Materials in jobs are meant to provide help with pricing and estimating a new job. This function will maintain a record of the materials and labor used on a job. The materials are not billable and do not show on the bill if you bill out of CLIP. If you use qCLIP, you have the option to send materials items over to QuickBooks for billing.
Setting Up Materials In Jobs
Click Customer List or Files>File Maintenance. Choose a customer, and then click Jobs. Once the job detail has been entered, click on the Materials/Job Costs tab. Materials/Job Costs tab can be used to hold the parts and labor that goes into a job.
On the main screen of CLIP, either click System>Chemical/Materials>Materials in Jobs or click the Maintain Materials three dots button on this screen to access the master material list.
Name: Name of the material.
Stock Type: Most people will use the 'parts' selection for materials.
Qty Type: What the item is measured in.
Track: Track this item for the special chemical report.
Labor: Select this if the material item is labor. If time is selected, it adjusts the man hour rating in the job.
QTY=Area: This setting can be used in two ways. One way is to count actual physical materials (sprinkler heads, pavers, etc.) used. In this case DO NOT CHECK the box. Also, if the actual material being used depends on the area of the property (chemicals, fertilizer, etc.) then checking this box ensures that the quantity will always come from the area of the job. When we have a job that is 10,000 square feet, we can add this item and it will figure out the quantity needed automatically.
Unit Cost: The cost to us. What you pay your vendor for this material Item.
Unit Price: How much are you charging for this material item.
Divisor: The divisor is the answer to the question, "How many square feet can one unit do?" i.e. 1 gallon can do x # of sq ft.
Active Ingredient Multiplier: This is optional. This is used for a particular report that is only used in a few states. You can enter the amount of active ingredient as a decimal that is contained in the Qty field. For example, if it is applied as gallons you might have .23 active ingredient.
Unit Meas if Active Ingred.: This is optional. It is used for a particular report that is only used in a few states. Allows you to define how the active ingredient is measured.
Item: You will only have this option if you use qCLIPxe. Select the item you want the materials coded to.
Class: You will only have this option if you use qCLIPxe. This is only used if you use class accounting in QuickBooks (most companies do not). Select the Class you want this material coded to.
Transfer to QB: You will only have this option if you use qCLIPxe. You can choose to NOT send this over to QuickBooks at all. Send it to QuickBooks and reduce the quantity (useful if you use QuickBooks for inventory) and bill the material on the customers bill.
Once you have set up the materials list in the maintain materials section, you can now begin to add it to the job.
Click Add to begin adding materials in jobs.
This will give you an available list of parts and labor to choose from. For the first material that you add to your job, click the find button.
Click on the material you want to add and then click select.
On the Add A New Job Detail Item screen, click Add in order to keep the screen open to add a second material. Click Save if this is the only material that you need to add to the job. From the screenshot above, we clicked Add on the Team Pro part name. The screen stayed open in order to add a second material to the list.
Notice the second material in the list in the above screenshot shows the Qty already filled in because we are using Qty=area.
This material is taking the job area as the Qty. The first job in this list has the labor option checked. This is why you see numbers at the bottom of the screen for labor and material. You can use the difficulty factor at the top under the job default difficulty to lower the price. Simply enter a number that will subtract the price of the unit. If you enter .9 or .8 in the job default difficulty, it will subtract approximately 10% from the price.
If Auto Update Material Cost is checked, CLIP will automatically update the material cost on the job detail tab based on the job area. If Auto Update Charge, Man Hours, and Material Cost is checked, CLIP will automatically update the Charge Per Job, the Man Hours, and the Material Cost fields on the job detail tab. This makes it simple to change the job area. CLIP will automatically change the amounts based on the which auto update option is checked.
For additional tips on creating materials/chemicals when entering pattern jobs, click the button below:
Printing Route Sheets with Materials
From Daily Routines menu, choose Route Sheets>Print Route Sheets or you can simply click the work orders icon on the main screen.
Under Step 1, Choose Options>Route Sheet Layout>select Route Sheet w/Materials in the drop-down menu.
Notice that the materials show up at the bottom, and the crew members can fill out how much they have used.
Record the Work
Click the record icon on the main screen or daily routines and click record the work. Under step 2, hit Record The Work and click the Mark Work As Done button. Look through the list of jobs to record as finished and locate one that you need to adjust materials, type R or Y on your keyboard.
For Programs/Rounds work, the button will say chemical tracking. Before you click material tracking, make sure you have the Qty This Time field entered with the amount of materials you used during this job. After entering an amount in Qty This Time, click the material tracking button.
Edit any materials used on the job here. CLIP will re-figure the costs and mark up. When you record it as done, it will be held in history.
Seeing Materials Used in History
Click customer list or files menu, and then file maintenance. Pull up a customer that you want to access history to view materials used on a job and click on the history tab.
From here, click the line and then edit the line in order to edit the details in the history. In order to simply see details, click See Detail so that it shows details on a job that you had previously posted with materials.
Click the Materials button at the bottom left corner of the screen.
This will display materials previously recorded.
Billing Materials ( QCLIPXE USERS ONLY )
This feature is only for QuickBooks users using qCLIPxe. Once a material was posting with a job, you will have the option to transfer the material on the transfer invoices to Quickbooks window. Click QuickBooks Functions and Transfer Invoices To QuickBooks or click Update QB button on the main screen.
Under Transfer Jobs To QB, click Choose.
From the screenshot above, Arbor Tree Service had material recorded and posted.