JAQ Glossary of Terms

Customers

You create quotes and jobs for customers. You can also send them invoices, and take care of their equipment maintenance.

Suppliers

You purchase items using Purchase Orders from Suppliers, including materials, stock, services.

Couriers

If a supplier is flagged as a Courier, when you create a delivery or shipping docket, they can be selected. You can also set the "Preferred Courier" up for customers if they have a preference.

Employees

The list of people working for your business. Each employee can be configured to have different access to JAQ, limits on what they can do. JAQ can keep track of their training, licence's, hours and holidays.

Quotes

A quote is raised for a customer. JAQ is used to create, price and send the quote. Once the customer gives the go ahead, we create a Job from the Quote. The Quote number and Job number are independent, as one quote could be used for more than one job number. Quotes have a prefix of Q, eg Q1234

Jobs

You can have Customer jobs, and Internal jobs. Customer jobs can be created from new, copied from an existing job, or from a quote. The Job Card in JAQ will display all costs, purchases, hours, files, budget and summary. Jobs have a prefix of J, eg J1234

Sub Jobs

Sub jobs are parts of a full Job. We create sub jobs to break up the costs and help schedule the steps of a parent job. Chargeable items ( hours, stock, purchases ) can be booked to sub jobs. Sub jobs are numbered using the parent job number followed by a dash and number, for example J1234-1, J1234-2.

Internal Jobs

Jobs that are not charged to a customer. For example, training, cleaning, maintenance. In JAQ every cost goes to a job, be it customer or internal.

Deliveries

Used to send items to the supplier.

Shipping

Used to send items to a supplier, and it would be returned. Eg, send brackets off to get power coated.

Invoices

Raised from a customer job, the bill for our work.

Timesheets

At the end of the day, or during the day, employees record their time sheets. They record the hours and charge rates spend on jobs, book consumables, read messages. Time sheets also record when an employee clocks in, goes off site, takes a lunch break, and clocks off. The hours booked out to jobs are displayed on the job card as costs.

Booked Hours

The hours an employee has booked out to jobs. Booked hours record the time taken, overtime rate, the charge code, and job number. These are filled in on the Time Sheet pages

Booked Stock

Stock that has been booked to a job. This includes the job number, quantity, stock code, and price range. JAQ can also ask for a batch number, if required

Cost Price.

How much a purchased item, stock item, fee, charge code is costing your business. This cost should include overheads, wages, etc See Sell Price

Sell Price

How much your business sells a item. stock, fee for. JAQ can automatically apply markups to purchased items, and you can set sell prices for fee's and labour rates. See Cost Price.

Account Codes

Account codes ( Chart of accounts ) are codes used by your account system to categorise income, expenses, cost of sales, etc. You can use your accounting system codes in JAQ, or create your own. Examples - 4020 Labour Income; 5000 Purchases; 6600 Office Supplies. JAQ use account codes to generate reports and export data to your accounting system..

Fees

A Fee is a service you would charge the customer for. eg Call out; Labour; Repair; Welding; Consultation; Office work. Each fee has a account code, and cost price, sell price.

Charge Codes

When an employee books time to a job, they select a charge code. For example, WEL for Welding, FAB for fabrication, LAB for labour, TR for training. Each charge code has a cost price, sell price, and is dependant on their overtime, so the costs for overtime can be factored in.

Purchases

When items need to be purchased from suppliers, we raise a Purchase Order ( PO ). These could be called Bills in other systems, they are the same thing. Every PO needs a supplier ( from JAQ supplier list ), and a job ( internal or customer ).

Price Request

If you want to get a price before placing a purchase order, you first create the purchase, and tick the box "Price Request". This will format the PO as a Price Request, which is then sent to the supplier. If the returned quoted price is ok, you can untick the Price Request option and it becomes a Purchase Order.

Bills

In JAQ Bills are the same as Purchase Orders.

Stock

In JAQ we have a stock register, a list of all stock items we would use in a job. Each stock item has a cost price and several sell prices, depending on how you want to markup stock for different jobs, quantities, etc. The stock can exist, or can be purely for costing a job or creating a quote, the items then ordered in as needed. Employees can book out stock to a job, and its costs will be displayed on the job card. JAQ can keep track of how much stock is in stock as items are booked out or ordered in.

Stock Orders

Stock Order's are purchases where the items purchased go into stock. Each stock item has records of the supplier, the supplier code, minimum order quantity, etc. When a stock order is received, JAQ will update the stock quantities.

Products

Also called Kits. A collection of fees, stock and purchases items bundled together to make a Product. Each product has its own unique name and total price, and can be expanded into its individual items if needed.

Registers

Document Register. Location of documents, online documents, version tracking.

Equipment Register. Equipment details, maintenance planning and history.

Test and Tag. Electrical test and tag recording

Incident. Accidents and incidents, preventative action and follow up.

Risk Assessment. Assessment of risks, preventative action implementation and subsequent risks

Hazardous Chemicals. Storage, Safety Data sheets for any hazardous chemicals

Employee Licence's. Inductions, licence's, renewal reminders.

Print Templates

Templates you create for printing Jobs and Sub Jobs. You can have many different templates, you select the template to use when printing the job or sub job.

Quote/Job Templates

A list of line items ( Fee's, Stock, etc ) that is put together as a template for when you add a new Quote/Job. Similar to Products/Kits. You can create as many templates as you need, and they can also be used for Sub Jobs

Rosters

Dictates when an employee goes into overtime. Can be configured for day of the week, day or night shift. JAQ has capacity for 10 different rosters. You can have different employees on different rosters.

Surcharges / Discounts

Surcharges or discounts are added to the job invoice. They are separate from the job price and any reports relating to job price, eg GPM%.

Extra's

Extra's are items the employee can add to their time sheets, separate from hours or stock booked to jobs. Examples of Extras are Forklift usage, Vehicle pre check.

Casting

Some pages in JAQ will let you use your phone to upload images to the JAQ job/quote folder. From JAQ, you click a button, then take you phone and use that to take/upload the photo

Labelled Images

You can upload a photo into JAQ and places markers and notes onto the image. These could indicate points of interest on the image

JAQ Folders

For every quote, job, employee, etc, JAQ creates a folder on the network drive. This is a fixed structure so you will always know where to find files. These folders can be opened from within JAQ, or via My PC.

Folder Templates

When you create a new quote or job, JAQ will create a folder for that quote/job, and then grab any folders you have created from a folder template location. This could be for things like Q/A files, cad files etc.