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Job Req Training

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  1. Scan in the Job Requisition form
    1. After scanning, go to Spectrum -> Document Imaging -> Batches 

    2. Click New Batch, select Other Batch Type, and tab through then click Ok. 

    3. Click the document image expanding arrow at the top right and drag the scanned document into the grey box over where it says “This transaction has no documents.  Click Attach or Batch to add documents”.  Wait for the upload to finish

  2. Open the Job Requisition Module. 

    1. Inventory Control -> Data Entry -> Job Requisitions

  1. Enter the Job Requisition number and job number, then tab through until the main box appears where you can start adding items.  If the requisition sheet came from the Big Sky shop, change the default warehouse to BIG SKY. 

  • For all Service jobs, enter 4 for the job.   

  • For all T&M jobs (There will typically be a 6 digit job number written on the requisitions for these.  That is the work order number) enter job 38258. 

 

 

  1. Type in the item code (you can use the drop-down menu to search for items if you don’t know the item code.  The master spreadsheet also has the item code listed next to each item) then tab through to the Order quantity and enter the quantity.  We do not want any shipped quantities yet and the module should not let you enter a shipped quantity unless the status at the top is set to Shipped. 

  • If you have a return, type a negative quantity here. 

  • If there is no item code associate with the material, type MISC! for the item code.  After the ‘!’, type a brief made up code.  Reference the Item Code guide for help designating a code.  Tab to the description field and type a brief description of the item including the fitting size or material where applicable. 

  1. Tab through to the Phase and enter the phase code.  You can use short-hand for the phases, but you have to do so in a certain way.  For example, if you enter 71 for gas piping it will not work since the full phase code in Spectrum is 71-7100.  Therefore, you have to enter 7171 as shorthand before it will accept (it fills out the rest of the 6 digits of a phase code as 0’s and adds the hyphen).  You can use the dropdown arrow and search a phase code as well. 

  • For Service jobs, the phase will always be 000004.  

  • For T&M jobs, the phase code will change for each department.   

  1. AIA Phase – 99-0001 

  1. Bozeman Residential – 99-0002 

  1. Heat – 99-0003 

  1. Big Sky Residential – 99-0032 

  1. Tab through until the next line and finish entering all the items. 

  1. Attach the scanned copy to the job requisition. 

  1. Once all the items are entered, you need to attach the image that you scanned and batched earlier to the job requisition.  Click the document image expanding arrow at the top right and then click “Batch” at the top of the grey box that appears.  Select the batch that you created earlier and click Ok. 

  1. If you’ve been attaching each image as you go, the first image that appears will correspond to the job requisition that you’re on.  If they’re out of order you need to scroll through the images and find the right one.  Click on the image at the right and a box will appear around the image that you just clicked.  With the image selected, click the green arrow that attaches the image to the job requisition

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  1. Print the completed job requisition. 

  1. Close the document imaging tab by clicking the expanding arrow that’s pointing to the right now.   

  1. Click Form at the top bar of the job requisition.  Then click preview.  The page that pops up is what you will print and staple to the physical job requisition. 

  1. Close out that screen and you should be able to continue to the next job requisition. 

  1. Sort the completed requisition forms by Project Manager and leave them for Eric to review.