Customise job types

Settings - Practice Management

Job types are templates that define the jobs that you will perform in your firm for your clients. You can have any type of job in Practice Manager. This includes annual accounts, tax, monthly, and other jobs. Each job added in Practice Manager has a job type with a description that displays as the default text on the invoice for the job. Using job types helps you classify jobs so you can easily search for and report on these.

There are three main types of jobs.

  • Annual Accounts (AA) jobs - track the work on a client's annual financial statements and must have AA as their job type short code. When creating an Annual Accounts job you will need to set the period end date appropriately. Annual Accounts jobs have more status options than other jobs: Not Yet In, Pending, Allocated, Active, Draft, Finalising, Pre-Interview, Interviewed, Complete.
  • GST jobs - track the work required to complete and file a GST return for a client and must have GST as their job type short code. When creating a GST job you will need to set the period end date appropriately.
  • Other jobs - include all jobs except Annual Accounts jobs and GST jobs. They are used for wages, ACC, FBT, business advisory work, and other general work. There are no restrictions on the job types you can use for other jobs, provided their job type short codes are NOT GST or AA.
ClosedAbout default job types

When Practice Manager is activated, it includes the default job types outlined in the table below. Job type codes marked with an * cannot be deleted, although you can modify the description.

Practice KnowHow administrators and publishers can tag content with Job:<short code> (for example: Job:AA), so that documents will automatically be associated with Practice Manager jobs.

Short Code Name Description
ACC ACC Work in relation to ACC
AA* Annual Accounts Preparation of annual financial statements for the year ended {PeriodEnded}.
Preparation of income tax returns and filing.
Checking of Tax Assessments received and notification as to payment of tax as and when due.
CRE CRE Credit Note
FBT FBT Preparing and filing an FBT return.
GEN* GENERAL General job
GST* GST Professional accounting services for the period to date.
Processing current year records.
Preparation and filing GST return for the period ending {PeriodEnded}.    
IMPWIP* Imported WIP Imported WIP
ITM ITM Interim billing
WAGES WAGES Attending to administration and calculation of wages.
 
ClosedCustomise job types

To access the job types click Click Settings > Practice Management > Job Types.

ClosedAdd a job type

You can add your own job types alongside the default job types.

  1. Click Add Job Type.
  2. Type a label for the job type in the Job Type field, for example Annual Accounts.
  3. Type a short code for the job type in the field provided, for example AA.
  4. Select the Period End Required check box, if you want a period end date to be specified when this job type is created (this check box must be selected for Annual Accounts jobs).
  5. Select the Set service ledger name for job type option, if required, then type a service ledger name. Read more about exporting to Tally.
  6. Select a timeframe from the Create Another Job list (if you are NOT using recurring jobs).
  7. Specify who can add time to the job from the Time can be added by list.
    • Any resource with rights to view the job - this is the default setting and allows any user to add time to a job.
    • Allocated resources only - this option only allows allocated resources to add time to this type of job.
      • The Add Time button on a job screen, and the Add Time icon on the Recently Viewed Jobs screen, will be hidden for non-allocated resources.

      • The job will not be displayed on the non-allocated resource's timesheet.

        This setting prevents unallocated resources adding time to a job. It ensures time budgets are adhered to and jobs are completed as efficiently as possible. Also, managers will more likely be involved when an adjustment to fees is needed, when the job scope is changed

    • Any resource - this option allows any user that has Timesheet security roles to add time to this type of job. The user does not need any Job security roles.
  8. Select the turnaround time for the job type by selecting the required Start Status and End Status, and entering the Expected Turnaround time.

  9. Type job details, if required - they will display in the Job Details field when you set up a job.


  10. Click the Invoicing tab:
    1. Enter default text in the fields provided to have this displayed on invoices for the job type.
    2. Click the merge field buttons below this field to have the invoice text automatically populated with the relevant details when you create an invoice for the job.
  11. Click the Statuses tab and select the statuses to assign to the job type.
  12. Use EITHER of these options to save your changes:
    • Click Save to save and close the screen.
    • Click the arrow on the Save button then select Save & add another to save your changes and add another job type.
ClosedEdit a job type
  1. On the Job Types page, click the row of the job type you want to edit.
  2. Make the required change.
  3. Click Save.
ClosedDelete a job type

If the job type has NOT been used in the system, you can delete it. If the job type has been used in the system, you will see an error message if you try to delete it. In this case, you should deactivate (archive) the job type instead.

On the Job Types page, click the Delete button  for the job type you want to delete.

ClosedDeactivate a job type

If there are default job types that you will not be using, you can deactivate them. When you deactivate a job type it is moved to the Inactive tab, where it can be reactivated later.

  1. On the Job Types page, select the job type(s) you want to deactivate using the check boxes.
  2. Click Deactivate.

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