the scheduling system, Errors, which means errors only, Warnings, which
means warnings only, and All, which means send errors and warnings.
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Financials
Financials has five selections, Accounts Receivable, Accounts Payable, Bank Reconciliation, General
Ledger, and Tax Integration.
Accounts Receivable
This is the Accounts Receivable configuration screen.
Assign Invoices Sequentially – You can manually assign invoice numbers, or you can let the system do it.
If you check it on, you can enter the Next Invoice number you want assigned in the Next Invoice: field.
Note the “Assign By Company Code” button. If you click on it, you will get this screen. If you have
multiple companies in the system, you should have multiple Company Codes (Table 0001). This will
allow you to use a different invoice number sequence for each Company. You can have an alpha
character prefix if you wish.
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If you want to have the system assign invoice numbers by company code, click on the “Assign By
Company Code” button ( ). The Next A/R Invoice Number by Company Code
screen will display.
Next Payment On Account Number – A payment on account is a payment that has no specified invoice.
These entries are numbered, and this is where you set up the numbering sequence.
Next Advance Deposit Number – Advance deposits are also numbered, and here is where the number
sequence is set up. Advance deposits are not linked to an invoice.
Next Credit Memo Number – This is the numbering sequence for credit memos created in Customer
Returns mode of the Job Management and Control module.
Next Bank Deposit Number – This is the number sequence for bank deposits, if you wish to use the
system to store bank deposit records.
Copy Line Item User Text to Inv (Invoice) Item – If this is checked on, then the job or release line item
user text will be copied to the invoice detail user text. If you’re not sure about this, leave it off.
Print Previously Invoiced On Form – If you want the amount previously invoiced on the job to be printed
on the invoice, check this on.
Use UK Net Terms Calculations – Select this option to use the UK method of calculating the “date due”
on Accounts Receivable invoices. Customers in the US should not select this option.
Use UK Format for AR Invoices – Select this option to use the UK format for the AR invoice form.
Customers in the US should not select this option.
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Use Value Added Taxes – Select this option to display VAT fields on the windows throughout the system
and print VAT amounts and totals on reports.
Freight Discountable – Select this option to discount the freight charge before calculating the VAT
calculations.
Default VAT Freight Code – (1 alphanumeric character; edited by table 7208). You may wish to add the
Value Added Tax (VAT) code to the freight charge of an invoice. Your response to this prompt will
determine the default answer that displays in the Freight VAT code field on the Billing Text window.
Select a valid code from the table for this field.
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Accounts Payable
This is the Accounts Payable configuration screen.
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Default Payment Status for Invoices – When invoices are initially entered, this setting will determine
what payment status the system automatically assigns to them. Since the vast majority will be ready for
vouchering at the time of entry, you probably need to check the Vouchered box.
Auto Calculate Price Variance – If this is checked on, when the Invoice Amount on the A/P Invoices
screen does not match the sum of the distribution entries, the system will display a message that a
variance exists, and you can either change the Invoice Amount or one or more distribution entries, or
you proceed and let it create a distribution record for the variance. The variance account is the Price
Variance Account for the bank code.
Price Variance Warning Threshold – If you have Auto Calculate Price Variance checked on, and you select
one of the warnings (By Amount or By Percent), then the system will automatically set the Payment
Status for the invoice to Open (O) if the amount or percent is exceeded, requiring further action before
the invoice can be vouchered.
Allow “Put On Hold” Feature on A/P Invoices – If you check this on, a button labeled “Put On Hold” will
display on the Distribution tab of the A/P Invoices screen. If the sum of the distributions does not match
the Invoice Amount value, you can set the Payment Status to O for Open, then click on this button and
the system will write a new distribution record for the difference. This record will have the word
“HOLD” in the Account field. This allows you to enter an invoice where the values do not match, and
keep it on file until you resolve the difference. When the difference is resolved, you delete the “HOLD”
distribution and either enter or change a distribution or change the Invoice Amount so that they match,
set the Payment Status to V for vouchered, and move on. This is a valuable feature, and should be
turned on.
Allow Withhold From Payment on AP– If this is checked on, a button will display on the A/P Invoices
screen that, when checked, marks the invoice as not to be paid. The system will then not allow the
invoice to be selected for payment. It can remain in whatever Payment Status it was. The Withhold
Reason box next to it allows you to select a reason for the withhold action from entries in the Withhold
Payment Reasons table.
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This is what that section of the A/P Invoices screen looks like.
Apply vendor price discount to PO Invoices – If this button is checked on, then the system will calculate a
discount amount for the invoice based on a Discount Percent value in the Vendor Master. It will apply
this discount to all invoices for the vendor, not just those associated with a purchase order.
Allow Changes to Posted Invoices – If this is checked on, you may access invoices that have been
vouchered and picked up for posting by the “Create General Ledger Batches” and change them. When
you do this, the system writes a record in the Invoice Adjust file to represent the change in the next
general ledger batch run. If it is not checked, the system will not allow these invoices to be accessed
and changed. This should be checked on, because the system will take care of general ledger entries for
the changes.
Use Terms Discount – Checking this on allows you to have the system determine invoice eligibility for
early pay discounts and actual calculation and application of the discounts. See the section “Taking Early
Payment Discounts”.
Check Type – Requirements for checks are different in the UK than the US, this selection defines the
type of check that will be printed. If you plan to use the Automated Clearing House functionality for
payments, you must select the US check type.
Print Alignment Checks when printing AP Checks – If the checks are to be printed on a tractor feed type
of printer, you may want to have two voided checks printed before the actual start of the check printing
run to allow you to precisely align the check forms in the printer. If this is checked on, the system will
print “void” on the first two checks and stop for alignment. It will void these two check numbers in the
database. If you are using individual sheet checks on a more modern printer, you should leave this
checked off (unchecked).
Print PO Number on check stub rather than Vendor Number – The vendor’s PO number may mean more
to him or her than the vendor number you have assigned.
Number of Invoices printed on check stub – Whether you are using folded, tractor feed type checks, or
single sheets per check, the system will print the invoices covered by the check on the check stub. This
setting tells the system how many to print on each stub. If the number of invoices exceeds this number,
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the system will go to the next check, void the check, and continue printing invoices on the stub until
they are all printed.
Folder Path for ACH Transactions (ignore if not using ACH) – Decide where you want the transaction
detail records stored and enter the path here.
Allow Miscellaneous Cash Payouts – See the section “Miscellaneous Cash Payouts” in this user guide.
Allow Accrued Purchases – See the section “Accrued Purchases” in this User Guide.
Bank Reconciliation
The next sequentially assigned bank reconciliation number needs to be setup here.
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General Ledger
This is the General Ledger configuration screen.
Use Inventory System – This should be checked on unless you do not ever plan to use the materials
system
Use Production System - This should be checked on unless you do not ever plan to use the production
system
# of Digits in Account Numbers – See the “Account Numbers” section to get a full explanation of this
function. All of your accounts numbers should be the same length, and this entry defines that length
Fiscal Year beginning period Calendar Month – This tells the system when your fiscal year begins. Select
a month from the dropdown. January is 1, February is 2, through 12 for December
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Current Period – First of all, you should be very careful in setting this. Use this to set the current period
when you are first starting to use the system. Thereafter, the period end maintenance process will
implement the current period, and you should not change it here without consulting your Jobscope
project manager.
Current Year – As with the current period, you should not change this other than at the time of initial
implementation.
Period Ending Date – When the current period is initially set (at the very beginning), you can set the
period ending date here. For subsequent period closings, the period end maintenance process will
increment the current period, and require you to enter the closing date for the new period.
Assign Batch Numbers Sequentially – Checking this on allows you to have the system assign batch
numbers automatically. If you leave this checked off (not checked), the area of the screen for setting
this up will be grayed out, so that you can’t set up for automatic assignment, as shown below.
If you check it on, the area of the screen for setting this up will be lit. See the section “Assigning Batch
Numbers” in the General Ledger User Guide for details on how this works.
Use Financial Calendar to Set Valid Transaction Dates – This turns the Financial Calendar functionality on
or off. If you plan to use the Financial Calendar, check it on. Most users prefer to use the Financial
Calendar. See the section “Getting Transactions Into the Proper Period” in the General Ledger User
Guide for more information.
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Automatically update FY balances when posting PFY adjustments – PFY means “prior fiscal year”. In
most cases, if you post adjustments to the prior fiscal year, you would want those adjustments also
posted in the current fiscal year (FY), so check the box if this is the case.
Allocations Residuals Account – When allocations are created by the system, it is possible that the
calculation for a debit and the calculation for the offsetting credit(s) will not match exactly, and the
small difference will leave the general ledger out of balance. If this happens, the system will post the
out of balance amount to this account, thereby keeping the general ledger in balance. If you don’t plan
to use allocations, you can leave it blank.
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System Utilities
System Utilities has seven selections, System, Reports, SMTP configuration, Login Windows Options,
Jobscope Mobile, EWS Configuration, and Email Templates.
System
When you select System, the screen below displays.
Automatically Call UDF Screen When Modifying – UDF means User Defined Fields. When you add a new
record, the screen for entering the UDFs always displays if the table you are entering has UDFs set up. If
you leave this unchecked, the UDF screen will not automatically display when you modify a record, but
only if you click on the UDF icon. With this checked, it will automatically display.
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Allow Reports to be Emailed – Checking this allows reports to be emailed.
Using CRM Integration – A program exists which will integrate Jobscope with Microsoft Customer
Resource Management (CRM). Check this if you plan to use the integration program.
Using International Commercial Terms (INCOTERMS) – If you are working with international companies,
you may need to maintain INCOTERMS. If you are, then check this box, and then update the Incoterms
table. The INCOTERMS field will then show on the Job Master, Shipment Header, and PO Header.
Recently Used Value Count – On the browse screens, you can click on the down arrow beside the field at
the very top, and the most recent items you have accessed will display. This setting defines how many
will be listed in the display. The Part browse in Parts and Change Control is shown below to illustrate.
Skin – This allows you to select a color for the database that you are configuring. This color will display
around the edge of each screen. Users who use more than one database will be more aware of where
they are with this function. The traditional Jobscope color is Jobscope Blue (in case you want it to look
like it most recently has).
Path for Custom Reports – This one is a little confusing. If you have customer reports, you can define
their folder name so that the system can find them. Do not use the browse button to the right of the
field. All you want in this field is the folder name.
Allow Reimbursable Expense Reporting – In the Field Services module, the Expense Reports mode allows
you to enter an expense report online. Each expense item may be marked as reimbursable. When the
expense report is approved, an Accounts Payable invoice is created for the reimbursable items. This box
turns it on.
Next AP Invoice Number – This is the invoice number that will be assigned to the next expense report
invoice that the system creates. The system will assign the next number and automatically increment it.
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You can learn more in the Field Services User Guide.
What most of us call screens in the system are technically known as Forms. Form Customizations allows
you to make changes to the screens. You can learn more about it in the Screen Designer User Guide.
If you want to make changes to a screen, then Allow Form Customizations must be checked. For these
changes to actually show to the user, Display Form Customizations must be checked. The sequence of
events might be that, beginning with both unchecked, you then check Allow Form Customizations so
that you can make the changes. Once the changes are made, you might then uncheck Allow Form
Customizations so that no further changes can be made. Finally, to display the changes to the user, you
would check Display Form Customizations. You don’t have to uncheck the Allow box, but you might
want to do that to prevent inadvertent changes.
Reset Active Flags – A number of program processes in Jobscope can only be run by one user at a time.
This is to prevent multiple processes from interfering with each other. These programs do this by
setting a database flag to an “Active” position when the program runs. When a user attempts to run
one of these programs, the program first checks the appropriate flag to see if the program is already
running. If the appropriate flag is set to Active, then the user will get a message to try again later. When
the program completes normally, it resets the flag to Inactive. If one of these programs terminates
abnormally, it may not get to reset the flag to Inactive. You can do that reset here.
Documents – This is where you set the path to stored documents. You can add allowed file types, or
disallow some of them that are already there.
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Collections are the lists of items available to the user on the main display screen for many of the
programs. These options display on the right side of these main displays.
You can use the Configure Collections Accessibility button ( ) to configure
the collections in the programs. This is a very valuable feature that can considerably reduce confusion
among the users. When you click on it, the Accessible Collections screen displays. Notice under “Jobs”,
that all the options are checked.
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This causes all the options to display in the Jobs mode collection in the Job Management and Control
module, as shown below.
If you uncheck most of them and save, as shown below, the main display in Job Management and
Control will look different, as shown on the next page.
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Here it is with only two of the options checked.
Once you have determined which of the options you want to use, you should uncheck the others to
avoid confusion to the users.
Reports
The Reports selection displays the Manage Reports screen. See the Reports section of this document to
see how this screen fits into the overall reports function.
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SMTP Configuration
JEE uses Simple Mail Transport Protocol (SMTP) to send email. It does not integrate with Outlook or any
other email client but directly interacts with an SMTP server.
Defining the SMTP Configuration
The information needed to define the SMTP configuration will need to be supplied by someone who is
responsible for the company’s email system. Usually, the network administrator should be able to
supply this information.
Server Name
The server name is the name of the SMTP server. Depending on the email system in use, this server may
be an internal or external machine. It is best to use a Fully Qualified Domain Name (FQDN) for the
server name. For example, if SMTP server in an internal MS Exchange Server, then the FQDN may look
like MAIL.Mycompany.local, assuming that the server’s name is “MAIL” and the internal domain is
named Mycompany.local. For Gmail, the smtp server is named smtp.gmail.com.
Is Default Configuration
Most companies only need one SMTP configuration, but JEE allows multiple. One configuration must be
designated as the default configuration. Naturally, if only one configuration is defined then it should be
designated as the default. Configurations can be linked to JEE users. Linking a SMTP configuration to a
user is done on the JEE User definition window, also located in the Jobscope Security module. If only
one configuration is defined then you do not need to link it to any JEE users. If a user is not link to a
configuration then they will be assigned to the default. The only time a JEE user needs to be linked to a
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specific configuration is when multiple SMTP servers are defined and a JEE user needs to use a specific
configuration.
SMTP User and Password
SMTP user and password may or may not be needed. It depends on how authentication is handled with
the SMTP server. For instance, if the network is an Active Directory network and the SMTP server is an
internal Exchange Server, then these columns should be left blank because users will be authenticated
to the Exchange Server based on their login credentials to the machine.
If an external email system is used, then normally a SMTP user with a password will need to be supplied.
The user that is specified will need “Send As” permission on all other mailboxes.
Port
SMTP communicates through the network and the Internet on a port. There are several standard ports
such as 25, but many companies use nonstandard ports. Sometimes the port number will vary with
whether SSL is used or not. The network administration should be able to supply this information.
Enable SSL
Many email systems use SSL to provide better security for email. SSL provides for encryption of email,
user names and passwords as it is transmitted over networks. Check this box, if the email system
requires SSL. The network administration should be able to supply this information.
Default Reply Email Address
It is best to specify an email address for all of the JEE users. This is done in the user definition window in
the Jobscope Security module. But in the case where an email address is not specified for a JEE user the
system will look to the value stored in this column. This value will only be used when the email address
for the JEE user is not specified.
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Login Windows Options
The window below shows two options, but only one of them is valid in Version 18, the first one, Allow
Auto Login.
If it is checked, the login window will look like this. If it is not checked, the check box for Automatically
login each time will not display.
Jobscope Mobile
This is where you set the URL for the Jobscope Mobile module.
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EWS Configuration
The EWS Configuration option documentation is under development.
Email Templates
The Email Templates option allows you to build a template for the body of an email. The dropdown
below shows the system areas for which you can build a template. You may build one template per
system area. In other words, you can have one template for Purchase Orders, one template for AR
Invoices, etc.
Let’s assume we want an email template for notifying the addressees about a new purchase order.
We’ll do an example on the next page.
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We’ll start by selecting Purchase Order from the dropdown. Notice that there are two tabs, Email
Template and Data. On the Email Template tab, we have entered the Subject that we want for our
email.
Then we’ll click on the Data tab and the system lists the fields in the purchase order master table. We’ll
check the ones we want to use and click on Apply.
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Then, on the Email Template tab, type the text you want. We’ll start the email with the words Purchase
Order Number like this.
Then we’ll type the wording that will get the first field that we want from the PO master. That wording
is @Model.Rows[0][“PO_NUMBER”], so that now it looks like this.
Then we’ll type the rest of it.
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We can check the work by clicking on Test.
This window will display. What it wants is the id of the purchase order you want to use in the test. That
field is PurchaseOrderId (not PO_NUMBER), so you’ll need to look in the data base to find one to test.
We’ll use this one, and click on OK.
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Then this window will display.
You can use the same syntax to put data in the subject line as well.
So how do we use this? This is the purchase order header for the purchase order we used in the test.
To email it, we click on the email icon.
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The Send Email screen will display with our text entered. Just add the addressees and click on Send.
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There are more things you can do with this. Maybe you want the vendor name, but the vendor name is
not in the PO master, just the vendor number. The vendor name is in the vendor master. This is the
Data tab. Notice the Links section down at the bottom. We clicked on the plus sign and it brought up
fields for us to define a join to the vendor master (IPVENDM) on the field VENDOR_NUMBER. Notice
that this causes the VENDOR_NAME field from the vendor master to display in the grid so that we can
select it for use in the email.
You can read more about links and joins in the Quick Reports User Guide.
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Canadian Tax
If you are not involved with Canadian taxes, then leave Use Canadian Taxes unchecked.
If you plan to be involved with Canadian Taxes, see the Canadian Sales Tax User Guide for more
information.
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Status Log Mode
You can use this to view the log for a number of batch processes in the system. Select the User Id and a
date range. The Process Id listing shows the following.
ACCPUR – Accrue Purchases AGING – Update Customer Aging APRMAT – Relieve APRs ARDEL – Delete Accounts Receivable Invoices ARFRMT – Create AR Invoices from Shipments, errors ARFRPT – Create AR Invoices from Shipments, jobs processed BOMCST – Estimate Cost Rollup BRCVRY – General Ledger Batch Recovery BRDADJ – Burden Adjustments CALCPC – Calculate Job Percent Complete CLCON – Close Contracts CLJOB – Close Jobs CRTBWO – Create budgets from work orders IndBOM – Indented BOM JCROLL – Roll Job Cost OTAdj – Overtime Adjustments POSTBA – Post General Ledger Batch ROLLFC – Roll Future Cost RSTJMT – Reset Job Master Totals RTLLBR – Retotal Labor SATINV – Satisfy Invoices Netting to Zero SCHPRO – Schedule Production SELLINV – Select Invoices for Payment SUBLBT – Create Subledger Batch TOTACT – Recalculate Total Accounts VATEXT – Create VAT Extract File YREND – Operations Year End
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Select the User Id, the Process Id, and the date range and click on the Find Now/Refresh button ( ) and the qualifying logs will display in the grid.
You can double click on the displayed process to see the complete file.
Workflows Mode
See the Workflows User Guide for information on how to set it up.
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Reports
This section describes how the reports for the standard system and custom reports should be set up in
Jobscope.
Adding Reports
Reports can be added or removed using System Utilities/System Configuration/System Utilities/Reports.
When the system is initially delivered, all the reports will already be added here.
New modules can be added by selecting New Module and entering the Module Name. Click on the
down arrow beside the New icon ( ) and select New Module.
Enter the new module name and save it.
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To add a new report, select the module from the drop down and then enter the path to the report in the
Report Name/Path field. You can browse by double clicking in the Report Name / Path field. The
reports must reside on the Jobscope server. Most users create a CUSTOM folder under the
C:\Jobscope2000\Reports folder to store all custom reports in.
Deleting Reports
It is also important to get rid of any reports that the users don’t need. This delete process does not
delete the report program, but just deletes the report from the menu of reports. You can always go
back and add the report again. Highlight the report to delete and click on the Delete Icon ( ) near
the top left.
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Setting Up Security for Reports
Once the reports are setup the users will need to be given security to the reports they can run. This is
done in the Security Users mode.
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In Security Users mode, the Jobscope Security Administration screen will display. Highlight the user and
click on the Report Security tab. You can check or uncheck the reports to grant access for the
highlighted user.
Note that you must grant access to at least one report under a module in order for the module to
appear.
Running Reports
To run a report, open the reports module and select the appropriate module. This will fill in the
collection with the reports to which you have access in this module. Then double click on the report and
the report will run. The video “Running Reports in Jobscope” describes this process.
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Exporting Reports
You can export the data in reports. If you click Export (in the red box below), the program uses
Jobscope’s export program, which allows you to export to a file (save in a file location) or export to
application (launch the file immediately). However, this will only export the full report. If you want to
only export a subreport, you need to click the Export icon (in the green box below), which uses Crystal
Report’s export program. This one will export only the subreport, but the only option is to export to a
file (save in a file location). After export, you will have to browse out to the file and open it.
To export a subreport, click on it and it will display in a new window. Then click on the Export icon (in
the green box below) and the subreport will be exported to a file.
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Custom Reports
You will probably want to write some custom reports for specific purposes. You can set them up so that
the users can run them from Jobscope rather than having to go somewhere else. It is important that
you store them in a way that allows the system to find them. This report might be a modification to a
standard Jobscope report, or it might be something written from scratch. This function is particularly
valuable in that the installation of a Jobscope upgrade will not overwrite your custom reports.
The first step in this is to have your file structure set on the server. We recommend creating a folder
under c:\Jobscope2000 that is called CustomReports on the server. This folder must be shared with the
same permissions as the c:\Jobscope2000\Reports folder.
From here, any custom reports you have (new reports or modified versions of our standard reports)
should go into this CustomReports folder. If you want your custom report to print instead of the
standard version, then it must be in the same directory as the standard version. So, if the standard
report location is C:\Jobscope2000\Reports\Production\Employees\Employee List.rpt, then your custom
report should reside in C:\Jobscope2000\CustomReports\Production\Employees\Employee List.rpt.
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The second step in this is to inform Jobscope how this is setup. In System Utilities\System
Configuration\System Utilities\System you can enter a path for custom reports. The path would be
something like "CustomReports". You need to enter the full unc path to the shared folder, as shown
below.
When any standard Jobscope report is run the system will check for a custom report in this file path. If it
is found, the custom report is run. If not, the standard Jobscope report is run.
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Scheduling Reports in Jobscope
The video “Running Reports in Jobscope” describes how to run a report on a one time basis. The video
“Scheduling Reports in Jobscope” describes how a user can set up a report to run automatically on a
regular schedule. We refer to the program that does this as the Report Scheduler. You don’t need to do
anything to setup the users to run reports on a one time basis, but you do need to do some setup to
allow them to use the Report Scheduler.
The Report Scheduler uses the Workflow Service. In order to save the report results to a file, you need to have one of two methods setup on your server, and let all of your users know how to use the Report Scheduler. If you prefer your users to save their reports to a UNC path (the preferred method), then you need to setup the Workflow Service on the server to run as a domain user (not the Local System Account). Once you do this (and restart the service), your users can enter a path such as //machinename/xxx.pdf. Otherwise, the reports will save to the errorlog folder on the server. If you prefer to run the workflow service as the local system account, then you must setup a shared path on the server (the same server that is running the workflow service), and ask users to save exports to that location. You can enter these as local file paths (c:\SampleFilePath) and give users access to that folder. Remember, this is not the C drive on their local computer, but on the server! Once you have decided on one of the above methods, inform your users so they know how to enter the path for saving a scheduled report.
Using a Workflow to Run Reports
You can use a workflow to run reports. As an example, you might want the Cost Control Sheet to run
every time a new job is entered. This is described in the Workflow Users Guide.
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Configuring the System
Basic System Configuration
Setting Up the License File
Jobscope needs the following information to create your license file:
1. The name of the server that will be used as the Flexlm License Server.
2. The volume name for drive C:\ on the Flexlm License Server with the ”-“ removed. To get the volume name, go to a command prompt and type “dir”. The window will look something
like this.
The DISK_SERIAL_NUM will be the 8-digit hex number after “Volume Serial Number” with the hyphen
removed.
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ProcessStatusLog Table Maintenance
The ProcessStatusLog database table stores information about batch processes that run in Jobscope.
Each line in the log is a record in the table, so it can get very large. You can set up a SQL/Server agent
job with the following commands. Change @Number of days to be the number of days back desired.
Declare @NumberOfDays int Set @NumberOfDays = 31 delete ProcessStatusLog where substring(datetimestamp,1,8) < convert(char(8),getdate()- @NumberOfDays,112)
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Guidelines to Install JEE using Active Directory Group Policy Software Installation
This section gives guidelines for installing the JEE client software on PC’s via Group Policy in Active
Directory. To take advantage of this feature you must be using an Active Directory network and target
PC’s must be members of the domain.
The advantage of using Group Policy is that it will automatically handle the un-installation of the old
version and the install of new version without the need of an administrator manually performing this
task on each PC.
**The very first time that Group Policy is used to install JEE, the old version must be manually
uninstalled! If this is not done, the client PC’s may become corrupted with the only fix being a
complete reload of the PC.
Steps to setup the JEE install via Group Policy:
1. The very first time, manually uninstall old version from every PC. 2. Create an Organizational Unit (OU) in Active Directory. 3. Move all PCs that will receive JEE client into the OU. 4. Create a shared folder on a network drive and place a copy of the JEE client installation
program in it. 5. Create a Group Policy that is applied to the OU created in step 2. 6. Create a Computer Configuration / Software Settings / Software Installation policy for JEE.
Be sure to use the network path to the installation program, not a local path. Now the policy is in place, when the PC’s in the OU are rebooted, JEE will be installed during the
reboot process.
Applying an update to JEE using Group Policy:
Once Group Policy has been used to install JEE, use these steps to install an update to JEE.
1. Create another shared folder on a network drive to place the JEE installation program. Do not write over the installation program of the current JEE install. The old version is needed for the uninstall process.
2. Using the Group Policy Editor, delete the JEE Software Installation policy. Be sure to instruction the policy editor to uninstall the software from all PCs.
3. Create a new JEE Software Installation policy pointing to the new installation program using a network pathname.
Now when each PC is rebooted, the old version will be uninstalled and the new version will be
installed. Sometimes multiple reboots may be required.
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Scheduling Update_MRP to Run as a SQL Server Job
1. Open SQL Server Management Studio and connect to SQL Server instance
2. Expand “SQL Server Agent” and then “Job”
3. Right-Click on Jobs and select “New Job”.
4. Give the job a meaningful name like “Run Update MRP process”
5. Click on the “Step” option in left navigation panel.
6. Click the “New” button at bottom of window.
a. Give the step a meaningful name like “Execute Update_MRP stored procedure”
b. Leave “Type” as “Transact-SQL script(T-SQL)
c. Select the correct database in the “Database” dropdown.
d. In the “Command” window put:
Execute Update_MRP
e. Click “OK”
7. Click the “Schedule” option in left navigation panel
8. Click the “New” button to create a schedule as desired.
9. Save the job
Be sure that the SQL Agent service is running and that the service is set to automatically start, so if the
server reboots the service is running. You can test the job by right-clicking on the job and select “Start
Job as Step”.
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User Defined Fields and User Text
User Defined Fields (UDFs) allow you to add custom fields to the Jobscope screens for storing data that
the standard screens do not accept. These fields are not stored in the standard database tables, but
rather as records in database tables designed to accommodate them.
User Text allows you to store large volumes of text with designated database tables.
User Defined Fields and User Text are associated with certain standard database tables. These standard
tables are identified by Set Codes. As an example, basic data about customers is stored in the database
table CustomerMaster. The set code for CustomerMaster is CU. It is nothing more than an
abbreviation.
Setting Up User Defined Fields and User Text
To set up UDFs and Text, select Operations mode, and then User Definitions.
The User Definitions screen displays. Select the Set Code you want to work with.
Turning on User Text for the set code, in this case Customer Master, is easy, just check Allow UserText .
To work with UDFs for the Customer Master, click on the Define UDF’s button ( ).
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This is the screen where you enter the fields. The Data Item field is the field name and may be up to 10
characters. Here we have added two data items. One is Data Item Ins. Sales, where we can enter our
inside sales person, and the other is Employees, which is the number of employees the customer has.
The value in the Edit Specification field will be displayed beside the field to guide the person entering the
data. You can leave it blank.
The Table Number field defines a table for data validation. In other words, the user can only enter
something that is a valid entry in the specified table. Table 1004 in the example is the Salesperson table.
You can also specify a special user defined table of your own creation.
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Type is the TypeCode that defines the type of data in the field. Blank means that the data can be
alphanumeric. The N0 (N-zero) code for the Employees field means that the data must be numeric with
zero decimal places. The dropdown beside the field shows you the type values. DO means display only.
Since a DO type is display only, the users will not be able to enter data. This means that some other
means, such as a sql script or a workflow must be used to populate these fields.
If the Required box is checked, then the user will be required to enter data in the UDF field. You should
bear in mind that for data that can be created by a batch process, like Create Invoices From Shipments
or Create Work Orders, the system will not require data for the UDF when creating a record using one of
these processes.
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KPI Designer
If you want to do a new KPI, start in System Utilities, in KPI Designer mode.
Click on New, then Chart, and follow the steps on the next page.
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KPI Walk-Through
1. Click New KPI Chart
2. On the Definition tab
Give it a unique title “Sales Activity by Date Range”
Check “Show Date Filter”
Enter the following text in “ToolTip”
A chart KPI that shows sales activity by date range by sales people
3. Click Save
4. Go to “Chart” tab
X point Name: SalesPerson
Y point Name: ActivityCount
Series Name: SalesActivity
Click “Define Procedure” button.
Enter text below
DECLARE @Activities Table( SalesPerson nvarchar(30) NOT NULL , ActivityCount Int Not NULL Default(0) ) INSERT INTO @Activities(SalesPerson,ActivityCount) select SPT9001.JBSC_USER_NAME, count(*) from CustomerActivityNote CAN JOIN CustomerActivity CA on CA.CustomerActivityId = CAN.CustomerActivityId JOIN SPT9001 ON SPT9001.UserId = CAN.ModifyJobscopeUserId Where CAN.ModifyDate >= @StartDate and CAN.ModifyDate <= @EndDate group by SPT9001.JBSC_USER_NAME SELECT * from @Activities
5. Click Ok
6. Click Save
7. Click Preview to view KPI. Adjust date range as desired
8. Add subreport
9. Select KPI in left-hand navigation, right-click, new / report
10. Enter title “Sales Activity By Data Range Report”
11. Enter Tooltip “Show details for the Sales Activity by date range KPI for specific sales person.”
12. Click “Define Procedure” button and enter the following text
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select SPT9001.JBSC_USER_NAME AS 'Sales Person', CustomerNumber, CAN.CustomerActivityNote, CAN.ModifyDate, CustomerName from CustomerActivityNote CAN JOIN SPT9001 ON SPT9001.UserId = CAN.ModifyJobscopeUserId Join CustomerActivity on CustomerActivity.CustomerActivityId = CAN.CustomerActivityId Join Customer On Customer.CustomerId = CustomerActivity.CustomerId Where SPT9001.JBSC_USER_NAME = @SalesPerson And CAN.ModifyDate >= @StartDate and CAN.ModifyDate <= @EndDate
13. Click OK
14. Click Save
15. Reselect top level KPI and go to preview tab
Create Gauge KPI
1. Create new top level gauge KPI
2. On the Definition tab
Title: Monitor Quantity On Hand for 00504020 Tool tip:
3. On the Gauge tab, click the “Run Gauge Wizard” and pick desired gauge template
4. Define the Needle
Needle Name: Quantity Text Field: StockNumber Value Field: Quantity Format String: {0:0.00}
5. Click “Define Procedure”
Enter script:
select stock_Number 'StockNumber'
, Quantity_On_Hand 'Quantity'
, 'Stock Number: ' + RTRIM(Stock_Number) + ' Location Code: ' +
Location_Code + ' Quantity On Hand: ' 'Tooltip'
FROM IPINVM where Stock_Number = '00504020' and Location_code = 'RM'
6. Change other settings
7. Add range as desired
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8. Create Gauge Report
Select * From IPALLOC where Stock_Number = '00504020'and Location_Code = 'RM' order by Date_Issued desc
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This and That – Other Configuration Issues
Firewalls and VPN
Running JEE Through a Firewall
TCP Ports: 27000 – 27009 this is FlexLm dynamic port range TCP Ports for SQL/Server, default is 1433 but this can be modified Program: Jobscope.exe (Found in the “Jobscope Licensing Server” installation folder) Running over a VPN
Create a “System Environment Variable” on the client, named FLEXLM_TIMEOUT. Set its value to 300000
Instructions to run JEE Client on PC without local Administrator rights
1. Open up permissions on registry key HKEY_LOCAL_MACHINE\Software\Jobscope. Change permission by using REGEDT32, to give
logon user full access to this key. Select the key, select edit, permissions.
2. Open up permissions on registry key HKEY_LOCAL_MACHINE\Software\Flexlm License Manager. Change permission by using REGEDT32, to give logon user full access to this key. Select the key, select edit, permissions.
3. Open up permissions on install folder. By default C:\Program files\Jobscope, change permissions to give logon user full access to
this folder\
4. Open up permissions on folder C:\Jobscope, change permissions to give logon user full access to this folder
September 9, 2019