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Working with Jobs, Shipments and Items

Working with Jobs

A Job essentially acts as a single project, client request or a new initial instruction from a client. This could be the shipping of works from art from a gallery to a customer, the installation of an interior design project to furnish a house or the management of a large inventory of long term storage. If a client has multiple project requests, you can open a new Job for each. This will allow you to keep your invoices separate for each of the different projects or requests.

To open a new Job

  1. Click Jobs on the left of the screen.
  2. At the top of the screen, click New to open a new blank Job.
  3. Set your Job details:
    Admin LocationShows which office will be handling the client request or project.
    AdministratorEnter the name of the individual from your office who will be handling this Job.
    DepartmentThe office department that is responsible for the Job.
    Reference Contact This could be the contact information for a client, or perhaps the address of an installation – whichever is most relevant to the Job and will make it as easily identifiable as possible. To set this, click Pencil beside the Reference Contact text box and select a contact from the pop-up list. Click OK to add their contact details to your Job.
    NotesIf you wish, you can add some Notes to your new Job. This isn’t essential, but can be any additional information or instructions relevant to the Job or the client.
    Jobs

Working with Shipments and Items

A Shipment acts as a recognisable grouping of Items required for a Job. Each Item is a single object; this could be a painting, sculpture or piece of furniture. Items can consist of multiple pieces. By arranging Items into Shipments, you have better organisational control over the Items required for a Job. For instance, if dealing with a large installation project, you can group your furniture Items into Shipment groups by installation phase, which allows you to break down the overall scope of the project. You can also invoice customers via Shipments so if you are exporting items abroad you can raise a new Shipment for each export and invoice each separately. You can have multiple Shipments for each Job, each containing multiple Items.

To add Shipments to a Job

Once you have entered the details for a new Job, you can start adding Shipments. To do this:

  1. Click Jobs on the left of the screen and select a Job from the list.
  2. Click Next at the right of the screen to access to the Shipments list.
  3. Click New (Next) to create a new Shipment.
  4. Review the Shipment details, and make any changes required:
    NumberBy default, the software will set the next available Shipment number. Remember, two Shipments cannot occupy the same number in a single Job.
    ReferenceType a Reference that is memorable as this will help you identify your Shipment later – for instance, enter “Export to New York” if your Shipment contains Items being exported to New York.
    AdministratorSelect the name of the individual from your office who will be handling this Shipment.
    MethodRecord the method used to transport the Shipment (if the Shipment needs to be moved)
    Inventory CategorySelect a category.
    Insurance Details Insurance Class Insurance Destination Show whether the Shipment is insured. You only need to set an Insurance Class and Insurance Destination if the Shipment is insured.
    Consignee Record details of the person or location to which this Shipment is being consigned to (if applicable). Click Pencil to select a contact from a pop-up window. The consignee’s details will be included on various reports so it is essential to select the right contact.
    PortThe sea port or airport this Shipment will be delivered to (if it’s being delivered overseas).
    Charge ToThis shows who will be charged for this Shipment and can be set by clicking Pencil next to Charge To and selecting a contact from the pop-up window.
    Agent Agent Notes This only needs to be set if your Shipment will be handled by an external agency at any time (e.g. delivery or export). You can set the agent’s information by clicking Pencil and selecting the agent’s contact details from the pop-up window. You can also attach any special instructions or notes for an agent to the Shipment by typing these into the box next to Agent Notes.
    General NotesIf you like, you can attach some additional notes or other special requirements to your new Shipment.
    Under the More tab you can additionally specify:
    Consolidation - NotesIf the Shipment is being consolidated record any notes that should appear on consolidation paperwork.
    Mangement - Set Shipment as (Not) To Invoice Sometimes a Shipment is created for the purpose of organising Items under which an invoice will never be raised. In this instance click on Shipment Not To Invoice.
    Jobs

To add Items to a Shipment

Once you have completed the Shipment details for a Job, you’re ready to start adding Items to that Shipment. To do this:

  1. Select a Shipment, and then click Next to go to the Items list.
  2. Click New (Next) to create a new Item.
  3. Review your Item details, and make any changes required:
    NumberBy default, the software will set the next available Item number. Remember, two different Items cannot occupy the same number in a single Job.
    DescriptionType any memorable description of the item that will make it easy to identify later – for instance “1 x Black leather sofa” or “Bird by Jackson Pollock (reproduction)”.
    Supplier Whoever is supplying the Item (e.g. a furniture designer, for an interior design Job). Click Pencil next to Supplier and select the contact details from the pop-up window. If you are supplying the Item directly, then you can leave this blank or enter you own contact details.
    No. PiecesThis is the number of pieces that an Item is made up of. This figure is a total of the number of pieces entered in the Item’s location(s). For example, if a lamp is made up of a base, a lamp shade and the lamp itself, it would consist of 3 pieces. This allows you to keep track of the Item and make sure it arrives complete.
    Circa Origin Approximately when and where the Item piece was produced. This mainly affects antique pieces and artwork, but can affect modern pieces too.
    Proximity ref.This shows where the Item needs to be placed in a space, e.g. a room, or the description of an area of a room.
    Item on Bond or TIIf the Item is on a bond or temporary import account, check the box. Items on bond or temporary import will not be subject to import taxes as they will not be staying in the country; this can affect the invoice later. Further details can be typed into the TI/Bond Reference box.
    Insurance GroupSelect whether the Item is insured.
    CurrencySelect the currency that the Item’s value transaction is in.
    ValueEnter the value of the Item.
    NotesIf required, you can enter some general notes regarding the Item.
    Condition ReportThe Condition Report provides a general record of the condition of an Item and can be used to identify any possible damage done to an Item during transit. These notes will be attached to the Item later.
    Jobs

To identify and open existing Jobs, Shipments, and Items

You can find your Jobs list by clicking Jobs on the left of your screen at any time. If you have been editing your Shipment or Item lists, then you may need to click Jobs at the top of the screen to return to your Jobs list.

In the Jobs list you will find all the Jobs you have opened, and can select an existing Job by clicking on it. The best way to identify a Job is by the Number or Reference Contact.

Alternatively, you can start typing any information into the search box at the top of your screen and this will filter the Jobs in the list.

Once you have selected a Job, click Items at the top of the screen to see the list of Shipments that exist under that Job. You can select Shipments in the same way you can select Jobs on the previous screen – by browsing the list or by using the search bar at the top of the screen.

Once you have selected a Shipment, click Items at the top of the screen to see the list of Items in that Shipment. Again, you can select Items in the same way you can select Jobs and Shipments on the previous screens – by browsing the list, or by using the search bar at the top of the screen.

Jobs

To edit existing Jobs, Shipments and Items

Once you have selected a Job, Shipment or Item, all the details are editable and can be changed in the same way you originally entered the details.

status

All Eos services are running normally

We are pleased to report that the earlier issues with Eos Publish have been resolved.

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