Convert Job

The Convert Job function is available in two places within SingleOps - the Jobs page (red Convert Job button) and the Contract Segment page (white Convert to Job button). This article will cover the former function of Convert Job.  For more information regarding Contracts, please refer to our Knowledge Base articles on that topic.

The Convert Job button's main function is to change an existing Proposal or Active Job in a way that is not permitted through editing a Job. Please note: many changes can be made to Jobs through the Edit Job button, and it is best to pursue that route whenever possible.  However, there are some changes which cannot be made this way. The Convert Job feature was designed to apply these types of changes without having to recreate the Job entirely.

Tips and Best Practices for using Convert Job

  • Convert Job replaces the Job being Converted. Using the Convert Job function deletes the Job on which "Convert Job" was clicked, and replaces it with a new Job using the same Job Number. 
    • For example: Active Job #138 was set up wrong and User Sam needed to Convert it.  She clicked "Convert Job" and set the Job up the way she wanted it. Then Sam saved this Job as an Active Job. Sam navigated to her Active Jobs page and saw that Job #138 was replaced with the attributes she selected during the Conversion.
    • Many users have Converted Jobs when they meant to Duplicate a Job. If you want to duplicate a Job, select the Duplicate button at the upper right of the Job.  This will ensure the Original Job and Duplicated Jobs both remain in SingleOps.
    • Whenever possible, use the Edit Job button to make changes to Jobs.  We recommend reserving use of the Convert Job button for occasions when there is no other choice because it is disruptive, especially for those Jobs on which work has already begun.
  • Payments are deleted when Converting a Job, and must be reapplied.  This is a straightforward process when the payment method was check or cash. But if the payment was on a Credit Card, the paying client will need to be contacted to run the payment again, as the Credit Card payment cannot be maintained through conversion. If you cannot do this, duplicating the Job and dividing it by the already paid portion vs. the unpaid/future portion may be a better option.

When to Use Convert Job

Convert Job can be used to fix these Job-level issues:

1. Job Type: A One-off Job should have been a Recurring Jobs (or vice versa) 

  • If a created Proposal or Active Job was set up incorrectly as Recurring or One-off, converting the Job is a way to correct this. The Job Type can be changed in the initial Convert Job page.

2. Invoice Type: A Job's Fixed Schedule Invoicing should have been Per Visit (or vice versa)

  • If a Recurring Proposal or Active Job was set up with the wrong Invoice Type, converting the Job is a way to correct this. The Invoicing method can be changed in the initial Convert Job page.

3. Estimation Method: A Recurring Job was Estimated Using Per Visit instead of Contract Total

  • A Recurring Job was created using the Estimation Type: Per Visit instead of Contract Total. This can be spotted when all of the Visits on a Job seem to be displaying extra Line Items which weren't intended, as each Visit contains the same Line Items.
    • Per Visit Estimation - On Jobs estimated using Per Visit, all Visits will contain the same Line Items (for example, Mowing and Pruning).  Visits on Per Visit estimated Jobs should not be edited or added to.  If you realize once the Job is in progress that various Visits should contain different Items, Converting the Job may be a viable option for you.
    • Contract Total Estimation - Jobs estimated using Contract Total may be fixed to resemble Per Visit without Convert the Job by adding "Annual Total" to each applicable Line Item on the Job.  If using, the Quantity of the Line Item should be adjusted to include the Total which should be divided among each Visit on the Job (for example, a monthly pruning of 2 hours should have an Annual Total quantity of 24 hours). mceclip0.png

How to Convert a Job

Prior to Converting, take these steps to prepare for the Conversion process:

Save Edit Job Page

    1. Open the Job to be converted and select Edit Job. 
    2. Print the Edit Job page as a PDF (for reference during Conversion) with settings:
      • Landscape orientation
      • Legal size paper
      • Scale: 60%
    3. Close the Edit Job Page
    4. Open the saved PDF file to make sure it's legible and contains the full Job

Save Job Show Page

    1. Navigate to Job Show for this Job only (search for Job number at the top, then click on applicable Job)
    2. Expand the Invoices, Tasks, Notes, and Custom Input sections
    3. Print the Job Show page as a PDF (for reference during Conversion) with settings:
      • Landscape orientation
      • Letter size paper
      • Scale: 60%
    4. Open the saved PDF file to make sure it's legible and contains the full Job

Save and/or Refund Payment Information

  1. If payments have been applied to Invoices, these will be deleted during Conversion
  2. Open each payment record, and save the payment data by either taking a screenshot or printing as a PDF
  3. If a Credit Card was used for payment, it is best to contact the paying Client prior to the Conversion to explain the process.  Credit Card payments should be refunded. Then, following Conversion, the Client will need to pay via Credit Card again.

Data Loss Warning

These changes will cause the Job structure to change drastically, and may change or delete the data entered on the Job:

    1. Job Type - One-off vs. Recurring
    2. Invoice Type - Per Visit vs. Fixed
    3. Visit Frequency - Standard (monthly, weekly, etc.) to Custom
    4. Estimate Type - Per Visit vs. Contract Total
    5. Billables Type (Fixed Invoice Only) - Per Visit/Invoice vs. Contract Total

Converting the Job

The Convert Job button can be found at the bottom of the Job Show pages for Jobs in the Proposal, Active, Completed, and Approved Stages (see GIF below).

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Selecting the Convert Job button will result in this Confirmation page. Notice the warning includes deletion of the current Job.

Converting a Job cannot be reversed. 

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If Payments have been applied to Invoices on the Job being converted, these will be deleted when the Job is converted, and the warning pop up window will appear as:

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After confirming the Job Conversion, a New Job page will appear with the following changes:

  • Any Payments on the Job are erased (note: any synced Payments from the original Job  should be deleted manually in Quickbooks)
  • All Visit Stages (including Rejected) will revert back to Proposed or Active, matching the stage selected for the new job except Approved Visits.  Approved Visits will remain in the Approved stage.

Completing the Conversion 

  1. Continue by making changes to the Job, as needed.
  2. Keep in mind the types of changes listed above which may cause data loss on the Job, and refer back to your saved PDF files in order to add lost data back to the Job.
  3. Once the Job is set up as desired, Update and Close the Converted Job to save it. 

 If you find that during the Conversion (prior to saving), you want to abort this process, simply select Cancel at the bottom of the page and the original Job will remain intact.

After the Conversion

  1. Refer to the saved Job Show page for Visit Completion
  2. If necessary, Complete and/or Approve the Visits which have already been finished
  3. If necessary, pay any Invoices which were paid prior to the Job Conversion using the saved payment information

 

 

 

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