How to Populate Job Header Fields

About this Task

This topic outlines the steps necessary to accurately record the Job Header fields on a job order.
Note: This topic is written from the perspective that a brand new job order has been raised, and therefore assumes that all the header fields are unpopulated.

If you have raised a duplicate of an existing job order, many of these fields will be pre-populated and therefore might only require editing.

Background

Once you have raised a new job order record, the next stage of writing up a customer job order is to populate the Job Header fields.

The job header fields are shown below within the brace:-

Job header fields record basic but vital information about the order, such as:-

Whom the job order is for
What is the customer's internal reference for their order,
Who are the internal sales and production contacts within your organisation is responsible for the customer order.
The date by when the customer job order needs to be completed.

It is essential that this information is recorded fully and accurately to ensure that the job order can be processed efficiently and without errors.

Prerequisites

Ensure that you have raised a new or duplicated job before proceeding.

Procedure

In the Contact field, record the name of the person at the client company whom the order originates from.
When you click in the Contact field you activate the contact picker dialog.
Use this functionality to locate and select the client contact

Note:
1. The contact picker dialog allows you to create a contact "on the fly" if it doesn't exist.
2. A contact must be associated to a single Company within strokeone. Therefore, when you select a contact (or create one on the fly),the Company field will automatically default with the corresponding company to which the contact is associated.
3. If you have already selected a Company (step 2), then the list of contacts shown in the contact picker dialog will be pre-filtered to show only those associated to the selected company.
The Company field records the organisation which is placing the order. It should automatically populate based on the selected Contact.

Note
a) It is possible to populate the Company field before populating the Contact field. If you click within Company field you will activate the company picker dialog, where you will be taken into a filterable look ahead search dialog. to find and select the Company, or if it doesn't exist, the company picker dialog will allow you to create a company record "on the fly"

b) As a Company can have one or more contacts, the corresponding Contact field does not automatically populate when company is selected. Therefore if you populate Company first, you must return to the Contact field to select the corresponding client contact.

Tip: Given this, it is recommended wherever possible to populate the contact first.
The Sales Contact field looks up the Sales Contact person stored on the Company record, for the Company defined in step 2).
If it does not default, (or you wish to overwrite it), use the drop-down pick list to select the salesperson responsible for the customer job order.

Note: This look up is a one way relationship, in that it looks up the sales contact value when you first select the Company in step 2).
It is important to understand the following:-
- If the Sales Contact on a Company record is subsequently changed it will not backfill and populate the sales contact field on the job header with the amended value.

Sales Contact field is used in a couple of ways:-

It is used to denote the internal person who should be contacted first before the client is contacted regarding any job related matters.
It is used to denote the internal sales person who may be attributed with revenue related commission arising from this job order.

Similarly, in the Production Contact field, use the same drop-down list method to select the responsible production staff member.
Note: the drop down list is pre-filtered to only display those staff members flagged with a Production Admin department
Customer Reference field is a free form text field used to record the customer's internal reference for their order.
This reference will almost certainly be used by the client, both in recognising the order and in communicating any information or assets related to the order to your organisation and indeed in the invoicing process.
.
Tip: Given this, It is very important that this field is not only recorded whenever possible, but it is recorded accurately..
The function of the Category field is to store a grouping name for jobs which will have a similar or common theme. This assists with data finds / sorts and other criteria.

An example of a category would be the band or artist name when the job order is related to a music act.
Categories are selected via a filterable type ahead search dialog. when you click in the field.

It is important to note that category data is held on the Company data object and is therefore client specific.

Note: If category is not available you can create it on the fly via a company picker dialog. Functionally this works identically to company picker dialog outlined in step 2) with the exception that it is used for the category field.
Tip: Any category value you create in this way is stored in the Categories tab on the corresponding Company detail record.
The Description field is used in conjunction with category field to further classify and identify the customer order.
It is a free form text field and should be populated with a description related to the actual design / imagery for the customer.

For example, consider an order from a customer for a series of screen prints for a football team (Fullchester Rovers).
One order would be for a print of the team's logo, another order would be of the team manager's picture.
The job orders would be recorded as follows:-

Job

Category

Description

1

Fullchester Rovers

logo

2

manager face

Tip: A concatenation of the category and description values is displayed above the job header files and is referred to as Job Name

Raised Icon. This is a control button which when is initially set an Amber state denotes to all other departments that the job order has not been fully written up yet by the Production Administration department. Production admin may have insufficient information during the writing up of a job, and so will leave the job in an unraised state until such time as they have all necessary information.

Tip: Raised status can serve as a useful field to include when sorting and finding job order records, as it allows you to quickly identify (and contact the underlying customers for) those job orders that have missing or incomplete information.
The Date Required field records the date the customer order must be completed.
The field is a standard drop-down calendar picker
This is a key field to record, so should always be populated.
Note: It does not denote the time for the completed order, nor the despatch method.

Date Required will be enhanced to be a dynamic field, that is updated based on the dates recorded on fulfilment records attached to the job order. Essentially the earliest fulfilment date should overwrite this date required (subject to validation)
Similarly, the Time Required field is used to refine the Date Required value, and states the time on the Date Required that the goods should leave the premises.
Date Required Notes field is used to record information to embellish and refine Date Required and Time Required..
For example, it could add contain an actual time and state that the client will collect the completed order.
Alternatively, it could contain information such as delivery to client between a specific time slot
Given that there are a multiplicity of differing values that could be applied here, the field is a free form text field.

Next Steps

Once the job header fields have been successfully populated, the next steps of writing up a job order is optionally to populate job footer fields, and then to add the required Process Lines

Job	Category	Description
1	Fullchester Rovers	logo
2	Fullchester Rovers	manager face