Create Project

• Select the folder/project in the project tree you want to create your new project under and create a new project by clicking on the Add (+) button above the project information. (NOTE that the project card should be empty before you fill in any details)
• Enter the project details and save (the Save button, the floppy-disk, will turn blue every time there are unsaved changes. Click to save them and it'll turn back to grey)
• Make sure that the project is given a status accessible from Mobile

Create Work Order

Work order as a step/sub-activity in the project

• Create one or more work orders and enter relevant information
• Add item/order line with calculated amount of hours to compare with booked hours per step/activity

Work orders for service tasks

• Create a work order and enter relevant information about customer, workplace address etc.
• Distribute the order to field staff via one or more of the options
  • Responsible serviceman
  • Responsible supervisor
  • Pool (to a group)
  • Alternatively, distribute the order to multiple people via the Planning module, in the Resource planning tab
• Set a status accessible from Mobile
• Add a checklist in the sub-tab Checklist
• Add a photo or document relevant to the work to be performed
• Add supplier and contact person in the Suppliers sub-tab

Reports

Preview Work Order reports via the pdf-icon button.

 

Report time from a mobile device

Reporting time via the Time menu option (generally used for projects)

• Report on a Work Order
  • Report on attendance time (normal time) and add items from a favourite list or a price list
  • Take a photo and upload it to the work order
  • Report on comp or overtime
• Report attendance time (normal time) on an Variation Order
• Report back absence time
• Review your reported time in the calendar view and via the daily report. Make any necessary corrections

Reporting time via the Work Order menu option (generally used for service)

• Open your work order and change the status to ongoing
• Report quantities performed and note what has been done
• Update the checklist if available
• Take a photo and upload it to the work order
• Change the status to Completed (or similar) when the work is finished
• Report your worked hours for payment (and possibly charging the client) via the shortcut to Time in the work order

Reporting time via the Journal menu option

• Create a journal entry for the current date in the calendar view
• Report relevant information about the work in progress, work done, weather conditions, etc

Review and approve reported hours

In the Webapp, see how the reported hours are presented in

• The Booked Hours module and its sub-tabs
  • Hours project
  • Hours person
  • Attest hours and travel
• The Work Order module
  • Sub-tab Booked hours
• The Variation Order module
  • Sub-tab Booked hours

Try out different ways to review and approve reported hours.

 

Create Invoices

Running costs vs fixed price invoice

Running costs invoices can be created from the Work Order, Variation Order, Journal and Invoice modules. Typically, Variation Order invoices are created separately from the Variation Order module to distinguish the revenue from the base contract.

Fixed price invoices are best created by using fixed price items and invoicing them from their respective module.

 

Creating invoices from the Work Order module

• Select one or more work orders with the same customer and create an invoice
• Try creating the invoice with different settings to see how the content of the invoice is presented
• Review the invoice preview in the Invoice module
• Mark the invoice as Ready for invoice

Creating invoices from the Variation Order module

• Select one or more VO with the same customer and create an invoice
• Try creating the invoice with different settings to see how the content of the invoice is presented
• Review the invoice preview in the Invoice module
• Mark the invoice as Ready for invoice

Creating invoices from the Journal module

• Create invoice for the relevant period
• Try creating the invoice with different settings to see how the content of the invoice is presented
• Review the invoice preview in the Invoice module
• Mark the invoice as Ready for invoice

Creating invoices from the Payment plan module

• Create invoice for the relevant period
• Select which additional information to display on the invoice
• Review the invoice preview in the Invoice module
• Mark the invoice as Ready for invoice

Creating invoices from the Invoice module

• Create invoice in the invoice module
• Try creating the invoice with different settings to see how the content of the invoice is presented
• Review the invoice preview
• Mark the invoice as Ready for invoice

Review invoices from a formal/financial perspective

This is dependent on users' role and permissions

• Review and possibly correct the invoice data from a formal/financial perspective, e.g.
  • Customer information
  • Information on construction (Tax reduction)
  • Revenue accounting
• Also review the invoice preview

In live operation, the invoice ''draft'' is converted into an actual invoice when the invoice is locked and has been given an external invoice number. It can then be sent to the customer.

 

Follow up projects

On the Project card

• Follow up the overall progress of the project in the KPI and invoicing box on the project card
  • Currently booked compared to budget (and, if relevant, forecast)

In the Project overview module

• Follow up, for example, how costs and revenues are distributed between the base contract and variation orders
• Try different parameters such as:
  • filter by period
  • show/hide columns
  • move columns
  • filter the content in specific columns
  • export to  Excel (.xlsx)
  • create favourite filters

In each module

• Follow up on a more detailed level in each module, e.g.
  • Booked cost/revenue
  • Variation order
  • Booked hours
• Try different parameters such as:
  
  • show/hide columns
  • move columns
  • filter the content in specific columns
  • export to  Excel (.xlsx)
  • create favourite filters

 

Create Deviations

In the Deviation module:

• Create a new Deviation
• Enter as much information as possible on the Deviation
• Add a document to the Deviation
• Preview the Deviation report
• Email the Deviation to yourself
• Create a Variation Order of your deviation directly from the Deviation module
  • Review and, if necessary, complete your Variation Order in the Variation order module

 

Create a Variation Order

In the Variation order module

Fixed price Variation Order

• Create a Variation Order with the Form of compensation Fixed price reimbursement form. Add a priced item for later invoicing.

Running costs Variation Order

• Create a Variation Order with the Form of compensation Running costs. Once reporting has been done on the VO, it can be invoiced in parts or as a whole.

Reports

• Preview the Variation Order reports

 

Create a Journal

In the Journal module

• Create a journal entry for your project
• Enter as much information as possible
• Add a document to the Journal entry
• Preview the journal entry report
• Email the journal entry to yourself

In the menu option Journal in Mobile

• Refer to the article How to Report Time in Next Mobile