Q. Which job numbering method works best?

It depends on your needs.  Most shops number by client, but some number by system. The most common number format is year + client + number.  

Q. What are the differences between automatically numbering jobs by system, client, or sequence?

 

Q. What number formats are available?

There are 5 number formats to choose from: number, client + number, year + number, year + client + number, and year + number + client. 

Q. How does the "always prevent duplicates" option work?

If you have more than one user adding jobs, this option helps prevent duplicate job numbers, depending on how you number your jobs. For example, if you number your jobs by client and only one person adds jobs for each client (e.g. the AE for that client), this option is not necessary. But, it would be necessary to select this option if more than one person may add a job for a particular client when numbering by client.  Likewise, if you number by system or sequence and use a format like year + number, if more than one person adds jobs in the entire agency (not just for one client), there would be a real possibility of creating duplicate job numbers without this optioin selected.  This option works by numbering jobs when the add job window is saved, instead of when the add job window is opened.  This option prevents entering a custom job number and will display "Automatic" until the add job window is saved, then a job number will be assigned. Without this option selected, it's possible to have two people with the add job window opened at the same time, and they'd both be assigned the same job number, since the next client, system, or sequence number is not incremented by one until the add job window is saved.  When selecting this option, you can still choose whatever numbering format you wish.  

Q. How long can a job number be?

Job numbers can't exceed ten characters, including separators. A job number is used in almost every part of Clients & Profits. Making a job number longer means changing C&P in hundreds of places, which makes it prohibitively complex.

Q. I have a job number longer than ten characters and part of the number is being cut off. How can this be fixed?

If you're numbering jobs using the year + client + number format, then client codes can't exceed three characters because the number will always be at least 3 characters (001 is assigned for the first job automatically). The client Re-number utility lets you make a client code shorter and updates all of the client's costs, jobs, and billings. To re-number a client prefix within a job number, you would also have to re-number the job number itself, because renumbering a client only alters the client on the job, not the client code in the job number itself.  

Q. Can I remove the separator from the job number to have room for longer client codes?

Yes. By removing the separator, you could gain 2 characters to have longer client codes or longer numbers within job numbers. 

Q. How do job numbers sort on reports?

A job number can contain letters and numbers. To accommodate both, the job number field on reports is an alphabetical sorting. This means the numbers are sorted as if they were letters. An example using the year + client + number format is job number 99-ABC-139 would sort after 03-ABC-345 because 9 is higher than 0. And a job number like 1234 would sort after 12313 because 4 is higher than 1. Since most shops don’t go over 999 jobs for a client in a year, the alphabetical sorting of the numbers is not apparent.  However, during Y2K, it was apparent, as year 2000 and later jobs, beginning with the year in the job number, sorted before 1990's jobs.  

Q. Where do I re-number job numbers?

There are two places in which you can re-number. The most convenient place to re-number is on the job ticket itself. Choose Production > Job Tickets. Find the job. Choose Edit > Job Ticket Tools > Re-number. Or choose Setup > Utilities > Re-number. In either area, you can choose to re-number a job number or re-number one job’s client (click the pull-down menu to switch it to one job's client). 

Q. Can the job numbering method be changed later, or are we stuck forever with our first choice?

It can be changed later. Any job added after you've changed the numbering preference uses the new number format. Existing jobs won't be affected. But, you can use the "re-number" utility to change existing job numbers.  

Q. I need to change a job number, but the field can't be edited. Can a job number be changed?

Yes. The Re-number utility lets you change a job number, updating its tasks, costs and billings automatically to reflect the new job number.  

Q. I re-numbered a job number but it still is listed with the old client. Can I fix it?

Yes. Re-numbering a job number does NOT assign a job to a new client; only the job number is changed. For example, the job number is RET-123 and its client is (RET) Retail Corporation. You choose to re-number the job to ABD-002. The job number changes to the new client prefix you specify, but the client number on the job ticket remains (RET) Retail Corporation. If the client also needs to be changed on this job, use Re-number to change one job's client number. 

Q. I need to reassign a job to a different client. Can I change a job's client number?

Yes. The Re-number utility includes an option to change one job's client. When re-numbering one job's client, enter the job number, then press tab. The job's current client appears, which you'll edit to the new client number. Click OK. Re-number changes all activity, but not billings. The client number on existing A/R invoices is not changed. They are paid under the previous client number.  

Q. I was using Re-number but the procedure was interrupted. What should I do now?

If you are getting a padlock, first try to break the padlock by using the command and period keys (on a Mac) or Control-Break (on Windows). If this does not work, try to force quit. Your last resort is to restart your computer. If the job ticket's job number or client number were not changed, then re-number again.  If they were, then re-number back to the original number or client (to switch back all the records to the original job number), then re-number again to the new job or client number.  

Q. The job numbering sequence is off; it's not giving me the correct next number. What should I do?

First, verify the last number used. Second, reset the number. If numbering jobs by system, check job numbering preferences making sure the next number to be used is correct. If numbering by client, check the client file making sure the last number used is correct. 

Q. We want job numbers to contain a letter code designating the type of job, such as "M" for media or "P" for production. Can Clients & Profits add this letter automatically?

No. You would need to number jobs manually to do this. However, using a Job Type/Spec Sheet can categorize jobs into a type, such as media or production. This would alleviate the need to include a letter code in the job number itself. 

Q. I found two jobs with the same number. What should I do?

In Re-number, select the "job number" option. Enter the job's number and change it to a temporary number, that does not already exist in your database, such as "ZZZ123", then click OK. Re-number changes the number on the original job ticket and all of its activities. Find the remaining job ticket (with the original job number) and delete it. Then re-number job "ZZZ123" back to the original number.  

Q. I found two jobs that are identical, but have two different job numbers. Can I use Re-number to merge them together?

No. You can't use Re-number since it isn't designed to merge two jobs together. The solution is to delete the job that is the least accurate. However, you will only be able to delete it if there is no activity against it, i.e., orders, costs, or billings. 

Q. What should I do if there are orders, costs, or billings on a job I wish to delete?

Use the Job Cost Transfer feature to move detail from one job to another. You won't be able to delete this job, but you can edit its status to Closed. Or, edit activity on one job moving it to the other. This would mean editing unbilled time entries, orders, and/or unposting and redistributing other job costs and billings. If you can accomplish all that, you can then delete this job ticket.  

Q. Why would a job be numbered "???" or "Automatic"?

The word "Automatic" appears when jobs are added with the "always prevent duplicates option", since the job number won't be assigned until the job is saved. Once the job is saved, its actual number is displayed unless something goes wrong like a network error, system crash or some other error that prevents a job from being completely saved. Then the job number can appear as "???" or "Automatic" after it is saved. This is a rare occurrence.  

Q. What should I do if I have a saved job with the job number of "???" or "Automatic"?

Ideally, delete the job and add it again. Check that your numbering setup doesn't need to be reset as well before adding back the job (the next number may have incremented by one).  If you are not able to delete the job, then contact the Clients & Profits Help Desk.  

Q. I found a job that has no job number. What happened?

This is a very rare occurrence due to a network error, system crash, or some other error that prevents a job from being completely saved or deleted. Delete or close the job. Add a new job to replace the one with no job number. If orders, costs, or billings were associated with this job, then contact the Clients & Profits Help Desk.