LEADING Job Manual – Job

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Table of contents

What is the job module?

How do I create a job?

Create new job

Excursus “Automated email notifications”

Excursus „How do I create additional information fields?“

Create job fom template

Generate a job from an existing cost estimate

What is a job service?

How do I add services to a job?

Create service from scratch

Add service from template

Copy service

What kind of services are there and how do I create & edit them?

Create & edit external services

Excursus: What is a service category?

Create & edit media services

Create & edit internal services

Create & edit hour services

Create & edit internal cost services

Create & edit an advancement service

Excursus: What is an advancement?

Create & edit text services

Create & edit subtotal services

What other options can I use for managing services?

What is the service overview?

What do I need the button menu in the service overview for?

How do I copy a job service?

How do I move a service to another job?

How do I create a purchase order for a supplier from a single service?

What other options are useful in the job administration?

What is the job overview?

What can I do with the button Menu in the job overview?

How do I add documents to a job?

How do I generate a cost estimate directly from a job?

How do I create a client invoice draft from a job?

How do I duplicate a job?

How do I save a job as a template?

How can I change the status of a Job?

How do I use the different connections between jobs and cost estimates?

Basic information on connection types between job and cost estimate

How do I work with synchronized cost estimates?

How do I split services in a supplier invoice for synchronized & identical cost estimates?

How do I use purchase orders & inquiries with synchronized & identical cost estimates?

 

 

What is the job module?

In the module “Job,” you will find at a glance all the jobs currently being worked on in your agency. Here you can create new jobs, edit, duplicate, or delete existing jobs, generate cost estimates and client invoices from them, in short, manage all phases of a project, both from an accounting and creative perspective.

You can access the job module from the main menu or via a direct link from a widget on the dashboard.

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How do I create a job?

Creating a job for the first time? Nothing could be easier. Choose from one of the three methods to create a job:

  1. Create new job (job sheet is empty at the beginning)
  2. Create job from template
  3. Create job from existing cost estimate

If you create a new job for a new customer with no data in LEADING Job/Periscope yet, first create the corresponding entries (customer, product, campaign) in the master data module. How to do this, see chapter „Master data“.

Create new job

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With the checkbox " Only show clients assigned to me" you reduce the selection to campaigns that are only assigned to you. A campaign is always assigned to you if it contains at least one job that is assigned to you.

 

Congratulations, you have just created a new job!

The opening year is taken from your PC settings. The system suggests the number of the job according to the order in which the previous jobs were created. However, this number can be changed manually when creating a new job. If a number has already been taken, the system will inform you accordingly. As soon as a new job is saved, the number can no longer be changed.

What other information is needed to be able to save the job?

In the right-hand window, you can fill in the corresponding fields or, in the case of automatically created content, edit and change them.

All header information for a job is presented in ten sections:

·      General

·      Briefing

·      Responsible

·      Client service team

·      Creative team

·      Advanced

·      Project Management

·      Budget

·      Additional information

·      Info

Fields marked with a red bar on the left are mandatory fields and must be filled in so that the job created can also be saved.

Section “General”

 

  1. In the first section, please enter the name or designation of the job in the " Description" field. A maximum of 60 characters are allowed here. The description is then automatically suggested for the match code.
  2. The internal job number is automatically created based on the client-specific definition of the job number. Please also read the chapter "Master Data” subchapter “Clients".
  3. If you want to send the client invoices to a different address as the one at the client, you should select the corresponding data set in the field „Invoice recipient client invoice" and „Client contact" (or create a new one). Read more about this in the chapter “Master Data”, subchapter “Addresses”.
  4. If you want to send the cost estimates to a different address as the one at the client, you should select the corresponding data set in the field „Invoice recipient cost estimate" and „Client contact" (or create a new one). Read more about this in the chapter “Master Data”, subchapter “Addresses”.
  5. Under "Assigned cost estimates" you will find the number and variant of the CE(s) associated with the job.
  6. Tick the checkbox "Show job in my timesheet" if you will yourself work for this job and need to track your hours for it.

Section “Briefing”

  1. In the „Briefing" field, you can enter additional information about the job you have created. This is important for the future integration of the job into a cost estimate or a client invoice: The text in the briefing field can be printed in a cost estimate created from the job.

Section “Responsible”

 

  1. In the "Responsible" section, the employees involved in this job are listed. Those employees will then get automated email notifications when a task related to this job is due, or the job status is changed. Depending on the system setting: „Get client service team from employee", they are either obtained from the client service/creative team, the campaign, the client's product, or from the team of the employee who has just created the job.
  2. The contents for the fields "Project manager", „Account manager NCH" and „Timesheet manager" are derived from the project manager, account manager and account manager NCH of the assigned client service team. However, these can be changed manually afterward.

All responsible persons can be changed by clicking on the arrow symbol on the right side of the field. A drop-down list appears from which you can select the relevant staff member.

Excursus “Automated email notifications”

The automated email notifications help you keep track of the following steps to be taken when working with several other employees on a job. Please make sure the following settings are active:

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Sections “Client service team” & “Creative team”

Back to creating a new job: You can manage your team members in the sections "Client service team" and "Creative team".

  1. You select the employees you want to add to your client service team from a list of all available employees by clicking on them. Multiple selections are possible by clicking and dragging while holding down the mouse button. You move them by drag&drop into the "Assigned" field. You can also search for a specific employee by clicking the field next to the magnifying glass and entering their name.

With selection and drag&drop, you can also remove already assigned team members from the team.

Section “Advanced”

In the section "Advanced" you will find the following items:

11. Date fields „Duration": The current year is automatically entered here according to your PC settings.

 

12. Drop-down field "Job category": This field allows the classification of jobs into Client-related, New business, Retainer, and Presentation. Non-billable services are therefore assigned to the corresponding category and ACCN codes. See also the chapter “Master Data”, subchapter “Document Types”- ACCN code”.

 

13. Checkbox "Job can be invoiced": By default, the job itself is considered billable.

 

14. CheckboxDelcredere“: If there are external services in the job and this box is activated, the corresponding supplier invoices are processed by the agency itself and charged to the customer (and not sent directly from the supplier to the customer). Read more about delcredere in the chapter “Supplier Invoice”, subchapter “What is delcredere?”

 

15. Checkbox „Services can be registered“: External services, media services, and services can be registered with this job.

 

16. Checkbox „Timesheets can be entered“: Hours may be logged for this job.

 

17. Dropdown field „Job-Cost estimate connection“: Here, you can select the type of link between job and cost estimate.

·       Independent: No direct connection

·       Synchronized: All services of approved CEs are copied into the job. New services can be added to the job itself.

·       Identical: All services of approved CEs are copied into the job. NO new services can be added to the job itself.

 

18. Dropdown field „Charge by“: Select how you want to charge for all service types EXCEPT external & media services. The default setting here is „Derived from campaign". The options "Job" or "CE" are only relevant if the job-CE connection type is set to "synchronized".

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19. Dropdown field „Charge by (for purchase)“: Select how you want to charge all external and media services. The default setting is „Derived from campaign"; the options "Job" (planning value), "ER" (actual purchase price), and "CE" are also available.

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Read more about the types of connection between job and CE, as well as the possibilities for billing in the chapter "Types of connection between jobs and cost estimates".

 

Section “Project management”

  1.  In the "Project management” section, you can enter the start date and due date. After saving the newly created job, the checkbox "Project has started" becomes active.

For information on planning and managing your jobs as projects, see the chapter "Project and Resource Management".

Section “Budget”

  1. In this section, enter the planned billing and the planned costs for internal and external services. This allows you to estimate the total figures for large planning cost estimates.

Section “Additional information”

22. In the "Additional information” section, you are free to expand your jobs individually with fields for additional information of all kinds.

Excursus „How do I create additional information fields?“

The "Additional information" field provides you with a wide range of customization options in the various modules of LEADING Job.

Under "Administration -> System -> Additional information" you can create additional information fields for the module of your choice.

Click the button "Add new entry" and select the type of field (string, text note, HTML note, number, checkbox, date, time, date and time, date range, option list, binary documents) you want to create.

You define the field’s name decide whether it should be a field "for all agencies" and whether it should be a mandatory field.

The other parameters depend on the field type and can be defined as you like. In our example „Text note" you can set the minimum required and maximum possible number of characters as parameters.

After saving, the new entry is listed in the table of "Additional information / Jobs":

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If you now go to the jobs, you will find the additional entries you have created in the "Additional information" section and can fill them in, edit them, save them and delete them.

 

  1. Let's continue with the creation of a new job: When you have filled in all the fields, click on the "Save" button at the very top of the right-hand window. The new job is saved and will now appear in the left-hand window in the job module in the list of all jobs assigned to you.

  1. After creating a new job, you can switch to the detailed view of the job by double-clicking on the relevant job row. Here you can add, edit and delete service services. Read more about creating and editing the services of a job in the chapters "Service types and how to create & edit them".

Create job fom template

Creating jobs from a template has many advantages. It is the quickest way to create a new job, especially when it comes to standard projects such as building a new website, producing a brochure or designing an advertisement.

When creating a job from a template, make sure that none of the necessary services are forgotten by mistake. Use the default items from the template as a checklist. And if not needed for the new job, simply delete them.

 

Here you also select the customer, the product and the campaign to which the new job belongs. If the checkbox "Show only the jobs assigned to you" is ticked, you will only see the jobs that have been assigned to you.

 

 

All services of the job template have been copied to the new job.

 

Read more about creating and editing the services of a job in the chapters „Service types and how to create & edit them".

Generate a job from an existing cost estimate

If you want to create a job from an existing CE, we recommend the following procedure:

Until the customer has authorized it, leave the cost estimate as it is, regardless of whether it is the first or the umpteenth variant of a CE.

In the course of the authorization process via status management, you can then copy the finally authorized services and values via a pop-up window into the job that can be created at the same time.

 

  1. Open the cost estimate module from the menu. A list of all cost estimates created based on the filter selection appears.

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2.    Select the desiredcost estimateand click on the button "Generate job". Change the filter setting if the required cost estimate does not appear in the list.

 

3.    LEADING Job reports that the job has been successfully created. Click on „Go to Job" to go to the newly created job and edit it further. To stay in the cost estimate module, click on "Ok".

 

All information on the job to be edited in the right-hand window has been generated from the settings of the cost estimate.

All services of the cost estimate have been copied to the new job.

What is a job service?

An agency’s work for a client is generally subdivided into one or more "jobs", e.g., TV spot, poster, event, etc. A job can contain different services, e.g., in the job "TV spot" the services production, editing, animation, etc., are included. In LEADING Job/Periscope, these services are called services.

An agency usually provides in-house services during a campaign and at the same time also purchases external services from external sources (suppliers).

When you create a job (or cost estimate), you can choose from eight predefined service categories in LEADING Job to describe the different services in the job in more detail:

               External (e.g. printing)

               Media (particular type of external service)

               Services (work down by the agency itself, e.g. designing, texting, etc.)

               Hours (hours worked by the employees)

               Internal Costs (e.g. taxi receipts)

               Advancement (Advance invoicing to cover the running costs of a job/campaign)

               Text (as the headline of service blocks for printing in cost estimate and CI)

               Subtotal (summarises services manually or automatically via service category/service group into totals)

The examples given for jobs and services are merely suggestions. How these are defined is up to each agency. The only thing to remember is that a specific hierarchy is set by LEADING Job, namely that jobs are ranked "higher" than services. I.e., the name of a job should be more general while the services describe the job in more detail.

Read more about the hierarchy of LEADING Job in the chapter "Master data" here.

How do I add services to a job?

There are a few requirements for creating a job service:

If you answered yes to all the questions above, you are ready to create a new service.

 

There are three different ways to create a new service:

1.    Create service from scratch

2.    Create service from template

3.    Copy existing service

 

Create service from scratch

To create a new service without a template, either double-click on the row of the job in the job list in the left window of the job module. Or select the job and then click on the "Services" button in the upper left corner.

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Then click on "New" in the right-hand window and select the service type you want to add from the drop-down options.

The sections you fill in when creating a new service are mostly the same for every kind of service:

·      General (named according to the type of service)

·      Price

·      Task information

·      Task description

·      Layout

·      Description

·      Notes

·      Technical Text

·      Info

 

Would you like things to go faster? No problem! Add a new service with sections already filled in from a template or copy an existing service in the job.

Add service from template

In the service overview window, click on „Insert services from template" in the upper left action menu.

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A window opens in which you first select the appropriate template in the "Template" field. Then mark the services you want to add by holding down the Ctrl key and clicking on the button "Add services".

 

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Copy service

To copy a service, select the service in question with a single click and click on the "Copy" button in the action menu at the top left.

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You can now choose whether you want to copy the item to this job, to another job, or to a cost estimate.

The services from the template have now been transferred to the new job with all contents both when pasting from the template and when copying.

 

We will show you how to create or edit each service type individually in the following.

What kind of services are there and how do I create & edit them?

Create & edit external services

1.    To create a new service, click on "New" in the right-hand window and select "External" from the drop-down options.

2.    To edit an external service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

An external service that has already been charged in a client invoice can no longer be edited in the job. Likewise, if a supplier invoice has been linked to an external service, this service can no longer be changed after authorization and approval of the supplier invoice. Of course, what can still be changed here is the planning value in the associated job.

In the window on the right, you can now enter/edit all the detailed information about the service. We will now go through section by section.

Section „General“

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3.    Dropdown field „Service catalog“: Your agency can define a service catalog in the master data, in which a fixed service category type, a registered supplier, a unit for the quantity (e.g. hour), and a price catalog (individual price field) can be defined for all clients or each client individually.

4.    To select a supplier, click on the magnifying glass icon to the right of the field. Select the corresponding supplier or create a new one. For more information on creating a new supplier, see chapter “Master Data”, subchapter “Suppliers”.

You can leave the supplier field empty if you don’t know yet who the supplier of the newly created external service is going to be.

5.    Mandatory field „Service Category": Select the corresponding service category.

Excursus: What is a service category?

Service categories (created in the master data) are used in LEADING Job to categorize job services. When you create a service, you must classify it as a service category type. The degree and detail of categorization is up to the agency itself. Examples of possible service categories are production, print, litho, etc.

The service categories are not predefined by LEADING Job but are defined and created by the respective agency itself. In addition, an account number is assigned to each service category. This indicates where the accounting data of the services should be processed when jobs are transferred to financial accounting.

 

6.    Text field „Title": Enter the more detailed description or the title of the service here.

7.     Date field "Service date": The current date (depending on your PC date) is automatically entered here when creating a service. However, you can also overwrite it manually.

Section „Price“

In the next section, you can edit price information, such as amounts, taxes, discounts, etc. Click on the button „enhanced" to display all price options.

8.    Checkbox „Single price includes incoming VAT“: Activate this checkbox if the unit price of the external service already includes VAT.

9.    Enter the price of the external service next to “Single price”. In the second entry field to the right of the x enter the number of units and finally in the third entry field the units themselves (hours, pieces, kilos, etc.).

10. You can select all activated currencies from the drowpdown field.

11. If the service can be charged to the customer, activate the checkbox "Is chargeable".

12. “How should the service be invoiced?” Choose here between the options "Job", "CE" and "ER". The type of connection between the job and the cost estimate is also important here. Only if the connection is at least synchronous can you choose the cost estimate value authorized by the customer for invoicing. The options "Job" or "ER" are also useful for other types of connection, because the real purchase price of an external service does not necessarily have to be identical to the planned value in the job (or the order value from the supplier).

Example: If the planned value in the job is higher, but the supplier delivers cheaper, the higher planned value can also be charged and thus the profit is higher.

13.  By default, the “Incoming VAT” field contains the chosen service category's standard VAT. If there is no default VAT or if it is the wrong one, select the correct one from the drop-down box.

14. Checkbox „Delcredere“:  Tick this box if the supplier you order from invoices you. Leave this box unchecked if your supplier invoices the customer directly and you as the agency only receive a copy of the invoice. Read more about it in the chapter “Supplier invoice”.

15. Under "Agency discount" you enter a discount if applicable. This is the discount (or at least part of it) that the supplier grants and which is subsequently passed on to the customer.

If the checkbox next to % is activated, the value to the right is used as a percentage to calculate the agency commission based on the net price. If the checkbox next to % is not activated, the entered amount is an absolute amount in the selected currency.

16.  „German social insurance“: This field is important for artistic performances in Germany. If you activate it, the system calculates the contributions to the Künstlersozialkassa based on the currently valid percentage entered in the master data. This field is only active for our clients in Germany.

17. The sales price is calculated automatically based on all previously made settings. If you activate the "Manual" checkbox, you can overwrite the amount manually.

18.  If you click on the button "show calculation" at the end of the price section, a window opens in which you can see exactly how the calculation of the sales price running in the background is composed. To close the window, click on "Ok".

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19. If you want to charge agency commission, enter the percentage here. This field may already contain a number (see also chapter “Master Data”, subchapter “Clients-Products-Conditions”). Select from the drop-down menu next to it which basis is to be used for calculating the agency commission. For external services, there are the following options: Total sale, Gross, Net, Net net and Absolute.

20. By default, the value added tax specified here is taken from the previously selected service category defined in the master data. You can deactivate the default setting in the checkbox to select other tax rates from the drop-down menu.

21. Checkbox „Lump sum“:  Tick this checkbox if you want to mark the service as a lump-sum billable service that is posted to separate expense and revenue accounts for lump-sum services, depending on the service category.

22.  Once you have entered all the price information, you can either click on the "Save" button at the top to save your changes, or you can also edit the following sections straight away.

Section „Task information“

The "Task information” section is important for project management and only appears if project management has been activated for your agency in LEADING Job.

Most types of job services can be tasks at the same time. Read more about how to use task-related data of the job service in the chapter "Project and Resource Management".

Section „Layout“

In this section you can set the layout of how the job service is displayed in a PDF generated from a cost estimate, purchase order, or client invoice.

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23. You can define the number of blank lines before and/or after the service, insert a page break before and/or after the service.

24. You can choose whether the service should be displayed at all or only if the sales price is not zero.

25. You select how the description (next section) and service name are to be displayed.

26. Information on the unit price, quantity, and unit or information on the supplier can also be optionally displayed in the layout or omitted.

27. By default, the checkboxes "Display service", „Include information about the vendor" and „Include information about the vendor invoice" are activated. If you change the settings, you can reset all layout options to the start configuration by clicking on the "Default settings" button.

 

In the following three sections, you can enter texts for different purposes.

 

Section „Task description“

28.  In this text field, you enter a brief description (max 2.000 characters) of the task for your colleagues who are to work on it.

Section „Description“

29.  Enter the description of the service in this text field. The text will then appear as a printout on a cost estimate or on a client invoice that is passed on to the client.

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Section „Notes“

30. This text field is used exclusively to pass on internal information, e.g., notes from the client service to the purchasing department or the accounting department.

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Section „Technical text“

31. If there needs to be a technical text for the job service, you can enter the relevant information in this section.

To do this, select the appropriate template, language, rubrics, and value. This data can be stored in the master data, allowing standard selections for individual categories.

Example: Category „Size" - values "A5/A6/A7" selectable, category "Colour" - values "bw/2c/4c" selectable, category "Double-sided" - values "Yes/No", etc.

With the button "Show overview" you can display a summary of the technical text.

Section „Info“

32. In this section, in addition to information on when and by whom the service was created and processed, you will also find the cost estimate(s), job, supplier invoice, and client invoice linked to the service.

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When you have entered or changed all options regarding this service, do not forget to click on the "Save" button at the top of the right-hand window to save all changes. Or click on "Cancel" if you do not want to save the changes you have made.

Create & edit media services

1.    To create a new media service, click on "New" in the right-hand window and select "Media" from the drop-down options.

2.    To edit a media service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

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Most of the options for creating and editing services follow the same pattern for all service types (see Create & edit external services). Where media services differ from other service types, we describe the options in detail. Where they are congruent with the other service types, we refer to the corresponding section in the manual.

 

Section „Media“

Follow steps 3 to 7 as described in the External Service chapter – section “General”

 

Section „Price“

Follow steps 8 to 22 in the chapter "External Service – section “Price”.

 

ATTENTION: The options of the media service differ from the other service types in the following points:

 

3.    For the unit price, you can enter the frequency instead of the unit. In this field, enter the number of dispos for this media campaign.

 

4.    In addition, there is the option "Discount" for media services. Enter a possible discount here. If the checkbox next to "%" is deactivated, the amount entered is an absolute amount). This is usually granted by the supplier, depending on the ordered volume. The amount is calculated from the unit price, including VAT (if you have activated the checkbox „Single price includes incoming VAT“).

 

5.    In the field "Agency commission" you have other options for media services when selecting the basis on which the percentage calculation is made. Gross, net, net/net excl. LT, net/net incl. LT and Absolute are available here.

 

All other sections, from "Task information" to "Info" are congruent, follow for steps 23 to 32 in the chapter "Create & edit external services"

Create & edit internal services

1.    To create a new internal service, click on "New" in the right-hand window and select "Service" from the drop-down options.

2.    To edit, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

 

An internal service can only be edited as long as it has not been included in a supplier invoice or a client invoice/client invoice draft.

 

Most of the options for creating and editing services follow the same pattern for all types (see Create & edit external services). Where internal services differ from other position types, we describe the options in detail. Where they are congruent with the other service types, we refer to the corresponding section in the manual.

 

Section „Service“

Follow steps 3 to 7 as described in the External Service chapter – section “General”

 

ATTENTION: The field "Supplier" is obviously missing for internal services.

 

Section „Price“

Follow steps 8 to 22 in the chapter "External Service – section “Price”.

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ATTENTION: Unlike external services and media services, internal services are not bought-in services, so there are no fields for VAT, delcredere, agency commission and German social insurance in the price section.

 

All further sections, from "Task information" to "Info" are congruent, follow steps 23 to 32 in the chapter "Create & edit external services.

Create & edit hour services

In addition to the general requirements for creating an hour service (see chapter "How do I add services to a job?"), the checkbox “Timesheets can be entered” in the section “Advanced” must be activated.

On the header level of a job as well as on the service level, you have the possibility to see at a glance whether employees have already made time reporting entries for one or more hour services by clicking on the "Go to…" button in the button menu.
The number of existing hour entries is displayed in brackets after the text "Timesheet administration". Clicking on it will automatically take you to the timesheet administration screen.

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1.    To create a new hour service, click on "New" in the right-hand window and select "Hours" from the drop-down options.

2.     To edit an hour service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

 

Section „Hours“

Follow steps 3 to 7 as described in the External Service chapter – section “General”

 

ATTENTION: The field "Supplier" is obviously missing for internal services

 

Section „Price“

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3.    Please enter the number of planned hours in the field "Budgeted hours".

4.    Select the currency in which the hours are to be charged.

5.    The default hourly rate suggested in the "Unit price" field is the one stored as standard in the master data, depending on the selected service category. If you want to enter a manual hourly rate, deactivate the checkbox manually.

6.    In the field "Value added tax" the tax rate from the master data is used as default. To change the tax rate manually, deactivate the "Default" checkbox and select the appropriate one from the drop-down list.

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7.    If the budgeted hours (and not the actual, "detailed" hours) are to be charged, the checkbox " is chargeable" must be activated. Then click on the button "Charge lump sum".

 

All further sections, from "Task information" to "Info" are congruent, follow steps 23 to 32 in the chapter "Create & edit external services.

Create & edit internal cost services

In LEADING Job, expenses such as taxi bills or restaurant bills, for example, are recorded as internal costs. They are a special type of external service but are not registered as a supplier invoice.

 

1.    To create a new internal cost service, click on "New" in the right-hand window and select "Internal Costs" from the drop-down options.

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2.    To edit an internal cost service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

 

Section „Internal costs“

Follow steps 3 to 7 as described in the External Service chapter – section “General”

 

ATTENTION: The field "Supplier" is missing for internal costs, too.

 

Section „Price“

Follow steps 8 to 22 in the chapter "External Service – section “Price”.

 

ATTENTION: The options of the media service differ from the other service types in the following points:

 

  1. You can enter a voucher number manually. If you do not know the number when you create a new cost service, leave the field blank and enter the number later.

 

  1. The current date is always suggested as the voucher date. This can be changed manually.

 

Delcredere, agency commission, and German social insurance are missing from the price section of the cost services.

 

All other sections, from "Task information" to "Info" are congruent; follow steps 23 to 32 in the chapter "Create & edit external service".

Create & edit an advancement service

Excursus: What is an advancement?

An advancement is an invoice from an agency based on a campaign’s budget or the planned costs. Since the work on a campaign often extends over months, agencies issue one or more invoices in the meantime to cover their expenses. These so-called advancements are usually issued monthly, amounting to 50 - 75% of the planned costs. The difference between the advancements and the actual invoice amount is paid at the end of the campaign.

An advancement is different from an upfront payment because it is based on budgeted costs rather than actual costs.

 

1.    To create a new advancement service, click on "New" in the right-hand window and select "Advancement" from the drop-down options.

2.    To edit an advancement service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

 

Section „Advancement“

Follow steps 3 to 7 as described in the External Service chapter – section “General”

 

ATTENTION: The field "Supplier" is missing for internal costs, too.

 

Section „Price“

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  1. Please enter the amount of the advancement in the entry field. For any agency commission, please select the service type "Advancement-Special".
  2. Choose the right currency.
  3. If you want to show the agency commission as a percentage of the advancement, please select "Percent" in the drop-down box. If you want an absolute amount, select the option "Absolute".
  4. The default VAT rate is taken from the previously selected service category defined in the master data. To choose other tax rates, deselect this checkbox.

 

All further sections, from "Task information" to "Info" are congruent; follow steps 23 to 32 in the chapter "Create & edit external services.

Create & edit text services

A text service can be used in a variety of ways: Either as a heading for blocks of service sums, as a separator for sections on a cost estimate or a client invoice, or as a text extension if the 2000-character service description is not sufficient for an internal or external service.

 

1.    To create a new text service, click on "New" in the right-hand window and select "Text" from the drop-down options.

2.    To edit a text service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

3.    Enter a name for the text service in the section “General”. The service date is set automatically to the current day.

ATTENTION: The field "Price" and “Technical text” aren’t available with text services.

All further sections, from "Task information" to "Info" are congruent; follow steps 23 to 32 in the chapter "Create & edit external services.

Create & edit subtotal services

A subtotal incorporates a selection of other existing services and shows the sum of their values. The services are assigned manually or automatically to the subtotal via the service category for totaling. The single services contained in the subtotal can, but do not have to, be printed on a cost estimate or client invoice.

1.    To create a new subtotal service, click on "New" in the right-hand window and select "Subtotal" from the drop-down options.

2.    To edit a subtotal service, select the service in the left-hand window with a single mouse click and click on the "Edit" button in the right-hand window.

 

Section „Sums“

3.    Here you can select the services from which the sum for the subtotal is to be calculated. To do this, click on the relevant services in the left-hand "Available" window and drag and drop them into the right-hand "Assigned" window. In this way, you can also subtract services from the subtotal calculation by moving them back into the "Available" field.

4.    Another way to incorporate services in a new subtotal service is to select them in the service list, click the button "New" and then on "Subtotal". Your selection has been taken over automatically into the new subtotal; a further manual assignment of services is no longer necessary.

For the service type "Subtotal" there is no section on "Price", "Task information", "Task description" and "Technical text".

 

5.    If you have created a subtotal, you can click on it in the service overview, and the services it contains will also be highlighted:

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What other options can I use for managing services?

What is the service overview?

On the overview page you can scroll back and forth in the service list, edit the width of the columns as you like, set the width of the window according to your needs, all by clicking and dragging.

 

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You determine which information is displayed. You can move all the columns by clicking on the column title and dragging it while holding down the mouse button. How to add new columns and delete others and filter or sort the list is described in detail below.

What do I need the button menu in the service overview for?

In the button menu in the service overview, you will find shortcuts to the most common functions that you need in your agency's daily work.

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Button „Automatic sort“: Click here to change how the services are sorted. You can choose between sorting by service category and sorting by service group.

Buttons „Up/Down in hierarchy“: With this button, you can set the order numbers (1, 1.1, 1.2, etc.) of the job services one level higher or lower with one click.

Button „Insert services from template“: To add a service from a template, please refer to the chapter "How do I add services to a job?“

Button „Copy“: Clicking this button opens a list box with three options. This allows you to duplicate the selected service in this job, copy it to another job, or copy it to a cost estimate.

You will find more on this in the corresponding chapters below.

 

Button „Move“: By clicking on this button, you can transfer the selected item to another customer, product, campaign, or job and at the same time change the chargeability and the service category. You can find more information on this in the corresponding chapters below.

 

Button „Set layout“: Clicking this button will take you to a pop-up window with the same layout options for order and client invoice PDFs as in the section „Layout“ of the right-hand window.

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Button „Create order“: This button is only visible for external services from which a purchase order can be generated. You can read exactly how this works in the chapter "Generating a purchase order from a job service".

 

Button „Go to“: Depending on the type of service, you can access various points in LEADING Job related to the respective service. With „Hours“ you are led to timesheet administration; in „External services“ the click on the button leads you  to the supplier invoice module, etc.

Let’s continue with the menu buttons in the upper right corner of the overview window:

 

Buttons „Manual sort/Print sort“: Here, you can set the order in which you want to display the list of services. Either sort alphabetically or manually.The chosen order will be active both in the overview page and the printform/PDF of a purchase order or client invoice. You can also filter each column by entering letters or numbers in the search field when you sort manually.

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Button „Default options“: Clicking here opens a list box with many layout, filter, and export options:

·      Select all: Selects all services. This is useful if you execute a command suitable for multiple selection, for example, in the Job module, when you want to create client invoice drafts from all selected jobs.

·      Clear all filters: Resets all filters that were previously applied. This is convenient if you are looking for a certain entry in the overview list, but can't find it because of a set (and forgotten) filter.

·      Add/remove columns: A pop-up window opens in which you can tick all the columns you want to have displayed in the overview. The names of the columns are in alphabetical order.

You can adjust the width of each column to the longest entry by clicking on the dividing line between the columns and adjusting it manually. To reset the width changes, just click the "Adjust all column sizes" option and all columns will be reset to the original width.

You can also drag and drop the position of each column.

·      Load layout: Select the appropriate table layout from a list of table layouts you have saved.

·      Save layout: When you are satisfied with the layout (columns, column width, column order), you can save it for yourself individually.

·      Delete layout: Delete one or more of the layouts you created.

·      Load the default layout: Loads the format defined as a standard for all employees for the service overview

·      Save as the default layout for all users: Saves the modifications you made to the default layout.

·      Export to Excel: Exports the service table to an Excel file saved in your download folder.

 

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Button „Refresh table“: To ensure that all changes that other employees have made in the meantime to jobs or job services are also reflected in the overview, click on this button.

 

How do I copy a job service?

You can quickly copy or transfer services from one job to another.

To copy a service, select the desired services and click on the copy button. Select the appropriate option from the three options in the list box.

  1. Duplicate in this job: The service is added to the job a second time with one click on this option.
  2. Copy to other job: Clicking on this option opens a window where you can select the customer, product, campaign, and job to which the service is to be copied. You can also search directly via the job number in the field “Search for”. Entering a job number manually overwrites any selection you made in the fields beneath. Click on "Create" to complete the process. A confirmation message will briefly appear in the upper right corner.

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  1. Copy to cost estimate: You can also copy an existing service in a job into a cost estimate. Clicking on this option opens a window where you can select the customer, product, campaign, and cost estimate into which the service is to be copied. Click on "Copy" to complete the process. A confirmation message will briefly appear in the upper right corner.

How do I move a service to another job?

The "Move" function allows you to move an item from one job to another without copying and then deleting.

ATTENTION: The transfer of an external service creates an accounting change record if there is already an approved supplier invoice for it. Services already charged to a client invoice can only be transferred if theclient invoicehas been canceled beforehand.

  1. Click on the „Move“ button . A window opens to edit chargeability and service category, if necessary.

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  1. To change the information on the customer, product, campaign, and job, click on the "Change" button. A second input window opens in which you can select all the information using drop-down fields. Or you can directly enter the job number in the "Search for" field. If you activate the checkbox, only the jobs assigned to you will be displayed. Click on "Create“.

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  1. Before clicking on „Do move“, you can check whether the service can be transferred according to your specifications. To do this, click on the button "Test selection". If everything fits, you will receive the message "Test: 1 service can be moved". Confirm with "Ok.

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  1. To complete the transfer, click on the „Do move" button. To close the window without saving the changes, click on „Cancel“.

 

How do I create a purchase order for a supplier from a single service?

You can create a purchase order for your supplier directly from the service overview.

  1. Select an external or media service and click on "Create purchase order". A window with the message "Purchase order XY successfully created" appears.

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  1. Click on the blue text "Go to purchase order" to navigate to the purchase order that has just been created in the order module.

What other options are useful in the job administration?

We have shown you how to create a job and how to add services - what else can you do in the job module? Come on; we will take you on a short tour of the shortcuts of the job module.

What is the job overview?

On the job overview page, you can scroll up and down in the table of jobs, edit the width of the columns as you like, set the width of the window by clicking and dragging. If you have moved the center bar between the left and right windows, this will be taken over as new default for your next session in the job module.

You determine which information is displayed to you. You can move all the columns by clicking on the column title and dragging it while holding down the mouse button. How to add new columns and delete others and how to filter or sort the list can be found in the chapter above, "What is the service overview?”

 

What can I do with the button menu in the job overview?

If you click on a job in the overview list, you can choose from many shortcuts, which we have arranged for you clearly in the upper left as a button menu:

 

Button „Services“: This takes you directly to the service overview, which contains all the services of the selected job. Corresponds to double-clicking on the job in the job overview.

Button „Go to“: Clicking this button opens a list box with five options, each of which displays the appropriate entry point in the other modules for the selected job.

This way, with one click you will get to the matching entries in the modules Cost estimate, Supplier invoice, Purchase order, Client invoice and Client invoice draft. The available options depend on the privileges assigned to you in the system.

 

Button „Gantt Chart“: Clicking this button will take you to the project management view of the selected job.

 

Button „Messages“: Clicking this button will take you to the communication module, where you will find all the messages written for this job.

 

Button „Documents“: This button will take you to the documents linked to this job. Here you can also add new documents. Read more in the following subchapter “How do I add documents to a job?”

 

Button „Status“: Click here if you want to edit the status of the job or see the editing history. Here you can also add comments to status changes and add status relevant documents.

 

Button “Create cost estimate”: See the following chapter “How to create a cost estimate?” for more information.

 

The button “More actions” leads to a dropwdown list with three options:

·      Change responsibles“: Click here to go directly to the popup window where you can change the employees assigned to the job. This function is especially useful if you want to change the responsibilities for several jobs at the same time.

·      Duplicate Job

·      Save as template

On the upper right side of the overview window you will find two more buttons.

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Button „Default options“: The same options are available here in the job overview as in the service overview. For more information, see the section above.

 

Button „Refresh table“: To make sure that all the changes you have made in the options of a job are reflected in the job overview, click this button.

How do I add documents to a job?

You can also add documents on the job level, not only on the service level.

1.    Select a job you want to add a document to and click on the button “Add documents”.

2.    A new window opens in which you can see all documents that have already been added to the job. Click on the button “Add new document

3.    Another window opens, where you can add any file typ (Word, PDF, image files, etc.) per drag & drop in the designated field. The title will be taken by default the file name, but you can change it manually. Enter any additional information in the field “Document description”.

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4.    Decide in which resolution the uploaded file should be saved (low, medium or high”. Then click on “save document” to add the document to the job. Click on the “x” to empty the form or on the arrow button to return to the job list without adding a new document.

5.    If you want to change an uploaded document, you can do so by clicking on the button “update”.

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How do I generate a cost estimate directly from a job?

From the job overview, you can directly create a cost estimate for your client from any job.

 

  1. Select a job and click on the "Create cost estimate" button. A window with the message "Cost proposal XY created successfully" appears.

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  1. Click on the blue text "Go to cost estimate" to go to the cost estimate you have just created in the cost estimate module. Click on "Ok" to stay in the job module.
  2. For more information on how to edit the generated CE, refer to the "Cost estimate module" chapter.

How do I create a client invoice draft from a job?

Starting from the job overview, you can create a draft invoice directly from each job.

 

  1. Select a job and click the "Copy" button. Select the „Prepare draft invoice" option. A window appears in which you can select whether only external services should be taken into account for which there are already existing (approved) supplier invoices.

If it should still be possible to log timesheets for this job, activate the corresponding checkbox. Then click on "Create draft invoice".

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  1. A window with the message "We have created 1 draft invoice." appears.

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  1. Click on the blue text " Go to draft invoices" to switch to the cost estimate you have just created in the cost estimate module. Click on "Ok" to stay in the job module.
  2. For more information on how to edit the generated CE, refer to the "Cost estimate" chapter.

How do I duplicate a job?

To quickly create a new job, you can also duplicate any job and then adapt it to the new client assignment.

 

  1. Select the job you want to copy and click the "More actions" button. Select the "Duplicate job" option. A window will appear where you can select the customer, product and campaign.

 

  1. Click on "Create". All services and their values will be duplicated and a new job will appear in your job overview list. This job will have the variation number in brackets next to the job description, e.g. Winter catalog (2) - "2" means the first copy of the job "Winter catalog".

 

How do I save a job as a template?

For jobs that are frequently carried out in the same form in your agency, it makes sense to save them as a template right away.

 

  1. Select the job you want to save as a template and click the "More actions" button. Select the "Save as template" option.

 

  1. A window appears. Here you can select an existing template group from the "In group" drop-down field.

 

  1. Enter a name for your new template in the " Description" field. The template will then also appear under this name in the list from which you can select a template.

 

  1. The match code is based on the entry in the " Description" field, and you can overwrite this manually.

 

  1. Click on "Create template" to save the template.

How can I change the status of a Job?

 

The current status of a job is shown in the yellow header bar of the service service overview list.

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With a click on the button „Status you open a dialogue window, where you’ll find all previous status changes. This way you can always track which employee changed the status of a job, when and why.

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  1. To change the status of the job, click on the "Change status" button. Another window opens where you can change status, add documents and enter comments.

  1.  Select one of the eight options in the "Status" drop-down field that describe the status of the job: opened, authorized, on hold, half-ready, ready, closed, inactive, reorganizable.

Most of the status options are purely informative, e.g. "authorized" for larger agencies signals to the purchasing department that the external services can now be requested or ordered.

When the status " Closed " is set, the system checks whether there are still billable services without a client invoice, or external services without a released supplier invoice on the job.

 

  1. Before you save the changed status, you can test whether the selected option is actually applicable. To do this, click on the "Test" button in the bottom right corner. If a status change is not possible because, for example, an external service does not yet have a supplier invoice and you wanted to complete the job, you will receive an error message:

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  1. You can add and remove documents of any type in the "Documents" field by dragging and dropping.

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  1. Notes for yourself and your colleagues who are also working on the job can be entered and formatted in the "comment" text field at the very bottom.

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  1. If you want to add only one document or comment, you can also click "Add comment" directly on the top of the button menu.
  2. Once you have changed the status and added all necessary documents and comments, click "Apply" to save your changes.
  3. You can also save the status history for use outside LEADING Job by clicking the "Export" button. An Excel file will be saved in your download folder.
  4. It is possible that colleagues are working on the job at the same time as you. In order to always have the most current status displayed in the open dialog box, click on the "Refresh" button in the button menu.
  5. Click "Close" to close the job status dialog box.

How do I use the different connections between jobs and cost estimates?

Basic information on connection types between job and cost estimate

There are three connection types between jobs and cost estimates. Independent, synchronized and identical. Each variant has different effects on the way LEADING Job regulates the connection between cost estimates and their connected jobs.

The connection type can be changed for the selected job in the right window of the job module in the "Advanced" section.

 

 

You can choose between the following connection types:

 

How do I work with synchronized cost estimates?

The connection types can be set in the right window in the job module. As long as a cost estimate is not linked to a job, the cost estimate has no connection type. As soon as the cost estimate is linked to a job (even if it is linked manually), it will automatically have the connection type entered on the job.

The following example is based on the use of the "synchronized" connection type, which is probably the most commonly used variant of the job-CE connection.

  1. When you create a new job, you will find the following three entry fields in the "Advanced" section of the right-hand window:

      Job-cost estimate: "Independent", "Synchronized" or "Identical"

      Charge by: „Derived from campaign" (default), "Job" or „CE"

      Charge by (for purchase): „Derived from campaign" (default), "Job", "ER" or "CE".

If you have selected the connection type 'Identical', it is only possible to generate services on the cost estimate. Thecost estimatemust be created directly from the job.

 

  1. After you have saved the job, you can add a column in the overview list of the job module that shows the connection types of the displayed jobs. To do this, click on "Standard options" and "Add/remove columns" and tick the corresponding checkbox.

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Sort the list according to the new column. This way you keep track of the connection types of the displayed jobs

  1. To generate a cost estimate from the job you just created, click the "Copy" button in the button menu and select the "Create cost estimate" option. Click on "Go to cost estimate" to switch to your new cost estimate.

  1. From this point, you can continue working with the cost estimate as usual (generate services/services, print, send, create variants, etc.) until the cost estimate is approved via status management. Read more in the chapter "Cost estimate".

5.    If the cost estimate is now approved via status management, the " Change assigned job" window appears. If "synchronized" or "identical" is used as the connection type, the "Copy services to connected job" checkbox is checked.

 

  1. The approved services from the cost estimate are now automatically copied to the assigned job and remain linked to each other also on the service level.

In the list of job services it will still be possible to make changes to the services, but it will no longer be possible to delete a service that has been approved in the CE.

  1. If a cost estimate is cancelled or the approval is revoked, the associated services are automatically removed from the associated job.

 

If a service in the job cannot be deleted for a certain reason (eg. if a related supplier invoice or client invoice already exists or the job is closed), it will not be possible to reassign the service, cancel the related CE, or reverse the approval. A corresponding warning message will appear. In this case, it is necessary to cancel the supplier invoice and/or the client invoice, or to reopen the job.

 

  1. And this is how you determine the way the services are charged: Select the service to be charged. In the right-hand window under the "Price" section, select the appropriate option "Default", "Job" or "CE". For external services, the option „SI" also appears.

 

 

Now proceed to the creation of a draft invoice. Read more in the chapter „Client invoice draft".

 

At this point we remind you of the different connection types 'independent', 'synchronized' and 'identical'. If 'identical' is selected, the created draft invoice will be identical to the approved CE.

With one exception: In the special case of an external service, where services have been split when entering an supplier invoice, the draft invoice differs from the cost estimate (see next chapter for more information on the topic)

 

How do I split services in a supplier invoice for synchronized & identical cost estimates?

You have the option of splitting external and media services even if the approved cost estimate and the supplier invoice are synchronized and identically linked.

Let us show you how with this example:

An external service over € 5.000,- was originally offered with a cost estimate and also approved exactly like this by the client. The service was also copied into the job with this value.

However, in the first step, the supplier only delivers a part of the order with a value of € 2,000.

When changing the price in the supplier invoice, LEADING Job now asks whether a service with a difference for the remaining part (in our example € 3.000,-) should be created in the job.

This "new" service now has the same connection to the original service in the cost estimate.

If the supplier submits the second part (€ 3.000,-), this service can be entered and linked to a new supplier invoice - both job services (€ 2.000,- & € 3.000,-) are now connected to the original service in the cost estimate (€ 5.000,-).

 

You can now generate a draft invoice. First, determine the values according to which you want to charge the individual services. Then you have two options:

·      Print both services that resulted from the splitting of the supplier invoice in the job. This makes sense if you want to send the original supplier invoices to your customer.

·      Create a subtotal service for both items and print only this total. This way you keep the image of the original cost estimate.

How do I use purchase orders & inquiries with synchronized & identical cost estimates?

When using purchase orders with cost estimates, synchronized and identical connections have the following effect during the process:

The reason for this is that LEADING Job partly prevents the creation of new services or additional cost estimates if the connection is restrictive (synchronized or identical).

When splitting supplier invoices, services in orders/inquiries can be connected to several job services. Newly generated services in the course of splitting are automatically linked to the service in the purchase order in the background.