In this article:
Convert Job Overview
Where?
The Convert Job Button can be found on any Job page (Leads, Proposals, Active Jobs, Completed Jobs, Approved Jobs)
Why?
- 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. 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.
- The Convert Job button will allow you to create a new Job based on this Job's data and use the Job's same Job Number. It will delete the existing Job when you submit the new Job.
- For example: Active Job #138 was set up wrong so User Sam will Convert it. She clicked Convert Job and set the Job up the way she wanted it (see more example scenarios below) 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.
Why NOT?
- 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 not if the payment was on a Credit Card, post as Point of Sale or cash or check payment. 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 scenarios:
| Type |
Scenario |
Why Convert? |
||||
| 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. |
||||
| 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. |
||||
| Estimation Method | A Recurring Job was Estimated using 'Apply All Items to Each Visit' instead of 'Specify Items For Each Visit' |
|
Convert a Job
Before Converting a Job
Take these steps to prepare for the conversion process:
| 1. Save Edit Job Page |
|
| 2. Save Job Show Page |
|
| 3. Save and/or Refund Payment Information |
|
Data Loss Warning
These changes will cause the Job structure to change drastically, and may change or delete the data entered on the Job:
| Job Type | One-off vs. Recurring |
| Invoice Type | Per Visit vs. Fixed |
| Visit Frequency | Standard (monthly, weekly, etc.) to Custom |
| Estimate Type | 'Apply All Items to Each Visit' vs. 'Specify Items For Each Visit' |
| Billables Type (Fixed Invoice Only) | Per Visit/Invoice vs. Contract Total |
Converting the Job
The Convert Job Button can be found on any Job page (Leads, Proposals, Active Jobs, Completed Jobs, Approved Jobs)
Clicking the Convert Job button will popup the Confirmation page. Notice the warning includes deletion of the current Job.
*Converting a Job cannot be reversed.
*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:
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
- Continue by making changes to the Job, as needed.
- 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.
- 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
- Refer to the saved Job Show page for Visit Completion
- If necessary, Complete and/or Approve the Visits which have already been finished.
- If necessary, pay any Invoices which were paid prior to the Job Conversion using the saved payment information.
Comments
Please sign in to leave a comment.