Entering Data in the Current Jobs File
Entering Data in the Current Jobs File
Lien Program® Current Jobs File
The Current Jobs File is where you will enter all of your job information.
First thing you will notice is the tab sections on the upper part of the Current Jobs Entry Screen. To get to a different page just click on the tab and the program will bring up that page.
On the right hand side of the current jobs file is a selection of buttons that pertain to the Current Jobs File. If you hold your mouse cursor over any of the buttons it will display a brief description of the button. The Print button, when used, will bring up a selection of notices and forms that you can print for the particular file you are in. Once you select a notice or form the program will take you to another screen were you can edit or input more information as needed.
Note: You will notice that there are no save or edit buttons any were in the Current Jobs File. That’s because the program will automatically save any information you put in any of the fields, once you leave a field it is immediately saved. When you ‘Add’ you immediately add a blank record.
Section 1: Customer Page.
Step 1: Click on Add on the right hand side of the Current Jobs File. This will assign the record a new number and you can start entering your job information. After you have done this please tab down to the next record do not enter.
Step 2: Select your company. The program will automatically default to the first company in the Company Setup page usually the one you entered upon setting up the Lien Program®. Once again please tab down to next field
Step 3: Enter your Job Number. This can be numeric or Alpha or both. If you don’t use job numbers consider using them this is a great way to track your jobs in the Lien Programs®. Your can also enter invoice numbers or sales codes. Please tab down to next field.
Step 4: Enter Customer Number. You can enter already existing numbers from your own customer system. Please tab down to next field
Step 5: Enter Customer Name. Please tab down to next field.
Step 6: Second Line Customer. This field is if you need more room for a customers name or maybe a DBA. Please tab down to next field.
Step 7: Customers Address. Enter the customer’s address. Please tab down to next field.
Step 8: Customers Zip. This field is front of the City and State because once your enter the Zip the program will automatically search the built in Zip code database for the correct City and State. Once you enter the Zip Code hit enter and the program will insert the city and state, at this point a box will appear like the one below.
If you say yes to this the customer will be added to the reference list and can easily be located for easy entry at a later date. We suggest imputing every contact into your reference list. This will only save you time as you use the Lien Program®. If you do not want to build a reference database you can turn off the auto reference feature in the Lien Program® Defaults, page 8.
Step 9: Send Customer Certified and Certified Number. The Send Customer Certified checkbox is automatically checked for your convenience. The Certified Number is only a place for you to store the certified number form your green cards, it will not print on the notice. If you want it to print on your notices you can do this by pre-assigning numbers in the Lien Program® Defaults, page 3. Please see the Help files for more information.
Step 10: Joint Check Box. If you check this box the program will print on your Preliminary Notices ***JOINT CHECK REQUESTED***. If your do not want this to be printed on your Preliminary Notices do not check this box.
Step 11: verfiy Box. If you check the verfiy Box the program will prompt you upon printing out a Preliminary Notice if you would like a verification form printed out as well.
Step 12: Paid Check Box. When you have gotten payment on the job check this box it will make a difference in the reports you can run through the Lien Program®.
Step 13: Marked Check Box. The Marked Check box is used to mark a particular record for certain tasks in the Lien Program®. Please read about marked records in the Lien Program® Help files.
Step 14: Monthly Release Check Box and Release Cycle. If you check the monthly release box and then put in a cycle date such as the 10th or the 5th of the month, this will give you the ability to batch print your release by cycle date. Usually reserved for Suppliers.
Step 15: AR Number and PO Number. These are fields for you to enter cross-referencing information for your jobs.
Once you have entered the appropriate information click on the Project page to continue.
Section 2: Project Page
Step 1: Project. This is name of the project you’re working on or supplying materials or equipment for.
Step 2: 2nd Line Project. More room for the Project Name.
Step 3: Address. The project address.
Step 4: Zip. The project zip code. After you input this number hit enter and the program will insert the City, State and County automatically.
Step 5: APN. This stands for Area Parcel Number. If you have the Street address this number is not needed. But in some cases such as new developments this is the only number you have.
Step 6: Public and Federal check boxes. The file is defaulted to a private, commercial job until you check either public or federal. This will make a difference in the forms you print out.
Once you have entered the appropriate information click on the Owner Page to continue.
Section 3: Owner Page
Step 1: Owner. The Owner of the Property. If there is more then one owner you can insert multiple owners under Other Legal Parties on the Customer Page.
Step 2: 2nd Line Owner. More room for the owner’s name.
Step 3: Street. The street address or P.O. box of the owner.
Step 4: Zip. The Zip code for the mailing address. Once you have inserted this number hit enter and the program will insert the City and State automatically and will ask you if want to add to Reference list.
Step 5: Contract Number. The contract number with the owner. In most cases you wont have this and that’s okay, its only there if you need it.
Step 6: Send Owner Certified check box and Certified Number. This is the same as the Customer Page.
Once you have entered the appropriate information click on the General Page to continue.
Section 4: General Page
Inputting information here is basically the same as entering the information on the Owner and Customer page. If your General is also your Customer we suggest you listing them on both pages to eliminate confusion at a later date. It also helps to fill in all the information you can to eliminate empty spaces on your forms.
Once you have entered the appropriate information click on the Lender/Surety Page to continue.
Section 5: Lender Page
Inputting information on the Lender or Surety page is once again basically the same as entering information on the Owner or General page, with the exception of the Bond Number or Load Number instead of a Contract Number.
Once you have entered the appropriate information click on the Dates and $ Page to continue.
Section 6: Dates and Dollars Page
The Dates and Dollars page is a way for you to track dates and money on your job.
Step 1: Date Began. The date you first supplied or did work on the project.
Step 2: Date Ended. The date you stopped supplying or doing work on the project.
Step 3: Complete. The date the General finished his work on the project.
Step 4: Notice of Completion. The date the Notice of Completion was filed.
Step 5: Last Call. This will tell the last time you did any work on this file.
Step 6: Next Call. You can schedule this file for review for a particular date here. Click on find and this will bring up a calendar or enter a date. The Lien Program® is automatically defaulted to sort by Next Call date. When you go into the file on the date you have scheduled this will be one of the first files waiting to be looked at.
Step 7: Preliened Date. When you print out a Preliminary Notice the program will insert the date automatically. You cannot enter or change the Preliened Date field.
Step 8 Estimated Amount. This is the estimated amount of your job. What you put here will print out on your Preliminary Notices. If you put nothing here then 0.00 will print on your Preliminary Notices.
Step 9: Entry Date. The date you created this file. The program will automatically assign this for you.
Step 10: Balance Due. The Balance due on your completed job. This is for reference only but can be pulled up in the case of a Lien.
Step 11: LR Type and LR Date. The type of Release or Waiver you print out and the date you did them.
Step 12: Other Charges. Such as filing fees, lawyers fees and interest in the case of a Lien filing.
Once you have entered the appropriate information click on the Lab/Mat Page to continue.
Section 7: Labor and Materials Page
The Labor and Materials Page are available for extensive information on your job. It is not a requirement in most states, but some companies like to break it down in great detail and that’s what this page is for. If you enter information on this page the program will print on the Preliminary Notice “Exhibit C” Attached and this page will print out as a exhibit C.
Once you have entered the appropriate information click on the Property Page to continue.
Section 8: Property
This page is similar to the Labor and Materials page; it is reserved for extensive information on the Property. Once again it is not a requirement, but some companies due go into great detail and this page is available for such a use. If you enter information into this page the program will print, “Exhibit A Attached” on the Preliminary Notice and will print out an extra page with your information on it.
Once you have entered the appropriate information click on the Trust Page to continue.
Section 9: Trust Fund Page
This page is reserved for Union Trust Fund information. Once again just type your information in the page and the program will make print out your information automatically. If you have to give your information on every job you can set up the program to print out this information on every job automatically. This can be done thru the Company Setup page. Go to the Lien Program® Help file for details on this. If Trust Funds exist they will print out as Exhibit D in your documents.
Once you have entered the appropriate information click on the Notes Page to continue.
Section 10: Notes Page
This page is reserved for your Job Notes. In addition, if the “Add Notes Check Box is checked on page 8 of Lien Program® defaults every Notice or Form you print out will be logged here as well as the date you printed it. You can also keep detailed notes on your job. Just type your information here. This information will not print out on any of your notices or forms with the exception of the Record Form you can print out that will give you a print out of all the information you have entered here.
Section 11: Completion
As we stated earlier in this document once you enter information in a field and then leave the field the information is automatically saved. You can always go back and edit the information easily and quickly once again without the edit and save keys. You will find in using the program that some of the fields and pages you will not need on a daily basis if ever, but they are there if you ever need them. But the more information the better the chances of prevailing in a court action.
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