Citation: © 2003 by Timberline Software Corporation. All rights reserved.


PJ Help notes for writers:

If notes do not appear on this page, click the Show/Hide icon in the Word toolbar.

•	The following line was added to the [Map] section of the PJ.hpj file:

#include <c:\Help\HM files\pj.hm>

•	Be sure you use the most current copy of the PJ.hm file from engineering.

\\devel\release\pj\versions\. I've also placed a copy in VSS.

 (They used to have a document that identified what the alpha sections in a What's This ID stood for, but I don't see it there now.)

•	For the drawing log entry grid only, the save process is different.

Error Messages

Error message for PJ UI and Print/Send, are in the Transmittals.doc because they are needed in JC's Help.

Error messages for other PJ features, such as RFIs and submittals, are stored in those .doc files.


Project Management Help--Version 8.3.25


What's This topics for the Submittal window:


Job

Accept the prefilled job or enter another job description for this submittal. The job prefills if you have selected the Use last job check box in PJ Settings (File Data Folder Settings).

Different ways to enter a job in this field


Closed check box

Select this check box if you are finished with this submittal, and it requires no further action. This enables you to create submittal reports and inquiries for closed and open submittals.

If the Actual finish date in the Schedule information section of the submittal is blank when you select this check box, it prefills with your computer's system date.


Spec. section

Enter a specification section number (up to 15 characters) for this submittal. Click [image] to select one from the drop-down list. You can also enter a new one. When you enter a new spec. section number, it is added to only this submittal. If you want to add a new spec. section and make it available for all documents, you must add it in Setup > Spec. Sections.

The title of this field may be different if you changed PJ Spec. Section in Custom Descriptions (File > Data Folder Settings).


Number

Enter a number or ID (up to 12 characters) to identify this submittal. You must enter a submittal number that does not already exist for a job and spec. section. Number prefills with the next number if previous enteries you made in Number were numeric and not alphabetical. After you save a submittal with an alphabetical character in its number, the automatic numbering feature no longer works.


Urgency

Select the degree of urgency for this submittal. Click [image] to select one from the drop-down list. You can run reports and inquiries based on submittal urgency.

The name of this field may be different if you changed PJ Urgency in Custom Descriptions (File > Data Folder Settings). You can also customize the contents of the Urgency list in the Custom Descriptions window.


Description

Enter a description (up to 100 characters) for this submittal.

When you select a submittal as an item for a transmittal in the Transmittal window, the entry in this Description field prefills as the transmittal item description.


Number of items

Enter the number of items (up to 999) that make up this submittal. This prefills with one. You can enter zero and positive numbers but not negative numbers.

In reports and inquiries, the total number of submittals for a job is the sum of the amounts in Number of items for all submittals entered for that job.


What's This topics for the Revision grid:


Entry grid icons

The icons displayed in the first gray column of entry grids indicate the status of individual rows.

Icon	Indicates
	The current (active) line.
	Where a new line can be added. This icon is displayed in the last line of the grid.
	That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

Note: You can delete a row by right-clicking in the first gray column of the row you want to delete. Select Delete Row from the shortcut menu and left-click.


[New Revision]

Click to enter revision information in the grid below.

The word "revision" in the title of this button may be different if you changed PJ Revision in Custom Descriptions (File > Data Folder Settings). There are two listings for PJ Revision. The first is for drawing revisions, and the second is for submittal revisions.


Revision

Enter a revision number or ID (up to five characters) to identify the submittal revision you enter in the grid. In the first row, Revision prefills with 0, and this row is intended to contain initial submittal information.

When you need to create a revision, enter revision information in a new row. For the next row you add, Revision prefills with the next number if the revision ID for the last row entered is numeric. You must have a revision number in the first row of the grid before you can save a submittal.

The title of this column may be different if you changed PJ Revision in Custom Descriptions (File > Data Folder Settings). There are two listings for PJ Revision. The first is for drawing revisions, and the second is for submittal revisions.


Received Due Date

Enter the due date for receipt of submittal materials for this revision. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, this date might be the date you expect to receive submittal materials from a supplier or subcontractor. If you are a supplier or subcontractor providing the submittal materials, you can leave this blank.


Received Date

Enter the date you receive the submittal materials for this revision. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, this date might be the date you receive submittal materials from a supplier or subcontractor. If you are a supplier or subcontractor providing the submittal materials, you can leave this blank.


Copies received

Enter the number of copies (up to 99) of the submittal materials you receive for this revision.

For example, if you are a general contractor, this could be the number of copies you receive from a supplier or subcontractor. If you are a supplier or subcontractor providing the submittal materials, you can leave this blank.


Sent Date

Enter the date you send the submittal materials for review for this revision. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, you might enter the date you send the submittal materials to an architect for review. If you are a supplier or subcontractor providing the submittal materials, you might enter the date you send them to a general contractor who is sending them for review.

When you enter a date here, the Transmittal check box beside the Sent to field below is automatically selected to indicate that this submittal is ready to be included on a transmittal (ready for transmittal). The check box is automatically cleared when you create and save a transmittal for this submittal and its Sent to contact. You can manually select or clear the Transmittal check box as needed. You must manually clear the check box if you remove the sent date.

For information on how this check box affects the default submittal filter in Transmittals (Documents menu), see How the filter works in the Select Submittals for Transmittal window.


Copies Sent

Enter the number of copies (up to 99) of the submittal materials you send for review for this revision.

For example, if you are a general contractor, this might be the number of copies you send to an architect. If you are a supplier or subcontractor providing the submittal materials, this might be the number of copies you send to a general contractor who is sending the materials for review.


Returned Due Date

Enter the due date for the return of the review results for this submittal revision. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, this might be the date you expect to receive the review results from an architect. If you are a supplier or subcontractor providing the submittal materials, this can be the date you expect to receive review results from a general contractor.


Returned Date

Enter the date that the review results for this revision are returned. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, this might be the date you receive the submittal review results from an architect. If you are a supplier or subcontractor providing the submittal materials, this could be the date a general contractor returned the submittal review results to you.


Copies Returned

Enter the number of copies (up to 99) of the submittal review results returned.

For example, if you are a general contractor, this might be the number of copies of the submittal review results returned by an architect. If you are a supplier or subcontractor providing the submittal materials, this might be the number of copies of the submittal review results forwarded to you by the general contractor.


Status

Click [image] to select the status for this revision. You can choose Approved, Approved as noted, Rejected, Return as corrected, or Revise and resubmit. You can run reports and inquiries for submittals by their status.


Forwarded Date

Enter the date you forwarded the review results for this submittal revision. When you click this cell, the calendar icon appears to the right, and you can pick a date from it.

For example, if you are a general contractor, this might be the date you forwarded the submittal review results to the supplier or subcontractor who provided the submittal materials. If you are a supplier or subcontractor providing the submittal materials, you can leave this blank.

When you enter a date here, the Transmittal check box beside the Forwarded to field below is automatically selected to indicate that this submittal is ready to be included on a transmittal. The check box is automatically cleared when you create and save a transmittal for this submittal and Forwarded to contact. You can manually select or clear the Transmittal check box at any time.

For information on how this check box affects the default submittal filter in Transmittals (Documents menu), see How the filter works in the Select Submittals for Transmittal window.


Copies Forwarded

Accept the prefilled entry, or enter the number of copies (up to 99) of review results you forwarded for this submittal revision. If you entered a number in Copies to forward on the job setup (Setup > Jobs > Scope/Documents tab) for the job entered on this submittal, it prefills here.

For example, if you are a general contractor, this might be the number of copies of the submittal review results you forwarded to the supplier or subcontractor who provided the submittal materials. If you are a supplier or subcontractor providing the submittal materials, you can leave this blank.


Remarks

Enter any notes (up to 100 characters) about this revision.


Revision Start Date

Accept the prefilled entry or enter the date this revision begins. When you enter or edit information in the first revision row, the revision start date prefills with the first date found after searching the date fields in the order listed below:

  1	Actual start date of the submittal.

  2	Required start date of the submittal.

  3	Earliest of the following dates in the revision grid: Received Due Date, Received Date, Sent Date, Returned Due Date, Returned Date, Forwarded Date.

Additional revisions that you enter prefill with your computer's system date.

This date is used for calculations on reports and inquiries.


Revision End Date

Accept the prefilled entry or enter the date this revision ends. When you enter a new revision, the revision end date for the last revision entered prefills with your computer's system date. You can change it as needed.

When you select the Closed check box, if the revision end date for the last revision is blank, it prefills with your computer's system date. If you clear the Closed check box and a date exists in Revision End Date, the date remains and is not cleared.

This date is used for calculations on reports and inquiries.


What’s This for the Distribution section of the submittal window:


Received from

Enter the company or person contact (up to 64 characters) who provides the submittal materials for review. For example, if you are a general contractor, this might be a supplier or subcontractor. If you are a subcontractor or supplier providing the submittal materials, you can leave this blank.

The entry you make in Received from prefills in Forwarded to below.

Ways to enter a contact


Received from Drop-down icon What's This Help topic below:

Currently it's Help ID 120_100. When tracker 53575 is fixed, it will correct the two different IDs that this drop-down icon has. When the tracker is fixed, it will assign the Job field's ID to this icon, so the Job What's This will display when you click the icon. At that time, we can remove this topic and those aliased to it from this file.

Per Steve S. this won't make it into the Columbia release.

Aliases:

122_100=120_100

124_100=120_100

126_100=120_100


Opens the contact list for the job entered on this document. Select a contact. Job contacts are set up in Setup > Jobs > Site/Contacts tab. If you add a contact here that is not on this job's contact list, it will be added.


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the Received from field.


Sent to

Enter the company or person  (up to 64 characters) you send the submittal materials to for review. For example, if you are a general contractor, you might enter an architect. If you are a supplier or subcontractor providing the submittal materials, you might enter a general contractor.

If you entered a submittal Sent to contact in Setup > Jobs > Scope/Documents tab for the job entered on this submittal, it prefills here. You can change the prefilled entry.

The entry you make in Sent to prefills in Returned by below.

Ways to enter a contact


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the Sent To field.


Transmittal Sent to check box

If you enter a date in Sent date in the revision grid above, this check box is automatically selected to indicate that this submittal is ready to be included on a transmittal (ready for transmittal). The check box is automatically cleared when you create and save a transmittal for this submittal and Sent to contact. You can also manually select or clear this check box at any time.

For information on how this check box affects the default submittal filter in Transmittals (Documents menu), see How the filter works in the Select Submittals for Transmittal window.


Returned by

Enter the company or person (up to 64 characters) who returns the submittal review results. For example, if you are a general contractor, you might enter an architect. If you are a supplier or subcontractor, you might enter a general contractor.

Returned by prefills with the Sent to contact above. You can change the prefilled entry.

Ways to enter a contact


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the Returned by field.


Forwarded to

Enter the person or company (up to 64 characters) to whom you forwarded the submittal review results. They also provided the submittal materials for review. For example, if you are a general contractor, you might enter a supplier or subcontractor. If you are a supplier or subcontractor, you can leave this blank.

Forwarded to prefills with the Received from contact above. You can change the prefilled entry.

Ways to enter a contact


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the Forwarded to field.


Transmittal Forwarded to check box

If you enter a date in Forwarded date in the revision grid above, this check box is automatically selected to indicate that this submittal is ready to be included on a transmittal (ready for transmittal). The check box is automatically cleared when you create and save a transmittal for this submittal and Forwarded to contact. You can also manually select or clear this check box at any time.

For information on how this check box affects the default submittal filter in Transmittals (Documents menu), see How the filter works in the Select Submittals for Transmittal window.


What's This topics for the Schedule section of the submittal window:


Required start date

Enter the required start date for the submittal process. Click [image] to pick a date from the calendar.


Required finish date

Enter the required finish date for the submittal process. Click [image] to pick a date from the calendar.


Required On-site date

Enter the date the submittal materials are required on the work site. Click [image] to pick a date from the calendar.


Calendar icons What's This topic below:

Currently it's Help ID 143_100. When tracker 53575 is fixed, it will correct the two different IDs that this drop-down icon has. When the tracker is fixed, it will assign the date field's ID to this icon, so the date's What's This will display when you click the icon. At that time, we can remove this topic and those aliased to it from this file.

Per Steve S. this won't make it into the Columbia release.

Aliases:

144_100=143_100

145_100=143_100

146_100=143_100

147_100=143_100

148_100=143_100

169_100=143_100

171_100=143_100

174_100=143_100

176_100=143_100


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it.


Task

Enter a schedule task associated with this submittal. You can create reports and inquiries that include Task.


Actual start date

Enter the actual start date for the submittal process. Click [image] to pick a date from the calendar.


Actual finish date

Enter the actual finish date for the submittal process. Click [image] to pick a date from the calendar. When you select the Closed check box in the right corner of the Submittal window, your computer's system date prefills in Actual finish date.


Actual On-site date

Enter the actual date the submittal materials arrived at the work site. Click [image] to pick a date from the calendar.


What's This topics for the General section of the submittal window:


Type

Enter the type of submittal you are creating. It defines what the submittal is. Click [image] to choose Unassigned, Sample, Product Data, Shop Drawing, Print, Plans, or O&M manual from the drop-down list.

You can customize the Type list by selecting PJ Sbm Type in Custom Descriptions (File > Data Folder Settings).


Copies to send

Accept the prefilled entry, or enter the number of submittal copies or physical samples (up to 99) to send to the Sent to contact above. If you entered a number in Copies to send on the job setup (Setup > Jobs > Scope/Documents tab) for the job entered on this submittal, that number prefills here.

The number you enter in Copies to send prefills in Copies sent in the revision grid above when you enter a sent date in the submittal revision grid and if Copies sent is displayed in the grid. Copies sent may not appear if it is hidden. For more information, see "How to hide or show columns in the submittal revision grid" (Help > Help Topics > Index tab or Find tab).


Copies to forward

Accept the prefilled entry, or enter the number of submittal copies or physical samples (up to 99) to send to the Forwarded to contact above. If you entered a number in Copies to forward on the job setup (Setup > Jobs > Scope/Documents tab) for the job entered on this submittal, that number prefills here.

The number you enter in Copies to forward prefills in Copies forwarded in the revision grid above when you enter a forwarded date in the submittal revision grid and if Copies forwarded is displayed in the grid. Copies forwarded may not appear if it is hidden. For more information, see "How to hide or show columns in the submittal revision grid" (Help > Help Topics > Index tab or Find tab).


Buttons on the Submittal window:


[New]

Clears the contents of the Submittal window so you can enter a new submittal.


[Find]

Opens the Find window where you can locate and open a submittal.


Job

Prefills with the job entered on the Submittal window. If this is not the job you want, enter the job for the submittal you want to find. You can select a job from the drop-down list by clicking [image]. All jobs, including those with a status of Closed, Unstarted, and In progress, display in the list.


Spec. section

If you know the specification section for the submittal you want to find, enter that number (up to 15 characters) here. The submittal and spec. section that most closely matches what you typed is moved to the top of the list.


Number

If you know the submittal number you want or what it begins with, type it here. The submittal that most closely matches what you typed is moved to the top of the list.

You can also leave Number blank, and use the scroll bar to the right of the submittal list to move up and down it to find the submittal you want.


Submittal list

Displays a list of submittals for the job and spec. section you enter above. The information displayed for each submittal includes its:

•	Spec Section

•	Number (submittal)

•	Description

•	Current Revision Status

•	Received from

To select a submittal, double-click it, or click it and then click [OK]. You can select multiple submittals at a time by pressing [Ctrl] on your keyboard while clicking each submittal.


Aliased the first column of the submittal list to the other columms:

153_159=153_158

153_160=153_158

153_161=153_158

153_162=153_158


Had problems aliasing [OK], [Cancel], and [Help] so resorted to individual topics below.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries you made in the Find Submittal window and returns you to the Submittal window.


[Help]

Opens Help and displays information about this window.


[Prev]

Opens the previous submittal for a job. Submittals are listed in numerical and then alphabetical order.


[Next]

Opens the next submittal for a job. Submittals are listed in numerical and then alphabetical order.


[Save]

Saves entries and changes you made to this submittal during this entry session.


[Delete]

Deletes this submittal permanently.


[Transmittal]

Opens the Transmittal window where you can create a new transmittal for this submittal.


[Print]

Opens the Print Selection window where you can print this submittal.


[Send]

Opens the Timberline Sending window where you can send this submittal to a printer, fax, or e-mail address.


[Custom Fields]

Opens the Custom Fields window where you enter information in additional fields you have created for submittals in Custom Fields (File > Data Folder Settings).


We originally tried to alias the Custom field field, [OK], [Cancel], [Help] What's This topics in the Custom Fields window in submittals and RFIs to the topics in Transmittals.doc. We could not get these topics to compile. [Help] actually compiled but the others wouldn't. To solve this problem, we created separate topics with their individual IDs in submittals.doc and RFIs.doc.


Custom field

Enter information in this custom field. This field exists because you created an additional field for submittals in File > Data Folder Settings > Custom Fields.


[OK]

Accepts your entries and closes this window.


[Cancel]

Closes the window without saving any entries or changes you made.


[Help]

Opens Help and displays information about this window.


[Attachments]/[Notes] (551_565) is a common ID shared by transmittals, submittals, and RFIs. The topic is located in Transmittals.doc because JC needs it too.


[Close]

Closes the Submittal window. If you made entries or changes during this session, you receive a message asking if you want to save them before closing the window.


How to and concept topics:


Create a submittal

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, enter a job, spec. section, submittal number, degree of urgency, submittal description, and the number of items in the submittal.

  3	Click [New Revision] to enter submittal information in the first row of the revision grid. If you are creating a new submittal you must enter at least one revision row with initial submittal information. You are required to enter a revision number or ID in the first column. It prefills with zero and you can change it. Enter as many pieces of information in the row as needed. To move through the row, use your mouse or the scroll bar below the grid. You can also press [Enter] or [Tab] on your keyboard.

  4	In the Distribution information section, enter Received from, Sent to, Returned by, and Forwarded to contacts. See Enter contacts on a submittal for entry options.

  5	If you have entered a Sent to date in the revision grid, the Transmittal check box beside the Sent to contact is automatically selected. If you have entered a Forwarded to date in the revision grid, the Transmittal check box beside the Forwarded to contact is automatically selected. When either of these check boxes is selected, the submittal is considered to be ready for transmittal (ready to be included on a transmittal). For more information about these check boxes, see Transmittal check boxes on a submittal.

  6	Continue to scroll down the document, and in the Schedule information section, enter the start, finish, and on-site dates. Click the calendar icon to the right to pick a date from the calendar. Enter the task.

  7	In the General information section, enter the submittal type, number of copies to send, and number of copies to forward. If you have entered submittal Copies to send and Copies to forward in the Job Setup window (Setup > Jobs > Scope/Documents tab), they prefill here. You can change them as needed.

  8	You can enter internal notes or file attachments to a submittal by clicking [Attachments]. You can include attachments on a transmittal and send it when you send a submittal. See Add an attachment to a submittal.

  9	If you have created custom fields for submittals, click [Custom Fields] to enter information in those fields. See Entering information in custom fields.

10	When you are finished entering information for the submittal, click [Close] to exit.

Tip: For more information about any item in a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Submittal window tips

Enter a submittal revision

Send a submittal

About submittals

More information


Enter a job for a submittal

In the Submittal window (Documents > Submittals), the job prefills if you selected the Use last job check box in PJ Settings (File > Data Folder Settings). See Use last job.

You can accept the prefilled entry or do one of the following to enter a job:

•	Click [image] to select a job from the drop-down list, which includes jobs with a status of Unstarted and In progress.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Enter a new job. See Add a job for more information.

Both Job Cost (JC) and Project Management (PJ) jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see the Help topic titled "Add Job Cost jobs to Project Management."

If you use record security, job lists may contain only jobs for which you have security access.

Return to the Create a submittal topic.


Enter a contact for a submittal

In the Submittal window (Documents > Submittals), you can enter a contact for Received from, Sent to, Returned by, and Forwarded to by doing one of the following:

•	Click [image] beside the contact field to select from the drop-down list that includes only contacts designated as contacts for the job entered on this submittal. Job contacts are entered in Setup > Jobs > Site/Contact tab.

•	Click [image] beside the contact field to open the Contact Selection List window where you can choose a contact from a list of person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Setup > Jobs > Site/Contacts tab.

•	Type a new contact in the contact field. See Add a contact.

Note: Sent to in the Submittal window prefills from the contact entered in the Sent to field in Setup > Jobs > Scope/Documents tab.

Return to the Create a submittal topic.


Hide or show columns in the submittal revision grid

You can add columns that are not currently displayed in the submittal revision grid using Hide/Show Cols. You can also use Hide/Show Cols to prevent columns from being displayed in the grid.

To show a column

  1	Right-click any column heading or cell in the submittal revision grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, select the check boxes for the columns you want displayed in the grid. This list contains all available columns.

  3	Click [OK] to return to the submittal revision grid.

To hide a column

  1	Right-click any column heading or cell in the submittal revision grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, clear the check boxes for the columns you do not want displayed in the grid.

  3	Click [OK] to return to the submittal revision grid.

Tip: For more information about any item in a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Note: When you hide columns that have entries in them, the entries are not deleted.

Create a submittal

Enter a submittal revision


Find a submittal

With [Find] you can locate and open an existing submittal.

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, click [Find].

  3	In the Find Submittal window, enter a job. If a job has prefilled from the Submittal window and it is not the one you want, select another one. The list below the job contains all submittals for that job.

  4	Do one of the following to locate and select a submittal from the list:

•	Select a submittal in the list by highlighting it. If the list is long, use the scroll bar to the right to move up and down it.

•	In the Number field, type a submittal number. As you type, the submittal that most closely matches your entry is displayed in the Number field and it is highlighted in the list.

•	Type a spec. section in the Spec. Section field if the submittal has one. A submittal that most closely matches your entry is displayed in the Spec. Section field and is highlighted in the list.

  5	With your selected submittal highlighted in the list, click [OK]. You are returned to the Submittal window where the submittal is displayed.

Tip: For more information about any item in the Find Submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a submittal

Enter a submittal revision


Enter a submittal revision

Enter a submittal revision when a submittal review is returned and you must send a revision for another review.

Enter a submittal revision

  1	If you are creating a new submittal and want to enter a revision, in the Submittal window, click [New Revision] to move to the next blank row in the revision grid.

If you need to open an existing submittal to add a revision, see Find a submittal. With the submittal displayed in the Submittal window, click [New Revision] to move to the next blank row in the revision grid.

  2	In the revision grid, accept the prefilled revision number or enter another one. Continue to enter information in the row that applies to the revision. To move through the row, use your mouse or the scroll bar below the grid. You can also press [Enter] or [Tab] on your keyboard.

  3	Enter or change any other information on the submittal as required.

  4	Click [Close] to exit.

Tips

•	For more information about any item in the Submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	Hide or show columns in the submittal revision grid

Create a submittal

About submittals


Delete a submittal

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, click [Find] to open the submittal you want to delete. See Find a submittal.

  3	With the submittal displayed in the Submittal window, click [Delete]. When you receive a message asking whether you are sure you want to delete, click [Yes]. The submittal is deleted, and you are returned to the Submittal window.

  4	Click [Close] to exit.

Note: When you delete a submittal it is permanently removed from the system.

Tip: For more information about any item in a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a submittal

About submittals

Delete a submittal revision


Delete a submittal revision

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, click [Find] to open the submittal from which you want to delete a revision. See Find a submittal.

  3	When the submittal is displayed in the Submittal window, select the revision you want to delete by clicking the first gray cell of the row in the revision grid to the left of the Revision column.  appears in this cell and the row is highlighted to indicate the row is selected.

  4	With the revision selected, do one of following to delete it:

•	Right-click the pointer in the first gray cell of the row to open the shortcut menu. From the shortcut menu, select Delete Row.

•	Press [Delete] on your keyboard.

  5	When you receive a message asking whether you are sure you want to delete, click [Yes]. You are returned to the Submittal window.

  6	Click [Close] to exit.

Notes

•	If you have only one revision row entered for a submittal, you cannot delete the submittal revision. A submittal must have at least one revision row entered.

•	When you delete a submittal revision, it is permanently removed from the system.

Warning: When you click [Delete] on the right side of the Submittal window, it deletes the entire submittal.

Tip: For more information about any item in a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Delete a submittal

Enter a submittal revision


Add attachments to a submittal

You can add attachments such as spreadsheets, text documents, and image files that are related to a submittal or job. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file from within the Attachments window.

You can add attached files to a transmittal and print, e-mail, or fax when you send a submittal.

  1	Create a submittal or find a submittal Click [Attachments].

  2	In the Submittal Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so you can easily track it.

Entries you make on the Notes tab are meant for internal use only and are not printed or sent when you print or send a submittal.

  3	Click the File Links tab to attach electronic files such as spreadsheets, documents, or image files. On the File Links tab, click [Add]. In the Add File window, browse to and select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Double-click the icon to view the file.

  4	Click [OK] to return to the Submittal window.

Notes

•	You can print, e-mail, or fax attachments when you send the submittal or include them on a transmittal if you select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.

•	Attachments do not print with a submittal when you click [Print] on the Submittal window.

•	After you add an attachment to a submittal, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

Tip: For more information about any item in a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Working with attached notes

Working with attached files


Enter information in custom fields on a submittal

If you have set up custom fields for submittals in File > Data Folder Settings > Custom Fields, those fields appear on the Submittal Custom Fields window in Submittals. Custom fields allow you to track additional information not provided on a submittal.

To enter or change information in custom fields on a submittal

  1	If you are in the process of creating a new submittal, in the Submittal window click [Custom Fields] to open the Submittal Custom Fields window.

If you need to open a submittal that is already created, select Submittals from the Document menu. In the Submittals window, click [Find] to open a submittal. See Find a submittal. In the Submittals window, click [Custom Fields].

  2	In the Submittal Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to return to the Submittal window. Click [Close] to exit.

Tip: For more information about any item on the Submittal Custom Fields window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Setting up custom fields

Create a submittal


Check the progress of a submittal

•	Reports and inquiries help you track submittals so you can handle them in a timely manner.

•	You can print or send dunning letters for overdue submittals.

•	You can see who is holding a submittal.

Create a submittal


Submittal reports

Some submittal reports available from Reports > Submittals:

(Maximize this window to view the complete topic. How?)

Report name	Description
Submittal Log	Lists submittals by job and includes the submittal description, received date, sent date, returned date, forwarded date, and status for the most current revision.
Submittal Log with Detail	Same as the Submittal Log, but it also includes the received due date, received from, and remarks. You can choose which submittals appear on the report--all, unapproved, not received, not returned, or overdue.
Submittal Log - Overdue	A list of all overdue submittals.
Submittal Log - Coming Due	A list of submittals due within a period of time that you specify when you print the report.
Submittal Log - Unapproved	A list of submittals that are not approved.
Submittal Log - Not Returned	A list of submittals that are not returned. Includes contact who is holding the submittal.
Submittal Log - Rev History	The detailed log with all revisions listed.
Submittal Request Letter	A letter that you can send to vendors to request that they supply particular submittals for approval.
Dunning Letter - Overdue (CR)	A dunning letter that lists overdue submittals; can be mailed or faxed to recipients.
MS Project Import Schedule	A report that you can import into MS Project to produce a project based on submittal schedule dates.
Submittal Form 1 (CR)	Prints a submittal form, as if you were printing it from the Submittal window (Documents > Submittals). Includes prompts for job number and submittal number.
Some reports available from Reports > Other:

•	Overdue Documents (CR)--List jobs and their associated RFIs and submittals that are overdue.

•	Dunning Letter-Overdue (CR)--Lists all RFIs and submittals overdue for a job.

Notes

•	You may see reports on the Report menu that have the same names, but one has a (CR) and the other does not. The one with (CR) is created with Crystal Reports software. The one without (CR) is created with Timberline's Report Designer. These reports have the same content, but their look (text font and spacing) is different.

•	Additional PJ reports not included in the Reports menu are located in X:\Program Files\Timberline Office\Accounting\Report (X:\Program Files\Timberline Office is where you installed your Timberline application files). To add any of these to the PJ Reports menu, see Adding report names to the Report menu.

Print or send submittal dunning letters

Reports and inquiries with submittal Held by

Calculations for submittal totals by job

Submittal inquiries

Create a submittal


Print or send submittal dunning letters

You can print or send a dunning letter to remind a recipient to reply to an overdue submittal.

When you print or send dunning letters from Reports > Submittals, a dunning letter is printed or sent for each job and contact from whom you are awaiting receipt or return of an overdue submittal.

To print or send dunning letters for overdue submittals:

  1	From the Reports menu, select Submittals > Dunning Letter - Overdue (CR).

  2	In the print selection window, enter a signature name if you want this name to appear as the sender on all dunning letters. Leave the signature name blank if you want each dunning letter's sender name to be the job contact entered with a project manager role in the job contact list (Setup > Jobs > Site/Contacts tab) for each overdue submittal's job. If you leave the signature name blank and a job does not have a project manager entered as a job contact, the signature name on the dunning letter remains blank.

  3	In the print selection window, accept the prefilled report date (your computer's system date) or enter another one. The report date is used to determine if a submittal is overdue. See When is a submittal overdue?.

  4	Click [Print Preview] to review the dunning letters before you print or send them.

  5	To print them, in the print selection window, click [Start]. The dunning letters print and you are returned to the Project Management main window.

  6	To e-mail, fax, or print them, in the print selection window, click [Send]. In the Timberline Sending window, enter recipient and other information. Click [Send] to send the dunning letters, and you are returned to the print selection window. Click [Cancel] to exit.

Warning: When you send dunning letters from the Timberline Sending window, a copy of all dunning letters is sent to all recipients that you enter in the Timberline Sending window, which may not be appropriate.

Notes

•	Which address appears on a submittal dunning letter

•	Which phone number appears on a submittal dunning letter

•	Other reports that list overdue or coming due submittals are available at Reports > Submittals.

•	Dunning letters from Reports > Other include both submittals and RFIs in each dunning letter.

Submittal reports


When is a submittal overdue?

A submittal is considered overdue if:

•	You are awaiting its receipt, and the Received Due Date (in the submittal revision grid) is earlier than the report date you enter in the dunning letter print selection window.

•	You are awaiting its return and the Return Due Date (in the submittal revision grid) is earlier than the report date you enter in the dunning letter print selection window.

•	The submittal is not closed (Closed check box is not selected in the Submittal window).

Return to Print or send submittal dunning letters


Which phone number appears on a submittal dunning letter

The sender's phone number appears at the end of each dunning letter and is based on the following:

If you enter a signature name in the dunning letter print selection window, the company phone number entered in File > Data Folder Settings > General is used.

If you do not enter a signature name in the dunning letter print selection window:

•	If the project manager in the job contact list is a person, the Business phone (entered in Setup > Person) is used. If no business phone number is entered for the person contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

•	If the project manager in the job contact list is a company, Primary phone (entered in Setup > Company is used. If no primary phone number is entered for the company contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

Return to Print or send submittal dunning letters


Which address appears on a submittal dunning letter

The recipient’s address that appears on a submittal dunning letter is the first one found in the following list:

If the submittal Sent to recipient is a person contact:

  1	Business address from the Person Setup window.

  2	Street address from the Company Setup window for person’s associated company.

  3	Remittance address from the Company Setup window for the person’s associated company.

If the submittal Sent to recipient is a company contact:

  1	Street address from the Company Setup window.

  2	Remittance address from the Company Setup window.

Notes:

•	You can access the Person and Company Setup windows from either the Project Management or Address Book Setup menus (Setup > Person or Setup > Company).

•	The submittal request letter also uses this address retrieval.

Return to Print or send submittal dunning letters


Submittal inquiries

You can view inquiries to help you track the progress of submittals.

Some inquiries available from Inquiries > Submittals are:

•	Submittal Log

•	Submittal Log--Unapproved

•	Submittal Log--Overdue

•	Submittal Log--Not Received

•	Submittal Log--Not Returned

•	Submittals Ready for Transmit

Inquiries with Held by

How Held by is determined

Submittal states

Calculations for submittal totals by job

Submittal reports


Submittal reports and inquires with Held by

To help you track the progress of a submittal, some reports and inquiries indicate who is currently holding the submittal--who needs to take the next action in the submittal process.

Some reports that include Held by:

•	Submittal Log - Overdue

•	Submittal Log - Coming Due

•	Submittal Log - Unapproved

•	Submittal Log - Not Returned

Some inquiries that include Held by:

•	Submittal Log

•	Submittal Log - Unapproved

•	Submittal Log - Overdue

•	Submittal Log - Not Received

•	Submittal Log - Not Returned

•	Submittals Ready for Transmit

To view Held by in an inquiry:

Open a Timberline-provided submittal inquiry (Inquiries > Submittals). In the first window, click the job you want to view to highlight it, then click [Submittals]. In the next window, click [Form view]. You will see Held by in the next window that opens.

How Held by is determined for submittal reports and inquiries


How Held by is determined for submittal reports and inquiries

To help you track the progress of a submittal, some reports and inquiries indicate who is currently holding the submittal--who needs to take the next action in the submittal process.

Held by is determined by the state of the submittal.

Submittal's state	Held by
Awaiting receipt	• Received from contact on the submittal; if blank, then… • From (default sender) from the Send Settings window for the last user who saved the submittal
Received & unsent	From (default sender) from the Send Settings window for the last user who saved the submittal
Awaiting return	Sent to contact on the submittal
Returned & not forwarded	From (default sender) from the Send Settings window for the last user who saved the submittal
Forwarded	Forwarded to contact on the submittal
How the state of a submittal is determined

Reports and inquiries that with Held by

Notes

•	To access the From (default sender) field in the Send Settings window, click [Send] in the Submittals window, and then click [Send Settings] in the Timberline Sending window. You can also access it by selecting Send Settings from the File menu.

•	When you change the default sender, Held by is not updated with the new default sender for existing documents.

•	For more information about the default sender and its use Project Management, see About the default sender in Project Mangement.

•	Submittal state is stored on the PJ Submittal record, which is available for reports and inquiries but is not displayed in the Submittal window (Documents > Submittals).

Create a submittal


Submittal states

Submittal state determines who is holding a submittal (submittal Held by). Some submittal reports and inquiries help you track the progress of a submittal by indicating who is currently holding a submittal.

A submittal's state is determined by dates entered for its most current revision:

A submittal's state is…	If its most current submittal revision has…
Awaiting receipt	No received, sent, returned, and forwarded date.
Received & unsent	A received date but no sent, returned, and forwarded date.
Awaiting return	A sent date but no returned and forwarded date. (a received date may or may not be entered)
Returned & not forwarded	A returned date but no forwarded date. (a received date and sent date may or may not be entered)
Forwarded	A forwarded date. (a received, sent, and returned date may or may not be entered)

Note: The most current submittal revision is the one most recently entered, regardless of the submittal revision number.

How Held by is determined for submittal reports and inquiries


Calculations for submittal totals by job

This table explains how totals by job are calculated on submittal reports and inquiries.

(Maximize this window to view the complete topic with three columns of information.)

Calculation	Determined by	Example
Number of submittals	The sum of the amounts in Number of items for all submittals entered for a job.	Job 00-012 has two submittals: • Submittal one has 15 entered in the Number of items field. • Submittal two has 10 entered in the Number of items field. Total number of submittals for Job 00-012 is 25.
Number submitted	The sum of the amounts in Number of items for submittals with either of the following: • One row is entered in the revision grid with a sent date. • More than one row is entered in the revision grid.	In the example above: • Submittal one has a sent date entered in the first row of the revision grid. • Submittal two has only one row entered in the revision grid with no sent date.  Total number submitted for Job 00-012 is 15.
Number approved	The sum of the amounts in Number of items for all submittals with an Approved or Approved as noted status for a job. Status of a submittal is based on the status of the most current submittal revision.	In the first example above: • Submittal one's most current revision has a status of Approved. • Submittal two's most current revision has a status of Revise and resubmit. Total number of submittals approved for Job 00-012 is 15.
Spec. section complete (totals by spec. section for submittals that are closed)	This is a check box that is selected when all submittals for the same spec. section and job are closed.	In the first example above: • Submittal one's spec. section is 00010, and the Closed check box in the Submittal window is not selected. • Submittal two's spec section is 00010, and it is Closed check box in the Submittal window is selected. Total number of closed submittals for spec. section 00010 for Job 00-012 is 10.

Note: These calculations are stored on the PJ - Submittal Totals by Job record or the PJ - Submittal Spec. Section record. They are available for reports and inquiries but are not displayed in the Submittal window (Documents > Submittals).

Submittal reports

Submittal inquiries


Close a submittal

When you are finished with a submittal and it requires no further action, you can mark it as closed. You can run reports and inquiries for closed and open submittals.

To close a submittal

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, select the Closed check box to the right of the job description.

  3	Click [Close] to exit.

Note: If Actual finish date in the Schedule information section of the submittal is blank when you select this check box, it prefills with your computer's system date.

Tip: For more information about any item in the Submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a submittal


Submittal concept topics:


About submittals

Use a submittal to record and track the process of receiving, sending, reviewing, revising, and approving materials for a construction project. After a submittal is approved, contractors know what materials and products to use on a job.

Submittal workflow

Create a submittal

Print a submittal

Send a submittal

Check the progress of a submittal

More information


Submittal workflow

Listed below is a workflow example, which includes links to Help topics that apply for each step.

If you are new to Project Management, you may want to review Getting started with Project Management, which provides information on how to set up and customize the application.

  1	Usually a general contractor receives materials (e.g. drawings, data sheets, or physical samples) from a supplier or subcontractor. See Create a submittal.

  2	The general contractor sends these submittal materials to an architect, engineer, or possibly an owner for their review and approval.

•	Send a submittal

•	Print a submittal

  3	A submittal can be added as an item for a transmittal. See Create a transmittal.

  4	The architect returns review results to the general contractor. The architect may approve the submittal, send it back with minor changes, make changes to it, or reject it, which then requires another revision. See Enter a submittal revision.

  5	As needed, the general contractor sends additional revisions for review after he or she supplies or receives. The cycle is repeated until the submittal materials are approved.

•	Send a submittal

•	Enter a submittal revision

  6	You can track the status of a submittal during its review cycle and after completion by viewing a submittal itself or running reports or inquiries.

  7	You can print dunning letters for overdue submittals.

  8	When you are finished with a submittal and it requires no further action, you can close it.

Troubleshoot submittals


Window topics:


Submittal window

What do you want to do?

•	Create a submittal

•	Enter a submittal revision

•	Create a transmittal for a submittal

•	Close a submittal

•	Delete a submittal

•	Delete a submittal revision

•	Add an attachment

•	Enter information in custom fields

•	Print a submittal

•	Send a submittal

Tip: For more information about any item in the Submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Submittal window tips

Transmittal check boxes on a submittal

About submittals

Check the progress of a submittal

Troubleshoot submittals

More information


Submittal window tips

•	Entering a job for a submittal

•	Entering contacts for a submittal

•	How to hide or show columns in the revision grid

•	How to freeze or unfreeze columns in the submittal revision grid

•	How to change the size of a window

•	Transmittal check boxes

Create a submittal


Find Submittal window

With [Find] you can locate and open an existing submittal in the Submittal window.

  1	From the Documents menu, select Submittals.

  2	In the Submittal window, click [Find].

  3	In the Find Submittal window, enter a job. If a job has prefilled from the Submittal window and it is not the one you want, select another one. The list below the job contains all submittals for that job.

  4	Do one of the following to locate and select a submittal from the list:

•	Select a submittal in the list by highlighting it. If the list is long, use the scroll bar to the right to move up and down it.

•	In the Number field, type a submittal number. As you type, the submittal that most closely matches your entry is displayed in the Number field and it is highlighted in the list.

•	Type a spec. section in the Spec. Section field if the submittal has one. A submittal that most closely matches your entry is displayed in the Spec. Section field and is highlighted in the list.

  5	With your selected submittal highlighted in the list, click [OK]. You are returned to the Submittal window where the submittal is displayed.

Tip: For more information about any item in the Find Submittal window, right-click the item and select What's This?, or click [image] on the window title bar and then click the item.

Create a submittal

Enter a submittal revision


The following buttons on the Submittal Custom Fields window are aliased:

[OK] = 1005_10003= 551

[Cancel] = 1005_10001=551

[Help] = 1005_10002=551

a custom field = 1005_9000=

The field help WT topic is aliased to the topic stored in Transmittals.doc:  1005_9000=1305_9000


Submittal Custom Fields window

If you have set up custom fields for submittals in File > Data Folder Settings > Custom Fields, those fields appear in this window. Custom fields allow you to track additional information not provided on the Submittal window. The fields you create are available for reports and inquiries you design. This window will be blank if you have not set up custom fields.

What do you want to do?

•	Enter or change information in custom fields

•	Change or add custom fields for submittals

Tip: For more information about any item in the Submittal Custom Fields window, right-click the item and select What's This?, or click [image] on the window title bar and then click the item.


Enter information in a custom field on a submittal

If you have set up custom fields for submittals in File > Data Folder Settings > Custom Fields, those fields appear in the submittal document (Document > Submittals > [Custom Fields]). Custom fields allow you to track additional information not provided on the Submittal window.

To enter or change information in a custom field on a submittal

  1	If you are in the process of creating a new submittal, in the Submittal window, click [Custom Fields] to open the Submittal Custom Fields window.

If you need to open a submittal that has already been created, select Submittals from the Document menu. In the Submittals window, click [Find] to locate and select a submittal. See Find a submittal. With the submittal displayed in the Submittal window, click [Custom Fields].

  2	In the Submittal Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [Close] to save changes and exit.

Tip: For more information about any item on a submittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Setting up custom fields

Create a submittal


Submittal Send topics:


Send a submittal

Overview

To print, fax, or e-mail a submittal:

  1	Create a submittal or find a submittal. Click [Send] to open the Timberline Sending window. Before the window opens, you may receive a message asking you to save the submittal changes. Click [Yes].

  2	In the Timberline Sending window, accept the prefilled entry in From or enter the sender of the submittal. This prefills from the Send Settings window. See About the default sender in Project Management.

  3	Accept the prefilled entry in Cover page date or change it. It prefills with your computer's system date. This date appears on cover pages for faxes and print jobs if you selected cover page options in the Send Settings window. See Set up default cover page.

  4	How to enter information in the Timberline sending grid.

  5	Enter a subject and message as needed. Subject prefills with the submittal spec. section, number, revision number, and description from the Submittal window. The subject and message are included in e-mails and in cover pages for faxes and print jobs if you selected the cover page option in the Send Settings window.

  6	The Attachments list prefills with the most current submittal revision from the Submittal window. One copy of the submittal revision is sent to all recipients in the Timberline Sending grid. You can print, e-mail, or fax attachments when you send the submittal if you select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings.

  7	Click [Attachments] to send additional files.

  8	In the Timberline Sending window, click [Send] and the submittal revision is sent to recipients using the delivery method you selected for each of them. You are returned to the Submittal window. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes

•	A submittal form, which contains details for the submittal and its most current revision, is created when you print, fax, or e-mail a submittal using the send feature. This submittal form usually accompanies physical materials (e.g. a sample or drawing), so it is usually printed and then sent with the actual materials rather than faxed or e-mailed by itself.

•	The most current submittal revision is the most recently entered revision for the submittal, regardless of the submittal revision number.

•	If Printer, E-mail, or Fax does not appear in the Send Method column in the Timberline Sending window, see System requirements for sending.

Example of how submittals are addressed

How an e-mail is addressed for each submittal recipient

How a cover page is addressed for each submittal recipient

Print with [Print] versus print with [Send]

Create a submittal


How to enter information in the Timberline sending grid for submittals
How to enter information in the sending grid for submittals

The grid in the Timberline Sending window displays the names of recipients who receive the submittal and the delivery method for each recipient.

  1	Either the Sent to or Forwarded to recipient from the Submittal window prefills in a row of the Timberline sending grid as a To recipient. See Submittal prefilling for sending.

  2	If you do not want to send the submittal to the prefilled recipient, you can remove him or her from the grid. See Remove a recipient!JumpID(`SEND.HLP>(w95sec)',`Removing_a_Recipient').

  3	To send the submittal to other recipients who did not prefill in the grid, enter their information in the grid. Click [image] to select a person or company from the Contact Selection List window.

  4	For Send Method--Accept the prefilled entry or select the submittal delivery method for the recipient. This prefills with the default you set up for the recipient in Project Management or Address Book (Setup > Person or Setup > Company). Options are Printer, E-mail, or Fax.

  5	For Destination--Accept the prefilled entry or click [image] to open the Edit Destination window and enter a printer, fax, or e-mail destination for the recipient.

•	If Send Method is Printer, in the Edit Destination window, select a printer from the drop-down list of printers attached to your computer.

•	If Send Method is E-mail and the recipient has an e-mail address entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this e-mail address prefills as the destination. If an e-mail address does not prefill, enter one in the Edit Destination window.

•	If the Send Method is Fax and the recipient has a fax number entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this fax number prefills as the destination. If a fax number does not prefill, enter one in the Edit Destination window.

Return to Send a submittal topic


Submittal recipient who prefills in the Timberline Sending window

The recipient whose name prefills in the Timberline Sending window when you send a submittal is based on the dates entered for the most current revision as follows:

Dates entered for the current submittal revision in the Submittal window	Recipient from the Submittal window who prefills as a To recipient in the Timberline sending grid
Has a sent date, but no returned and forwarded date.	Sent to
Has a forwarded date. A received, sent, and returned date may or may not be entered.	Forwarded to
Does not have a received, sent, forwarded, or returned date.	None

Note: The most current submittal revision is the one most recently entered for the submittal, regardless of the submittal revision number.

Send a submittal

How an e-mail is addressed for each submittal recipient

How a cover page is addressed for each submittal recipient


How an e-mail is addressed for each submittal recipient

One e-mail is sent for all To and Cc recipients entered in the Timberline Sending window, and it is addressed as follows:

•	All To recipients entered in the Timberline Sending window are included in the To area of the e-mail.

•	All Cc recipients entered in the Timberline Sending window are included in the Cc area of the e-mail.

Send a submittal

Example of how submittals are addressed


How a cover page is addressed for each submittal recipient

When you fax or print a submittal, if you are using cover pages, all To and Cc contacts entered in the Timberline Sending window receive the same copy of the cover page.

•	All To recipients entered in the Timberline Sending window are included in the To area of the cover page.

•	All Cc recipients entered in the Timberline Sending window are included in the Cc area of the cover page.

Example of how submittals are addressed

How to set up a default cover page

Send a submittal


Example of how submittals are addressed

Example of how a submittal, an e-mail, and a cover page are addressed for each recipient entered in the Timberline Sending window:

In the Submittal window, you enter:

•	Sent To = A

•	Forwarded To = B

•	Forwarded date for the current revision = 07/05/03

In the Timberline Sending window:

•	B prefills from the Submittal window.

•	You add E as a To recipient and F as a Cc recipient.

Recipient in the Sending window	Submittal	E-mail	Cover pages (fax or print job)
B  (To) E  (To) F  (Cc)	Each recipient receives a copy of the same submittal addressed with: A's name	One e-mail is sent to all recipients & is addressed with: To: B & E Cc: F	Each recipient receives a copy of the same cover page addressed with: To: B & E's names Cc: F's name

Note: A, B, E, and F represent a person or company contact.

Send a submittal

How an e-mail is addressed for each submittal recipient

How a cover sheet is addressed for each submittal recipient

Submittal recipient who prefills in the Timberline Sending window

Recipients added to the sending grid that are not on the submittal itself


Recipients added to the Timberline sending grid that are not on the submittal itself

When you add recipients to the grid in the Timberline Sending window who are not on the submittal itself (in the Submittal window), the following applies:

•	These recipients are not added to the submittal document itself.

•	These recipients are not added to any of the submittal logs that you can print from PJ: Reports > Submittals. If you want them to appear on submittal logs, you must add them to the submittal in the Submittal window.

•	E-mails and cover pages are addressed for these recipients the same way as they are for recipients on the submittal itself. See How an e-mail is addressed for submittal recipients and How a cover page is addressed for a submittal recipients.

How to enter information in the Timberline sending grid for submittals

Send a submittal

Example of how submittals are addressed


Print a submittal

If you want to print a submittal:

  1	Create a submittal or find a submittal. Click [Print] to open the Submittal - Print Selection window. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

  2	In the Submittal - Print Selection window, click [Start] to print the submittal and return to the Submittal window.

Notes

•	In the Submittal - Print Selection window, you can click [Printer Setup] to change the printer, its properties, or other print settings such as the number of copies to print.

•	You can print a submittal by clicking [Send] in the Submittal window. See Send a submittal.

•	You can also print a submittal by opening the submittal form from the Reports menu (PJ: Reports > Submittals). In the Print Selection window, enter the job and submittal number that you want to print.

•	Attachments you add by clicking [Attachments] will not print when you click [Print]. See Printing attachments in Project Management.

Print with [Print] versus print with [Send]

About submittal forms

File names for submittals that you print to a file


Troubleshooting topics:


Troubleshoot submittals

•	Can I restore a submittal revision that I deleted?

•	I cannot find the print file I created for a submittal

•	Copies to forward prefills incorreclty

•	Copies to send prefills incorreclty

•	Sent to prefills incorrectly

•	Submittal attachment did not print or get sent

•	Submittal numbers no longer prefill

Troubleshoot Project Management


Other troubleshooting topics to add:

•	How do I revise a transmittal that was created for a submittal? (must open the Transmittal window from Documents > Transmittals; can't open existing transmittals from within the Submittal window.


Sent to prefills incorrectly

The contact name that prefills in the Sent to field in the Submittal window (Documents > Submittals) is incorrect.

To change the name that prefills:

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, click [Find] to select the job for which the submittal Sent to is not prefilling correctly. See Find a job.

  3	When the job is displayed in the Job Setup window, click the Scope/Documents tab.

  4	In the Submittals area, in the Sent to field, enter the contact that you want to prefill in the Submittal window. See Enter contacts in the PJ Job Setup window.

  5	When you have selected a contact in Sent to, click [Close] to save and close the job.

Troubleshoot submittals


Copies to send prefills incorrectly

The number that prefills in Copies to send in the General information section of the Submittal window (Documents > Submittals) is incorrect.

To change the number of copies that prefills:

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, click [Find] to select the job for which the submittal Copies to send is not prefilling correctly. See Find a job.

  3	When the job is displayed in the Job Setup window, click the Scope/Documents tab.

  4	In the Submittals area, in the Copies to send field, enter the number of copies that you want to prefill in the Submittal window.

  5	Click [Close] to save and close the job.

Troubleshoot submittals


Copies to forward prefills incorrectly

The number that prefills in Copies to forward in the General information section of the Submittal window (Documents > Submittals) is incorrect.

To change the number of copies that prefills:

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, click [Find] to select the job for which the submittal Copies to forward is not prefilling correctly. See Find a job.

  3	When the job is displayed in the Job Setup window, click the Scope/Documents tab.

  4	In the Submittals area, in the Copies to forward field, enter the number of copies that you want to prefill in the Submittal window.

  5	Click [Close] to save and close the job.

Troubleshoot submittals


Submittal numbers no longer prefill

When you create a new submittal (Documents > Submittals), the submittal number prefills with the next number if you are using numeric submittal numbers. Once you save a submittal with an alpha character in its number, the automatic numbering feature no longer works. Even if you enter a submittal number that contains all numeric characters after you have saved a submittal number with alpha characters, the automatic numbering feature does not resume.

Troubleshoot submittals


Can I restore a submittal revision that I deleted?

In the Submittal window (PJ: Documents), when you delete a submittal revision from the revision grid and save the submittal, the revision is permanently removed from the system.

If you delete a submittal revision from the revision grid, but have not yet saved the submittal, you can restore the submittal revision. Click [Cancel] in the Submittal window. When you receive the Cancel changes message, click [Yes]. You are returned to the Submittal window and the revision is back in the revision grid.

Troubleshoot submittals


Submittal attachment did not print or get sent

Attachments that you create by clicking [Attachments] in the Submittal window are not printed when you click [Print].

Attachments that you create by clicking [Attachments] in the Submittal window are printed, faxed, or e-mailed when you send a submittal if you selected Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

You can print attachments by creating a custom report.

You can also print attached files by opening them within the Submittal Attachment window and printing directly from there.


Error message window help:


Duplicate submittal number entered

The submittal you entered already exists for this job. Click [OK] to enter a different submittal number. Click [Help] for more information.   (PJ1000)

If you want to see a list of submittal numbers entered for this job, do the following:

  1	From the Project Management Inquiry menu, select Submittals > Submittal Log.

  2	In the Inquiry - Submittal Log - Job window, select the job you want by either scrolling the list and clicking the job or clicking [Go To] and entering the job.

  3	With the job highlighted, click [Submittals]. The Inquiry - Submittal Log - Submittal window opens and displays all submittals for the job.

Note: Submittal numbers entered for the same job and spec. section number must be unique.


Delete a revision

Are you sure you want to delete the earliest/current revision? Click [Yes] to delete it. Click [No] to return to the revision grid without deleting it. Click [Help] for more information about what is affected when you delete.   (PJ1002)

•	Number submitted and Number approved are calculations that are displayed in reports and inquiries. These calculations are affected when you delete the current submittal revision.

•	When you delete the earliest revision, the earliest revision listed on reports and inquiries changes. The earliest revision is the one entered first, regardless of the submittal revision number.

•	The most current submittal revision is the one most recently entered, regardless of the submittal revision number.


Submittal dates affected by Closed check box

Submittal dates may be affected when you select the Closed check box. Click [Help] for more information. Click [OK] to select the Closed check box. Click [Cancel] to clear the Closed check box.   (PJ1004)

•	When you select the Closed check box, Actual finish date and Revision End Date in the Submittal window prefill with your computer's system date if the Closed check box was blank. You can change the prefilled date.

•	When you clear the Closed check box, dates in Actual finish date and Revision End Date remain. You must manually change or delete them.

•	If dates already exist in Actual finish date and Revision End Date when you select the Closed check box, these dates remain and are not overwritten with your computer's system date.

Note: Revision End Date is a column in the submittal revision grid that may be hidden. See Hide/Show columns in the submittal revision grid.


What's This for Custom Log Setup window

[Help] is linked to common topic.


Custom Log name

Displays a list of the custom logs you have set up, as well as those provided by Timberline. Project Management comes with the following logs already set up: Communications Log, Notices to Comply, Photo Log, Punch Lists, and Safety Notices.

The titles of these logs may be different if you have renamed them.


[New]

Opens the New Custom Log - Log Name window where you can begin creating your new log by naming it. This button is unavailable if you have not entered a job in the Number field.


[Change columns]

Opens the Custom Log Column Setup window where you can modify the columns of the selected log.


[Rename]

Rename the selected custom log by clicking [Rename]. Type the new name, then press ENTER.


[Delete]

Deletes the selected custom log.


[Close]

Closes the window.


What’s This for the New Custom Log -- Log name window:


Log name

Enter a unique name for this log (up to 25 characters).


What’s This for the New Custom Log Column Setup window. These are duplicates of Custom Log Column Setup window


Log preview

Displays the columns you add to your log as you create them. When you select a column in the log preview area, its definition appears in the Column definition area below.


Column definition--Heading

Enter a heading (up to 25 characters) for the column selected in the Log preview area.


Column definition--Format

Click [image] to choose a format for the selected column. See Column formats to view a table, which illustrates how columns you set up here appear in the Custom Log Entry window.

You cannot change a column format once you have saved it.


Text properties--Maximum characters

Enter the maximum number of characters you want to allow (1 to 250) in this column during data entry.

You cannot change the character number after you have saved the column format.


Number properties--Digits to right of decimal

Enter the maximum number of digits you will allow (up to 15) to the right of the decimal for data entry in this column.


List properties--List items

Enter the items (up to 20 characters per item) you want available in a list for this column during data entry.

You must enter at least one item. You can enter up to 100 items. Each item must be unique.

List items appear in the list in the order that you entered them, but you can rearrange an item in the list by selecting it, then clicking [image] or [image].


Moves the selected item up in the list.


Moves the selected item down in the list.


 Select

Click to move left or right through the log's columns.


[New]

Inserts a new column to the right of the last column. You can enter a maximum of 63 columns in one custom log.


[Delete]

Deletes the selected column.


How to topics for New Custom Log Setup:


Create a new custom log

You should plan your log before you begin to create it to avoid errors in design that you may not be able to change. Set up each column in the order you will enter information into the finished log. You cannot change column order or formatting once you have created them.

  1	From the Setup menu, select Custom Logs.

  2	In the Custom Log Setup window, click [New].

  3	In the New Custom Log - Log Name window, enter the name for your custom log. Click [OK].

  4	In the New Custom Log Column Setup window, notice that the first column of the Log preview area is selected.

  5	Enter the column's title in the Heading field.

  6	Click [image] in the Format field and select the type of information you will enter in this column on your log. See Column formats

  7	If your column is a text, number, or list column, enter the properties.

  8	Click [New] to select the next column.

  9	Repeat steps 5 through 8 until you have completed setting up your log.

10	Click [OK] to save your custom log.

Note: After you create or change a custom log design, you must upgrade the data file before you can make entries in any custom log. After you close the Custom Log Setup window, a message appears asking whether you would like to upgrade data files. Click [Yes] to upgrade the file immediately or click [No] to upgrade at a later time.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Custom Log Column Setup window tips

Change a column heading

Change a column format

Delete a column

Enter information in a custom log


Modify an existing log

You can add or delete a column and change a column heading at any time. You cannot change a column format after you have saved it by clicking [OK]. Columns that have been saved appear in the preview grid with a bold heading.

  1	From the Setup menu, select Custom Logs.

  2	Select the log you want to modify from the Custom Log name list.

  3	Click [Change Columns].

  4	In the Custom Log Column Setup window:

•	Click [New] to add a column after the last column. Enter the heading, format, and properties if needed.

•	Select the column you want to delete, and click [Delete].

•	Select the column you want to rename. In the Heading field, delete the existing heading and enter a new one.

  5	When you have finished making changes, click [OK].

  6	Click [Close].

Warning: When you delete a column from a custom log, you will lose all data in that column in all data folders.

Note: After you change a custom log design, you must upgrade the data file before you can make entries in any custom log. After you close the Custom Log Setup window, a message appears asking whether you would like to upgrade data files. Click [Yes] to upgrade the file immediately or click [No] to upgrade at a later time.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Rename a custom log

Delete a custom log


Add a column to a new log

Follow these steps to add a column to a new custom log.

  1	From the Setup menu, select Custom Logs.

  2	In the Custom Log Setup window, click [New].

  3	In the New Custom Log - Log Name window, enter the name for your custom log. Click [OK].

  4	In the New Custom Log Column Setup window, notice that the first column of the Log preview area is selected.

  5	Enter the title of the column in the Heading field. Then set up the format.

  6	Click [New] to select the next column.

  7	Repeat steps 5 and 6 until you have completed setting up your log.

  8	Click [OK] and [Close].

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Notes

•	Columns appear in the grid in the order in which you create them.

•	You can change a column's format while you are setting up new columns for a custom log. You cannot change the format after you have saved it by clicking [OK] in the Custom Log Column Setup window.

•	You can change a column's heading at any time.

•	After you change a custom log design, you must upgrade the data file before you can make entries in any custom log. After you close the Custom Log Setup window, a message appears asking whether you would like to upgrade data files. Click [Yes] to upgrade the file immediately or click [No] to upgrade at a later time.

For information on how to make entries to your log, see Enter information in a custom log.


Enter column formatting

Follow these steps to format new columns in a custom log.

  1	Create a new custom log

  2	Click [image] in the Format field and select the type of information you will enter in this column on your log.

  3	If your column is a text, number, or list column, enter the properties. See Column formats

  4	Repeat for each column you create until you have completed setting up your log.

  5	Click [OK] and [Close].

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Note: You can change a column's format while you are setting up new columns for a custom log. You cannot change a column format after you have saved it by clicking [OK] in the Custom Log Column Setup window.

For information on how to make entries to your log, see Enter information in a custom log.


Change a column heading

You can change a column heading at any time.

  1	From the Setup menu, select Custom Logs.

  2	Select the log you want to modify from the Custom Log name list.

  3	Click [Change Columns].

  4	Select the column you want to change.

  5	In the Heading field, delete the existing heading and enter a new one.

  6	Click [OK].

  7	Click [Close].

Note: After you change a custom log design, you must upgrade the data file before you can open a custom log. After you close the Custom Log Setup window, a message appears asking whether you would like to upgrade data files. Click [Yes] to upgrade your files immediately or click [No] to upgrade data at a later time.


Change column formatting

You can change a column's format while you are setting up new columns for a custom log. You cannot change a column's format after you have clicked [OK] in the Custom Log Column Setup window. If a column heading in the Log preview area is bolded, it has been saved and cannot be changed.


Rename a custom log

Follow the steps below to give your custom log a new name.

  1	From the Setup menu, select Custom Logs.

  2	Select the log you want to rename from the Custom Log name list.

  3	Click [Rename].

  4	Type the new name.

  5	Click [Close].

The new name appears in the Custom Log name list in the Custom Log Setup window and on the menu when you select Documents > Custom Logs.


Delete a column from a custom log

  1	From the Setup menu, select Custom Logs.

  2	Select the log you want to modify from the Custom Log name list.

  3	Click [Change Columns].

  4	Select the column you want to delete.

  5	Click [Delete].

  6	Click [OK] and then [Close].

Warning: When you delete a column from a custom log, you lose all data in that column in all data folders.

Note: After you delete a column or make any change to a custom log design, you must upgrade your file before you can make entries to any custom log. After you close the Setup Custom Logs window, a message appears asking whether you would like to upgrade your data files. Click [Yes] to upgrade data immediately. Click [No] to upgrade data at a later time.


Window Help for Setup, Log Name, and (New) Custom Log Column Setup. New Custom Log Column Setup and Custom Log Column Setup are the same window with same ID, but slightly different names.


Custom Log Setup window

Create a new custom log or redesign an existing one.

What do you want to do?

•	Create a new custom log

•	Modify an existing log

•	Rename a custom log

•	Delete a custom log

•	Learn about custom logs

•	Troubleshoot custom logs

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.


New Custom Log - Log Name window

Enter a name for your custom log. The name appears in the Custom Log name list in the Custom Log Setup window and on the menu when you select Documents > Custom Logs.


Custom Log Column Setup window

Set up column order, heading, and formatting in this window. If you are setting up a new custom log, this window is called the New Custom Log Column Setup window.

What do you want to do?

•	Modify an existing log

•	Add a column to a new log

•	Enter column formatting

•	Change a column heading

•	Change a column format

•	Delete a column

•	Learn about the Custom Log Column Setup window

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Learn about column formatting

Custom Log Column Setup window tips

Troubleshoot custom logs


Learn about the Custom Log Column Setup window

The Custom Log Column Setup window is where you set up column order and define column formatting for your custom logs.

You should plan your logs before you create them. Set up each column in the order you will enter information into the finished log. You cannot rearrange the columns once you have created them.

Column formatting allows you to take advantage of many built-in features for your finished logs. For example, if you format a date column here, the column in Custom Logs Entry will contain a calendar. For a detailed illustration of column formatting, see Column formats.

Custom Log Column Setup window tips


Custom Log Column Setup window tips

•	Columns appear in the grid in the order in which you create them. You cannot rearrange columns.

•	You can change a column's heading at any time.

•	You can select a column by clicking it or by clicking the arrow buttons.

•	You can create a new column by right-clicking in the Log preview grid and selecting New.

•	You can change a column's format while you are setting up new columns for a custom log. You cannot change a column's format after you have clicked [OK] in the Custom Log Column Setup window.


Troubleshoot Custom Logs

•	My log no longer exists

•	I want to change a column's format.

•	I can't open a custom log

•	My log printout is not what I want

Troubleshoot Project Management


My log no longer exists

When you delete a log, it is permanently removed from all data folders in Project Management. You should always have a backup of your data. See Backing up your files.


I cannot open a custom log

If you have recently changed a custom log, you received a message asking whether you want to upgrade your data files. If you answered "No," you will be unable to access any custom logs until you have upgraded you data files.

You will receive the same message when you next try to open a custom log. Click "Yes" when prompted to upgrade data files.

The custom log you are trying to access may be in use. Someone else may be making an entry, setting up a log, or printing a custom log. Close other Custom Log tasks or try again later.


My log printout is not what I want

Custom Logs printouts are based on what you see on the screen. If an on-screen column is too narrow to display its entire contents, the printout will reproduce it.

•	To increase or decrease a column's width in an on-screen log, move your cursor over the column heading border. When [image] appears, click and hold. Move your mouse in the direction you want to move the border.

•	If your log is too wide to print in its entirety, you can hide some columns. Hidden columns do not print.

•	If you have Timberline Report Designer installed, you can create your own reports. Open TR: File > New Design. Scroll to the PJ records in the Records Available list in the New Design window. Select your custom log. If you need further information on how to create a report, click [Help] in the New Design window.

•	You can create a custom report using Crystal Reports. For more information on creating your own reports with Crystal Reports, see the Crystal.pdf file. It contains a document titled "Crystal Reporting: Using Crystal Reports with Timberline Software," and it is intended for experienced Crystal Reports users.

You can access the Crystal.pdf file in the following ways:

•	Use Windows Explorer to open the Documents folder on the Timberline accounting and management CD.

•	When you install Timberline software, in the Timberline Office installation window, click "Browse Documents" at the bottom of the window.

•	After you install the software, from any application select Help > Documents.


Concept topics


Learn about custom logs

Project Management comes with several logs already set up (Documents > Custom Logs). These include Punch Lists, Communications Log, Notices to Comply, Safety Notices, and Photo Log. You can modify these logs if needed.

You can create a custom log to manage project information that is not tracked in other Project Management documents. You may add up to 63 columns to a custom log and choose from several formats for each column, such as text, date, or phone number. See Column formats for a detailed illustration.

After you create a custom log, you can enter information in the log by selecting Documents > Custom Logs > your log.

Tip: You should plan your logs before you create them. Set up each column in the order you will enter information into the finished log. You cannot rearrange the columns once you have created them.

Learn about column formatting

Learn about entering information in a custom log


Learn about column formatting

Column formatting allows you to take advantage of many built-in features for your finished logs. For example, if you format a column as a date column, the column in Custom Logs Entry will contain a calendar that allows you to select a date. For a detailed illustration of column formatting, see Column formats.

Set up column order and define column format for your custom logs in Setup > Custom Logs > New > Custom Logs Column Setup.

Tip: You should plan your logs before you create them. Set up each column in the order you will enter information into the finished log. You cannot rearrange the columns once you have created them.

Custom Log Column Setup window tips

Create a new custom log


Column formats

The following table illustrates how columns you define in Custom Logs Column Setup window (Setup > Custom Logs > New) appear in the Custom Log Entry window (Documents > Custom Logs):

Format in Column Setup window	Entry grid in Custom Log Entry window
Text Set the maximum number of characters (up to 250) you will allow during data entry in Text properties.
Number Allow entry of up to 15 decimal places in Number properties.
Check box
Date During data entry you can enter a date or select one from the calendar.
Time The numbers you enter are formatted hh:mm:ss.
List Create a list of up to 100 items. During data entry, you can select from the items in your list by clicking [image].
Phone number If you enter a 7- or 10- digit number, the number will appear in the standard US format.
Spec section Click [image] to select a spec. section.
Contact Click [image] for a list of job contacts or click the binoculars to open Address Book.
Urgency This list already includes Normal, High, and Low. The title and contents of this column may be different if you changed them in File > Data Folder Settings > Custom Descriptions.


What happens to the information in an existing log when I change its design

If you rename a log or a column, no information is changed in a log. You will still have to upgrade the file.

If you delete a log or a column, the information is permanently removed in all data folders.


What's This for Custom Logs Entry


Job

Enter a job for this custom log. If you selected the Use last job check box in PJ Settings (File > Data Folder Settings), the job prefills with the last job you worked with. You can change it as needed.

If you use record security, job lists may contain only jobs for which you have security access.

Do one of the following to enter a job:

•	Click [image] to select a job from the drop-down list that includes jobs with a status of Unstarted and In progress.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type a new job and enter job information in the Job Setup window that appears.

Both Job Cost (JC) and Project Management (PJ) jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see the help topic titled Add Job Cost jobs to Project Management"


[New]

Open a new row in the grid, to make an entry.


[Delete]

Delete the selected entry.


[Print]

Print the entire log.


Entry grid icons

The icons displayed in the first gray column of entry grids indicate the status of individual rows.

Icon	Indicates
	The current (active) line.
	Where a new line can be added. This icon is displayed in the last line of the grid.
	That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

Note: You can delete a row by right-clicking in the first gray column of the row you want to delete. Select Delete Row from the shortcut menu and left-click.


Attachments

Opens the Attachments window where you can add, change, view, or delete a note or file attachment.


Text column

Enter text. Text length is limited to the number of characters you specified in Text properties in Custom Log Setup.


Number column

Enter numbers only. The number of decimal places is limited to the number you specified in Number properties in Custom Log Setup.


Check box column

Click to select or clear the check box.


Date column

Click [image] to open a calendar and select a date. Click the arrows to move forward or backward through the months. Click a day to select it.

The date is displayed in the format selected in Tools > Options > Date Format.


Time column

The numbers you enter here are automatically formatted as hh:mm:ss.


List column

Click [image] to select an item from the list you created in List properties in Setup > Custom Logs.


Phone column

If you enter a 7- or 10- digit number it is automatically formatted in the U.S. standard. Other numbers appear the way you enter them.


Contact column

Do one of the following to enter a contact:

•	Click [image] to select from job contacts entered in Setup > Jobs > Site/Contacts for the job entered on this custom log. This list is empty if you have not set up job contacts or if you have not entered a job for this custom log.

•	Click [image] to open the Contact Selection List window where you can choose a contact from a list of job contacts, and company, person, or company and person contacts.

•	Type a new contact (up to 64 characters). You will be asked if you want to create a contact. Click [Yes] to set up the contact in Address Book. Click [Cancel] to continue entering information in the custom log without setting up the contact.


Spec section column

Enter a specification section number for this Custom Log. You can select one by clicking [image], or you can enter a new specification section number. When you enter a new specification section number here, it applies to only this Custom Log and is not added to the spec. section list available to all documents. You can modify the spec. section list in Setup > Spec. Section.


Urgency column

Enter the degree of urgency associated with this entry. Click [image] to select another item from the drop-down list

The name of this field may be different if you changed PJ Urgency in Custom Descriptions (File > Data Folder Settings). You can also customize the Urgency list in the Custom Descriptions window.


[Close]

Closes this window.


custom logs Entry window
Custom Log Entry window

Enter, view, and change information in logs in this window.

What do you want to do?

•	Enter information in a custom log

•	Add an attachment to a custom log

•	Change information in a custom log

•	Delete a custom log entry

•	Enter a job in a Custom Log

•	Hide or show columns in custom log entry

•	Learn about entering information in a custom log

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

More information


Enter information in a custom log

After you create a custom log, you can enter information in it by following these steps:

  1	From the Documents menu, select Custom Logs > your log.

  2	Enter a job.

  3	Click [New].

  4	Enter information in the first column of the new row of the grid. Press ENTER or tab to the next column.

  5	Continue until you finish entering information in all appropriate columns.

  6	Press ENTER or tab to the next row to make another log entry, or click [Close] to exit this window.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Change information in a custom log

Add an attachment to a custom log

Hide or show columns in custom log entry

Create a new custom log


Change information in a custom log

  1	From the Documents menu, select Custom Logs > your log.

  2	Open the log you want to change by entering a job.

  3	Scroll to the row and column you want to change.

  4	Click in the cell to select the contents. Enter your changes.

  5	Move to another row to save the changes.

  6	Click [Close].

  7	Answer [Yes] if a message appears asking whether you want to save changes.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.


Delete a custom log

Follow these steps to permanently delete an entire custom log:

  1	From the Setup menu, select Custom Logs.

  2	In the Custom Log Setup window, select the log you want to delete by clicking it.

  3	Click [Delete].

  4	Click [New] to create a new log or [Close] to exit this window.

Warning: The custom log and all information contained therein is permanently deleted.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Delete a custom log entry


Delete a custom log entry

Follow these steps to delete a single entry in a custom log:

  1	From the Documents menu, select Custom Logs > your log.

  2	Open the log you want to change by entering a job.

  3	Scroll to the row you want to delete.

  4	Click [image] to the left of the row to select it.

  5	Click [Delete].

  6	Click [New] to create a new log entry, or click [Close] to exit this window.

Tip: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

Delete a custom log


Print a custom log

The log will print as it is displayed in the window. Any customizations you have made to the log will be reflected in the printed log. All rows will print, but hidden columns will not appear on the printed log.

  1	From the Documents menu, select Custom Logs > your log.

  2	Open the log you want to print by entering a job.

  3	Click [Print].

  4	Click [Start] in the Print Selection window.

  5	Click [Close] in the Custom Logs Entry window.

Tips: For help on any field in this window, right-click in the field and select What’s This? or click [image] and click in the field.

More information


Hide or show columns in custom log entry

Use Hide/Show Cols to prevent columns from being displayed in the grid. You can also use Hide/Show Cols to display hidden columns. The columns you choose to hide or show are hidden or displayed on your computer only.

To show a column

  1	Right-click any column heading or cell in the Custom Logs Entry grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, select the check boxes for the columns you want displayed in the grid. This list contains all available columns.

  3	Click [OK] to return to the Custom Logs Entry grid.

To hide a column

  1	Right-click any column heading or cell in the Custom Logs Entry grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, clear the check boxes for the columns you do not want displayed in the grid.

3	Click [OK] to return to the Custom Logs Entry grid.

Tip: For more information about any item in a Custom Logs window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.


Concept topics:


Learn about entering information in a custom log

Enter information in your log by selecting Documents > Custom Logs. Log entries are organized by job. If you have selected Use last job in File > Data Folder Settings > PJ Settings, the job field prefills. See Enter a job in a Custom Log.

To create a new entry in a log, click [New] and enter information in the first column of the new row. Press the TAB or ENTER keys to move through the grid. You can change information in a cell by deleting it and entering new information. You can delete an entire entry by selecting the row and pressing DELETE on your keyboard.

The hide or show feature allows you to display or conceal any or all columns in the log.

You can add internal notes or files to a new or existing log entry. Click [image] to open the attachments window.

The log will print as it is displayed in the window. Any customizations you have made to the log will be reflected in the printed log. All rows will print, but columns you have hidden will not appear on the printed log.


Add an attachment to a custom log

You can add internal notes or files to a new or existing log entry.

  1	From the Documents menu, select Custom Logs > your log.

  2	Enter a job.

  3	Click [image] to the left of the log entry to which you will add an attachment.

  4	In the Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so you can easily track it.

  5	Click the File Links tab to attach files, such as Word or Excel files. On the File Links tab, click [Add]. In the Add File window, select the file you want to attach, and click [Add]. The file displays on the File Links tab as an icon. Click it to view it.

  6	 Click [OK] to return to the Entry window. Click [Close] to finish.

Notes

•	After you add an attachment to a custom log entry, the picture on the attachment button changes from a paper clip [image] to a piece of paper with a paper clip [image].

•	Attached notes and files are not printed when you print a custom log.

Tip: For more information for any item in these windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Enter information in a custom log

Working with attached notes

Working with attached files


Enter a job in a custom log

Enter a job for this custom log. If you have selected the Use last job check box in PJ Settings (File > Data Folder Settings), the job prefills. You can change it as needed.

If you use record security, job lists may contain only jobs for which you have security access.

Do one of the following to enter a job:

•	Click [image] to select a job from the drop-down list that includes jobs with a status of Unstarted and In progress.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type a new job and enter job information in the Job Setup window that appears.

Both Job Cost (JC) and Project Management (PJ) jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see the help topic titled Add Job Cost jobs to Project Management


Send a custom log

Overview

To print, fax, or e-mail a custom log:

  1	From the Documents menu, select Custom Logs and click the log you want to send.

  2	In the Custom Logs window, click [Print].

  3	In the Custom Log - Print Selection window, click [Send].

  4	In the Timberline Sending window, accept the prefilled entry in From or enter the sender of the custom log. This prefills from the Send Settings window. See About the default sender in Project Mangement.

  5	Accept the prefilled entry in Cover page date or change it. It prefills with your computer's system date. This date appears on cover pages for faxes and print jobs if you selected cover page options in the Send Settings window. See Set up a default cover page.

  6	Enter information in the Timberline sending grid for custom logs.

  7	Enter a subject and message. These are included in e-mails and on cover pages for faxes and print jobs if you selected the cover page option in the Send Settings window.

  8	The Attachments box prefills with the name of the custom log to be sent.

  9	In the Timberline Sending window, click [Send]. You are returned to the Custom Log - Print Selection window.

10	In the Custom Log - Print Selection window, click [Start]. One copy of the custom log is sent to all recipients using the delivery method you selected for each of them. You are returned to the custom log window. Click [Close] to finish. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Notes

•	If Printer, E-mail, or Fax is not appearing in the Send via column in the Timberline Sending window, see System requirements for sending.

•	Attachments that you create by clicking the [image] column in the custom log window are intended for internal use. They are not listed in the Attachments box in the Timberline Sending window, and they are not printed or sent when you print or send a custom log.

Example of how e-mails and cover pages are addressed for custom log recipients

How an e-mail is addressed for each custom log recipient

How a cover page is addressed for each custom log recipient

Print with [Print] versus print with [Send]

Create a custom log


How to enter information in the Timberline sending grid for custom logs

The grid in the Timberline Sending window displays the names of recipients who receive the custom log and the delivery method for each recipient.

  1	In the sending grid, enter the names of recipients to whom you want to send the custom log.

  2	In the Type column, click [image] to select To or Cc to indicate how the recipient is listed on the e-mail or cover sheet.

  3	To enter a recipient's name, click [image] and select a person or company in the Contact Selection List window.

  4	For Send via--Accept the prefilled entry or select the custom log delivery method for the recipient. This prefills with the default you set up for the recipient in Project Management or Address Book (Setup > Person or Setup > Company). Options are Printer, E-mail, or Fax.

  5	For Destination--Accept the prefilled entry or click [image] to open the Edit Destination window and enter a printer, fax, or e-mail destination for the recipient.

•	If Send via is Printer, in the Edit Destination window, select a printer from the drop-down list of printers attached to your computer.

•	If Send via is E-mail and the recipient has an e-mail address entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this e-mail address prefills as the destination. If an e-mail address does not prefill, enter one in the Edit Destination window.

•	If the Send via is Fax and the recipient has a fax number entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this fax number prefills as the destination. If a fax number does not prefill, enter one in the Edit Destination window.

  6	If you want to remove a recipient from the grid, see Remove a recipient.

Return to Send a custom log topic


Example of how e-mails and cover pages are addressed for custom log recipients

How an e-mail and a cover page are addressed for each custom log recipient entered in the Timberline Sending window:

In the Timberline Sending window you enter the following recipients:

To = A and B

Cc = C and D

Recipient in the Timberline Sending window	E-mail	Cover pages (fax or print job)
A  (To) B  (To) C  (Cc) D  (Cc)	One e-mail is sent to all recipients & is addressed with:  To: A & B Cc: C & D	Each recipient receives a copy of the same cover page addressed with:  To: A & B's names Cc: C & D's names
Note: A, B, C, and D represent a person or company contact.

Send a custom log

How an e-mail is addressed for each custom log recipient

How a cover sheet is addressed for each custom log recipient


How an e-mail is addressed for each custom log recipient

One e-mail is sent for all To and Cc recipients entered in the Timberline Sending window, and it is addressed as follows:

•	All To recipients in the Timberline Sending window are included in the To area of the e-mail.

•	All Cc recipients in the Timberline Sending window are included in the Cc area of the e-mail.

Send a custom log

Example of how a custom log is  addressed


How a cover page is addressed for each custom log recipient

When you fax or print a custom log, if you are using cover pages, all To and Cc contacts entered in the Timberline Sending window receive the same copy of the cover page.

•	All To recipients in the Timberline Sending window are included in the To area of the cover page.

•	All Cc recipients in the Timberline Sending window are included in the Cc area of the cover page.

Send a custom log

Example of how e-mails and cover pages are addressed for custom log recipients

How to set up a default cover page!JumpID(`SEND.HLP',`Setting_up_default_cover_page_for_printing')


Entry Error Messages PJ 0001 - 0099


Custom Log design has been modified

One or more custom log designs have been modified. Click [OK] to update custom log designs with the latest changes. Click [Cancel] to close the Custom Log Entry task without updating designs. Click [Help] for more information. (PJ0001)

Custom Log designs have been modified since you last entered information in a log. In order to continue, you must upgrade the file. You could lose some data if an existing column was deleted.

Upgrading files

Modify an existing log

Delete a column from a custom log


Save changes

Do you want to save changes you made to the current row? (PJ0003)

If you select [No] or [Cancel], the changes to the row are not saved, but if you made any changes to other rows previously during this entry session, those changes are saved. The rows are saved as you move your cursor off them.


Log too wide

When you print this log, some columns may not print because the log is too wide. Click [OK] to continue printing the log. Click [Help] for more information.   (PJ0004)

Custom Logs printouts are based on what you see on the screen. If an on-screen column is too narrow to display its entire contents, the printout will reproduce it.

•	To increase or decrease a column's width in an on-screen log, move your cursor over the column heading border. When [image] appears, click and hold. Move your mouse in the direction you want to move the border.

•	If your log is too wide to print in its entirety, you can hide some columns. Hidden columns do not print.

•	If you have Timberline Report Designer installed, you can create your own reports. Open TR: File > New Design. Scroll to the PJ records in the Records Available list in the New Design window. Select your custom log. If you need further information on how to create a report, click [Help] in the New Design window.

•	You can create a custom report using Crystal Reports. For more information on creating your own reports with Crystal Reports, see the Crystal.pdf file. It contains a document titled "Crystal Reporting: Using Crystal Reports with Timberline Software," and it is intended for experienced Crystal Reports users.

You can access the Crystal.pdf file in the following ways:

o	Use Windows Explorer to open the Documents folder on the Timberline accounting and management CD.

o	When you install Timberline software, in the Timberline Office installation window, click "Browse Documents" at the bottom of the window.

o	After you install the software, from any application select Help > Documents.


Custom Log Program in Use

The Custom Log program is currently being accessed by another task or user. You cannot access it at this time. Close other Custom Log tasks or try again later. Click [Help] for more information. (PJ0005)

You may receive this message because someone else is making an entry, setting up a log, or printing a custom log. Close other Custom Log tasks or try again later.


Per the Custom Log Entry Error Message file, the scenario for PJ0005 is to use error message PJ0100 from the Custom Log Setup Error Message file (see the topic below). So should this topic PJ0005 above be deleted? Check with Wendy.


Setup Error Message Help PJ 0100 - 0199


Custom Log Program in Use

The Custom Log program is currently being accessed by another task or user. You cannot access it at this time. Close other Custom Log tasks or try again later. Click [Help] for more information. (PJ0100)

You may receive this message because someone else is making an entry, setting up a log, or printing a custom log. Close other Custom Log tasks or try again later.


Duplicate custom log name

This name has already been used as a custom log name. Click [OK] to enter a name that is different from existing custom logs. Click [Help] for more information. (PJ0101)

You can view current log names by opening Setup > Custom Logs.

Rename a custom log


Delete this column

When you delete this column, you will delete any data that exists for this column in all data folders. Click [Help] for more information.

Are you sure you want to delete this column? Click [Yes] to permanently delete this column and all its data. Click [No] to return to the Custom Log Setup window without deleting the column. (PJ0102)

Clicking [Yes] deletes this column and all the information from this column in all data folders. If you have information you would like to save, click [No]. To learn how to save the information in a custom log column before you delete it see Backing up files.


Delete this custom log

When you delete a custom log design, the design itself and any entries in existing custom logs that use the design are permanently removed from the system. Click [Help] for more information.

Are you sure you want to delete this custom log? Click [Yes] to permanently delete this custom log. Click [No] to return to the Custom Log Setup window without deleting. (PJ0103)

When you delete a custom log design, it is no longer available in any data folder. All existing entries are deleted. Custom log information for this log design becomes inaccessible in other data folders and is deleted when you upgrade the data file. To learn how to save the information in a custom log before you delete it, see Backing up files.


Update system information

You have custom log designs in this data folder, but they cannot be used until the system information is updated. Click [Yes] to update and restore the designs for use. Click [No] to permanently delete the custom log designs and their associated data. Before you delete, we recommend that you have a backup of your program and data files. Click [Cancel] to exit without updating or deleting the designs and their data. Click [Help] for more information. (PJ0105)

Custom log design information is automatically recorded in both the data and system (program) files. This information needs to be in both files for the custom log feature to work correctly. When the custom log design information exists in the data file and does not exist in the system file, you receive this prompt to upgrade system information.

Possible reasons that the custom log design information in the data and system files does not match:

•	Files are missing (deleted intentionally or in error).

•	Files have been replaced.

•	Data files may have been restored, but not the system files, or vice versa.

We recommend you back up your files before deleting.


Upgrade Custom Log data

Do you want to upgrade your data file with the changes you just made? Click [Yes] to upgrade your data file now. Click [No] to upgrade your data file at a later time. Click [Help] for more information. (PJ0106)

Design changes must be applied to existing data before you can enter more data into this log. You could lose some data if an existing log or log column has been deleted. If you click [No], you can upgrade your data file when you open the Custom Log Entry window. If you have made design changes to logs that also exist in other data folders you will be prompted to upgrade when you go into Log Entry in those data folders.


Log columns not defined

You must enter at least one column before you can save this custom log design. Do you want to add columns to this log? Click [Yes] to enter columns. Click [No] to permanently delete this custom log. When you delete it, any entries in existing custom logs that use this design are permanently removed from the system. Click [Help] for more information. (PJ0108)

When you delete a custom log design, the design is no longer available from any data folder. All entries in existing logs are deleted. Custom log data in other data folders becomes inaccessible and is deleted the next time you start custom logs in that data folder.


New Custom Log Setup Error Messages PJ0200 - 0299


Number out of range

You must enter a number between 1 and 250 for Maximum characters. Click [OK] to enter another number. Click [Help] for more information. (PJ0203)

If you need to enter text with more than 250 characters, use the Notes feature available on each Custom Log. When you enter information in the log (Documents > Custom Logs > your log) click [image] to the right of each row to open the Notes window. Enter notes for your log.


Log Too Wide

When you print this log from the Log Entry window, some columns may not be included because the log is too wide. You can either remove columns from this log or use a custom designed report for your log printout. Click [Help] for more information.   (PJ0206)

Custom Logs printouts are based on what you see on the screen. If an on-screen column is too narrow to display its entire contents, the printout will reproduce it.

•	To increase or decrease a column's width in an on-screen log, move your cursor over the column heading border. When [image] appears, click and hold. Move your mouse in the direction you want to move the border.

•	If your log is too wide to print in its entirety, you can hide some columns. Hidden columns do not print.

•	If you have Timberline Report Designer installed, you can create your own reports. Open TR: File > New Design. Scroll to the PJ records in the Records Available list in the New Design window. Select your custom log. If you need further information on how to create a report, click [Help] in the New Design window.

•	You can create a custom report using Crystal Reports. For more information on creating your own reports with Crystal Reports, see the Crystal.pdf file. It contains a document titled "Crystal Reporting: Using Crystal Reports with Timberline Software," and it is intended for experienced Crystal Reports users.

You can access the Crystal.pdf file in the following ways:

•	Use Windows Explorer to open the Documents folder on the Timberline accounting and management CD.

•	When you install Timberline software, in the Timberline Office installation window, click "Browse  Documents" at the bottom of the window.

•	After you install the software, from any application select Help > Documents.


Job Cost (JC) Help is compiled with a copy of this Transmittal.doc file because JC has a [Transmittals] button on the Change Order, Commitment, and Commitment CO windows. So transmittal Help topics must clearly identify PJ specifically when appropriate so JC Help readers aren't confused.

Some transmittal topics have links to other PJ topics that JC does not need. To accommodate this:

•	JC writer has modified these topics (removed the links) and stored them in another JC file (not in Transmittals.doc).

•	PJ writer stored these topics in PJ_transmittals.doc so that JC doesn't get repeats of the topics each time it gets an updated copy of Transmittals.doc.

Transmittal send topics: The JC writer took a copy of all topics in PJ_Send.doc and modified them for JC. So JC should not get a copy of PJ_Send.doc for each release.

Any PJ What's This topic for transmittal UI that is not in JC (i.e. [Copy], [New], [Delete]) won't appear in JC even though the topic exists in the Transmittal.doc file.

PJ's window topics are not indexed so those that are in the Transmittals.doc that don't apply in JC won't be included in the JC help index.


What's This topics for the Transmittal window:


Job

Accept the prefilled entry or enter another job description for this transmittal. The job prefills if you selected the Use last job check box in PJ Settings (Project Management: File > Data Folder Settings).

Different ways to enter a job in this field


Ways to enter a job in the Job field

Do one of the following to enter a job in the Job field in a Project Management (PJ) document window:

•	Click [image] to select a job from the drop-down list of jobs with a status of Unstarted and In progress.

You can scroll up and down the list with your mouse or arrow keys on your keyboard. Click a job to highlight and select it.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type an existing job's number or description directly in the Job field. Press [Enter] on your keyboard or move off the field to bring it into view. This works whether or not you type job number punctuation (if you use it).

•	Type a new job directly in the Job field. See Add a job for more information.

Notes

•	Both Job Cost (JC) and PJ jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see Add Job Cost jobs to Project Management.

•	If you use record security, job lists may contain only jobs for which you have security access.


The Job field drop-down list icon ID has two different IDs. When tracker 53575 is fixed, the icon will have only one ID. When fixed, the Job field's ID will be assigned to this icon, so the Job What's This will display when you click the icon. At that time, we can remove the topic below and those aliased to it from this file.

The What's This topic below for the Binoculars icon beside the Job field is common to all PJ documents and other topics are aliased to this one. Need to store it here because JC Help needs it.


Click to select a job from the drop-down list of jobs with a status of Unstarted and In progress.


Opens the Find Job window where you can select a job. This list includes all jobs entered in Project Management (PJ) and Job Cost (JC) with a status of Unstarted, In progress and Closed.

Jobs entered in JC before you installed PJ are not included in this list. To learn how to add them, see Add Job Cost jobs to Project Management.

If you are using record security, job lists may contain only jobs for which you have security access.


Number

Accept the prefilled number, or enter another number or ID (up to 12 characters) to identify this transmittal. You must enter a transmittal number that does not already exist for a job. Number prefills with the next number if you use numeric transmittal numbers. After you save a transmittal with an alpha character in its number, the automatic numbering feature no longer works.


To

Enter the names of the contacts (up to 64 characters per contact) who should receive this transmittal.

Ways to enter a contact


The Ways to enter a contact (Ways_to_enter_a_contact_field) topic below applies to:

•	Contact fields (not cells in a grid)

•	Contact fields where you can enter multiple contacts, and thus "distribution" is included in the second bullet.

•	Is used as a link in other transmittal, submittal, RFI, etc. What's This topics.


Ways to enter a contact

Enter a person or company contact in this field by doing one of the following:

•	Click [image] to select from job contacts entered in the PJ: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.

•	Click [image] to select a contact in the Contact Selection List window. You can choose to view a list of job, distribution, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.

•	Type a new contact (up to 64 characters) directly in the field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu).
You cannot enter a new contact if you use Timberline Office security, and you do not have task security to set up person or company contacts in Project Management.


Opens the Address Book Contact Selection List window. Select the names of the contacts you want in the To field.


Date

Accept the prefilled date or enter the date of this transmittal. Date prefills with your computer's system date. Click [image] to pick a date from the calendar.


Cc

Enter the names of the contacts (up to 64 characters per contact) who should receive this transmittal as carbon copy recipients.

Ways to enter a contact


Opens the Address Book Contact Selection List window. Select the names of the contacts you want in the Cc field.


Subject

Enter the subject or description (up to 100 characters) of this transmittal. This prefills as the subject when you send a transmittal.


Attached check box

Select this check box if you are attaching items to this transmittal.


Under separate cover check box

Select this check box if you are sending transmittal items under separate cover.


Via

Indicate how the transmittal recipient can expect to receive the transmittal items. Click [image] to select a method of transmission--Fax, Next-day service, Two-day service, Ground, Mail, Certified mail, or E-mail.

You can customize this list by selecting PJ Via in Custom Descriptions (File > Data Folder Settings).


Shop drawings check box

Select this check box if you are sending shop drawings with this transmittal. If the first item you enter in the transmittal item grid below is a submittal whose type is Shop drawing, this check box is automatically selected.


Prints check box

Select this check box if you are sending prints with this transmittal.

The title of this check box may be different if you changed PJ Prints in Custom Descriptions (File > Data Folder Settings).


Plans check box

Select this check box if you are sending plans with this transmittal.

The title of this check box may be different if you changed PJ Plans in Custom Descriptions (File > Data Folder Settings).


Samples check box

Select this check box if you are sending samples with this transmittal. If the first item you enter in the transmittal item grid below is a submittal whose type is Sample, this check box is automatically selected.


Specifications check box

Select this check box if you are sending specifications with this transmittal.

The title of this check box may be different if you changed PJ Specifications in Custom Descriptions (File > Data Folder Settings).


Copy of letter check box

Select this check box if you are sending a copy of a letter with this transmittal.

The title of this check box may be different if you changed PJ Copy of letter in Custom Descriptions (File > Data Folder Settings).


Change order check box

Select this check box if you are sending a change order with this transmittal. This check box is automatically selected if the first item you enter in the transmittal item grid below is a change order.

The title of this check box may be different if you changed JC Change Order in Custom Descriptions (File > Data Folder Settings).


Other check box

Select this check box if you are sending something else with this transmittal. If the first item you enter in the transmittal item grid below is a commitment, commitment change order, drawing, meeting minutes, RFI, or submittal whose type is neither Sample nor Shop drawing, this check box is automatically selected.


Other description

If you select the Other check box to identify something else you are sending with this transmittal, enter its description (up to 30 characters).

This also prefills based on the first item you entered in the transmittal item grid:

Document type of the first item entered in the transmittal item grid	What preflills in the Other description box
Commitment	Purchase Order
Commitment CO	Purchase Order Change
Drawing	Drawing
Meeting minutes	Meeting minutes
RFI	RFI
Submittal	Submittal
If you delete the first transmittal item, the Other description is not cleared. You must change the description manually to replace it.


For approval check box

Select this check box if you are sending this transmittal to request someone’s approval.


Approved as submitted check box

Select this check box if transmittal items are approved as submitted.


Resubmit check box

Select this check box to request that items with the transmittal should be resubmitted.


Resubmit: copies for review

If you select the Resubmit check box to the left, enter the number of copies (up to 99) to resubmitted.


For your use check box

Select this check box if you are sending this transmittal to someone from whom you do not expect a reply.

The title of this check box may be different if you changed PJ For your use in Custom Descriptions (File > Data Folder Settings).


Approved as noted check box

Select this check box if you are sending this transmittal to communicate approval with additional notes of explanation.


As requested check box

Select this check box if you are sending this transmittal in response to a request.

The title of this check box may be different if you changed PJ As requested in Custom Descriptions (File > Data Folder Settings).


Returned for corrections check box

Select this check box to request corrections.


Submit check box

Select this check box to submit transmittal items for distribution.


Submit: copies for distribution

If you select the Submit check box to the left, enter the number of copies (up to 99) to submit for distribution.


For review and comment check box

Select this check box if you are sending this transmittal for review and you want to receive comments.


PRINTS RETURNED AFTER LOAN check box

Select this check box if you are sending this transmittal to return loaned prints.


Return check box

Select this check box if corrected prints should be returned.


Return: corrected prints

If you select the Return check box to the left, enter the number of corrected prints (up to 99) to return.


FOR BIDS DUE check box

Select this check box if you are requesting a bid.

The title of this check box may be different if changed PJ FOR BIDS DUE in Custom Descriptions (File > Data Folder Settings).


FOR BIDS DUE date

If you select the FOR BIDS DUE check box to the left, enter the date the bid is due. Click [image] to pick a date from the calendar.


Other check box

Select this check box if there is some other reason for sending this transmittal.


Other description

If you select the Other check box to the left, enter the other reason (up to 30 characters) to send this transmittal.


Remarks

Enter any other remarks (up to 1000 characters) you want included with this transmittal.


From

Prefills with the contact entered in From (default sender) in the Send Settings window (Documents > Transmittals > [Send] > [Send Settings] or File > Send > [Send Settings]), or enter the name of the contact (up to 64 characters) responsible for sending this transmittal.

Ways to enter a contact


The Ways to enter a contact topic below (Ways_to_enter_a_contact_No_distribution_list) applies to:

•	Contact fields (not cells in a grid)

•	Contact fields where you can enter a single contact only -- not multiple contacts, and thus the second bullet does not include "distribution."

•	Is also used as a link for other contact fields in submittals and RFIs.


Ways to enter a contact

Enter a person or company contact in this field by doing one of the following:

•	Click [image] to select from job contacts entered in Project Management: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.

•	Click [image] to select a contact in the Contact Selection List window. You can choose to view a list of job, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.

•	Type a new contact (up to 64 characters) directly in this field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu).
You cannot enter a new contact if you use Timberline Office security, and you do not have task security to set up person or company contacts in Project Management.


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the From field.


Urgency

Enter the degree of urgency associated with this transmittal. Click [image] to select an option from the drop-down list. You can run reports and inquiries for transmittals based on urgency.

The name of this field may be different if you changed PJ Urgency in Custom Descriptions (File > Data Folder Settings). You can also customize the contents of the Urgency list in the Custom Descriptions window.

If you create a transmittal for an RFI from the RFI window, Urgency prefills.  See Urgency prefill.


What’s This topics for the transmittal item grid:


Entry grid icons

The icon displayed in the first gray column of this entry grid indicates the status of individual rows.

Icon	Indicates
	The active row. This may be the row that you selected or the row in which you are currently entering information. It could also be the first row in the grid when you open a window.
	Where a new row can be added. This icon is usually displayed in the last row of the grid.
	The information in this row has been changed but not yet saved.

To delete a row

  1	Left-click the first gray cell in the drawing's row to select it.

  2	When it is highlighted, do either of the following:

•	Press DELETE on your keyboard and click [Yes] to delete it.

•	Right-click the first gray cell in its row, and select Delete Drawing from the shortcut menu.


The above topic is used for aliasing.

Job Setup -- Job Contact grid: 1202_1076=1301_244


 Attach

Opens the Select Transmittal Items window where you can select a document or attachment to add as an item on the transmittal.


Copies

Accept the prefilled number or enter the number of copies (up to 99) of this transmittal item that you plan to send to recipient(s). This does not affect how many transmittal items are actually printed or sent. It only indicates what you intend to print or send.

The prefilled number is based on the document type of the transmittal item.

Transmittal item document type	Number that prefills for copies
Change Order	1
Commitment	1
Commitment CO	1
Drawing	1
Meeting Minutes	1
RFI	1
Submittal	• If you enter a sent date (but no forwarded date) for the current submittal revision, Copies prefills with the number entered in the Copies to send field on the submittal (Project Management: Documents > Submittals). If this is blank, then it prefills with 1. • If you enter a forwarded date for the current submittal revision, Copies prefills from the Copies to forward field on the submittal (Project Management: Documents > Submittals). If this is blank, then it prefills with 1. • If you entered no sent date or forwarded date for the submittal revision, then it prefills with 1.
Other	No Prefill; need to enter manually.
Attachment	1


Document type

Accept the prefilled entry or click this cell to select the document type for an item you want to add to this transmittal.

When you select a document type and move off this cell, a window opens where you can select a document or browse for an attachment. After you accept the row and move on, you cannot change the document type. You can however, delete the row and reenter another item.

You can also select Other or any other type you have added to the list in Custom Descriptions (File > Data Folder Settings).

If you select a transmittal item by clicking [image] in the Attach column rather than making a selection in the Document type field, this field displays the document type of the document you selected.


Date

Accept the prefilled date or enter the date for this transmittal item. Click [image] to select a date from the calendar.

If you selected a change order, commitment, commitment change order, drawing, meeting minutes, or RFI, this prefills with the date from that document.


Number

Enter a number or ID (up to 20 characters) to identify this transmittal item.

If you selected a change order, commitment, commitment change order, drawing, meeting minutes, or RFI using [image], this prefills with the number from that document.

For submittals, it prefills with the spec. section--submittal number, latest submittal revision number. You cannot change the number for a PJ document selected with [image].


Description

Enter the description (up to 120 characters) for this transmittal item. Description prefills based on the transmittal item document type as follows:

Transmittal item document type	Description that prefills
Change order	Change order description
Commitment	Commitment description
Commitment CO	Commitment change order description
Drawing	Drawing title
Meeting Minutes	Meeting minute purpose
RFI	RFI subject
Submittal:  most current revision has a sent date (but not a forwarded date)	Submittal description
Submittal: most current revision has a forwarded date	Submittal description and current revision status
Attachment	File name and extension
Note: The most current submittal revision is the one most recently entered, regardless of the submittal revision number.


Printed check box

Displays whether or not a transmittal item is sent (printed, faxed, or e-mailed) with the transmittal. This prefills based on the transmittal item document type and document form. You can select or clear this setting for all documents except drawings.

Document type	Item is included when you send a transmittal (check box is selected)?
Change order	Yes, but only if a Crystal Reports design is used as the document form.
Commitment	Yes, but only if a Crystal Reports design is used as the document form.
Commitment CO	Yes, but only if a Crystal Reports design is used as the document form.
Drawing	No.
Meeting Minutes	Yes.
RFI	Yes.
Submittal	No, unless you select this check box.
Attachment	Yes, if you select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings.


 Attachment

Add attachments and internal notes to any transmittal item.

You can add internal notes on the Notes tab. Notes are not printed or sent when you send or print the transmittal.

Add files on the File Links tab. These are e-mailed, faxed, or printed when you send the transmittal if you selected Include attachments with documents when sending in File > Data Folder Settings > PJ Settings.

Attachments do not print when you click [Print] in the transmittal window.


What’s This topics for the Select Transmittal Item window:


Change Order

Click Change Order if you want to add a change order to this transmittal.

The title of this may be different if you changed JC Change Order in Custom Fields (File Data Folder Settings).


Commitment

Click Commitment if you want to add a commitment to this transmittal.


Commitment Change Order

Click Commitment Change Order if you want to add a commitment change order to this transmittal.


RFI

Click RFI if you want to add an RFI to this transmittal.

RFI attachments are included if you select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.


Submittal

Click Submittal if you want to add a submittal to this transmittal.

Submittal attachments are included if you select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.


Meeting Minutes

Click Meeting Minutes if you want to add meeting minutes to this transmittal.

Meeting minutes' attachments are included if you select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.


Drawing

Click Drawing if you want to add a drawing, revision, or sketch to this transmittal.

Drawing attachments are included if you select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.


Attachment

Click attachments if you want to add a file attachment to this transmittal.


[OK]

Accepts your entries and closes this window.


Aliased the following:

[Cancel] = 1302_2 = 551_557

[Help] = 1302_9=551_9


Select Transmittal Items window

Click the type of document you want to add as an item to your transmittal--Attachment, Change order, Commitment, Commitment change order, Drawing, Meeting Minutes, RFI, or Submittal.

When you click [OK], the next window displays a list of documents for you to choose from.

Create a transmittal

Add an item to a transmittal


What's This topics for the Select Submittals for Transmittal window:


Job

Prefills with the job (description and number) you entered in the Transmittal window. If this is not the job for the submittal that you want to add to this transmittal, enter another job. You can select a job from the drop-down list by clicking [image]. This list includes jobs with a status of Unstarted and In progress.


Spec. section

If you know the specification section for the submittal you want to find, enter that number (up to 15 characters) here. The submittal and spec. section that most closely matches what you type is moved to the top of the list.


Number

If you know the submittal number you want or what it begins with, type it here. The submittal that most closely matches what you typed is moved to the top of the list.

You can also leave Number blank and use the scroll bar to the right of the submittal list to move up and down it to find the submittal you want.


Filter

Accept the prefilled filter or select a different one from the drop-down list. The filter determines which submittals are included in the list below.

For more information about the default filter and the submittals included in each filter, see How the filter works.


Submittal list

Displays a list of submittals for the job, spec. section, and filter you enter above. The information displayed for each submittal includes its:

•	Spec Section

•	Number (submittal)

•	Description

•	Sent To contact

•	T.--Sent To Transmittal check box (selected/cleared)

•	Forward To contact

•	T.--Forward To Transmittal check box (selected/cleared)

To select a submittal, double-click it, or click it and then click [OK]. You can select multiple submittals at a time by pressing [Ctrl] on your keyboard while clicking each submittal.


Aliased all the What's This topics for each column in the submittal list to one topic.

1306_159=1306_158

1306_160=1306_158

1306_268=1306_158

1306_269=1306_158

1306_270=1306_158

1306_271=1306_158


Had trouble with aliases for [OK], [Cancel], and [Help] so resorted to individual topics below.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made in the Select Submittals for Transmittal window.


[Help]

Opens Help and displays information about this window.


Select Submittals for Transmittal window

Select a submittal from the list to add to this transmittal.

The job prefills from the Transmittal window. You can change it as needed. You can enter a spec. section if you know it. The submittal list includes all submittals entered for the job and spec. section.

The filter that prefills also determines which submittals are in the list. To learn about the filter default and how the filter works, see How the filter works.

Tips:

•	Different ways to select submittals from the list.

•	You can automatically include attachments from submittals as separate transmittal items. The attachments are e-mailed, faxed, or printed when you send the transmittal. Select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

•	For more information about any item in the Select Submittals for Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.


What's This topics for the Select RFI for Transmittal window:


Job

Prefills with the job (description and number) you entered in the Transmittal window. If this is not the job for the RFI that you want to add to this transmittal, enter another job. You can select a job from the drop-down list by clicking [image]. This list includes jobs with a status of Unstarted and In progress.


RFI number

If you know the RFI number you want, enter it here, or you can select it from the list below.


RFI list

Displays a list of RFIs for the job you entered above. The information displayed for each RFI includes its:

•	Number

•	Date

•	Subject

•	Returned date

To select an RFI, double-click it, or click it and then click [OK]. You can select multiple RFIs at a time by pressing [Ctrl] on your keyboard while clicking each RFI. You can select a range of RFIs by pressing [Shift] on your keyboard while clicking the RFIs with your mouse.


Aliased all the What's This topics for each column in the RFI list to one topic (from the Find RFI topic).

1304_260=1004_260

1304_261=1004_260

1304_262=1004_260

1304_263=1004_260


Aliases for [OK], [Cancel], and [Help] in the Transmittals-Select RFIs for Transmittal window:

1304_1=551_1

1304_2=551_557

1304_9=551_9


Select RFIs for Transmittal window

Select an RFI from the list to add to this transmittal. The job prefills from the Transmittal window. You can change this as needed.

Tips:

•	Different ways to select RFIs from the list.

•	You can automatically include attachments from RFIs as separate transmittal items. The attachments are e-mailed, faxed, or printed when you send the transmittal. Select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

•	For more information about any item in the Select RFIs for Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


What's This and window topics for Meeting Minutes

1310_1318=1310_1317

1310_1319=1310_1317

1310_1320=1310_1317

1310_1=1307_1

1310_2=1307_2

1310_9=1307_9


Job

Prefills with the job (description and number) you entered in the Transmittal window. If this is not the job for the meeting minutes that you want to add to this transmittal, enter another job. You can select a job from the drop-down list by clicking [image].


Type

Click [image] and select a meeting type from the list. All meetings of this type appear in the list.

You can customize this list in File > Data Folder Settings > Custom Descriptions > PJ Meeting Type.


Number

Enter the number of the meeting you wish to open.


Show

Select All Meetings to view a list of all meetings for this job.

Select Most Recent Meeting to view a list of the last meetings of each meeting type for this job.


Meeting list

Select the meeting you would like to include with this transmittal and click [OK]. This list includes meetings for only the job you selected.


Select Meeting Minutes for Transmittal window

Select meeting minutes from the list to add to this transmittal. You can narrow your search by entering the job, type, and number of the meeting.

Tips:

•	Different ways to select items from the list.

•	You can automatically include attachments from meeting minutes as separate transmittal items. The attachments are e-mailed, faxed, or printed when you send the transmittal. Select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

•	For more information about any item in the Select Meeting Minutes for Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


Transmittal window buttons -- to the right side of the window:


[New]

Clears the contents of the Transmittal window so you can enter a new transmittal.


Copy Button What's This ID (0x0515000c) is not in the .HM file. I used the major_minor (1301_12)


[Copy]

Creates a new transmittal by copying the contents of the transmittal displayed in the Transmittal window. The new transmittal is displayed immediately after you click [Copy].

If you are in the process of creating a new transmittal or making changes to an existing transmittal, you must save it before you can copy it.


[Find]

Opens the Find window where you can locate and open a transmittal.


Select Drawings for Transmittal window What's This:


Job

Prefills with the job (description and number) you entered in the previous window. If this is not the job for the drawing that you want to add to this transmittal, enter another one. Click [image] to select from a drop-down list of jobs with an Unstarted, In progress, or Closed status.


Job drop-down list icon What's This IDs are:

1008_100 = right click

1601_1008 = icon

1601_1008 = Job field itself

Aliased 1008_100=1601_1008


Discipline

Accept the prefilled entry or select the discipline of the drawing that you want to add to this transmittal. Click [image] to select a discipline from the drop-down list.


Discipline drop-down list icon IDs are:

1505_100 = right-click

1601_1505 = icon

1601_1505 = Discipline field itself

Aliased as 1505_100=1601_1505


Number

If the drawing you want to add to this transmittal is not in view in the drawing list below and you know its number, enter it here to quickly move it into view. If no match is found, the drawing list is blank and you must remove the number from the Number field for the complete list to reappear.

An alternative way to move a drawing into view is to move the scroll bar--located to the right of the drawing grid--up and down with your mouse. You can also use the [Page Up], [Page Down], or arrow keys on your keyboard once you click anywhere in the drawing grid.


Show

Accept the prefilled entry or click [image] to choose whether you want the list below to display all drawings or just the current drawings for the job and discipline you entered in this window.


Show drop-down list icon IDs are:

1006_100 = right-click

1601_1006 = icon

1601_1006 = Show field itself

Aliased as 1506_100=1601_1506


Drawing list

From this list, select one or more drawings, revisions, or sketches that you want to add to this transmittal.

The items that appear in this list are based on the entries in the Job, Discipline, Number, and Show fields above.

Different ways to select items from this list


Aliased the columns in the drawing grid:

1601_1322=1601_1321

1601_1323=1601_1321

1601_1324=1601_1321

1601_1325=1601_1321

1601_1326=1601_1321

1601_1327=1601_1321

1601_1007=1601_1321 (1601_1007 is the ID in all the columns (using icon) when no drawings are in the list and the list is grayed. No Help ID when you right-click. This is normal on grayed items.)


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made in the Select Drawings for Transmittal window.


[Help]

Opens Help and displays information about this window.


Select Drawings for Transmittal window

Select the drawings, revisions, or sketches that you want to add to a transmittal.

The first item in the list is automatically selected when you open this window. The items that appear in the list are based on the entries in the Job, Discipline, Number, and Show fields.

For more information on how to select items from this list, see Different ways to select items from lists.

Tips:

•	Different ways to select drawings from the list.

•	You can automatically include attachments from drawings as separate transmittal items. The attachments are e-mailed, faxed, or printed when you send the transmittal. Select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

•	For more information about any item in the Select Drawings for Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


What's This topics for the Find Transmittal window:


Job

Prefills with the job entered in the Transmittal window. You can choose a different job from the drop-down list by clicking [image].


Number

If you know the transmittal number you want or what the number begins with, type it here. The transmittal that most closely matches what you typed is moved to the top of the list.

You can also leave Number blank, and use the scroll bar to the right of the transmittal list to move up and down it to find the transmittal you want.


Find transmittal list

Displays a list of transmittals for the job entered above. Also included in the list is the transmittal date, number, To recipient, and subject.

To select a transmittal, double-click it, or click it and then click [OK].


Find Transmittal window

With [Find] you can locate and open an existing transmittal.

  1	From the Documents menu, select Transmittals.

  2	In the Transmittal window, click [Find].

  3	In the Find Transmittal window, enter a job. If a job has prefilled from the Transmittal window and it is not the one you want, select another one.

  4	The list of all transmittals for the job is displayed in the grid. Do one of the following to locate and select a transmittal:

•	Select a transmittal in the list by highlighting it. If the list is long, use the scroll bar to the right to move up and down the list.

•	In the Number field, start typing a transmittal number. As you type, the transmittal that most closely matches the typed number is entered in the Number field.

  5	After you select a transmittal from the list or enter it in the Number field, click [OK]. You are returned to the Transmittal window where the transmittal appears.

Tip: For more information about any item in the Find Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


Transmittal window buttons--on the right side of the window


[Prev]

Opens the previous transmittal for a job. Transmittals are listed in numerical and then alphabetical order.


[Next]

Opens the next transmittal for a job. Transmittals are listed in numerical and then alphabetical order.


[Save]

Saves entries and changes you made to this transmittal during this entry session.


[Cancel] (551_557) is a common ID and is also used for submittals and RFIs. It resides here because JC shares this file.


[Cancel]

Cancels all entries and changes you made in this window during this entry session.


[Delete]

Deletes this transmittal permanently.


[Print]

Opens the Print Selection window where you can print this transmittal.


[Send]

Opens the Timberline Sending window where you can send this transmittal and its attachments to a printer, fax, or e-mail address.


[Custom Fields]

Opens the Custom Fields window where you enter information in additional fields you have created for transmittals in Custom Fields (File > Data Folder Settings).


Custom field

Enter information for this custom field. This field exists because you created an additional field for transmittals in File > Data Folder Settings > Custom Fields.


[Attachments]

Click to add, change, view, or delete a note or file attachment.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made in this window during this entry session.


[Help]

Opens Help and displays information about this window.


Transmittal Custom Fields window

If you have set up custom fields for transmittals in File > Data Folder Settings > Custom Fields, those fields appear in this window. Custom fields allow you to track additional information not provided on the Transmittal window. The fields you create are available for reports and inquiries you design. This window is blank if you have not set up custom fields.

What do you want to do?

•	Enter or change information in custom fields

•	Change or add custom fields for transmittals

Tip: For more information about any item in the Transmittal Custom Fields window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


[Attachments][Notes]:  The same ID is shared by transmittals, submittals, and RFIs (0x02270235 -- HIDC_BV_D_ATTACH_BTN). No need for aliasing.

[Close] below must reside here (and not in Common_PJ.doc) because JC shares this transmittal.doc file. The submittal and RFI [Close] topics are aliased to this topic.

HIDC_SUB_MD_CLOSE_BTN=HIDC_TRANS_MW_CLOSE_BTN  (submittals)

HIDC_RFI_MW_CLOSE_BTN=HIDC_TRANS_MW_CLOSE_BTN  (RFIs)


[Close]

Closes the Transmittal window. If you made entries or changes during this session, you receive a message asking whether you want to save them before closing the window.


[Help]

Opens Help and displays information about this window.


How To topics:


Create a transmittal

  1	You can create a transmittal from several places in the software:

•	From the Project Management (PJ) Documents menu, select Transmittals.

•	Open an RFI, meeting minutes, drawing log, or submittal from the Documents menu in PJ and click [Transmittals].

•	Open a change order, commitment, or commitment change order from the Contract Control menu in PJ or from the Tasks menu in Job Cost. Click [Transmittals].

  2	In the Transmittal window, enter a job, transmittal number, To recipients, date, Cc recipients, and subject. If you are entering a transmittal from within another document, some of these fields prefill from that document.

  3	Select the Attached or Under separate cover via check boxes to indicate how you are sending the transmittal items. Enter the method of delivery in the box to the right of Under separate cover via.

  4	Select the check boxes for the type of items you are transmitting--Shop drawings, Print, Plans, Samples, Specifications, Copy of letter, Change Order, or Other. If you select Other, enter a description for it in the box to the right. Some of these check boxes may prefill based on the first item you enter in the transmittal item grid below. See Check box prefilling.

  5	In the Transmittal items grid, enter items you want to send with the transmittal.

•	You can select an existing PJ document, such as a change order, or a file, such as a bitmap or Word document and the rows in the grid prefill with that document's information. See Add an item to a transmittal.

•	If you are entering a transmittal from within an RFI, submittal, change order, commitment, or commitment CO document, meeting minutes, or drawing log, the document itself prefills in the transmittal item grid. See Tips on creating transmittals from within other documents.

  6	In the THESE ARE TRANSMITTED as checked below section, select the check boxes that explain why you are sending the transmittal.

  7	Continue to scroll down the document and in the Remarks section, enter remarks.

  8	Enter the name of the transmittal sender in From.

  9	In Urgency, enter the degree of urgency for this transmittal. For more information on how this field prefills, see Urgency prefill.

10	If you have created custom fields for transmittals, click [Custom Fields] to enter information in those fields. See Entering information in custom fields.

11	You can enter other internal notes or file attachments to a transmittal by clicking [Attachments]. These are not printed or sent when you print or send a transmittal. See Add an attachment to a transmittal.

12	To save and close a transmittal, click [Close].

Tips:

•	You can automatically include document attachments on a transmittal.

•	For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	Transmittal window tips

Send a transmittal

About transmittals

More information


Transmittal window tips

•	Entering contacts

•	Add an attachment to a transmittal

•	Fields that prefill

•	Hide/Show columns

•	Freezing columns in entry grids

•	How to change the size of a window

•	Check Spelling

•	Duplicate transmittal items: The document list windows that open after you click [image] in the transmittal item grid, contain documents that may have already been added to a transmittal. If you select a document that has already been added, you will receive a message letting you know that you cannot add it again.

•	Customize Transmittal window fields and lists in File > Data Folder Settings > Custom Descriptions:

o	You can customize the names of some fields and check boxes, such as the Urgency field and the Plans and Prints check boxes.

o	You can customize the lists for fields, such as Document type in the transmittal item grid and Urgency.

•	Transmittal items that are documents created with other software (e.g. Microsoft Word) are not printed or sent when you print or send a transmittal.

•	Tips on creating a transmittal from within other documents

•	One transmittal can contain items from multiple jobs. For example, if you create a transmittal for Job 01-075, in the Select RFI for Transmittal window, you can change the job to Job 01-088 and select a submittal from the list of Job 01-088's submittals.

•	For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a transmittal

Add an item to a transmittal

About transmittals


Enter a contact for a transmittal

In the Transmittal window, you can enter a contact for To, Cc, and From on a transmittal by doing one of the following:

•	Click [image] beside the contact field to select from job contacts entered in Project Management: Setup > Jobs > Site/Contact tab for this transmittal's job.

•	Click [image] beside the contact field to open the Contact Selection List window where you can choose from a job, distribution, company and person, person, or company list. If you select a contact that is not already designated as a job contact, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab.

•	Type a new contact in the contact field. See Add a contact.

Note: You can enter more than one contact in the To and Cc fields. After you enter the first contact, move to the next line by either pressing [Enter] or [Tab] on your keyboard or clicking the contact field with your mouse.

Return to the Create a transmittal topic.


Urgency prefill in the Transmittal window

When you create a transmittal for an RFI by clicking [Transmittal] in the RFI window, Urgency from the RFI window prefills for Urgency in the Transmittal window. If you add more than one RFI to the transmittal, the urgency from the first RFI prefills in the Transmittal window. You can change the prefilled entry.

Note: The RFI urgency does not prefill in the Transmittal window if you create a transmittal for an RFI by opening the Transmittal window directly from Documents > Transmittals.

Return to the Create a transmittal topic.


Tips on creating a transmittal from within another document

The following apply when you create a transmittal within a PJ document:

•	The document from which you are creating a transmittal prefills in the transmittal item grid in the Transmittal window.

•	You can automatically include attachments from RFIs, meeting minutes, submittals, and drawings as separate transmittal items. The attachments are e-mailed, faxed, or printed when you send the transmittal. Select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

See Add an attachment to a transmittal.

•	You can add other items to the transmittal.

•	You can add items from multiple jobs. For example, if you are creating a transmittal for Job 01-075, in the Select Submittal for Transmittal window, you can change the job to Job 01-088 and select a submittal from the list of Job 01-088's submittals.

•	When you open the Transmittal window within another document, you cannot open an existing transmittal. You cannot copy, delete, or create a second transmittal. To do any of these things, you must select Transmittals from the Documents menu in Project Management.

Create a transmittal


About transmittals

Transmittal documents are cover letters that you send with project documents or project items, such as samples. They provide a recipient, who might be a vendor or contractor, with the following information:

•	What you are sending.

•	How you are sending it.

•	Why you are sending it and the response you expect.

Transmittal workflow

Create a transmittal

Print a transmittal

Send a transmittal

More information


Transmittal workflow

Listed below is a workflow example, which includes links to Help topics that apply for each step.

If you are new to Project Management (PJ), you may want to review Getting started with Project Management, which provides information on how to set up and customize the application.

  1	You need to create a transmittal to send with project documents or project items. See Create a transmittal.

  2	You add items to the transmittal, such as an RFI, submittal, drawing, meeting minute, change order, commitment, commitment change order document that you previously entered in the software. A transmittal can contain documents from multiple jobs.

You can enter transmittal items that are not documents entered in the software. An example might be a letter that you created with other software.

See Add an item to a transmittal.

  3	You can print or send a transmittal to recipients. With the send feature, you can send a transmittal to multiple recipients.

  4	If you entered a transmittal whose contents are the same that you need to enter for another transmittal, you can copy a transmittal.

  5	Review transmittal information in reports and inquiries.

Note: In addition to creating a transmittal directly in Documents > Transmittals, you can create one from within other documents, such as RFIs, submittals, drawing logs, meeting minutes, change order, commitment, and commitment change order documents as you create these documents. See Tips on creating a transmittal within another document.

Troubleshoot transmittals


Transmittal items and prefilling

The following apply when you add items to a transmittal using [image]:

•	Different check boxes in the WE ARE SENDING YOU section of the transmittal document prefill based on the type of transmittal item you entered for the first transmittal item. See Prefills for transmittal check boxes.

•	Columns in the transmittal item grid prefill based on the document type of the transmittal item you entered. See What prefills in the transmittal item grid

Add an item to a transmittal


Prefills for transmittal check boxes

When you add items to a transmittal, transmittal check boxes in the WE ARE SENDING YOU section of the Transmittal window prefill based on the type of the first transmittal item you enter in the transmittal item grid as follows:

Type of transmittal item	Check box automatically selected
Change order	Change Order
Commitment	Other
Commitment change order	Other
Drawing	Other
Meeting Minutes	Other
RFI	Other
Submittal	• If submittal type is Sample, it prefills with Sample. • If submittal type is Shop drawing, it prefills with Shop drawing. • If submittal type is neither Sample nor Shop drawing, it prefills with Other.
Attachment	None

Note: If you delete the first transmittal item or replace it with another item, the check boxes that originally prefilled remain prefilled. You can manually change them as needed.

Create a transmittal

Add an item to a transmittal


What prefills in the transmittal item grid

When you add an item to a transmittal, the Copies, Document Type, Date, Number, and Description columns in the transmittal item grid (Transmittal window) prefill with the following entries based on the transmittal item document type.

(Maximize this window to view the complete table, which has five columns of information.)

Document type	Copies	Date	Number	Description
Change order	1	Change order date	Change order number	Change order description
Commitment	1	Commitment date	Commitment number	Commitment description
Commitment CO	1	Commitment CO date	Commitment CO number	Commitment CO description
Drawing	1	Drawing date	Drawing number	Drawing title
Meeting Minutes	1	Meeting date	Meeting number	Meeting purpose
RFI	1	RFI date	RFI number	RFI subject
Submittal	• If the current submittal revision has a sent date, Copies prefills with the number entered in Copies to send for the job setup (PJ: Setup > Job > Scope/Documents tab > Submittals area). • If the current submittal revision has a forwarded date, Copies prefills with the number entered in Copies to forward from the job setup.	No prefill	Spec. section-- Submittal number--Rev: Latest revision	• If the current submittal revision has a sent date, it prefills with the submittal description. • If the current submittal revision has a forwarded date, it prefills with the submittal description and status.
Attachment	1	No prefill	No prefill	File name and extension
Note: The most current submittal revision is the one most recently entered, regardless of the submittal revision number.

Create a transmittal

Add an item to a transmittal

Change the size of a window


Add an item to a transmittal

  1	Create or open a transmittal by doing one of the following:

•	From the Documents menu in Project Management (PJ), select Transmittals.

•	From the Documents menu in PJ, open an RFI, meeting minutes, drawing log, or submittal that you want to create a transmittal for. In the document window, click [Transmittals].

•	From the Contract Control menu in PJ or from the Tasks menu in Job Cost (JC), open a change order, commitment, or commitment change order that you want to create a transmittal for. In the document window, click [Transmittals].

  2	If you have clicked [Transmittals] from within an RFI, submittal, meeting minutes, drawing logs, change order, commitment, or commitment change order document, when the Transmittal window opens, the document is added to the transmittal item grid.

  3	To continue adding attachments or other documents to the transmittal or to start adding items if you opened a transmittal directly, do one of the following in an empty row of the transmittal item grid:

•	Click the Document Type cell, and select a document type or attachment from the drop-down list. Move to the next cell.

•	Click [image] in the Attachment column, and in the Select Transmittal Items window, select the document type or attachment.

  4	Select a document or file.

•	If you selected a PJ document, the list window that opens next matches the document type you selected. Select one or more documents from the list to add to the transmittal.
See Different ways to select items from a list.

To learn more about how the filter works in the Select Submittals for Transmittal window, see How the filter works.

•	If you selected Attachment, browse for and select a file in the Attach window.

  5	After you select a document or attachment, you are returned to the Transmittal window where the item you selected has prefilled in the transmittal item grid.

  6	If you select a document type of Other, type the item information in the row.

  7	Click [image] to add note and attachments to an item.

  8	Continue entering transmittal items and their information in the grid as needed. Return to the Create a transmittal topic.

Tips

•	You can customize the Document Type list and add your own items to it in Custom Descriptions (File Data Folder Settings).

•	Transmittal items and prefilling

•	Transmittal window tips

•	Creating transmittals from within other documents

•	For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About transmittals

Delete a transmittal item

More Information


Add an attachment to a transmittal

You can add an attachment to a transmittal in several ways:

•	To automatically include attachments from RFIs, meeting minutes, submittals, and drawing logs as separate transmittal items, select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

Document attachments are added as separate transmittal items when you:

•	Click [Transmittal] in any of those documents.

•	Select a document with attachments from the Select Transmittal Items window.

•	Click [image] and select Attachment in the Select Transmittal Items window. Browse to and select the file in the Attach window.

•	Click [image] in the Document Type column and select Attachment. Browse to and select the file in the Attach window.

•	Click [image] at the end of the row. Add attachments on the File Links tab. You can add notes on the Notes tab. Notes are not sent when you send the transmittal.

Tip: You can automatically e-mail, fax, or print transmittal item attachments when you send the transmittal. Select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab..

Add internal attachments to a transmittal

Sending attachments in Project Management


Add internal attachments to a transmittal

You can add attachments such as spreadsheets, text documents, and image files that are related to a transmittal or job. You can view information about an attached file, open anattached file, attach new files, or delete an attachment to a file from within the Attachments window.

  1	Create a transmittal or find a transmittal. Click [Attachments].

  2	In the Transmittal Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so you can easily track it.

  3	Click the File Links tab to attach electronic files. On the File Links tab, click [Add]. In the Add File window, browse to and select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Double-click the icon to view the file.

  4	Click [OK] to return to the Transmittal window.

Notes

•	After you add an attachment to a transmittal, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

•	Internal attached notes and files are not printed or sent when you print or send a transmittal.

Tip: For more information for any item in the Transmittal Attachments windows, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Add an attachment to a transmittal

Working with attached notes

Working with attached files


Delete a transmittal

  1	From the Documents menu in Project Management, select Transmittals.

  2	In the Transmittals window, click [Find] to select the transmittal you want to delete. See Find a transmittal.

  3	With the transmittal displayed in the Transmittal window, click [Delete]. When you receive a message asking whether you are sure you want to delete, click [Yes]. The transmittal is deleted, and you are returned to the Transmittal window.

  4	Click [Close] to exit.

Note: When you delete a transmittal, it is permanently removed from the system.

Tip: For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Delete a transmittal itemDelete_a_transmittal_item_from_a_transmittal>(w95sec)

Create a transmittalCreate_a_transmittal>(w95sec)


Delete a transmittal item from a transmittal

  1	Open the transmittal that has an item you want to delete. You could be in the process of creating a new one, or you may need to open one that is already entered and saved.

•	From the Documents menu in Project Management (PJ), select Transmittals.

•	From the Documents menu in PJ, open an RFI or submittal that you want to create a transmittal for. In the document window, click [Transmittals].

•	From the Contract Control menu in PJ or from the Tasks menu in Job Cost, open a change order, commitment, or commitment change order that you want to create a transmittal for. In the document window, click [Transmittals].

  2	With the transmittal displayed in the Transmittal window, select the item you want to delete by clicking the first gray cell of the item row in the transmittal item grid.  appears in this cell and the row is highlighted to indicate it is selected.

  3	With the transmittal item selected, do one of following:

•	Right-click the pointer in the first cell of the row to open the shortcut menu. From the shortcut menu, select Delete Row.

•	Press DELETE on your keyboard.

Warnings:

•	Clicking [Delete] on the right side of the Transmittal window deletes the entire transmittal, not the transmittal item.

•	You must delete document attachments separately.

  4	When you receive a message asking whether you are sure you want to delete the item, click [Yes]. You are returned to the Transmittal window.

  5	Click [Close] to exit.

Tip: For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Add an item to a transmittal

Create a transmittal

Delete a transmittal

About transmittals


Find a transmittal

With [Find] you can locate and open an existing transmittal in the Transmittal window.

  1	From the Documents menu in Project Management, select Transmittals.

  2	In the Transmittal window, click [Find].

  3	In the Find Transmittal window, enter a job description in Job for the transmittal you want to find. If a job has prefilled from the Transmittal window and it is not the one you want, type another one, or select another one by clicking [image]. The list below Job and Number contains all transmittals for that job.

  4	Do one of the following to locate and select an existing transmittal from the list:

•	Click a transmittal to highlight it. If the list is long, use the scroll bar to the right to move up and down the list.

•	In the Number field above the list, start typing a transmittal number. As you type, the transmittal that most closely matches the typed number is entered in the Number field.

  5	After you select a transmittal from the list or have entered it in the Number field, click [OK]. You are returned to the Transmittal window where the transmittal appears.

Tip: For more information about any item in the Find Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Create a transmittal


Copy a transmittal

You can copy the contents of an existing transmittal into a new one. All information in the existing transmittal is copied into the new one except for the transmittal number, the transmittal date, and the To and Cc recipients.

To copy a transmittal:

  1	From the Documents menu in Project Management, select Transmittals.

  2	In the Transmittal window, click [Find] to select a transmittal you want to copy. See Find a transmittal.

  3	When the transmittal appears in the Transmittal window, click [Copy].

  4	The new transmittal appears in the Transmittal window. If you use numeric transmittal numbers, the transmittal number prefills with the next unique transmittal number, which you can change. The transmittal date prefills with your computer's system date, which you can change. Enter To and Cc recipients.

  5	Click [Close] to save the new transmittal and exit.

Note: If you are in the process of creating a new transmittal or making changes to an existing transmittal, you must save it before you can copy it.

Tip: For more information for any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a transmittal

Transmittal numbers no longer prefill


Change information on a transmittal

After you close or send a transmittal, you can open it again to make changes as needed.

  1	From the Documents menu in Project Management, select Transmittals.

  2	In the Transmittal window, click [Find] to select the transmittal you want to change. See Find a transmittal.

  3	When the transmittal appears in the Transmittal window, you can:

•	Move to a field that you want to change and make modifications.

•	Delete a transmittal

•	Delete a transmittal item

•	Add a transmittal item

•	Add an attachment to a transmittal

•	Add internal notes and attachments

Tip: For more information for any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a transmittal

About transmittals


Enter information in a custom field on a transmittal

If you have set up additional fields for transmittals in File > Data Folder Settings > Custom Fields, those fields appear in the Custom Fields window of the transmittal document. Custom fields allow you to track additional information not provided on the Transmittal window.

  1	If you are in the process of creating a new transmittal, in the Transmittal window, click [Custom Fields] to open the Transmittal Custom Fields window. Before the window opens, you may receive a message asking you to save the transmittal changes. Click [Yes].

If you need to open a transmittal that has already been created, select Transmittals from the Document menu. In the Transmittals window, click [Find] to locate and select a transmittal. See Find a transmittal. With the transmittal displayed in the Transmittal window, click [Custom Fields].

  2	In the Transmittal Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to save changes and return to the Transmittal window.

Tip: For more information about any item in the Transmittal Custom Field window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Set up custom fields

Create a transmittal


[Select]

Opens the Transmittal Contacts - Range Selection window where you select To or Cc contacts for whom you want to print a transmittal.


For the What's This topics below:

[Printer Setup] = 0x00DB2774 = 219_10100

[Start] = 219_10003

The following are aliased:

[Cancel] = 0x00db2711 = 219_10001=551_557

[Help] = 0x00db2712 = 219_10002=551_9


[Printer Setup]

Opens the Printer Setup - Transmittal window where you can change the printer and its properties, such as copies to print and pages to print, for the current print job.


[Start]

Begins printing transmittals according to your print selections in this window.


[Print Preview]

Opens the Print Preview window to view the pages before printing.


Transmittal - Print Selection window

Print a transmittal from this window.

•	If you click [Start], a copy of the transmittal prints for all To and Cc recipients.

•	If you click [Select] to open the Transmittal Contacts - Range Selection window, you can choose specific To and Cc contacts for whom you want to print a transmittal.

•	Click [Printer Setup] to change the printer or its properties, such as copies to print and pages to print.

•	Click [Start] to begin printing transmittals according to your selections in this window.

•	Files you added using [Attachments] in the Transmittal window are not printed.


Transmittal Contacts - Range Selection window What's This Help

Used aliases for the following:

[OK] = 0x00DA0001 (not in PJ.hm file) so used 218_1 = 551_1

[Cancel] = 0x00DA0002 (not in PJ.hm file) so used 218_2 = 551_557

[Help] = 0x00DA0009 (not in PJ.hm file) so used 218_9 = 551_9

Type column = 0x00DA03F2 = HIDC_PJG_MCD_TYPE_COL

Contact column = 0x00DA03F3 = HIDC_PJG_MCD_CONTACT_COL

HIDC_PJG_MCD_CONTACT_COL= HIDC_PJG_MCD_TYPE_COL


Transmittal Contacts - Range Selection list

From this list, select the contacts for whom you want to print this transmittal. The Type column identifies whether a contact on the transmittal is a To or Cc contact. The Contact column identifies the contact name.

Select a contact by clicking it. When it is highlighted, click [OK]. Select multiple contacts by pressing [Ctrl] on your keyboard when you click a contact. Select a range of contacts by pressing [Shift] on your keyboard while you click a contact.


Transmittal Contacts - Range Selection window

In this window, select the To and Cc contacts for whom you want to print this transmittal.

Select a contact from the list by clicking it. When it is highlighted, click [OK]. Select multiple contacts by pressing [Ctrl] on your keyboard when you click a contact. To select a range of contacts click the first contact and then press [Shift] on your keyboard while you click the last contact in the range.


The following topics are for the Find Job window that appears when you click the binoculars icon beside the job field in the Transmittal window. Because Job Cost Help needs to share transmittal help, these topics are located in this file below (and not in PJ's Job Setup.doc).


Number

If you know the first number or letter of the job you are trying to locate, enter it here. The list of jobs below is then filtered to display only jobs that begin with the numbers or letters you type.

To return to the beginning of the job list, remove any entries in the Number field. The job list is in numeric and then alphabetic order.


List of all jobs

This is a list of all Project Management and Job Cost jobs, including those with a status of Closed.

To find a job, you can either:

•	Use the scroll bar to the right or press the up and down arrow keys on your keyboard to move up and down this list.

•	If you know the first number or letter of the job you are trying to locate, type it in the Number field above or in the job list itself. The list is then filtered to display only jobs that begin with the numbers or letters you typed. To return to the beginning of the job list, delete any entries in the Number field. The job list is in numeric and then alphabetic order.

To select a job in the list, do one of the following:

•	Double-click it.

•	Click it, and after it is highlighted, click [OK].


HIDC_JS_FJ_DESC_COL (the Description column) is aliased to the above List of all jobs topic (which is the ID for the Number column (HIDC_JS_FJ_NUMBER_COL).


Create a contact? window

Select whether you want to create a company or person contact. Click [OK] to set up the new contact. Click [Cancel] to return to the previous window without creating a new contact.


Create a new Company contact

Click to set up a new company.


Create a new Person contact

Click to set up a new person.


Had trouble with aliasing [OK], [Cancel], and [Help] so resorted to separate topics below:


[OK]

Accepts your entries and closes this window.


[Cancel]

Returns you to the previous window without creating a person or company contact.


[Help]

Opens Help and displays information about this window.


Add a job

You can set up a new job while you are in a Project Management (PJ) document window without having to open the Job Setup window from the PJ: Setup menu.

  1	In a document window (PJ: Documents), enter the job description in the Job field for the new job.

  2	A message appears asking if you would like to add this job. Click [Yes].

  3	In the Job Setup window, enter a job number.

  4	Enter job information on the four tabs. Click a tab to open it.

•	Click [Help] on each tab for detailed information about each tab.

•	For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

  5	When you are finished entering job information, click [Save] and [Close] to return to the document window.

  6	The new job is displayed in the Job field, and you can continue to work on your document.

After you save the document, the new job appears in:

•	PJ: Setup > Jobs.

•	Job lists that are accessed when you click [image] or [image] beside a job field.


Add a contact

You can add a new contact while you are in a Project Management (PJ) document window without having to open the Person Setup or Company Setup window from the PJ or Address Book (AB) Setup menu.

  1	In a document window (PJ: Documents), enter the name of a new person or company in a contact field such as To, Cc, Returned by, Forwarded to, Submitted by, Received from, and From.

  2	A message appears asking whether you would like to add it. Add the contact as either a company or person by selecting the appropriate button. Click [OK].

  3	In the Company Setup or Person Setup window, enter information about the contact, such as name, address and phone number, and whether a company is an AP Vendor, an AR Customer, or an Estimating Vendor.

•	Click [Help] on the setup window for more detailed information.

•	For more information about any item in the setup window, right-click the item and select What's This?, or click [image] on the toolbar bar and then click the item.

  4	When you finish entering contact information, click [Close] to save and close the setup window. You are returned to the PJ document window.

  5	The new contact is displayed in the contact field, and you can continue to work on your document.

After you save the document, the new contact appears in:

•	PJ: Setup and AB: Setup (Person or Company)

•	Contact selection lists that are accessed when you click [image] and [image] beside contact fields.

•	PJ: Setup > Jobs > Site/Contact tab as a job contact for the job entered on the document.


Enter a contact in the PJ Job Setup window

You can enter contacts in fields such as Sent to and To in the Submittal and RFI areas on the Scope/Documents tab in PJ: Setup > Jobs, by doing one of the following:

•	Click [image] beside the contact field to select from the drop-down list that includes only contacts designated as contacts for the job. Job contacts are entered in PJ: Setup > Jobs > Site/Contact tab.

•	Click [image] beside the contact field to open the Contact Selection List window where you can choose a contact from a list of person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in PJ: Setup > Jobs > Site/Contacts tab.

•	Type a new contact in the contact field. See Add a contact.


Change the size of a window

To increase the size of a window, you can click the Maximize button [image] on the right side of the window's title bar.

To decrease the size of a window, you can click the Restore Down button [image] on the right side of the window's title bar.

You can also resize a window by placing your mouse pointer at the top, bottom, left, or right edge of the window. The mouse pointer changes to a double-headed pointer [image]. Left-click and drag the edge of the window to increase or decrease its size. When the window is the desired size, release the mouse button.

Note: When you increase or decrease the size of a window using the Maximize and Restore Down buttons, the size change is temporary and remains just for that entry session. When you resize a window by dragging the edges with your mouse, the new size is saved and appears the next time you open that window.


Transmittal reports

Some transmittal reports available from Reports > Transmittals:

(Maximize this window to view the complete topic. How?)

Report name	Description
Transmittal Log	Lists all transmittals by job and transmittal number.
Transmittal Log (CR)	Lists all transmittals by job and transmittal number.
Transmittal Log with Detail	Lists all transmittals by job and transmittal number with more detailed information.
Transmittal Log w Detail (CR)	Lists all transmittals by job and transmittal number with more detailed information.
Transmittal Log by Company	Lists all transmittals by job and by To company contact.
Transmittal Form 1 (CR)	This is the actual transmittal form. It prints a transmittal.
Notes

•	You may see reports on the Report menu that have the same names, but one has a (CR), and the other does not. The one with (CR) is created with Crystal Reports software. The one without (CR) is created with Report Designer. These reports have the same content, but their look (text font and spacing) is different.

•	Additional PJ reports not included in the Reports menu are located in X:\Program Files\Timberline Office\Accounting\Report (X:\Program Files\Timberline Office is where you installed your Timberline application files). To add any of these to the PJ Reports menu, see Adding report names to the Report menu.

Transmittal inquiries

Create a transmittal


Transmittal inquiries

Some inquiries available from Inquiries > Transmittals are:

•	Transmittal Log

•	Transmittal Log--by Date

Transmittal reports


Transmittal Send topics are housed in PJ_Send.doc. All the topics in PJ_Send.doc were given to the JC writer who either used the topics as they were or modified them to work for JC.


Troubleshooting topics:

Some are stored in PJ_transmittals.doc, Print to file.doc, and Drawing Log.doc. JC shares some of these topics.


Transmittal attachment did not print or get sent

Attachments that you create by clicking [Attachments] in the Transmittal window are not printed or sent when you print, fax, or e-mail a transmittal. You can print these attachments by creating a custom report. You can print attached files by opening them within the Transmittal Attachment window and printing directly from there.

Transmittal items with a document type of Attachment will not print when you click [Print]. You can print attachments in the Timberline Sending window if the send method is set to Printer. Automatically e-mail, fax, or print transmittal item attachments when you send the transmittal. Select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

Troubleshoot transmittals


Transmittal submittal item did not print or get sent

Submittals that you add as items to a transmittal do not automatically print or get sent when you print or send a transmittal. Select the [image] check box on the submittal row in the transmittal item grid.

You can also print or send a submittal directly from within the submittal document (Documents > Submittals) or print them from Reports > Submittals.

To automatically include submittal attachments when you e-mail, fax, or print the transmittal, select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

Troubleshoot transmittals


Some or all submittals are missing from the selection list, but they should be there

When you are in the Transmittal window creating a transmittal and you open the Select Submittals for Transmittal window to add a submittal as an item, if no submittals appear or only some appear, and you know more exist, try clicking the Filter field to change the filter.

To learn more about filters, in the Select Submittals for Transmittal window, right-click the Filter field to open the What's This help or see How the filter works.from the Help > Help Topics > Index tab.

Troubleshoot transmittals


Transmittal numbers no longer prefill

When you create a new transmittal, the transmittal number prefills with the next number if you are using numeric transmittal numbers. Once you save a transmittal with an alpha character in its number, the automatic numbering feature no longer works. Even if you enter a transmittal number that contains all numeric characters after you have saved a transmittal number with alpha characters, the automatic numbering feature does not resume.

Troubleshoot transmittals


What's This topics for the restricted transmittal window that you access from within submittals, RFIs, change orders, commitments, and commitment change orders have the same IDs as the unrestricted window that you access directly in Transmittals.


Error message window help:


Duplicate transmittal number entered

The transmittal you entered already exists for this job. Click [OK] to enter a different transmittal number. Click [Help] for more information.   (PJ1100)

If you want to see a list of transmittal numbers entered for this job, do the following:

  1	From the Project Management Inquiry menu, select Transmittals > Transmittal Log.

  2	In the Inquiry - Transmittal Log - Job window, select the job you want by either scrolling the list and clicking it or clicking [Go To].

  3	With the job highlighted, click [Transmittals]. The Inquiry - Transmittal Log - Transmittal window opens and displays all transmittals for the job.


Cannot add item to transmittal

The document you entered has already been added to the transmittal. You cannot add it more than once. Click [Help] for more information.   (PJ1104)

When you select an item from the list of RFIs, submittals, meeting minutes, drawings, change orders, commitments, or commitment change orders to add it to the transmittal, it is not removed from the item list. Therefore, you have the ability to select it again.


Below are PJ UI error messages. They're housed in this file because JC's Help needs them.


AB Com Error PJ0605

Check your network to be sure you are connected to it and it is running properly. If this does not solve the issue, contact Timberline's Software Support.   (PJ0605)

Note: This error is recorded in the System Log (Help > System Log).


Job is closed

The job you entered has a status of Closed. You can create documents for closed jobs. Do you want to continue?   (PJ0607)

You can create documents for closed jobs. Job status is entered in Setup > Jobs > General tab, which you can change at any time.


Tracker 58254 was entered to remove [Help] on the PJ0610 error message window, but it is not scheduled for Columbia. Remove the Help topic 605_610 below when tracker 58254 is completed.


Add new job

The job you entered does not exist in Project Management. Would you like to add it? Click [Yes] to set up this job. Click [No] to enter a different job. Click [Help] for more information.   (PJ0610)

•	For more information on how to add a job, see Add a job.

•	For more information on how Project Management and Job Cost jobs are related see About Project Management and Job Cost jobs.


Cannot add new contact

The contact you entered does not exist in the system. You do not have security to add it. Check with your system administrator.   (PJ0622)

You must have task security (Tools > Security > Tasks (operators/groups)) for person or company setup to add new contacts.


Cannot save document

Cannot save this document because another user just deleted the document's job while you were creating the document.   (PJ0624)

To save this document, you can either:

•	Enter a different job.

•	Reenter the deleted job in the Job field in the document window and set it up again. If you are using security, you must have task security for job setup.


Default sender is invalid

The default sender that prefilled in the From field (Transmittals) or Submitted by field (RFIs) is invalid. Click [Help] for more information on how to set up a default sender.   (PJ0631)

Possible cause:

The default sender entered in the Send Settings window has been deleted in PJ or AB: Setup > Person or Setup > Company.

Solution:

You need to enter a valid name in From (default sender) in the Send Settings window. You can open the Send Settings window from a document window by clicking [Send Settings]. You can also open the Send Settings window by selecting File > Send Settings.

When you return to the document window, enter a name in the From or Submitted by field.


Data file error

An error occurred when accessing data files. Files cannot be opened.  (PJ0635)

Possible solutions:

•	Check your network connections. Are you connected properly?

•	Check network security.

•	Check to be sure all your data files are in your data folder. If some are missing you may need to restore your data files from a backup copy.

•	Run File Doctor (Tools > File Doctor) on your data files. See Fixing files.

If this problem continues, contact your system administrator.


Application not found

CN.exe cannot be found. Click [Help] for more information.   (PJ0636)

Possible solutions:

•	Check your network connections. Are you connected properly?

•	Check whether or not the CN.exe file is in the folder where you installed the Timberline application files. If it is not there, you may need to reinstall the Accounts Receivable application. Contact Timberline's Software Support for help with this.


File name too long

The file name you entered is too long. Click [OK], and then click [Cancel] to close the print selection window. Repeat the steps to print to file and enter a shorter file name. Click [Help] for more information.   (PJ0637)

When you print a document to a file, the path to the folder where you save the file is included in the 255-character limit for the file name. If the file name you choose is long or you save the document in a folder within numerous sub-folders beneath your root directory, you may exceed the 255-character file name limit.

When this happens you receive an error message in the print file selection window. You need to repeat the steps to print to file, and either enter a shorter file name or change the location where you are saving the file so the complete name fits within the 255-character limit.

Note: This naming method applies only when you print documents from a document window using [Print].

File names for PJ documents that you print to a file


PJ Print/Send error message topics:


Document not found

The document you are trying to send was not found. Make sure the document has not been deleted or is not currently in use.   (PJ1402)

Possible solutions:

•	Click [Find] in the document window to check whether the document still exists or has been deleted. If it has been deleted, you can reenter it if necessary.

•	Another user may have the document open. Wait until they are finished and try to send again.

•	Check your network connections. Are you connected properly?

•	Close Project Management, reopen it, and try again.

•	Shut down your computer, restart it and try to send again.

•	If this problem continues, contact your system administrator.

Note: This error is recorded in the System Log (Help > System Log).


Incorrect number of report parameters

The form design contains too many parameters. Use the form design supplied by Timberline, or make sure that your form has the correct number of parameters.   (PJ1404)

If you are using a custom form rather than a Timberline-provided form, you can obtain more information about the correct number of parameters necessary from the Crystal.pdf file. The file contains a document titled "Using Crystal Reports with Timberline Software," which is intended for experienced Crystal Reports users. You can access the Crystal.pdf file several ways. See Create your own document forms.

If you no longer have a Timberline-provided form available in the Timberline application folder (in the Report folder), you can retrieve a copy of the original from the CD by clicking \Main\Extended\PJ\Report\PJrpt.zip. See About document forms for links to topics that identify file names for Timberline-provided forms for each document type.

Note: This error is recorded in the System Log (Help > System Log).


Required parameter not found

The required parameter was not found on the form design. Use the form design supplied by Timberline, or make sure that the required parameters are included in your form.   (PJ1405)

If you are using a custom form rather than a Timberline-provided form, you can obtain more information about required parameters from the Crystal.pdf file. The file contains a document titled "Using Crystal Reports with Timberline Software," which is intended for experienced Crystal Reports users. You can access the Crystal.pdf file several ways. See Create your own document forms.

If you no longer have a Timberline-provided form available in the Timberline application folder (in the Report folder), you can retrieve a copy of the original from the CD by clicking \Main\Extended\PJ\Report\PJrpt.zip. See About document forms for links to topics that identify file names for Timberline-provided forms for each document type.

Note: This error is recorded in the System Log (Help > System Log).


Invalid parameter type

The parameter on the form design is the incorrect type. Use the form design supplied by Timberline, or make sure that the parameter type for your form is correct.   (PJ1406)

If you are using a custom form rather than a Timberline-provided form, you can obtain more information about parameter types from the Crystal.pdf file. The file contains a document titled "Using Crystal Reports with Timberline Software," which is intended for experienced Crystal Reports users. You can access the Crystal.pdf file several ways. See Create your own document forms.

If you no longer have a Timberline-provided form available in the Timberline application folder (in the Report folder), you can retrieve a copy of the original from the CD by clicking \Main\Extended\PJ\Report\PJrpt.zip. See About document forms  for links to topics that identify file names for Timberline-provided forms for each document type.

Note: This error is recorded in the System Log (Help > System Log).


Crystal Report Error (Report Info)

Error message PJ1413 contains different verbiage, depending on the specific situation encountered.

Possible solutions:

•	Check that the document form entered as the default in PJ Settings (File > Data Folder Settings):

o	Exists in the folder specified in PJ Settings.

o	If you use a custom report created with Crystal Reports, is it created with a version that is compatible with Timberline software? The compatible version of Crystal Reports is listed in the Other Requirements section of the Resource and Installation Guide. This is located in a .pdf file with the same name in PJ: Help > Documents. (Timberline-provided forms created with Crystal Reports have a (CR).rpt in their name.)

•	If you are using custom reports or forms created with Crystal Reports, obtain more information about creating custom reports with Crystal Reports from the Crystal.pdf. The file contains a document titled "Using Crystal Reports with Timberline Software," which is intended for experienced Crystal Reports users. You can access the Crystal.pdf file several ways. See Create your own document forms.

 •	Check the entries you made in the print selection window or the printer setup window when you print or send the document or file.

•	If you are unable to connect to the database, check network security and file corruption.

•	If you receive an invalid DSN name error, you may need to reinstall. Contact Timberline's Software Support.

•	If the problem continues, contact your system administrator.


Different ways to select items from a list

To select a single item from a list:

Double-click the item with your mouse. You can also single-click it and after it is highlighted, click [OK].

To select multiple items from a list:

Press [Ctrl] on your keyboard when you click an item. Continue to press [Ctrl] while you click other items in the list. This allows you to select multiple items that may not be next to each other in the list. After your selections are highlighted, click [OK].

To select a range of items from a list:

Press [Shift] on your keyboard when you click the first and last item in a range of items. After your selection is highlighted, click [OK].

Note: To view other items in a long list you can move the scroll bar--located to the right of the list--up and down with your mouse. You can also use the arrow keys on your keyboard once you click anywhere in the list.


Job

Accept the prefilled entry or enter another job description for this transmittal. The job prefills if you selected the Use last job check box in PJ Settings (Project Management: File > DataCompany Folder Settings).

Different ways to enter a job in this field


Change order list

Displays a list of change orders available for this job. The information available for each change order includes its:

•	Extra number (if extras are used)

•	Change order number

•	Description

To select a change order, double-click it, or click it and then click [OK]. You can select multiple change orders at a time by pressing [Ctrl] on your keyboard while clicking each change order.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries you made in the Select Change Orders for Transmittal window and closes the window.


[Help]

Opens Help and displays information about this window.


Select Change Orders for Transmittal window

Select a change order from the list to add to your transmittal. The job number prefills from the Transmittal window. You can change the job if needed.

Tip

•	Different ways to select change orders from the list.

•	For more information about any item in the Select Change Orders for Transmittal window, right-click the item and select What’s This?, or click [image] in the window then click the item.


Select Commitments for Transmittal window

Select a commitment from the list to add to your transmittal. You can choose to view all commitments or only commitments for the selected job. The Show Commitments for Job: field prefills from the Transmittal window and can be changed if necessary.

Tip

•	Different ways to select commitments from the list.

•	For more information about any item in the Select Commitments for Transmittal window, right-click the item and select What’s This?, or click [image] in the window then click the item.


Commitment list

Displays a list of either all commitments or commitments for the specified job, depending on which radio button you select. The information available for each commitment includes its:

•	Number

•	Description

To select a commitment, double-click it, or click it and then click [OK]. You can select multiple commitments at a time by pressing [Ctrl] on your keyboard while clicking each commitment.

Tip

•	Different ways to select change orders from the list.

•	For more information about any item in the Select Commitments for Transmittal window, right-click the item and select What’s This?, or click [image] in the window then click the item.


Show Commitments for Job

Select this radio button to show commitments for only the job shown in the adjacent field.


Show all Commitments

Select this radio button to show all commitments in the system that are available for you to view.


Job

Accept the prefilled entry or enter another job description for this transmittal. The job prefills if you selected the Use last job check box in PJ Settings (Project Management: File > DataCompany Folder Settings).

Different ways to enter a job in this field


[Cancel]

Cancels all entries you made in the Select Commitments for Transmittal window and closes the window.


Commitment change order list

Displays a list of commitment change orders. The information available for each commitment change order includes its:

•	Commitment

•	Commitment change order number

•	Description

To select a commitment change order, double-click it, or click it and then click [OK]. You can select multiple change orders at a time by pressing [Ctrl] on your keyboard while clicking each commitment change order.

Tip

•	Different ways to select change orders from the list.

•	For more information about any item in the Select Commitment COs for Transmittal window, right-click the item and select What’s This?, or click [image] in the window then click the item.


Alias the above  topic to 1309_403, 1309_404


Select Commitment COs for Transmittal window

Select a commitment change order from the list to add to your transmittal.

Tip

•	Different ways to select commitment change orders from the list.

•	For more information about any item in the Select Commitment COs for Transmittal window, right-click the item and select What’s This?, or click [image] in the window then click the item.


[Cancel]

Cancels all entries you made in the Select Commitment COs for Transmittal window and closes the window.


Where you can check spelling in Project Management

You can check the spelling of your entries in the following Project Management fields:

Document	Field	Window
Drawing Log	Drawing Title	Drawing Log
Drawing Log	Comments	Drawing Log
Meeting Minutes	Purpose	Meeting Minutes, General information section
Meeting Minutes	Comments	Meeting Minutes, Attendees and distribution section
Meeting Minutes	Subject	Meeting Minutes, Detail section
Meeting Minutes	Description	Meeting Minutes, Detail section
RFIs	Subject	RFI
RFIs	Question	RFI
RFIs	Answer	RFI
Submittals	Description	Submittals
Submittals	Remarks	Submittals, revision grid
Transmittals	Subject	Transmittals
Transmittals	Remarks	Transmittals
Transmittals	Other box	Transmittals, WE ARE SENDING YOU section
Transmittals	Other box	Transmittals, THESE ARE TRANSMITTED as checked below section
Transmittals	Description	Transmittals, transmittal item grid
How to check spelling


Help writer notes:

PJ Job Setup Help is housed in three .doc files:

•	Job_Setup.doc: Contains How to, concept, and window help topics.

•	PJ_Job_Setup_WT.doc: Contains all What's This topics. JC Help requires a copy of this file. Job Cost needs this because you can set up a PJ job in JC when you enter a transmittal in JC.

•	JC_Add_New_Job.doc: Contains all Help for Job Cost's Add New Job window that opens in PJ: Setup > Job when you select the Release to Accounting check box:

•	This window is JC UI. When it opens in PJ, it is programmed to call PJ's Help files. I've created a separate PJ doc file named JC_Add_New_Job.doc into which I've copied the appropriate JC topics from JC's Jobs.doc. I've revised these topics as appropriate for PJ. JC also had some of these topics stored in Alias.doc. I've copied the complete JC Alias.doc from JC's Help project into the PJ Help project. (JC Add New Job window topics were aliased to JC Job Setup topics.)

•	In addition, the topics that are linked in the PJ JC Add New Job window topic were revised to be appropriate for PJ.

•	I've also added the following concept topics from JC's Help into PJ's JC_Add_New_Job.doc: Changing the billing level and Changing the billing method. These topics were also edited for PJ.


Job Setup window, General tab

Enter job information on this tab.

What do you want to do?

•	Set up a new job

•	Find a job

•	Change information on a job

•	Renumber a job

•	Delete a job

•	Add an attachment to a job

•	Enter information in custom fields

•	Add or change record security for a job

•	Release a job to accounting

•	Close a job

Tip: For more information about any item on the General tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

About Project Management and Job Cost jobs

Troubleshoot job setup

More information


When you click [Find] or [Select Members], the Address Book Contact Selection List window opens. It is a multiple selection window. In PJ, this window is calling AB's Help (AB.hlp).


Job Setup window, Site/Contacts tab

Enter the site address and contact information for this job.

What do you want to do?

•	Add a job contact

•	Delete a job contact

•	Create a job distribution list

•	Find a job

•	Change information on an existing job

•	Set up a new job

•	Renumber a job number

•	Delete a job

•	Add an attachment to a job

Tip: For more information about any item on the Site/Contacts tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

About Project Management and Job Cost job

Troubleshoot job setup

Job contact grid tips

More information


Job Setup window, Site/Contact tab, Distribution List window

Create and change job distribution lists in this window.

What do you want to do?

•	Create a new distribution list

•	Find an existing distribution list

•	Delete a distribution list

•	Add a member to a distribution list

•	Remove a member from a distribution list

Warning: When you click [Remove Member], a selected contact in the Members list is immediately deleted from the distribution list. A member is selected if it is highlighted or if a pointer [image] appears to the left of the member name.

Tip: For more information about any item in the Distribution List window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About distribution lists

About setting up a job

Troubleshoot job setup


Job Setup window, Scope/Documents tab

Enter a description of the scope of work and any prefill information for submittals and RFIs for this job.

What do you want to do?

•	Enter prefill information for submittals

•	Enter prefill information for RFIs

•	Set up a new job

•	Find a job

•	Change information on an existing job

•	Renumber a job

•	Add an attachment to a job

Tip: For more information about any item on the Scope/Documents tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

Troubleshoot job setup

Create a submittal

Create an RFI

More information


Job Setup window, Custom Fields tab

Enter or change information in custom fields that appear on this tab.

Custom fields on the job allow you to track additional information not provided in the Job Setup windows. For example, you could track permit information, signing authority (who is authorized to sign what), your role on the job (general contractor or subcontractor), or job location information.

Notes

•	Custom fields appear only if you have set them up for the job record in File > Data Folder Settings > Custom Fields.

•	Custom fields in this window are not the same fields that you see in the Job Setup window in Job Cost. Project Management and Job Cost have separate custom fields for jobs.

Tip: For more information about any item on the Custom Fields tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

Setting up custom fields


The Job Attachments window is using Help topics from TSSTD Gumby.doc (buttons and field What's This and window [Help]).

Also, Custom Field setup in File > Date Folder Settings > Custom Fields is provided in the shared TSSTD Gumby.doc.


 How to and concept topics for Job Setup:


About Project Management and Job Cost jobs

The following apply if you use both Project Management (PJ) and Job Cost (JC).

Entering jobs in PJ

When you set up a job in PJ (Setup > Jobs), it is available in only PJ until you release it to accounting by selecting the Release to Accounting check box on the General tab of the PJ Job Setup window. After you select this check box and save the job:

•	The job becomes available in JC and other applications.

•	You can enter change orders, commitments, commitment change orders, estimates, and misc. worksheets for the job in PJ or JC. (Forms for these documents are set up in JC > File > Data Folder Settings > JC Settings > Forms).

•	You cannot renumber the job.

•	You cannot undo the release to accounting by clearing the Release to Accounting check box, but it can be undone if you delete or move the job in JC. See How can I undo the release to accounting for a job.

Note: If you do not use JC, the Release to Accounting check box does not appear in the PJ Job Setup window.

Entering jobs in JC

•	When you set up a job and save it in JC (Setup > Jobs), it is automatically available in PJ with the Release to Accounting check box selected.

•	In JC, if you try to set up a job that has already been set up in PJ but is not released to accounting, you are informed that the job exists in PJ and asked whether you want to release it to accounting. If you use security, to release the job to accounting, you must have task security permissions for both PJ and JC job setup.

•	Jobs entered in JC before you installed PJ are not automatically available in PJ. You can add them in PJ on a job-by-job basis. See Add Job Cost jobs to Project Management.

•	You can set up a PJ job in JC from the Transmittal window in JC Change Orders, Commitments, and Commitment COs (Tasks menu).

Job setup fields shared in PJ and JC

Extras, cost codes, and categories

You must enter extras, cost codes, and categories in JC > Setup. You cannot enter them in PJ.

Set up a new job

Renumber a job

Delete a job

About record security for jobs


Job setup fields shared in Project Management (PJ) and Job Cost (JC)

The following are job setup fields shared by both PJ (Setup > Jobs) and JC (Setup > Jobs). When you make and save an entry in these fields in one application, it is copied to its matching field in the other application if you have released the job to accounting.

Field Name	JC: Setup > Jobs	PJ: Setup > Jobs
Job number	Top of Job Setup window	Top of Job Setup window
Description	Top of Job Setup window	Top of Job Setup window
Status	Status tab	General tab
Security ID	General tab	General tab
Type	General tab	General tab
Job size	General tab	General tab
Unit description	General tab	General tab
Estimated Start date and Completion date	Status tab	General tab
Revised Start date and Completion date	Status tab	General tab
Actual Start date and Completion date	Status tab	General tab
Address, City, State/Province, & Postal/Zip code	General tab	Site/Contacts tab
Phone, Fax, and Misc. Phone	General tab	Site/Contacts tab
Scope of work	Scope, PR, & EQ tab	Scope/Documents tab
Note: These fields will not appear as listed above if you change their titles in PJ or JC: File > Data Folder Settings > Custom Descriptions or in JC: Setup > Job [Change desc.]. To see whether a field title can be customized, right-click the field and select What's This? to open a Help topic. You can also check the complete list of customizable fields in PJ or JC: File Data Folder Settings > Custom Descriptions.

About Project Management and Job Cost jobs

Set up a new job

Set up custom fields

Release a job to accounting


Set up a new job

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter a job number and description to identify the job.

Note: The number of characters you enter for the job number must match the job format you set up for the JC Job field in Custom Descriptions (File > Data Folder Settings). If you enter an incorrect format and cannot proceed, check the status bar at the bottom of the window for the correct job format.

  3	On the General tab, enter the following job information:

•	Status

•	Security ID

•	Release to accounting

•	Job type, Job size, Market type, and Unit description

•	Start date and Completion date (estimated, revised, and actual)

  4	Click the Site/Contacts tab to open it and enter the following:

•	Job site area--address and phone information

•	Job contacts grid--person or company contact information. See Add a job contact.

•	Distribution Lists

  5	Click the Scope/Documents tab to open it and enter the following:

•	Description of the job work scope

•	Prefill information for submittals

•	Prefill information for RFIs

  6	If you have set up custom fields for jobs, click the Custom Fields tab and enter information in any custom fields. See Enter information in custom fields.

  7	If you have other internal notes or files that you want to attach to this job, click [Attachments] in the Job Setup window. See Add an attachment to a job.

  8	When you finish entering job information on all the Job Setup tabs, click [Close] to save and exit the Job Setup window.

Note: You must enter extras, cost codes, and categories in Job Cost.

Tip: For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

About Project Management and Job Cost jobs

Setting up custom fields

Troubleshooting job setup

More information


About setting up a job

In Project Management (PJ), you set up new jobs in Setup > Jobs. See Set up a new job.

You can also add new jobs when you create a document such as an RFI, submittal, transmittal, or custom log document. When you do this, the Job Setup window opens from within those documents, and you can complete job setup entry. See Add a job.

To learn how Project Management (PJ) and Job Cost (JC) jobs interact, see About Project Management and Job Cost jobs.


A few PJ job setup topics are shared with JC and are located in the PJ-JC_Shared.doc file.

These include:

•	About Project Management and Job Cost jobs

•	Job setup fields shared in Project Management (PJ) and Job Cost (JC)

Some JC topics shared between the applications are also located in this file.

THIS MAY BE OLD INFORMATION.


Release a job to accounting

  1	From the Project Management Setup menu, select Job.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs.

  3	On the General tab, select the Release to Accounting check box. You receive a message asking whether you want to save changes to the job. Click [Yes], and the Add New Job window opens.

  4	In the Add New Job window, enter other job information.

•	Billing method: Be sure to enter the correct billing method. Select Use Contracts if you plan to enter a contract for this job in the Contracts application. Select Use Quick Bill if you plan to enter invoices in the Billing application without entering a contract in Contracts. You cannot easily change the billing method after setting up a job. See Changing the billing method.

•	If you choose Use Quick Bill as the billing method, enter a billing level. After you save a job, you cannot easily change the billing level. See Changing the billing level.

•	You must enter a GL account prefix.

  5	When you finish entering information in the Add New Job window, click [OK] to return to the Job Setup window.

  6	Click [Close] to save this job and exit the Job Setup window.

Warnings

•	After you release a job to accounting, you cannot renumber it.

•	After you release a job to accounting, the Release to Accounting check box is unavailable. You cannot undo its release by clearing the check box, but you can undo it if you delete or move the job in Job Cost. See How to undo the release to accounting for a job.

Note: If you are using task security, you can access the Release to Accounting check box only if you have task security permissions for both PJ and JC job setup.

Tip: For more information about any item in the Job Setup window and tabs, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About releasing a job to accounting

About Project Management and Job Cost jobs

Set up a new job

List of jobs released to accounting


About releasing a job to accounting

The release to accounting feature allows project managers to control when a job becomes available to the accounting department.

Jobs you enter in Project Management (PJ) become available in Job Cost (JC) and other applications only after you release them to accounting by selecting the Release to Accounting check box in PJ: Setup > Jobs. When you enter and save a job in JC, it is automatically created in PJ with the Release to Accounting check box selected.

When you enter a job in JC (Setup > Jobs) that has already been set up in PJ but has not been released to accounting, you receive a message asking whether you want to release it to accounting. It then becomes available in JC.

Notes

•	After you release a job to accounting, you cannot renumber it.

•	After you release a job to accounting, the Release to Accounting check box is unavailable. You cannot undo its release by clearing the check box, but you can undo it if you delete or move the job in Job Cost. See How to undo the release to accounting for a job.

•	If you are using task security, you can access the Release to Accounting check box only if you have task security permissions for both PJ and JC job setup.

How to release a job to accounting

Renumber a job

List of jobs released to accounting

About Project Management and Job Cost jobs


List of jobs released to accounting

For a list of jobs released to accounting, you can view or print the Released to Acctg Job Lst (CR) report from Reports > Other.

For a list of jobs not released to accounting, you can view the Jobs Not Released to Acct inquiry from Inquiry > Other.

Release a job to accounting

About releasing a job to accounting


For the "Release to accounting reports" topic below: Add these additional reports back into the topic when they are added back to the software. Per Tracker 59178, they were scheduled to be in the Santiam release (Winter 2003; 8.2.0 CD), but they didn't make it. Per tracker 62350, they were removed.

You can access the following reports at Reports > Purchase Order:

Report Name	Description
Purchase Orders Not Released	A list of all purchase orders that have not been released to accounting.
PO CO’s Not Released	A list of all purchase order change orders that have not been released to accounting.

You can access the following reports at Reports > Subcontracts:

Report Name	Description
Subcontracts Not Released	A list of all subcontracts that have not been released to accounting.
Subcontract CO’s Not Released	A list of all subcontract change orders that have not been released to accounting.


Release to accounting reports

A release to accounting report is available from the Project Management: Reports > Change Management menu.

Report Name	Description
Change Orders Not Released	A list of all change orders that have not been released to accounting.

Notes

•	You may see reports on the Report menu that have the same names, but one has a (CR) and the other does not. The one with (CR) is created with Crystal Reports software. The one without (CR) is created with Timberline's Report Designer. These reports have the same content, but their look (text font and spacing) is different.

•	Additional PJ reports not included in the Reports menu are located in X:\Program Files\Timberline Office\Accounting\Report (X:\Program Files\Timberline Office is where you installed your Timberline application files). To add any of these to the PJ Reports menu, see Adding report names to the Report menu.


About record security for jobs

Record security allows you to restrict access to a job. When a user does not have security to access a job, he or she cannot:

•	Open, view, or modify the job in the Job Setup window (PJ or JC: Setup > Jobs).

•	Create a document for the job (PJ: Documents).

•	Open, view, or modify change orders, commitments, commitment change orders, estimates, or miscellaneous worksheets for a job (PJ: Contract Control or JC: Tasks).

•	View the job in most reports.

See Effect of record security on reports.

•	View the job in most inquiries.
See Effect of record security on inquiries

Notes

•	Record security for both Project Management and Job Cost jobs is activated when you activate record security for jobs in Tools > Security > Record.

•	Record security for jobs does not affect the Enter Invoice task in Accounts Payable or Accounts Receivable. Users can enter invoices for jobs that they do not have security to access.

•	A complete guide to using Timberline Office security is located in the Securityguide.pdf file, which you can access from any application by selecting Help > Documents.

How to set up and use record security for jobs

Overview of Timberline Office security

Set up security

Turn off record security


How to set up and use record security for jobs

  1	An unlimited (privileged) operator must activate record security and designate the job record as securable in Tools > Security > Record. See Set up record security.

Record security for both Project Management (PJ) and Job Cost (JC) jobs is activated when you activate security for the job record.

  2	Before an individual or group can access a job for which they have been assigned security, an unlimited operator must set up individuals and groups and give them security for appropriate tasks (Tools > Security > Task (operators/groups) > [Set Permissions]).

For example, if you want users to set up or modify a job in PJ, you must give them task security for PJ job setup. If you want them to enter transmittals for certain jobs, you must give them task security for transmittal documents.

•	Create an operator and set up task security

•	Create a group and set up task security

  3	How to enter or change record security for a job.

What is restricted when you use record security for jobs

Overview of record security

Overview of Timberline Office security

Set up security

Turn off record security


Enter or change record security for a job

The Security ID field does not appear in the Job Setup window unless you activate record security. See How to set up and use record security for jobs.

To enter or change record security for a job

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs.

  3	On the General tab, enter the individual or group who can have access to this job in the Security ID field.

  4	Click [Close] to save and exit the Job Setup window.

Tip: For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Notes

•	After record security for jobs is activated, all users who have security to access job setup can enter a security ID in the Job Setup window when they set up a job.

•	After a job is save, only an unlimited (privileged) operator or one with Change Job Security ID task security (PJ: Tools > Security > Task (operators/groups) > [Set Permissions] > Setup > Jobs) can change the security ID.

•	If you are an unlimited (privileged) operator, another way to enter or change record security for a job is to enter the security ID in Tools > Security > Record > Job tab. Jobs appear in this list only if they are released to accounting (PJ-only jobs are not included).

What is restricted when you use record security for jobs

Set up a new job


Add a job contact to a job

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs.

  3	In the Job Setup window, click the Site/Contacts tab.

  4	In the Job contact grid, click the Contact cell in a blank row and enter a contact by doing one of the following:

•	Click [image] to select a contact from a drop-down list that includes person and company contacts from Address Book.

•	Click [image] to open the Contact Selection List window where you can select a contact from a person, company, or company and person view.

•	Type a new contact (up to 64 characters) not already entered in Address Book. It will be added to this job contact list and Address Book.

  5	Enter contact information in the grid.

You can assign the Project manager, Superintendent, Accounting (primary), Owner (primary), GC (primary), and Architect (primary) roles to only one contact in the grid. You can assign all other roles to more than one contact in the grid. You can enter the Project Manager role for your company's project manager.

  6	Enter as many contacts as you need. When you finish entering contact information, click [Close] to save and exit the Job Setup window.

Notes

•	You can add other roles to the Role list and customize it by selecting PJ Role in Custom Descriptions (File > Data Folder Settings).

•	If you change contact information, such as Phone or Fax that prefills in the grid, it is not updated to the person or company setup in PJ: Setup or AB: Setup. The change applies only in the Job Setup window.

Tip: For more information about any item in the Job contact grid, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About job contacts

Job contact grid tips

Delete a job contact

Set up a new job


Job contact grid tips

For the Job contact grid (Setup > Job > Site/Contacts tab):

•	You can add other roles to the Role list and customize it by selecting PJ Role in Custom Descriptions (File > Data Folder Settings).

•	If you change contact information, such as Phone or Fax that prefills in the grid, it is not updated to the person or company setup in PJ: Setup or AB: Setup. The change applies only in the Job Setup window.

•	If no entry is necessary in a column, you can hide the column so that it does not appear. See Hide/Show column.

•	To keep some of the leftmost columns visible as you scroll across the Job contact grid, you can split the grid vertically into separate panes and freeze the left pane. See Freeze a column in an entry grid.

Delete a job contact

Set up a new job

Add a job contact

How to change the size of a window


About job contacts

When you set up a job you can create a list of contacts associated with that job. For example, you can enter the project manager, superintendent, general contractor, architect, etc., for each job. When you create documents, such as RFIs, submittal, and transmittal for a job, the drop-down lists for contact fields, such as To and Cc in the document windows, are filtered by job and include only the contacts for that job. This helps you more easily find and enter the correct contacts during document entry.

When you create a document, you also have the option of entering a contact that is not on the job contact list for that job. This contact is automatically added to the job contact list for the job.

Add a job contact

Delete a job contact

Set up a new job


Delete a job contact

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs.

  3	In the Job Setup window, click the Site/Contacts tab to open it.

  4	In the Job contacts grid, select the contact you want to delete by clicking any cell in its row. A pointer [image] appears in the first gray cell of the row to indicate that it is selected.

  5	Right-click the pointer, and from the shortcut menu select Delete Row.

  6	A message appears asking whether you want to delete this contact. Click [Yes], the contact is deleted, and you are returned to the Job contacts grid.

  7	Click [Close] to save and exit the Job Setup window.

Note: When you delete a job contact, it is deleted only from the job contact list and not from Address Book or Project Management (PJ: Setup > Persons or PJ: Setup > Company).

Tip: For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Add a job contact

Job contact grid tips

About job contacts entered for a job

Set up a new job


Prefill information for submittals

When you set up a job, you can enter submittal information that prefills whenever you create a submittal for that job. In a submittal document, you have the option of replacing the prefilled information with something else.

To enter prefill information for submittals for a job

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs.

  3	In the Job Setup window, click the Scope/Documents tab to open it.

  4	In the Submittals area, enter Copies to send, Copies to forward, and Send to.

  5	When you are finished, click [Close] to save and exit the Job Setup window.

Tip: For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Set up a new job

Create a submittal


Prefill information for RFIs

When you set up a job, you can enter RFI information that prefills whenever you create an RFI for that job. In an RFI document, you have the option of replacing the prefilled information with something else.

To enter prefill information for RFIs for a job

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search and select a job from a list of existing jobs. See Find a job.

  3	In the Job Setup window, click the Scope/Documents tab to open it.

  4	In the RFIs area, enter Days to respond and To.

  5	When you are finished, click [Close] to save and exit the Job Setup window.

Tip: For more information about any item in the Job Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Set up a new job

Create an RFI


Find a job

With [Find] you can locate and open a job that is already set up.

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, click [Find].

  3	In the Find Job window, do one of the following to locate a job from the list:

•	Use the scroll bar to the right of the list or press the up and down arrow keys on your keyboard to move up and down this list. Jobs are listed in numeric and then alphabetical order.

•	If you know the first number or letter of the job you are trying to locate, enter it in the Number field or in the job list itself. The list of jobs is then filtered to display only jobs that begin with the numbers or letters you typed. To return to the beginning of the job list, remove anything in the Number field so it is blank.

  4	To select a job, do one of the following:

•	Double-click it.

•	Click it, and after it is highlighted, click [OK].

You are returned to the Job Setup window where the selected job is displayed.

Notes

•	All jobs entered in Project Management (PJ) and Job Cost (JC) with a status of Unstarted, In progress and Closed are included in this list.

•	If you use record security, the job list may contain only jobs for which you have security access.

•	Jobs entered in JC before you installed PJ are not included in this list. To learn how to add them, see Add Job Cost jobs to Project Management.

Change information on an existing job

Set up a new job

About Project Management and Job Cost jobs


Change information on an existing job

To change information on a job that you previously set up in Project Management:

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter the job number to open the job. You can click [Find] to search for the job. See Find a job.

  3	After the job is displayed in the Job Setup window, click a tab to open it, and change information on the tab as needed.

  4	When you finish making changes, click [Close] to save changes and exit the Job Setup window.

Note

After you release a job to accounting:

•	The Release to Accounting check box is unavailable. You cannot undo its release by clearing the check box, but you can undo it if you delete or move the job in Job Cost. For more information see How can I undo the release to accounting for a job?

•	You cannot renumber the job.

Renumber a job

Setup a new job

Release a job to accounting

About Project Management and Job Cost jobs


Renumber a job

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter the job you want to renumber. You can click [Find] to locate and select a job. See Find a job.

  3	After the job is displayed in the Job Setup window, click [Renumber Job].

  4	In the Renumber Job window, enter a new number for the job.

  5	Click [OK] to save the new job number and return to the Job Setup window.

  6	Click [Close] to save your change and exit the Job Setup window.

Notes

•	You can renumber a job only if it is not released to accounting. For more information on how to undo the release to accounting see How can I undo the release to accounting for a job.

•	The new job number is updated to existing documents that contain the old job number.

Release a job to accounting

Set up a new job


Add an attachment to a job

You can add notes or files to a job by doing the following:

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter the job to which you want to add an attachment. Click [Find] to open an existing job. See Find a job.

  3	In the Job Setup window, click [Attachments].

  4	In the Job Setup Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered, so you can easily track it.

  5	Click the File Links tab to attach files, such as Word or Excel files. On the File Links tab, click [Add]. In the Add File window, select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Click it to view it.

  6	Click [OK] to return to the Job Setup window. Click [Close] to save and exit the Job Setup window.

Note: After you add an attachment to a job, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

Set up a new job

Working with attached notes

Working with attached files


Enter custom fields for a job

If you have set up custom fields for jobs in File > Data Folder Settings > Custom Fields, those fields appear on the Custom Fields tab in the Job Setup window. Creating a custom field allows you to track additional job information not provided on the Job Setup tabs. For example, you could track permit information, signing authority (who is authorized to sign what), your role on the job (general contractor or subcontractor), or job location information.

To enter or change information in custom fields

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search for the job. See Find a job.

  3	In the Job Setup window, click the Custom Fields tab to open it. Enter or change information in the custom fields as needed.

  4	When you are finished, click [Close] to save changes and exit the Job Setup window.

Note: Custom fields in the Job Setup window in Job Cost are not the same custom fields you see in the Job Setup window in Project Management. Job Cost and Project Management have separate custom fields.

Tip: For more information about any item on the Custom Fields tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About setting up a job

Setting up custom fields


How to and concept topics for distribution lists:


Create a distribution list for a job

  1	From the Setup menu, select Job.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search for a job. See Find a job.

  3	In the Job Setup window, click the Site/Contacts tab to open it. Click [Distribution Lists].

  4	In the Distribution List window, enter a name or ID to identify the distribution list.

  5	Click [Select Members] to open the Contact Selection List window. You can click the View button [image] at the top left corner of the window to change the contacts that appear in the selection list. Your choices are Job Contact List, Company and Person View, Person View, and Company View.

  6	To add a contact to the distribution list, click the desired name or company in the selection list. After it is highlighted, click [Select]. The contact is placed in the Selected Items list to the right. You can also double-click a name or company to add it to the Selected Items list.

  7	Continue adding contacts to the Selected Items list as needed. If you want to remove a contact from the list, click it. After it is highlighted, click [Remove] or press [Delete] on your keyboard.

  8	When you are finished adding contacts, click [OK] to return to the Distribution List window where the members you selected are displayed.

  9	Click [Close] and then click [Yes] when a message asks whether you want to save changes to the distribution list. You are returned to the Site/Contacts tab.

10	Click [Close] to save and exit the Job Setup window.

Note: You can change the name of a distribution list after it has been saved. Open the distribution list and edit the name in the Distribution List window.

Tip: For more information about any item in the Distribution List or Contact Selection List windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About distribution lists

Remove a member from a distribution list

Add a member to a distribution list

Delete a distribution list

Set up a new job


Find an existing distribution list

Use [Find] to locate and open a distribution list already entered for a job.

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a new job or open one that already exists. You can click [Find] to search for a job. See Find a job.

  3	In the Job Setup window, click the Site/Contacts tab to open it. Click [Distribution Lists].

  4	In the Distribution List window, click [Find].

  5	In the Contact Selection List window, select the desired distribution list by clicking it and then clicking [OK], or you can double-click it.

To find a distribution list you can use the scroll bar to the right, or press the up and down arrow keys on your keyboard to move up and down this list. If you know the first number or letter of the distribution list you are trying to locate, you can start typing it in this window. The list is then filtered to display only jobs that begin with the numbers or letters you typed.

  6	You are returned to the Distribution List window where the distribution list you selected is displayed. You can delete the distribution list, add members, or remove members. When you are finished in this window, click [Close] to return to the Site/Contacts tab.

  7	Click [Close] to save and exit.

Tip: For more information about any item in a window or tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Add a member to a job distribution list

Remove a member from a job distribution list

Delete a distribution list

About job distribution lists


Add a member to a job distribution list

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a job whose distribution list you want to change. You can click [Find] to search for a job. See Find a job.

  3	In the Job Setup window, click the Site/Contacts tab to open it. Click [Distribution Lists].

  4	In the Distribution List window, click [Find] to open the Contact Selection List window. Select a distribution list by highlighting it and then click [OK]. You are returned to the Distribution List window where the members of the distribution list are displayed.

  5	To add other members, click [Select Members] to open the Contact Selection List window. You can click the view button [image] at the top left corner of the window to change the contacts that appear in the selection list. Your choices are Job Contact List, Person View, and Company View.

  6	In the selection list in the Contact Selection List window, click the name or company you want to add to the distribution list. After it is highlighted, click [Select]. The contact is placed in the Selected Items list to the right. You can also double-click a name or company to add it to the Selected Items list.

  7	Continue adding contacts to the Selected Items list as needed. When you are finished, click [OK] to return to the Distribution List window.

  8	Click [Close] and then click [Yes] when a message asks whether you want to save changes to the distribution list. You are returned to the Site/Contacts tab.

  9	Click [Close] to save and exit the Job Setup window.

Tip: For more information about any item in a window or tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Remove a member from a job distribution list

About distribution lists


Remove a member from a job distribution list

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a job whose distribution list you want to change. You can click [Find] to search for a job. See Find a job.

  3	In the Job Setup window, click the Site/Contacts tab to open it. Click [Distribution Lists].

  4	In the Distribution List window, click [Find] to open the Contact Selection List window. Select a distribution list by clicking it. After it is highlighted, click [OK]. You are returned to the Distribution List window where the members of the distribution list are displayed.

  5	To remove a member, you can either:

•	Select the member you want to remove by clicking it. After it is highlighted, click [Remove Members].

•	Click [Select Members] to open the Contact Selection List window. In the Selected Items list, click the contact that you want to remove. After it is highlighted, click [Remove]. Click [Yes] when a message asks whether you want to delete the contact.

  6	Continue removing contacts as needed. When you are finished, click [OK] to return to the Distribution List window.

  7	Click [Close] and then click [Yes] when a message asks whether you want to save changes to the distribution list. You are returned to the Site/Contacts tab.

  8	Click [Close] to save and exit the Job Setup window.

Tip: For more information about any item in a window or tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Add a member to a distribution list

Delete a distribution list

Create a distribution list

About distribution lists


Delete a distribution list for a job

  1	From the Setup menu, select Jobs.

  2	In the Job Setup window, enter a job whose distribution list you want to delete. You can click [Find] to search for a job. See Find a job.

  3	With the job displayed in the Job Setup window, click the Site/Contacts tab to open it. Click [Distribution Lists].

  4	In the Distribution List window, click [Find] to open the Contact Selection List window. Select a distribution list by clicking it and then click [OK]. You are returned to the Distribution List window where the members of the distribution list are displayed.

  5	Click [Delete] and then click [Yes] when you receive a message asking whether you are sure you want to delete the distribution list. You are returned to the Distribution List window.

  6	Click [Close] to return to the Site/Contacts tab.

  7	Click [Close] to save and exit the Job Setup window.

Note: When you delete a distribution list, contacts that were its members are not deleted from existing documents that used the distribution list.

Tip: For more information about any item in a window or tab, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create a distribution list for a job

About distribution lists


About distribution lists

A distribution list is a group of contacts (person or company) to whom you are likely to send the same documents. You set up distribution lists by job. A distribution list is one contact ID that represents several contacts, and it enables you to quickly enter a group of contacts on a document by selecting one contact ID.

When you create a document for a job, in document fields that allow you to choose multiple contacts, you can select a distribution list name. All the distribution list members are selected and displayed individually in the document contact field. The distribution list name itself is not displayed in the contact field.

Some examples of documents and fields where you can enter multiple contacts and a distribution list are transmittal To and Cc and RFI Cc and Forwarded To.

A report--Distribution Lists (CR)--that includes distribution list members for all distribution lists by job is available from Reports > Job Contact Lists.

Create a distribution list for a job

Add a member to a distribution list

Remove a member from a distribution list

Delete a distribution list


Delete a job

  1	From the Setup menu in Project Management, select Jobs.

  2	In the Job Setup window, enter the number of the job you want to delete. You can click [Find] to search for a job. See Find a job.

  3	With the job displayed in the Job Setup window, click [Delete]. Click [Yes] when you receive a message asking whether you are sure you want to delete the job. You are returned to the Job Setup window.

  4	Click [Close] to exit the Job Setup window.

Notes

•	You cannot delete a job that has an RFI, submittal, transmittal, meeting minutes, drawing log, or custom log created for it. However, you can delete a job if you first delete all its documents.

•	You cannot delete a job that has been released to accounting.

•	When you delete a job in Job Cost, the job is not deleted in Project Management. It is still available in Project Management, and its Release to Accounting check box is cleared.

•	If you are using security, to delete a job in Project Management (PJ), you must have Change Job Security ID task security for PJ job setup. Likewise, to delete a job in Job Cost (JC), you must have Change Job Security ID task security for the JC job setup.

Release a job to accounting

How to delete documents

Set up a new job

Delete a custom log


Close a job

  1	From the Project Management (PJ) Setup menu, select Jobs.

  2	In the Job Setup window, enter the number of the job you want to close. You can click [Find] to search for a job. See Find a job.

  3	With the job displayed in the Job Setup window, go to the Status field on the General tab. Click [image] and select Closed from the drop-down list.

  4	Click [Close] to save the job information and close the Job Setup window.

Notes:

•	You may want to close a job when it is complete and you no longer need to apply costs, revenue or, documents to it. Many reports give you the option to include or not include closed jobs.

•	When you close a PJ job that has been released to accounting, it is also closed in Job Cost.

•	Closed jobs are no longer included in the drop-down list that opens when you click [image] beside a job field. Close jobs are included in the Find Job window that opens when you click [image] beside a job field.

•	You can create documents and make entries for closed jobs.

•	You can change a closed job back to In Progress or Unstarted at any time.

Set up a new job

Delete a job


Add Job Cost jobs to Project Management

Jobs entered in Job Cost (JC) before you installed Project Management (PJ) are not automatically available in PJ. You can add them on a job-by-job basis in PJ by doing the following:

  1	From the Setup menu in PJ, select Jobs.

  2	In the Job Setup window, enter the ID of the JC job in Number. In the message window that informs you that the job already exists in JC, click [Yes] to set up the job in PJ.

  3	When the JC job information appears in the PJ Job Setup window, click [Close] to save and exit the Job Setup window.

Note: Jobs you enter in JC after you install PJ are automatically entered in PJ with the Release to Accounting check box selected.

About Project Management and Job Cost jobs


Create inquiries that include both Job Cost and Project Management job information

When you design an inquiry that includes both Job Cost (JC) and Project Management (PJ) job information in Inquiry Designer (ID), choose PJ - Job as the start level. Your inquiry will have access to both JC and PJ job information. If you choose JC - Job as the start level, your inquiry may not have access to all PJ job information.

Select PJ - Job as the start level for a new inquiry by doing the following:

  1	In ID, from the Inquiry menu, select Inquiry Manager.

  2	In the Applications window, click Project Management to select it and click [OK].

  3	In the Inquiry Manager window, click [New] to open the New Inquiry window. Enter the inquiry name and menu group.

  4	In the Start level list, click PJ - Job to select it.

  5	Continue creating your new inquiry design.

Note: For more information on creating inquiries, see the topic "Creating inquiries" in the Help index in ID.


Troubleshooting topics:


Troubleshoot job setup

•	Can I set up different job number formats for Project Management and Job Cost jobs?

•	How can I change the job number format?

•	How can I undo the release to accounting for a job?

•	How to correct a job entered in Job Cost and Project Management with different numbers

•	Job entered in Job Cost does not appear in Project Management

•	Job entered in Project Management does not appear in Job Cost

•	Job Type is not included on the job setup in both Project Management and Job Cost and should be

•	My inquiry does not include Job Cost and Project Management job information

•	Previously entered job is missing

•	Release to Accounting check box does not appear on the Enter Change Order, Enter Commitments, or Enter Commitment CO windows

Troubleshoot Project Management


Job entered in Job Cost does not appear in Project Management

Jobs entered in Job Cost (JC) before you installed Project Management (PJ) are not automatically available in PJ. You can add them on a job-by-job basis in PJ by doing the following:

  1	From the Setup menu in PJ, select Jobs.

  2	In the Job Setup window, enter the ID of the JC job in Number. In the message window that informs you that the job already exists in JC, click [Yes] to set up the job in PJ.

  3	When the JC job information appears in the PJ Job Setup window, click [Close] to save and exit the Job Setup window.

About Project Management and Job Cost jobs

Troubleshoot job setup


Job entered in Project Management does not appear in Job Cost

When you enter a job in Project Management (Setup > Jobs), it does not appear in Job Cost until you select the Release to Accounting check box on the General tab of the Job Setup window in Project Management. For more information about Project Management and Job Cost jobs, see About Project Management and Job Cost jobs.

Troubleshoot job setup


Previously entered job is missing

•	If a job does not appear in a job field drop-down list when you click [image] or in the Find Job window when you click [image] or [Find], you may not have security to view or access it. If you use record security, the Security ID field on the General tab of the Job Setup window (Setup > Jobs) controls who has access to a job. For more information, see About record security for jobs.

•	If a job does not appear in a job field drop-down list when you click [image], it may have a job status of Closed. Closed jobs do not appear in job drop-down lists, but they do appear in the Find Job lists that appear when you click [image] or click [Find]. Job status is entered in the General tab of the Job Setup window (Setup > Jobs).

•	Someone may have deleted the job. See Delete a job.

Troubleshoot job setup


Job Type is not included in the Job Setup window in both PJ & JC and should be
Job Type is not included in the Job Setup window in both PJ and JC and should be

Because you can change the title of the job Type field separately in Project Management (PJ) and Job Cost (JC), if you have changed it on one place and not the other, it may appear with a different title in the PJ and JC Job Setup windows.

In JC, the Type field is below City St ZIP on the Setup > Jobs > General tab. You change its title by clicking the field and then clicking [Change desc.].

In PJ, the Type field is below the Release to Accounting check box in Setup > Jobs > General tab. You change its title by selecting PJ Type in File > Data Folder Settings > Custom Descriptions.

Troubleshoot job setup


How can I change the job number format?

You cannot change the job number format that you set up for JC Job in File > Data Folder Settings > Custom Descriptions after processing begins. Changing the job ID format would make all existing job IDs incompatible. The format for JC Job applies to both Project Management and Job Cost jobs.

Troubleshoot job setup


Can I set up different job number formats for PJ and JC jobs?

No. The same job format is required for Project Management (PJ) and Job Cost (JC) jobs. You set up the job format for both PJ and JC jobs by selecting JC Job in File Data Folder Settings > Custom Descriptions.

Although you cannot change the format, you could use different numbering systems for each. For example, you might enter PJ jobs with letters and JC jobs with numbers, or give each a different numbering sequence.

Troubleshoot job setup


How can I undo the release to accounting for a job?

After you release a job to accounting, the Release to Accounting check box in the Job Setup window (Project Management: Setup > Jobs) is unavailable. You cannot undo its release by clearing the check box, but you can undo its release if you delete or move the job in Job Cost (JC).

In JC you can delete a job if it has no activity posted to it. When you delete or move a job in JC, the job is still available in Project Management, and its Release to Accounting check box is cleared.

For more information on deleting and moving a job in JC, see the topics titled "Delete jobs" and "Moving jobs" in JC's Help index.

Release a job to accounting

Troubleshoot job setup


The "Correct a job entered in JC and PJ with different job numbers" topic is stored in PJ_Job_Setup_WT.doc so that it also appears in JC's Help. JC uses a copy of this file.


Release to Accounting check box does not appear on the Enter Change Order, Enter Commitment, and Enter Commitment CO windows

A Project Management master file (Master.pjm) must be created before the Release to Accounting check box appears on those windows in Project Management (Contract Control menu) and Job Cost (Tasks menu). To create a Master.pjm file, go to PJ Settings (Project Management: File > Data Settings) and click [OK] in the PJ Settings window. A Master.pjm file is created when the window closes.

Troubleshoot job setup


My inquiry does not include both Job Cost and Project Management job information

When you design an inquiry that includes both Job Cost (JC) and Project Management (PJ) job information in Inquiry Designer (ID), choose PJ - Job as the start level. Your inquiry will have access to both JC and PJ job information. If you choose JC - Job as the start level, your inquiry may not have access to all PJ job information.

Select PJ - Job as the start level for a new inquiry by doing the following:

  1	In ID, from the Inquiry menu, select Inquiry Manager.

  2	In the Applications window, click Project Management to select it and click [OK].

  3	In the Inquiry Manager window, click [New] to open the New Inquiry window. Enter the inquiry name and menu group.

  4	In the Start level list, click PJ - Job to select it.

  5	Continue creating your new inquiry design.

Note: For more information on creating inquiries, see the topic titled "Creating inquiries" in the Help index in ID.

Troubleshoot job setup


Error message window Help:


Job already exists in Job Cost

The job you entered is already set up in Job Cost. Is this the same job you want to enter in Project Management? Click [Yes] to set up the Job Cost job in Project Management. Click [No] to enter a different job number. Click [Help] for more information.   (PJ1201)

The job you are trying to set up in Project Management: Setup > Jobs or in a document (Documents menu) was set up in Job Cost before you installed Project Management. Click [Yes] to make this Job Cost job available in Project Management. Click [No] to enter a different job number or bypass adding this job in Project Management. For more information on how Job Cost and Project Management jobs interact, see About Project Management and Job Cost jobs.


Job role already used

The job role you entered for a contact has already been used for another contact for this job. It cannot be used again. Select another job role for this contact. Click [Help] for more information.   (PJ1205)

You can assign the following roles to only one contact in the Job contact grid (Setup > Jobs > Site/Contacts tab):

• Project manager	• Superintendent
• Accounting (Primary)	• Owner (Primary)
• GC (Primary)	• Architect (Primary)

You can assign all other roles to more than one contact in the grid.

About job contacts


Job cannot be deleted

The job you tried to delete has been released to accounting. Click [Help] for more information. (PJ1209)

In Project Management, you cannot delete a job that has been released to accounting. If a job has been released to accounting, but it has no activity posted to it in Job Cost, you can undo the release to accounting by first deleting the job in Job Cost.

How to undo the release to accounting for a job

Release a job to accounting


Jobs with documents cannot be deleted

The job you entered has been included in one or more Project Management documents and cannot be deleted. Click [Help] for more information.   (PJ1210)

In Setup > Jobs, you cannot delete a job that has an RFI, submittal, transmittal, drawing, custom log or meeting minutes created for it. However, you can delete a job if you first delete all its documents.

In addition, you cannot delete a job that has been released to accounting.

How to delete documents

Release a job to accounting


Replace existing contact?

Do you want to replace the existing contact with another one? Click [Yes] to replace the contact. Click [No] to keep the existing contact.   (PJ1213)

When you replace an existing job contact with another one, the information in all the columns for the existing contact is replaced with the new contact's information.

If you want to delete a contact from the Job contacts grid, select the entire contact row, then right-click and select Delete Row from the shortcut menu.

Delete a job contact

Note: When you delete a job contact, it is deleted only from the job contact list and not from Address Book or Project Management (PJ: Setup > Persons or PJ: Setup > Company).


Create a new job?

You have entered a job number that does not exist. Do you want to create a new job? Click [Help] for more information on the difference between entering a new job and renumbering an existing job.   (PJ1215)

When you replace an existing number directly in Number in the Job Setup window, a new job is created. The existing job is not renumbered.

If you want to renumber an existing job, open the job so that it is displayed in the Job Setup window. Click [Renumber Job], and enter a new number in the Renumber Job window.


File not found

The Master.jcm file could not be opened. Click [Help] for more information.   (PJ1220)

Possible causes and solutions:

•	If you have installed Job Cost (JC) but have not yet completed its setup, the Master.jcm file may not exist. The Master.jcm is created when you save JC setup entries in JC: File > Data Folder Settings > JC Settings. JC setup decisions should be made and implemented in the software before you start making entries in JC and PJ. The SmartStart CD, your Timberline solution provider, or your Timberline consultant can provide complete information for JC setup.

Warning: Before you enter jobs in PJ, be sure you set up the job number format (sections) for the JC job field in JC or PJ: File Data Folder Settings > Custom Descriptions. This formatting applies to both PJ and JC jobs. Once you set up the format you cannot change it. If you enter jobs before setting up the job number format, you may have to reenter jobs you entered before setting up the format.

•	If you have successfully used Job Cost in the past, check your data folder to see if the Master.jcm file is there. You can find your data folder location listed in the Additional Information window (PJ: Help > About Project Management > [Additional Information]). If the Master.jcm is not in your data folder, you may need to restore a copy from backup.

•	The Master.jcm exists, but it is not compatible. If you have installed a newer version of the software but have not yet upgraded your data files, upgrade your data files (TS Main: Tools > Upgrade Files).

•	If you are using a network, check your network connections to be sure you are properly connected.

•	Close Timberline and reopen it or restart your computer and try again.

•	If this problem continues, contact Timberline's Software Support.


Cannot read/write job information

Failed to read/write job information from Job Cost. Click [Help] for more information.   (PJ1223)

Possible causes and solutions:

•	Another user is accessing the same job in Job Cost. Wait until the other user is finished and then try again.

•	Using Microsoft Windows Explorer, check the file properties for the Master.jcm file (right-click the file and select Properties). Read-only should not be selected. The Master.jcm is in your data folder. You can find your data folder location listed in the Additional Information window (PJ: Help > About Project Management > [Additional Information]).

If this problem continues, contact your system administrator.


Cannot read/write Address Book information

Failed to read/write job information from Address Book. Click [Help] for more information.   (PJ1224)

Possible causes and solutions:

•	Another user is accessing the contact in Address Book. Wait until the other user is finished and then try again.

•	Using Microsoft Windows Explorer, check the file properties for the Master.abm file (right-click the file and select Properties). Read-only should not be selected. The Master.abm file is in your data folder. You can find your data folder location listed in the Additional Information window (PJ: Help > About Project Management > [Additional Information]).

If this problem continues, contact your system administrator.


Contact name required

You must enter a contact name in the first column of this row before you can save a contact.   (PJ1218)

You cannot enter contact information in a Job contacts grid row and save the row unless a contact name has been entered. Project Management will attempt to save the row when you to exit the row.

If you want to delete a contact from the Job contacts grid, select the entire contact row; then right-click and select Delete Row from the shortcut menu.

Delete a job contact

Note: When you delete a job contact, it is deleted only from the job contact list and not from Address Book or Project Management (PJ: Setup > Persons or PJ: Setup > Company).


The following "Cannot launch jobs" message does not have a message number. Per engineering, it is not like the other PJ error messages, but I'm including it in Help because users could experience it. (I received this message after I renamed the Master.ABM file, opened PJ Job Setup, accessed the job contact list grid, closed Job Setup, renamed the Master.ABM file back to its original name, and then tried to open PJ Job Setup again.


Cannot launch jobs

Cannot launch jobs. Error occurred retrieving the beginning of the container.

Check to be sure all your data files are in your data folder. If some are missing you may need to restore your data files from a backup copy.


Spec. section column

Enter a unique spec. section ID (up to 15 characters). You can use letters or numbers.

You can change the title of this field in Custom Descriptions on the File menu in Data Folder Settings. See the Help topic "Changing Custom Descriptions for Spec. Sections."


Description column

Enter a description of the spec. section (up to 100 characters). You can change a description at any time.


Entry grid icons

The icons displayed in the first gray column of the entry grid indicate the status of individual rows.

This icon	Indicates

The current or active row.

Where a new row can be added. This icon appears in the last row of the grid.

That information on this row has been changed but not yet saved. Move to another row or click [Save] to save the changes. To cancel changes, press [ESC], right click on the row header and click Undo Changes, or click [Cancel].


[New]

Moves to the next blank row in the entry grid, in which you can enter a new spec. section ID and description.


[Find]

Opens the Find Spec. Section window in which you can search for and select a spec. section. Scroll through the list or use the best fit feature to locate a particular spec. section. To use best fit, enter the spec. section ID on the keyboard. As you type, the item in the list that most closely matches your input is selected.


[Save]

Saves changes and additions you have made. Your changes are also saved automatically when you move to the next row.


[Delete]

Deletes the current spec. section. Deleting a spec. section in the Spec. Section Setup window does not remove it from existing documents.


[Close]

Closes this window.


Set up a spec. section

  1	From the Setup menu, select Spec. Sections.

  2	In the Spec. Section Setup window click [New], or scroll to the bottom of the grid and click in the first empty row.

  3	Enter a unique ID in the Spec. Section column; for example, 08830.

  4	In the Description column, enter a description of the spec. section; for example, Mirrors.

  5	Click [Save] or tab to a new row to save the spec. section you just created.

  6	Click [Close] when you are finished.

Your new entry is sorted alphanumerically into the list when you save.

Tip: For more information about any item in the Spec. Section Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

More information

Spec. section tips


Change a spec. section description

  1	From the Setup menu, select Spec. Sections.

  2	In the Spec. Section Setup window, select the description you want to edit. Make sure the ID is not selected.

  3	Enter the new description.

  4	Click [Save].

  5	Click [Close].

Note: While a spec. section description can be changed at any time, a spec. section ID cannot be changed. If you want to change a spec. section ID, you must first delete it and then reenter it. Deleting a spec. section does not remove it from existing documents such as a submittal, RFI or custom log. See Delete a spec. section for more information.

Tip: For more information about any item in the Spec. Section Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

More information

Spec. section tips


Change custom descriptions for spec. sections

  1	On the file menu, select Data Folder Settings > Custom Descriptions.

  2	In the Custom Descriptions window, scroll to PJ Spec. Section in the Field Type column.

  3	In the Description column delete spec. section and enter your title.

  4	In the Size column, enter the number of characters you will allow in this field.

  5	Click [OK].

Note: The title and size changes are reflected on the menu command, in the Spec. Section Setup window, in the Submittal, RFI, and Custom Log windows, and also in the Job Setup window on the Site/Contacts tab, Job contacts grid.


Delete a spec. section

  1	From the Setup menu, select Spec. Sections.

  2	In the Spec. Section Setup window, select the spec. section you want to delete. You can select a spec. section by scrolling the list with your mouse and scroll bar and highlighting the spec. section row. You can also use the Find feature. See Find a spec. section.

  3	After you have selected a spec. section, click [Delete].

  4	You will receive a message asking if you want to delete this spec. section. Click [Yes].

  5	In the Spec. Section Setup window, click [Close] to finish.

Note: The spec. section is removed only from the list you access in Spec. Section Setup and documents. The removed spec. section remains in the Spec. section field in existing submittals, RFIs, and custom log documents where you have entered it.

Tip: For more information about any item in the Spec. Section Setup window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

More information

Spec. section tips


Spec. section tips

•	We recommend setting up spec. sections following an industry standard such as the one from the Construction Standards Institute (CSI). The CSI specifications list is included with Project Management.

•	You can begin your spec. section IDs with a zero. Spec. sections beginning with a zero sort before spec. sections beginning with a 1 or higher number.

•	The spec. sections you set up are available in drop-down lists in RFI, submittal, and custom log documents, and on the Site/Contacts tab in the Job Setup window.

•	When you delete a spec. section, it is removed from the spec. section list that you access in Spec. Section Setup and in documents. The deleted spec. section remains on any existing RFI, submittal, and custom log document where you have used it.

•	You can edit a spec. section description, but not a spec. section ID. If you want to edit the spec. section ID, delete it and reenter the ID in the Spec. Section Setup window. See Delete a spec. section for more information.


About spec. sections

A specification (spec.) section is a list of materials, dimensions, and workmanship broken down into detailed subcategories. Project Management includes a standard spec. section from the Construction Specifications Institute (CSI). To add to this list or create your own spec. section, see Set up a spec. section.

Note: The spec. sections you set up are available in drop-down lists in RFI, Submittals, Custom Logs, and on the Site/Contacts tab in the Job Setup window.

More information

Spec. section tips


Best fit

You can easily find and select a particular spec. section in the Find window by using the best fit feature. Enter the spec. section using the keyboard instead of moving through the list using the mouse and scroll bar. As you type, the ID in the list that most closely matches your input is selected. Enter as many characters as necessary for the system to locate the spec. section. Click [OK] to select a spec. section and return to the Spec. Section Setup window.


Spec. Section Setup window

Set up or delete spec. sections and their descriptions in this window.

What do you want to do?

•	Set up a spec. section

•	Delete a spec. section

•	Find a spec. section

•	Change a description

Tip: For help on any item in the Spec. Section Setup window, right-click the item and select What's This?, or click [image] in the upper right corner of the main window and then click the item.

About spec. sections

Spec. section tips


Find Spec. Section window

You can easily find and select a particular spec. section by using the best fit feature. Type the spec. section ID using the keyboard instead of moving through the list using the mouse and scroll bar. As you type, the spec. section in the list that most closely matches your input is selected. Enter as many characters as necessary for the system to locate the spec. section. Click [OK] to select a spec. section and return to the Spec. Section Setup window.

Tip: For help on an item in this window, right-click the item and select What's This?, or click [image] in upper right corner of the window and then click the item.

More information

Spec. section tips


We had trouble getting the [OK], [Cancel], and [Help] What's This topics, which were aliased, to compile and work properly. To solve this, we removed the aliases and created these topics individually.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made in this window during this entry session.


[Help]

Opens Help and displays information about this window.


Find a spec. section

Follow these steps to quickly find a spec. section in the Spec. Section Setup window.

  1	From the Setup menu, select Spec. Sections.

  2	Click [Find] in the Spec. Section Setup window.

  3	In the Find Spec. Section window, locate the desired spec. section with the mouse and scroll bar or by using the best fit feature.

  4	Click [OK] to select a spec. section and return to the Spec. Section Setup window. The spec. section you selected is now selected in the Setup window.

Tip: For help on an item in the Find Spec. Section window, right-click the item and select What's This?, or click [image] in upper right corner of the window and then click the item.

More information

Spec. section tips


Spec. Section column

Displays the spec. section ID. Scroll through the list or use the best fit feature to locate a particular spec. section. Enter the spec. section ID using the keyboard. As you type, the spec. section in the list that most closely resembles your input is selected.


Description column

Displays the description of the spec. section.


Error Message Help


Deleting this spec. section

Are you sure you want to delete this spec. section? Click [Yes] to delete it. Click [No] to return to the Spec. Section Setup window without deleting it. Click [Help] for more information. (PJ0901)

If you delete this spec. section it will be removed from spec. section lists available in Spec. Section Setup and Job Setup as well as Transmittals, RFIs, Submittals, and Custom Logs. It will not be removed from existing Transmittals, RFIs, Submittals, or Custom Logs if you have entered it in the Spec. section field.

If you wish to keep this spec. section, click [No]. The deleting process will be cancelled and you will be returned to the Spec. Section Setup window.


Commitments windows

 Change Field Description

 Checklist

 Commitment Custom Fields

 Commitment Item Custom Fields

 Enter Commitment

 Header Information

 Inclusions and Exclusions

 Insurance

 Item Detail

 Item Scope of Work

 Other Information

 Schedule

 Scope of Work or PO Description

 Secondary Vendors

 Totals

 Transmittals

 Related Topics


Enter Commitment window

Use this window to set up or access a commitment. Open additional windows associated with the commitment by clicking on the available buttons at the right of this main window.

For help on an item in this window, click [image] on the window; then click the item.

You can change this window's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).

 Related Topics


Commitment

Enter the commitment ID (up to 12 characters). You can click [List] to display all existing commitments for jobs you are authorized to view.

Note: If you enter a commitment ID that contains jobs that you are not authorized to view, you will not be able to view the commitment.

Existing commitments that have been invoiced or have pending or approved change orders can receive only limited editing. You cannot enter new line items. To reflect changes to these commitments, use the Commitment COs command. If you are not authorized to release commitments to accounting, existing unreleased commitments will not be available for editing and you will receive a warning message.

If all existing commitments have numeric IDs, this item prefills with the number that is one greater than the highest existing ID. If any existing ID is alphabetical, no prefill occurs. Keep in mind that placing any character other than a number in the ID creates an alphabetical ID.

If you have Information Assistant installed, you can link commitment and commitment item records to issues using New Issue (Tools menu).

You can change this item's title and size in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Description

Enter a description (up to 30 characters) for the commitment. To change the description, press SHIFT + TAB from Vendor.


Vendor

Enter the vendor ID for the commitment.

This item is required. You can click [List] to display all vendors that are set up.


This area displays the name of the vendor.


Type

Select the type of commitment: Subcontract or Purchase Order. The type determines which report design is used to print the commitment document. You can enter these report designs in the Forms window in JC Settings.

If this is a new purchase order, the Header Information window opens after you accept the Type.

To include units and unit cost in the commitment, you must either select a Purchase Order Type or click [Unit Price On]. Be aware that you can enter unit information for only those cost types selected in the JC Settings window.


Date

Enter the transaction date of the commitment. If the commitment is new, the system date fills this field. This is a required field.


Retainage percent

Enter the default percentage (up to 2.3 digits, e.g., 89.123) of the commitment amount to be withheld. You can override this percentage on any commitment line item. This item prefills with the Default retainage percentage from the Commitment Settings window, accessed through JC Settings (File, Data Folder Settings menu). When you distribute a vendor's invoice amount for this commitment, the retainage is automatically calculated based on this percentage or the commitment line item override.


Job

Enter the job ID for this line item, or leave this field blank to enter a line item not associated with any job. You can click [List] to display unstarted and in-progress jobs that you are authorized to view.

Notes

•	A warning appears if you enter a closed job.

•	Dollars paid transactions from Accounts Payable are not created for line items not associated with a job.


Extra

Enter the extra ID if this line item is associated with an extra. If you did not enter a job ID, this item is bypassed. You can click [List] to display all unstarted and in-progress extras for this job. If the extra that you enter has been completed, you will be warned.

When you enter the ID for a new commitment, this column does not immediately appear. It is added if the following conditions are met:

•	The Extras Tracking option is selected in the JC Settings window.

•	A job entered in the grid has its Extras Tracking option selected in the Job Setup window (Status tab).

If the column is added to the grid, it remains displayed but the cursor bypasses it for any jobs not tracking extras.

You can change this column's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost Code

Enter the cost code ID for this line item. If you did not enter a job ID, this item is bypassed. Keep in mind that you cannot assign a commitment to a group cost code.

If you are interfacing with Accounts Payable, the first line of this column prefills with the default Job Cost cost code from the Vendor Setup window (Terms and Defaults tab). You can click [List] to display unstarted and in-progress cost codes for the job or a list of standard cost codes.

If you enter a completed cost code, you will be warned.

You can change this column's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

Enter the category ID for this line item. If you did not enter a job ID, this item is bypassed.

If you are interfacing with Accounts Payable, the first line of this column prefills with the default JC category from the Vendor Setup window (Terms and Defaults tab). You can click [List] to display unstarted and in-progress categories for the job or a list of standard categories.

If you enter a completed category, you will be warned.


Tax group

Enter the tax group or accept the prefilled tax group. You can click [List] to select a tax group. If the tax group you enter does not already exist in Accounts Payable, you can add the tax group. If this is a nontaxable distribution, you can leave this column blank.

This column appears if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (File, Data Folder Settings, AP Settings - Invoice Settings window).


Units

This column appears only if this is a unit-price commitment. You also must track units for this category (or cost code) to access the column.

Enter the number of units (up to 8.4 digits, e.g., 12568970.1234). These units are multiplied automatically by the Unit Cost entered in the next column. The result will prefill either Pre-Tax Amount or Amount, depending on your tax usage settings in Accounts Payable.

If you change Pre-Tax Amount or Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, Pre-Tax Amount or Amount will recalculate only if the amount equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

Note

These units are not production units. Enter Production units using the Enter Misc. Worksheets command.


Unit Cost

This column appears only if this is a unit price commitment. You also must track units for this category (or cost code) to access the column.

If you entered Units, enter the unit cost (up to 8.4 digits, e.g., 12568970.1234). The Unit Cost will be multiplied automatically by the Units. The result will prefill either Pre-Tax Amount or Amount, depending on your tax usage settings in Accounts Payable.

If you change Pre-Tax Amount or Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, Pre-Tax Amount or Amount will recalculate only if the amount equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.


Pre-Tax Amount

Enter the amount for the line item excluding tax (up to 9.2 digits, e.g., 125689703.12). If you entered Units and Unit Cost, this column prefills with the product of those two entries. You can override the calculation with a different amount.

If you change Pre-Tax Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, Pre-Tax Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

This column appears if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (AP Settings - Invoice Settings window).


Tax

Displays the tax amount for the line item. If you enter a Tax Group for the line item, this column is calculated automatically based on Pre-Tax Amount and the tax rates. You cannot manually change the Tax amount.

This column appears if Tax Usage is set to Actual tax only or Actual and tax in Accounts Payable (AP Settings - Invoice Settings window).


Amount

If you do not use taxes in Accounts Payable, enter the gross amount for the line item (up to 9.2 digits, e.g., 125689703.12). If you entered Units and Unit Cost, this column prefills with the product of those two entries. You can override the calculation with a different amount. If you change Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

If you use taxes in Accounts Payable, the sum of Pre-Tax Amount and Tax appears in this column and cannot be changed.


Unit Description

This column appears only if this is a unit price commitment. Enter a description (up to six characters) for the units. If you entered a category for this line item, this item prefills with the Cost unit description from the category record. If you do not use categories, the description comes from the cost code record.


Description

Enter a description (up to 30 characters) for the line item. If you entered a cost code for this line item, this field prefills with the Description from the cost code record.


Job

Displays the description for the job on the active line.


Extra

Displays the description for the extra on the active line. You can change this item's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost code

Displays the description for the cost code on the active line. You can change this item's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

Displays the description for the category on the active line.


Total

Displays the total of the Amount column for all items in the commitment.


Header Information window

Use this window to enter or review descriptive information about a purchase order commitment.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Address (To)

Enter the full address, including city, state, and ZIP code, of the vendor or another mailing address where documents and information about the commitment should be mailed. If you interface with Accounts Payable, this address prefills with the address from the vendor record.


Address (Ship To)

Enter the full address, including city, state, and ZIP code, of the job site or another location where materials should be sent. You can click [Prefill Ship To] to display unstarted and in-progress jobs from which you can select an address.

Note

The job list will display only the jobs you are authorized to view.


Ordered By

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter the name of the employee (up to 15 characters) who placed the order. This item is for reporting only.


Terms

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter the terms of the commitment (up to 15 characters). This item is for reporting only.


Ship Via

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter the method of shipment (up to 15 characters). This item is for reporting only.


Free on Board

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter the F.O.B. shipping location (up to 15 characters). This item is for reporting only.


 Misc Alpha 5

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter any alphabetical data (up to 15 characters). This item is for reporting only.


Delivery Date

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter the date items are to be delivered or any miscellaneous date. This item is for reporting only.


Misc Date 2

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter any miscellaneous date of your choice. This item is for reporting only.


Misc Date 3

You can change this item's title in the Change Field Description window by clicking [Change Desc].

Enter any miscellaneous date of your choice. This item is for reporting only.


Change Field Description window

Use this window to change the description (title) of the active item in the Header Information window. The new description will apply to all existing and future commitments.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Description

Enter the new description (title) for the item. The new description will apply to all existing and future commitments.


Scope of Work window

Use this window to enter a description for the scope of the subcontract or the purchase order.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Scope of Work

Enter the scope of the subcontract or purchase order. This is a multiple line text item that is used for reporting only.

Scope of Work information is kept separate from the scopes that can be entered for the commitment line items.


Schedule window

Use this window to enter or review a schedule of important events for the commitment.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Schedule dates

Use these items to enter and track the important scheduled dates of the commitment. As the events occur, you can update the appropriate items. These items can be used in inquiries and reports to keep management informed of the progress.


Insurance window

Use this window to enter the status of the vendor's insurance policies. The items in this window are prefilled with the corresponding information from the Accounts Payable Vendor Setup window (Insurance 1 and Insurance 2 tabs) when the commitment is set up. Changing items in this window does not affect Accounts Payable vendor records.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Insurance certificate received

Select the check box when you receive the insurance certificate.

This is the same item that appears in the Checklist window. You can select or clear the item in either window. On a new commitment, this check box is selected if the AP master file is accessible and none of the Proof required check boxes are selected in the Vendor Setup window (Insurance 1 and Insurance 2 tabs).


Company

Enter the name (up to 30 characters) of the company issuing the insurance. If Accounts Payable is not interfacing with Job Cost or the corresponding Proof required check box is not selected in the Accounts Payable Vendor Setup window (Insurance 1 or Insurance 2 tab), this item prefills with NO PROOF OF INS. REQUIRED.


Policy number

Enter the insurance policy number (up to 25 characters).


Effective date

Enter the most recent date the insurance policy became effective.


Expiration date

Enter the date the insurance policy expires.


Limit

Enter the liability limit (up to ten digits) of the insurance policy.


Checklist window

Use this window to track various checkpoints concerning the status of the commitment.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Insurance certificate received

Select the check box when the insurance certificate has been received. Enter the Due date as applicable.

This is the same item that appears in the Insurance window. You can select or clear the item in either window. On a new commitment, this check box is selected if the AP master file is accessible and none of the Proof required check boxes are selected in the Vendor Setup window (Insurance 1 and Insurance 2 tabs).


Payment bond received

Select the check box when the payment bond has been received. Enter the Due date as applicable.


Performance bond received

Select the check box when the performance bond has been received. Enter the Due date as applicable.


Verbal approval received

Select the check box to signify that the vendor has verbally approved the contract. Enter the Due date as applicable.

This check box is automatically selected when you enter and accept the name of the vendor's representative in the Verbal item in the Other Information window. If you subsequently remove that name, this check box is automatically cleared.


Contract issued

Select this check box to signify that a contract has been issued to the vendor.

This check box is automatically selected when you enter and accept the name of your company employee in the Issued by item in the Other Information window. If you subsequently remove that name, this check box is automatically cleared.


Signed contract received

Select the check box when the signed contract has been received. Enter the Due date as applicable.


Misc checklist 1

Select the check box when the miscellaneous action has been completed. Enter the Due date as applicable.


Misc checklist 2

Select the check box when the miscellaneous action has been completed. Enter the Due date as applicable.


Misc checklist 3

Select the check box when the miscellaneous action has been completed. Enter the Due date as applicable.


Misc checklist 4

Select the check box when the miscellaneous action has been completed. Enter the Due date as applicable.


Other Information window

Use this window to enter the status of the commitment, the performance bond, and the payment bond.

The top portion contains information about the contract between your company and the vendor or subcontractor. The items on the left relate to your company's responsibilities. The items on the right relate to the vendor's or subcontractor's responsibilities.

The bottom portion displays information about the performance and payment bonds covering the commitment.

When you enter information in certain items of this window, Job Cost will automatically select the corresponding check boxes in the Checklist window. Refer to the individual items for more information about their check box-related items.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Verbal

Enter the names (up to 30 characters) of the persons from your company and the vendor's or subcontractor's company who have verbally agreed to the contract.

When you enter and accept the vendor representative name, the Verbal approval received check box (if used) in the Checklist window is automatically selected. If you subsequently remove the name, the check box is automatically cleared.


Issued by

Enter the name (up to 30 characters) of the person from your company who issued the contract.

When you enter and accept the name, the Contract issued check box (if used) in the Checklist window is automatically selected. If you subsequently remove the name, the check box is automatically cleared.


Signed by

Enter the names (up to 30 characters) of the persons from your company and the vendor's or subcontractor's company who have signed the contract.

When you enter and accept the name, the Contract issued check box (if used) in the Checklist window is automatically selected. If you subsequently remove the name, the check box is automatically cleared.


Signed on

Enter dates the contract was signed by your company and by the vendor or subcontractor.

When you enter and accept the vendor's or subcontractor's date, the Signed contract received check box (if used) in the Checklist window is automatically selected. If you subsequently remove the date, the check box is automatically cleared, unless the vendor's or subcontractor's Signed by field contains a name.


Performance Bond: Required

Select this check box if you require the vendor or subcontractor to provide a performance bond.


Performance Bond: Received

Select this check box when you receive the performance bond covering the vendor's or subcontractor's obligation to the contract. This check box must be selected before you can enter the rest of the Performance Bond items. If you clear this check box, all the Performance Bond information items below it are deleted.

This is the same item that appears in the Checklist window. You can select or clear it in either window.


Performance Bond: Amount

Enter the amount (up to 7.2 digits, e.g., 1256897.12) of the performance bond liability.


Performance Bond: Surety

Enter the name (up to 30 characters) of the company executing the performance bond.


Performance Bond: Contact

Enter the name (up to 30 characters) of the person to contact for information about the performance bond.


Performance Bond: Phone

Enter the telephone number of the contact person.


Payment Bond: Required

Select this check box if you require the vendor or subcontractor to provide a payment bond.


Payment Bond: Received

Select this check box when you receive the payment bond covering the vendor's or subcontractor's labor or material payment obligation. You must select this check box before you can enter the rest of the Payment Bond items. If you clear this check box, all the Payment Bond information items below it are deleted.

This is the same check box that appears in the Checklist window. You can select or clear it in either window.


Payment Bond: Amount

Enter the amount (up to 7.2 digits, e.g., 1256897.12) of the payment bond liability.


Payment Bond: Surety

Enter the name (up to 30 characters) of the company executing the payment bond.


Payment Bond: Contact

Enter the name (up to 30 characters) of the person to contact for information about the payment bond.


Payment Bond: Phone

Enter the telephone number of the contact person.


Item Detail window
Item Details window

Use this window to enter detailed item information to transfer back to the commitment grid line. Before the commitment is committed, operators without the security to commit are permitted editing in only the Retainage percent, Original (Amount), and Original (Units) fields. Once the commitment is committed, however, only operators with the security to commit are permitted limited editing in the Item Details fields.

If Information Assistant is installed, you can link commitment item records to issues using New Issue (Tools menu).

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Delivery date

Enter the date goods or services were delivered for this purchase order. This field is for reporting only and will be unavailable if the commitment type is Subcontract.


Retainage percent

Enter the retainage percentage (up to 2.3 digits, e.g., 17.123) for this line item to override the Retainage percent from the Enter Commitment window.

When you distribute the vendor's invoice, the Retainage amount is calculated based on this percentage.


Original, Amount column

Enter the contract amount (up to 10.2 digits, e.g., 1234567890.12) of the line item. The amount will prefill the Amount column in the Enter commitment entry grid. After the commitment has been invoiced or a commitment change order has been applied against it, you cannot enter this item.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.


Original, Units column

Enter the original units (up to 8.4 digits, e.g., 12568907.1234). The units will prefill the Units column in the Enter commitment entry grid. After the commitment has been invoiced or a commitment change order has been applied against it, you cannot enter this item.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.

Note

These units are not production units. You enter production units in the Enter Misc. Worksheets window.


Pending changes, Amount column

This field displays the total pending change order amounts that were entered in the Enter Commitment COs window.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.


Pending changes, Units column

This field displays the total of the pending change order units that were entered in the Enter Commitment COs window.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.


Approved changes, Amount column

This field displays the total approved change order amounts that were entered in the Enter Commitment COs window.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.


Approved changes, Units column

This field displays the total approved change order units entered in the Enter Commitment COs window.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup.


 Revised, Amount column

This field displays the total of Original and Approved changes in the Amount column.


Revised, Units column

This field displays the total of Original and Approved changes in the Units column.


Invoiced, Amount column

This field displays the to-date amounts invoiced for this line item. These amounts were entered in the Accounts Payable Enter Invoices and Record Manual Checks windows. You can adjust them using the Change Invoices command.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup or when it is necessary to make a manual adjustment in Job Cost instead of using the Accounts Payable application.


Invoiced, Units column

This field displays the to-date units invoiced for this line item. These amounts were entered in the Accounts Payable Enter Invoices and Record Manual Checks windows. You can adjust them using the Change Invoices command.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup or when it is necessary to make a manual adjustment in Job Cost instead of using the Accounts Payable application.


Retained

This field displays the amounts retained for this line item. These amounts were entered in the Accounts Payable Enter Invoices and Record Manual Checks windows. You can adjust them using the Change Invoices command.

Warning

You should not manually change this item except when entering initial balances during Job Cost setup or when it is necessary to make a manual adjustment in Job Cost instead of using the Accounts Payable application.


Paid

This field displays the amounts paid on this line item if it is associated with a job. These amounts were entered in the Accounts Payable Record Manual Checks and Print Checks windows. You can adjust them using the Void Checks command.

Warning

You should not manually change this item unless you are  entering initial balances during Job Cost setup or directed to enter manual adjustments by the Accounts Payable application.


Balance to bill

This field displays the difference between Revised changes and Invoiced amounts for this line item.


Totals window

Use this window to view various totals for the current commitment being entered.

For help on an item in this window, click [image] on the window; then click the item.


Original

Total of Original Amount from all Item Details windows for this commitment.


Pending changes

Total of pending change order amounts entered in all commitment change orders for this commitment.


Approved changes

Total of Approved changes from all Item Details windows for this commitment.


Revised contract

Total of Revised changes from all Item Details windows for this commitment.


Invoiced

Total of Invoiced from all Item Details windows for this commitment.


Retained

Total of Retained from all Item Details windows for this commitment.


Paid

Total of Paid from all Item Details windows for this commitment. This total excludes commitment line items not associated with a job.


Balance to bill

Total of Balance to bill from all Item Details windows for this commitment. This total excludes commitment items not associated with a job.


Item Scope of Work window

Use this window to attach a scope to this line item. This scope is kept separate from the commitment scope.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Item Scope

Enter the scope of this line item. This is a multiple line text field that is used for reporting only.


Secondary Vendors window

Secondary vendors are hired by the primary vendor to complete any work that the primary vendor is unable to do.

Use this window to enter information about the secondary vendors on this commitment. Secondary vendors are often necessary to track for lien release information.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Secondary Vendors

Secondary vendors are hired by the primary vendor to complete any work that the primary vendor is unable to do.

Enter the names of the secondary vendors on this commitment. Keep in mind that entering a vendor's name in this window does not automatically add the name to a check issued to pay the commitment. You must enter a joint vendor name to the check in Accounts Payable when creating the invoice, selecting the invoice for payment, or adjusting the payment selection before printing checks. All vendors entered in this window will appear when you click [List] in the Accounts Payable Set Up Joint Check window.


Joint Check Required

Select this check box if you are required to issue a joint check to the main vendor and this secondary vendor.

Note

This item is for information only; it does not generate warnings when issuing checks in Accounts Payable.


Date

Enter the date on which the main vendor was reported to be in debt to the secondary vendor. Usually this is accompanied by an entry in the Amount column where the debt amount is recorded.


Amount

Enter the amount owed by the vendor to the secondary vendor. This is usually the lien amount securing payment of the obligation.


Release Received

Select this check box when you receive a lien release from the secondary vendor.


Date

Enter the date of the lien release from the secondary vendor.


Commitment Custom Fields window

Use this window to display and enter the custom fields for this commitment.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Commitment Item Custom Fields window

Use this window to display and enter the custom fields for this commitment item.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


[Save Commitment] or [Save Line]

Accepts and saves the commitment or the current line. If you click [Save Commitment] and it has not already been committed, you are asked whether you want to commit it if you are authorized to do so. This option will not appear and the commitment will be automatic if the Auto commit check box is selected in the Commitment Settings window and you are authorized to commit commitments. If the commitment has not been released to accounting and you are authorized to both release and commit, committing the commitment will also release it.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Cancel], [Cancel Commitment], or [Cancel Line]

Cancels the entire commitment or line if it is new. If you change an existing commitment or line, only the changes are canceled. If you cancel the commitment, any changes in the Inclusions and Exclusions window are also cancelled.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Change Desc]

Changes the descriptions (titles) of the nonaddress items in the header information. The new descriptions will apply to all existing and future commitments.


[Checklist]

Sets the check points and their dates for the commitment.


[Close Commitment] or [Re-open Commitment]

Closes an open commitment, or reopens a closed commitment. Closing a commitment allows you to distinguish between closed and open commitments on reports and inquiries.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Delete Line]

Deletes the active grid line. This button is not available for commitments that have been committed or grid lines added by a commitment change order.


[Delete Commitment]

Deletes the commitment. This button is not available if the commitment has invoices, retainage, payment amounts, or commitment change orders posted to it.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Header]

Attaches addresses and general information to a purchase order commitment.


[Insurance]

Enters the status of the vendor's insurance policies.


[Item Detail]

Enters the detail for the active grid line.


[Item Custom Fields]

Enters custom fields attached to the line item.


[Item Scope]

Enters a scope for the current line item.


[Attachments]

Adds, changes, or deletes an attachment for the commitment, vendor, line item, job, cost code, or tax group. The last four options are available only after the cursor has advanced to the line item grid and you have entered the corresponding items.

Refer to the "Attachments" topic for more information.


[PO Description] or [Scope]

Enters a description of the purchase order or the scope of a subcontract.


[Prefill Ship To]

Prefills the Ship To column with the selected address from the list of jobs that appear when you click this button.


[Other Info]

Enter miscellaneous information about the commitment, the performance bond, and the payment bond.


[Secondary Vendors]

Enter information about the secondary vendors on this commitment.


[Clear Fields]

Clears all information to the right of the Joint Check Required column on the active line.


[Schedule]

Enter important dates tracking the commitment's progress.


[Totals]

Displays the totals of various amounts in the commitment.


[Unit Price Off] or [Unit Price On]

If button shows [Unit Price Off], clicking it removes Units, Unit Cost, and Unit Description columns from the grid. If button shows [Unit Price On], clicking it returns Units, Unit Cost, and Unit Description columns to the grid. You cannot change the last option selected after the commitment has been committed.


[Custom Fields]

Change custom fields attached to the commitment.


Add Commitment window

Use this window to quickly add a commitment while setting up a commitment change order. The information entered is the minimum that can be entered to set up a commitment. You should use the Commitments command later to complete the setup.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Commitment

Displays the new commitment ID that was entered in the Enter Commitment COs window.


Type

Select the commitment type: Subcontract or Purchase Order.


Unit price

Select this check box to indicate that the commitment is a unit-price commitment. This allows you to enter units and unit prices in the commitment and the commitment change order.


Add Vendor window

Use this window to quickly add a vendor while setting up a commitment. The information entered is the minimum that can be entered to set up a vendor. You should use the Accounts Payable Vendors command later to complete the setup.

For help on an item in this window, click [image] on the window; then click the item.

 Related Topics


Vendor

Displays the new vendor ID that was entered in the Enter Commitment window.


Name

Enter the vendor name (up to 30 characters).

When printing reports and checks, using [List], and using Inquiry, you can display the vendors in alphabetical order. If you want the vendors in alphabetical order, enter the vendor name in the following format: Last name; First name.

Examples:

Simpson Construction;Tom

Drywall Company;The


Address

Enter the two-line vendor address (up to 33 characters each). The address appears during Accounts Payable invoice entry for verification and is used when printing checks and 1099 Forms.


City St Zip

Enter the city (up to 30 characters), state or province (up to four characters), and zip code (up to 10 characters) for the address. If using ZIP + 4, enter the hyphen before the suffix. These items are for reporting only.


Telephone

Enter the vendor's telephone number (area code is optional). You do not need to enter punctuation; Job Cost automatically punctuates telephone numbers. The number appears during invoice entry for verification.


FAX

Enter the vendor's facsimile (FAX) number (area code is optional). You do not need to enter punctuation; Job Cost automatically punctuates telephone numbers.


Contact 1 and Contact 2

Enter the vendor's contact names. You can enter two contact names (up to 30 characters each). Contact 1 appears during invoice entry for verification.


Telephone

Enter the contact's telephone number.


Ext

Enter the contact's telephone extension.


Vendor type

Select the vendor type for this vendor. The vendor type determines the Accounts Payable distribution entry grid that appears during invoice entry for each vendor. In addition to the four custom vendor types, you can select a vendor type of Summary. The most common reason to use a Summary vendor is to pay a one-time vendor. If a vendor needs a 1099 Form, you should not set up the vendor as a Summary vendor.


Customer account

Enter your company's customer account identification used by this vendor (up to 30 characters). For example, enter the account number that this vendor uses for your company. This account appears during Accounts Payable invoice entry for verification, and it can be printed on checks.


[Bought Out]

Select the category (or cost code if you do not use categories) on the current line as fully committed (bought out).


Unit-price commitment

A commitment that allows the entry of units, unit cost, and unit description is referred to as a unit-price commitment.

Purchase orders are unit-price commitments by default. You can make subcontracts into unit-price commitments by clicking [Unit price on]. You also must be tracking units for the category (or cost code) entered on the active grid line.


Committed costs

In Job Cost, committed costs represent the expected costs of your categories and cost codes. You normally enter these costs on a purchase order or subcontract. They differ from estimated costs in that they are contractual costs rather than budgeted costs. Tracking committed costs in Job Cost allows you to compare the invoiced costs with the contractual costs.


Commitments (Tasks menu)

Use this command to set up purchase orders and subcontracts and to enter contractual costs associated with them. You can create these commitments using this command or by third-party software that can create text files to be imported with the Import Commitments command.

Besides tracking your commitments, you can also print the purchase orders and subcontracts after they are set up. Commitment information is posted to the job, extra, cost code, and category only after it is committed; the Post Entries command is not required for this procedure.

After a commitment has been invoiced in Accounts Payable or a commitment change order has been entered for it, a commitment cannot be changed. You must use the Commitment COs command to make changes.

This command's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).

 Windows

 Related Topics


Commitments

Use this command to set up purchase orders and subcontracts, and to enter contractual costs associated with them. These commitments can be created by this command or by third-party software which can create text files to be imported with the Import Commitments command.

This command's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Commitments

Use this command to create commitments and commitment change orders from a file generated by Timberline's Precision Buyout. This command also will accept text files created by spreadsheets and other similar applications.

This command's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Entering commitments

  1	Gather the required commitment information: vendor, job, purchase order or subcontract ID, cost code, category, tax group, amount, date, and other related information such as terms, ship date, etc.

  2	In Job Cost, select Tasks, Commitments. In Project Management, select Contract Control, Commitments.

  3	Enter the new or original Commitment ID.

Note

You can enter and view commitments for only jobs for which you are authorized to access.

  4	Complete the descriptive information about the commitment.
 How?
Use the What's This? Help feature to display brief information about the various buttons and items in the windows.

  5	Enter each detail line of the commitment.
 How?

  6	Verify the Total at the lower left of the window.

  7	Select the Release to Accounting check box, if it is appropriate and you are authorized to do so.

  8	Click [Save Commitment].

  9	If the commitment has not been committed and you have the authority to do so, you will be asked "Commit?" Click [Yes] or [No].

Notes:

•	Uncommitted commitments are not listed in the Accounts Payable Enter Invoices commitment list.

•	A commitment must be released to accounting in order to commit. If you have the authority to both commit and release, the commitment will be released automatically when you click [Yes] to commit.

•	You can specify that commitments are to be automatically committed when set up by selecting the Auto commit check box in the Commitment Settings window.

10	Repeat steps 3 - 8 until all commitments have been entered. Then click [Finish].

11	Change the options displayed in the Print Selection window or accept the defaults.

12	Click [Start].

13	Review the Commitment Journal to verify totals and to check for errors.

14	Review the accuracy of any commitment documents that may have printed.

 Related Topics


Entering commitment descriptions

1	Enter a description, vendor ID, commitment date, and retainage percentage.

2	In the Type field, select either Subcontract or Purchase Order.

3	If the commitment is a purchase order, click [Header] and [PO Description] to enter miscellaneous information about the purchase order.

4	If the commitment is a Subcontract, click [Scope] to enter descriptive information about the contract.

5	Click [Checklist], [Secondary Vendors], [Custom Fields], and [Inclusions & Exclusions] to enter additional information about the commitment.

 Related Topics


Entering commitment detail

1	If the commitment detail line is associated with a job, enter the job, extra, cost code, and category. You may enter a commitment detail line only for jobs you are authorized to access.

2	Accept the prefilled tax group or enter the tax group if tax should be calculated for this line.

3	If this is a unit-price commitment, enter the units and unit cost for the commitment line.

4	Enter the Pre-Tax Amount or Amount for the commitment line.

5	Enter the Unit Description (unit-price commitment only) and the line Description.

6	Repeat steps 1 - 5 until you have entered all the lines.

Notes

•	The Tax Group, Pre-Tax Amount, and Tax columns appear only if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (AP Settings - Invoice Settings window).

•	You also can click [Item detail] to enter Units, Amount, and other miscellaneous information in the Item Details window.

•	If you use taxes in Accounts Payable, the Tax and Amount columns are calculated automatically and cannot be manually changed.

 Related Topics


Correcting or changing commitments

If you discover an error in a commitment or simply want to change it, several methods are available. The method used depends on whether:

•	You have accepted the commitment and any changes.

•	The commitment has been committed.

•	Invoices have been applied against the commitment.

•	Commitment change orders have been applied and they are Not issued, Approved, or Denied.

Depending on the combination of factors, the following methods are available. They are listed in order by availability. If a particular method is unavailable, try the method following it.

•	Return to the item in error and correct it.

•	Click [Cancel Commitment] to cancel a new commitment or all changes made in the current session to an existing commitment. Canceling changes to a commitment will cancel all changes made in its Inclusions and Exclusions grids.

•	Delete a grid line by clicking [Delete line].

•	Add one or more grid lines to reverse or adjust the incorrect entry.

•	Click [Delete Commitment] to delete the entire commitment. You can then reenter the commitment correctly.

•	Issue a commitment change order to adjust the commitment.

•	Create one or more additional commitments to reverse or adjust the incorrect commitment.

Note

Errors made in other applications that interface with and affect Job Cost should be corrected in those other applications. This assures that the corresponding balances in the other applications and in Job Cost will remain consistent.

 Related Topics


Closing commitments

Closing a commitment allows you to distinguish between closed and open commitments on reports and inquiries and prevents the Accounts Payable application from entering any distributions to that commitment.

1	In Job Cost, select Tasks, Commitments. In Project Management, select Contract Control, Commitments.

2	Enter the Commitment ID.

3	Click [Close Commitment]; then click [Yes].

4	Click [Save Commitment].

5	Repeat steps 2 - 4 for each commitment to be closed; then click [Finish].

6	Change the print options as necessary; then click [Start].

7	Review the Commitment Journal for a list of commitments closed.

Note

To reopen a closed commitment, perform the steps above except click [Re-open commitment] at step 4.

 Related Topics


Printing commitment documents

You can print purchase orders, subcontracts, and change orders using either Timberline or Crystal Reports report designs that are included with the standard reports. Use the following steps to print one of these reports:

1	From the Reports menu, select the commitment document to be printed.

2	Complete the Print Selection window as applicable.

3	Click [Start].

Note

•	You also can print these documents immediately after closing the window that created them. After you have entered and saved the document, click [Yes] when asked whether you want to print it. To omit printing these documents, select the JC Settings command and in the Forms window, leave the Subcontract and Purchase order report lines blank.

•	If you are printing Commitments using a Crystal Reports design, you can print directly to a PDF file. If you do so, be aware that you have a limited number of character places available for the file name.

 Related Topics


Inclusions and Exclusions window

Use this window to enter items or scopes of work that you want to include or exclude in the commitment.

 How To

The Inclusions and Exclusions grids use the following icons to indicate the status of each row:

Icon	Indicates
	The current (active) line.
	Where a new line can be added. This icon is displayed in the last line of the grid.
	That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

For help on an item in this window, click [image] on the window; then click the item.


Entering inclusions and exclusions

  1	Enter the commitment and its items in the Enter Commitment window.  How?

  2	Click [Inclusions & Exclusions].

  3	In either the Inclusions or the Exclusions grid, enter an alphanumeric ID of up to 10 characters in the Item Number field.

  4	Press TAB to enter a description of the item. The description field can contain up to 1000 characters. If your description is longer, you may enter the same item number on the next line and continue.

  5	Repeat steps 3 and 4 until you have entered all inclusions and exclusions into the appropriate grids.

  6	Click [Close].

Notes

•	If all existing entries in the inclusions or exclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number is alphabetical, you must manually enter the item number. Entering any character other than a number in the Item Number field creates an alphabetical ID.

•	A row is saved when you move to the next row. To cancel an entry, you must delete the entire row.


[Inclusions & Exclusions]

Enter information about specific items to include or exclude in the commitment. This button is unavailable until you enter a commitment ID in the Commitment field.


Inclusions--Item Number

Enter an alphanumeric ID (up to 10 characters) for an item. Duplicate item numbers are allowed in the grid. If all existing entries in the inclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number is alphabetical, you must manually enter the item number. Entering any character other than a number in the Item Number field creates an alphabetical ID.


Inclusions--Description

Enter a description (up to 1000 characters) for an item.


Exclusions--Item Number

Enter an alphanumeric ID (up to 10 characters) for an item. Duplicate item numbers are allowed in the grid. If all existing entries in the exclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number is alphabetical, you must manually enter the item number. Entering any character other than a number in the Item Number field creates an alphabetical ID.


Exclusions--Description

Enter a description (up to 1000 characters) for an item.


Release to accounting

Select this check box to make this commitment available to commit and for accounting. This check box is unavailable if you do not have the security to release to accounting or if the commitment has already been committed.


Change Orders windows

 Change Order Custom Fields

 Enter Change Order

 Enter Change Order Items - Scope of Change

 Enter Change Order Items - Prices

 Enter Change Order Items - Estimates

 Enter Change Order Items - Production Units

 Price History

Related Topics


Enter Change Order window

Use this window to enter general information about the change order. This window has two views, which you can alternate between by clicking [Other info].

To access the change order items, click [Enter Items].

For help on an item in this window, click [image] on the window; then click the item.

Note

You cannot reaccess a change order after clicking [Save] during the current session.

 How To

Related Topics


Job

Enter the ID of the job this change order modifies. You can click [List] to display all unstarted and in-progress jobs that you are authorized to view and, if you are using Project Management, that have been released to accounting from Project Management.

If the job is closed, you will receive a warning message. If this job has not yet been set up, you can quickly set up the job (with minimal information) using the Add New Job window when prompted. Jobs are automatically added as released.


This area displays the job description.


Extra

This item appears only if you selected Tracking in the Extras area of the JC Settings window (File, Data Folder Setings, JC Settings).

If this change order is associated with an extra, enter the extra ID. You can click [List] to display all unstarted and in-progress extras for this job.


This area displays the extra description.


Change order

Enter the alphanumeric ID (up to five characters) of the change order. If you have already accepted this change order during the current processing, an error message appears.

If this is the first change order for the job, a 1 prefills this item. Otherwise, the next sequential number above the highest existing change order prefills this item. If any existing change order for this job (or extra, if you use extras) is alphabetic, no prefill occurs.

If you have Information Assistant installed, you can link change order records to issues using New Issue (Tools menu).


Description

Enter a description (up to 30 characters) for the change order.


Date

Enter the date of the change order. The system date prefills this field if the change order is new. This field is required.


Type

Select the option that identifies the type of change order. If you select Billable, an additional item, Billable CO, will appear. You can enter the customer's change order number in that item for reporting and inquiry purposes.

Note

If Contracts is installed and the job billing method is Use Contracts, the Billable CO item will not appear, regardless of the Type setting. Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Contract

This field will automatically prefill with a contract ID once it is linked to a Change Order entered in Contracts. However, you may enter a contract ID now if you wish to have the list of available pending Job Cost change orders filter by contract ID when entering the change order in Contracts. This field is available for only jobs with a billing method of Use Contracts.


Billable CO

Enter the customer's change order ID (up to five characters).

This item is used for only reporting and inquiry. It appears only if the Contracts application is not installed and you selected the Billable option in the Type item. The title of this item can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).

Note

If Contracts is installed and the job billing method is Use Contracts, this item will not appear, regardless of the Type setting. Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Price

Displays the total of prices for all approved items in the change order.


Estimate

Displays the total of the estimates for all approved items in the change order.


Committed cost

Displays the total of all approved commitment change orders that have been linked to this change order.


Scope of Change

Type up to 366 alphanumeric characters to describe the change order scope. The scope is for information only and can be displayed in an inquiry or printed on a report.


Initiated by

Enter the name (up to 30 characters) of the person who initiated the change order. This item is for reporting only.


Prepared by

Enter the name (up to 30 characters) of the person who prepared the change order. This item is for reporting only.


Date Sent To: Owner

Enter the date a copy of the change order was sent to the owner. This item is for reporting only.


Date Sent To: Architect

Enter the date a copy of the change order was sent to the architect. This item is for reporting only.


Date Sent To: Subs

Enter the date a copy of the change order was sent to the subcontractors. This item is for reporting only.


Date Sent to: Job

Enter the date a copy of the change order was sent to the job site. This item is for reporting only.


Change to schedule

Select this check box if the change order requires additional time to complete the job. This check box must be selected to activate the next item, Add'l time.


Add'l time

If the Change to schedule check box is selected, use this item to enter the additional time (up to 15 characters) required to complete the job. Be aware that each change order item also has Change to schedule and Add'l time items. This item is for reporting only.


Verbal

Enter the names (up to 30 characters each) of your company employee and the customer employee who verbally agreed to the change order. These items are for reporting only.


Signed by

Enter the names (up to 30 characters each) of your company employee and the customer employee who signed the change order. These items are for reporting only.


Signed on

Enter the dates your company employee and the customer employee signed the change order. These items are for reporting only.


Enter Change Order Items - Scope of Change window

Use this window to enter the number of the item and additional information describing the item.

Click [Prices], [Estimates], and [Production Units] to enter appropriate details of the item.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Job

Displays the ID of the job being changed.


Extra

Displays the ID of the extra being changed. The title of this item can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Change order

Displays the change order ID. The title of this item can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Description

 Displays the change order description.


Item

Enter the ID (up to four digits) of this item.

If you have Information Assistant installed, you can link change order records to issues using New Issue (Tools menu).


Description

Enter a description (up to 30 characters) for this item. This field is for only inquiry and reporting.


Item status

Select the status as follows:

?	You can change Not issued to Potential CO, CO request, Verbal OK, Approved, or Denied.

?	You can change Potential CO, CO request, or Verbal OK to Not issued, Approved, or Denied.

?	You cannot change Approved.

•	You can change Denied to Not issued, Potential CO, CO request, Verbal OK, or Approved.

You cannot change an item status to Approved unless you have the authority to approve change orders. Only items for change orders that have been released to accounting can be changed to Approved. If you are authorized to both release and approve change orders, the change order will be automatically released when you approve an item.

Note

Three levels of pending are available. You can change from one level to either of the other two. These levels allow you to differentiate between pending change orders on inquiries and reports. The Item status field's pending options can be customized in File, Data Folder Settings, Custom Descriptions.

 Related Topics


Contract

This item displays the contract ID entered in the Enter Change Order window. It appears only if Contracts is installed and the job billing method is Use Contracts.


Change order

This field is automatically filled with the associated Contracts change order item if this Job Cost change order item is linked to a Contracts change order item.


Item

This field is automatically filled with the associated Contracts change order item if this Job Cost change order item is linked to a Contracts change order item.


Price

Displays the price of the item as entered in the Enter Change Order Items - Prices window.

If Contracts is installed and the job billing method is Use Contracts:

This price serves as a bid price for the change. The actual price is entered in Contracts as the official price to be billed to the customer. This bid price and the actual price may not be equal, depending on the final negotiated price. This price is updated with changes to the Contracts change order item price after the Job Cost and Contracts change order items are linked.

If Contracts is installed and the job billing method is Use Quick Bill or if Contracts is not installed:

This price affects the scheduled value amounts for the cost code and is accumulated upward to the job contract amount. If billing by job, the price directly affects the job contract amount.

Notes

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Estimate

Displays the total estimates for the item as entered in the Enter Change Order Items - Estimates window.


Change to schedule

Select this check box if the item requires a change to the work schedule. This check box must be selected to activate the next field, Add'l time.


Add'l time

If the Change to schedule check box is selected, use this field to enter the additional time (up to 15 characters) required to complete the job.


Item Scope

Enter text to describe the scope of the item. This information is for only inquiry and reporting.


Enter Change Order Items - Prices window

Use this window to enter a price for the item. This window has two formats, depending on whether you bill by job or by cost code.

?	Bill by job--This format has only one input item: Price for this item. The rest of the window displays various contract information from the job or contract record. This format appears if Contracts is installed and the job billing method is Use Contracts, because the billing level automatically defaults to the job level. This format also appears if Contracts is not installed and the job billing level is Job.

?	Bill by cost code--This format contains an entry grid that allows you to enter the cost code ID and the price for this item. Other information about the scheduled value and changes appear in the grid as display items. This format appears only if Contracts is not installed and the job billing level is Cost code or if Contracts is installed and the job billing method is Use Quick Bill.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Contract

Displays the Contract ID that was entered in the Enter Change Order Items - Scope of Change window.

This field appears only if Contracts is installed and the job billing method is Use Contracts.


Description

Displays the description for the Contract ID that was entered in the Enter Change Order Items - Scope of Change window.

This field appears only if Contracts is installed and the job billing method is Use Contracts.


Original contract

If Contracts is installed and the job billing method is Use Contracts:

If a Contract Item was entered in the Enter Change Order Items - Scope of Change window, this field displays the Total line from the original contract group on the item's Contract tab. Otherwise, this field displays zero.

If Contracts is installed and the job billing method is Use Quick Bill or if Contracts is not installed and the job billing level is Job:

Displays the original contract amount from the Job Setup Contract Totals tab or the Extra Setup Contract Totals tab when the change order is for an extra.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Approved contract changes or
Previous approved changes

If Contracts is installed and the job billing method is Use Contracts:

You must approve change orders prior to posting in Contracts. This field will then display the total of the change order items for the posted contract change order ID entered in the Enter Change Order Items - Scope of Change window.

If Contracts is installed and the job billing method is Use Quick Bill or if Contracts is not installed and the job billing level is Job:

Displays the Approved changes amount from the Job Setup (Contract Totals tab) or the Extra Setup (Contract Totals tab) when the change order is for an extra.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Changes from other items

Displays the total prices of all other items in this change order. This field appears only if Contracts is not installed or the job billing method is Use Quick Bill.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Price for this item

Enter the price (up to 9.2 digits, e.g., 123456789.12) that you intend to bill for this item. Until the Item status has been selected as Approved, you can reenter the price.

If Contracts is installed and the job billing method is Use Contracts:

This price serves as a bid price for the change. The actual price is entered in Contracts as the official price to be billed to the customer. This bid price and the actual price may not be equal, depending on the final negotiated price.

If Contracts is installed and the job billing method is Use Quick Bill or if Contracts is not installed:

This price affects the scheduled value amounts for the cost code and is accumulated upward to the job contract amount. If the job billing level is Job, the price directly affects the job contract amount.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Change order total

Displays the total of prices of all items in this change order.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Revised contract

If Contracts is installed and the job billing method is Use Contracts:

Displays the total of Original contract and Approved contract changes.

If Contracts is installed and the job billing method is Use Quick Bill or if Contracts is not installed and the job billing level is Job:

Displays the total of Original contract, Previous approved changes, and Change order total.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Cost Code

Enter the cost code for this portion of the item's price. You can enter a price only at the same cost level you are billing. You can click [List] to display all unstarted and in-progress cost codes for this job.

If you enter a cost code that is complete, you will receive a warning message. The title of this column can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions.


Scheduled Value

Displays the Original Scheduled Value from the Contract Info tab in the Cost Code Setup window (Setup, Cost Code).


Other Changes

Displays the sum of Pending Scheduled Value and Approved Scheduled Value from the Contract Info tab in the Cost Code Setup window (Setup, Cost Code).


Price for this Item

Enter the price you intend to bill for this item (up to 9.2 digits, e.g., 123456789.12). Until you select Approved as the Item status, you can reenter the price.


Value to Date

Displays the total of Scheduled Value, Other Changes, and Price for this Item.


Description

Enter the description (up to 30 characters) for this price entry. The first line prefills with the description from the Enter Change Order Items - Scope of Change window. Subsequent lines prefill from the line above.


Enter Change Order Items - Estimates window

Use this window to enter estimates for the change order item. Estimates can be added or changed for any item that has not been approved.

For help on an item in this window, click [image] on the window; then click the item.


Cost Code

Enter the cost code for this portion of the item's estimated cost. You can enter estimates only at the lowest cost code level (individual). You can click [List] to display all unstarted and in-progress cost codes set up for this job.

If you enter a cost code that is complete, you will be warned. The title of this column can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

Enter the category for this portion of the item's estimated costs. You can click [List] to display all unstarted and in-progress categories for this cost code and job.

If you enter a category that is complete, you will be warned. This column appears only if the Always use option button for Categories was selected in the JC Settings window (File, Data Folder Settings, JC Settings).


Units

Enter the number of units (up to 8.4 digits, e.g., 12345678.1234). Units entered are multiplied automatically by your entry in the next column, Unit Cost. The result prefills the Amount column.

If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them, beginning with Units.

This column appears only if you selected one or more Track units options in the JC Settings window. Also, you can enter units only if the category you selected is tracking units.


Unit Cost

Enter the unit cost (up to 6.4 digits, e.g., 123456.1234). This cost is multiplied automatically by the Units column and the result prefills the Amount column.

If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them, beginning with Units.

This column appears only if you selected one or more Track units options in the JC Settings window. Also, you can enter unit cost only if the category you selected is tracking units.


Amount

Enter the estimate amount (up to 9.2 digits, e.g., 123456789.12). This column prefills with the product of Units times Unit Cost. You can override the prefill with a different amount. An override does not change the Unit and Unit Cost columns.

If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them, beginning with Units.

Note

Refer to the "Contracts vs. Job Cost change orders" topic for information about how change orders are tracked when Contracts is installed.


Description

Enter the estimate description (up to 30 characters). The first line of the grid prefills with the description that was entered in the Enter Change Order Items - Scope of Change window. Subsequent lines prefill from the line above.


Enter Change Order Items - Production Units window

Use this window to enter changes to estimated production units for the cost codes associated with this change order.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Cost Code

Enter the cost code for the item's estimated production units. Production units are tracked only at the cost code level at which they are posted; they do not accumulate upward. You can click [List] to display all unstarted and in-progress cost codes set up for this job.

If you enter a cost code that is complete, you will be warned. The title of this column can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Original Units

Displays the value from the Original estimate field in the Production units estimate area in Setup, Cost Codes, Production Unit.


Other Changes

Displays all production unit changes entered for other items in this change order.


Units for this Item

Enter the production units (up to 8.4 digits, e.g., 12345678.1234) to be changed for this cost code's estimate. If the Item Status is Approved, these units are added to the Approved changes and Total estimate items in the Cost Code Setup window (Production Unit tab).


Revised Units

Displays the total of Original Units, Other Changes, and Units for this item.


Description

Enter the description (up to 30 characters) for this change. The first line of the grid prefills with the description entered in the Enter Change Order Items - Scope of Change window. Subsequent lines prefill from the line above.


Extra

Displays the description of the extra entered on the active line. The title of this item can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost code

Displays the description of the cost code entered on the active line. The title of this item can be changed in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

Displays the description of the category entered on the active line. This item appears only if the Always use option button was selected for Categories in the JC Settings window (File, Data Folder Settings, JC Settings).


Total price or Total estimate

Displays the total of the Price for this item column in the Enter Change Order Items - Prices window, or
displays the total of the Amount column in the Enter Change Order Items - Estimates window.


Unit

Displays the production unit description from the cost code entered on the active line.


Change Order Custom Fields window

Use this window to display and enter the custom fields for this change order.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Contract

Select the contract associated with this change order and click [OK].


Select Contract window

Use this window to select a contract ID from the Contracts application. Select the contract ID and click [OK].


[Cancel] or [Cancel Change Order]

Cancels the entries made in the active window or cancels the entire change order if it is new. If you modified a change order, only the changes are canceled.


[Cancel Item] or [Cancel Line] or [Cancel]

?	Cancel item--Cancels the change order item if it is new. If you modified an existing change order item, only the current changes are canceled.

?	Cancel Line--Cancels the current entries on the active grid line.

?	Cancel--Cancels the entries made in the active window.


[Custom Fields]

Displays the Change Order Custom Fields window. Change order custom fields are set up in File, Data Folder Settings, Custom Fields.


[Delete]

Deletes the change order. Not available if any item has been approved and the change order has been accepted.


[Delete Item]

Deletes the change order item. Not available if the item has been approved and the change order has been accepted.


[Delete Line]

Deletes the active grid line. Not available if the item has been approved and the change order has been accepted.


[Done With Items]

Ends the entry of item information for this change order.


[Enter Items]

Enters, changes, or deletes the items for this change order.


[Estimates]

Enters the estimated units, unit costs, and amounts for this item.


[Other Info]

Displays the other Enter Change Order window where you are able to enter signature and routing information. This button acts as a toggle switch to alternate between the two views.


[Prices]

Enters the prices (scheduled values) for this item.


[Production Units]

Enters the production units for this item.


[Save Item] or [Save Line]

Accept the change order item or the grid line as it appears.


[Scope]

Enters the status and additional information for this line item.


History

View the last item price saved and accepted at each item status.  Prices may exist for one or all of the statuses.  You must [Save] the change order and [Finish] the entry session to update the prices displayed. The most current change order totals will be reflected on the Contract Totals tab in the Job Setup window.

The following statuses are listed:

?	Not issued

?	Potential CO--This status can be customized under Custom Descriptions (File, Data Folder Settings, Custom Descriptions).

?	CO request--This status can be customized under Custom Descriptions (File, Data Folder Settings, Custom Descriptions).

?	Verbal okay--This status can be customized under Custom Descriptions (File, Data Folder Settings, Custom Descriptions).

?	Approved


Price History Window

Use to view the last item price saved and accepted at each item status. Prices may exist for one or all of the statuses. You must [Save] the change order and [Finish] the entry session to update the prices displayed.

For help on an item in this window, click [image] on the window; then click the item.


Not Issued

Displays the last price saved and accepted for this item when the item status was Not Issued.


Potential CO

Displays the last price saved and accepted for this item when the item status was Potential CO.


CO request

Displays the last price saved and accepted for this item when the item status was CO request.


Verbal OK

Displays the last price saved and accepted for this item when the item status was Verbal OK.


Approved

Displays the item price that was saved and accepted when the item was Approved.


Change Orders: Contracts installed vs Contracts not installed

The following table shows where various change order amounts are entered and tracked in Job Cost (JC) or Project Management (PJ).

Item Entered	Contracts installed, and the job billing method is Use Contracts	Contracts not installed, or the job billing method is Use Quick Bill
Actual (billing) price	CN: File, Open Contract—select contract; then View, Change Orders—select change order; then Edit, Add/Edit Change Order Item; then Edit, Add/Edit Change Order Links [New JC Item]—Job Cost Change Order Item Detail window	JC: Tasks, Change Orders, Items—Prices window PJ: Contract Control, Change Orders Items—Prices window
Proposed price	JC: Tasks, Change Orders, Items—Prices window PJ: Contract Control, Change Orders, Items—Prices window	JC: Tasks, Change Orders, Items—Prices window PJ: Contract Control, Change Orders, Items—Prices window
Estimated cost	JC: Tasks, Change Order, Items—Estimates window  CN: File, Open Contract—select contract; then View, Change Orders—select change order; then Edit, Add/Edit Change Order Links [New JC Item]—Job Cost Change Order Item Detail window PJ: Contract Control, Change Orders, Items—Estimates window	JC: Tasks, Change Orders, Items—Estimates window PJ: Contract Control, Change Orders, Items—Estimates window
Production units	JC: Tasks, Change Orders, Items— Production Units window  CN: File, Open Contract—select contract; then View, Change Orders—select change order; then Edit, Add/Edit Change Order Links [New JC Item]—Job Cost Change Order Item Detail window PJ: Contract Control, Change Orders, Items—Production Units window	JC: Tasks, Change Orders, Items—Production Units window PJ: Contract Control, Change Orders, Items—Production Units window


Change Orders (Tasks menu);
Change Orders (Tasks menu)

Use this command to set up changes to schedule of values, estimated units and cost, and estimated production units for existing jobs. This command allows you to set up and track change orders separately, and still include them in job totals. Normally you would issue a change order for any modification made after the contract and its estimates have been finalized.

 Windows

Related Topics


Change Orders

Use this command to set up changes to schedule of values, estimated units and cost, and estimated production units for existing jobs. This command allows you to set up and track change orders separately, and still include them in job totals. Normally you would issue a change order for any modification made after the contract and its estimates have been finalized.


Entering change orders in Job Cost or Project Management (without Contracts installed)

  1	From the Job Cost (JC) Tasks menu or the Project Management (PJ) Contract Control menu, select Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter the extra ID. If you use PJ, the Release to Accounting check box on the PJ Job Setup window must be selected to create a change order for this job.

  3	Enter the Change order ID, Description, and Date.

  4	If the change order is internal, click Internal as the Type. Otherwise, click Billable and enter the Billable CO ID.

  5	Enter an appropriate Scope of Change description.

  6	Click [Other Info] if you have additional miscellaneous information to add.

  7	Select the Release to Accounting check box, if appropriate, to make the change order available for approval and to accounting.

  8	Click [Enter Items] to enter the change order item detail.
 How?

  9	Click [Save] to accept the change order.
Note: You cannot reaccess a change order after clicking [Save] during the current session.

10	Repeat steps 2-9 until all change orders have been entered. Then click [Finish].

11	Change the options that appear in the Print Selection window or accept the defaults.

12	Click [Start].

13	Review the Change Order Journal to ensure that everything was entered correctly.

Related Topics


Entering change order items

Follow these steps when you enter change order items for Quick Bill jobs or when you enter change order items without Contracts installed.

  1	In Job Cost (JC), select Tasks, Change Orders. In Project Management (PJ), select Contract Control, Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter the extra ID. You can click [List] to select the job from a list of jobs you are authorized to view.

  3	Enter the change order ID for the items to be entered or click [List] and select the number. Click [Enter Items].

  4	Enter the Item ID and Description.

  5	Click the appropriate Item status. If the change will add time to the job, click Change to schedule and enter the Add'l time.

Note

You can set item status to Approved only if you are authorized to approve and release change orders to accounting or if the change order is already released and you are authorized to approve. Approving an item automatically releases the change order to accounting and makes the Release to accounting check box unavailable for changes. If you are not authorized to approve change orders or if it is unreleased and you are not authorized to release, you will receive a warning message and will be unable to approve the item.

  6	If this item has not been approved, you can click [Prices] to enter the Price for this item (scheduled value).

  7	If this item has not been approved, you can click [Estimates] to enter the following estimate items: Cost Code, Category, Units, Unit Cost, Amount, and Description. Because this is a grid entry, you can enter multiple lines of estimates.

  8	If this item has not been approved, you can click [Production units] to enter the following production unit items: Cost Code, Units for this Item, and Description. Because this is a grid entry, you can enter multiple lines of production units.

  9	Click [Save Item] to accept the item.

10	Repeat steps 1-9 until all items have been entered. Then click [Done With Items].

Note

If you use PJ and have selected PJ Owner CO Form as your default change order form (JC, File, Data Folder Settings, JC Steeings, Forms), only header information will print on the change order document form until all change order items are approved.

Related Topics


Correcting change order errors

When Discovered	Procedure
Before the change order item is approved	Return to the item and change any input item, including price, estimate, and production units.
After the item is approved and the change order has been accepted Note--You cannot reaccess a change order in the same session after it has been saved.	Return to the item. You can change any input item in the Enter Change Order Items - Scope of Change window except Item Status. The only price, estimate, and production unit items that can be changed are the description items. To change approved amounts, set up another item with the amounts reversed. Then, set up an additional item with the correct amounts.
Note

Errors made in other applications that interface with and affect Job Cost should be corrected in those other applications. This assures that the corresponding balances in the other applications and in Job Cost will remain consistent.

Related Topics


Entering change orders for Quick Bill jobs

  1  In Job Cost (JC), select Tasks, Change Orders. In Project Management (PJ), select Contract Control, Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter the extra ID. If you are using PJ, the Release to accounting check box on the PJ Job Setup window must be selected to create a change order for this job.

  3	Enter the Change order ID, Description, and Date of the change order.

  4	If the change order is internal, click Internal as the Type. Otherwise, click Billable and enter the Billable CO ID.

  5	Enter an appropriate Scope of Change description.

  6	Click [Other Info] if you have additional miscellaneous information to add.

  7	Select the Release to Accounting check box, if appropriate, to make the change order available for approval and to accounting.

  8	Click [Enter Items] to enter the change order item detail.
 How?

  9	Click [Save] to accept the change order.

Note:

You cannot reaccess a change order after clicking [Save] during the current session.

10	Repeat steps 2-9 until all change orders have been entered. Then click [Finish].

11	Change the options that appear in the Print Selection window or accept the defaults.

12	Click [Start].

13	Review the Change Order Journal to ensure that everything was entered correctly.

Related Topics


 Release to accounting

Select this check box to make the change order available for approval and to accounting. This check box is unavailable if you are not authorized to release change orders to accounting or if the change order has already been approved.


Select change order forms

When you use Project Management (PJ), Job Cost (JC) provides two types of default forms for printing change order documents:

•	JC CO Request Form--Both the change order journal and the change order document will print every time you choose to print and click [Finish] for pending change orders in the Change Orders task.

•	PJ Owner CO Form--If you use PJ and select this form, the change order journal will print every time you choose to print and click [Finish] in the Change Orders task, but the change order document will print a page containing only header information until all items on the change order are approved. This form is not available unless you have PJ installed.

Both reports are available by selecting JC: File, Data Folder Settings, JC Settings, Forms, […].

Related Topics


Change order functions between Job Cost and Contracts
Change order functions between Job Cost, Project Management, and Contracts

How you process change orders and items when you use either Job Cost (JC) or Project Management (PJ) with Contracts (CN) depends on whether you enter the change order before (a change order request) or after it has been approved (a change order) by the customer. Entering change orders in JC or PJ allows you to use different levels of pending for your change orders. Entering change orders in CN allows you to quickly link to and update job and contract information in JC and PJ.

Entering pending change orders--For example, the project manager enters pending change orders (estimate and bid price) for tracking during negotiation. After the customer has approved the change orders, the accountant approves them in the system.

Change orders that have not been approved (pending JC or PJ change orders or change order requests) are tracked by entering the change order in JC or PJ. The primary benefit to entering the items in JC or PJ is that you can track the status of the items through the negotiation process. The change order can then be modified and approved through CN and linked to the change order information entered in JC or PJ. After the CN change order items are approved, the JC change order items and the JC scheduled value on the job are updated.

 Step-by-step instructions for Entering pending change orders

Entering approved change orders--For example, the project manager has completed the negotiation and submits to the accountant a new change order that has already been approved by the customer. The accountant then enters the approved change order into the system.

Change orders that are already approved by the customer when they are entered into the system no longer need to be entered in both JC or PJ and CN. In CN you can enter the CN change order and its items and their matching JC change order items with approved price, estimates and production units. After you approve the CN change order, the associated JC change order items are automatically posted to JC and PJ, if it is being used. The JC scheduled value on the job is also updated. If you enter the change order in JC or PJ, it is not updated and approved in CN until you link the applicable contract item to the JC or PJ job it references.

 Step-by-step instructions for Entering approved change orders


Entering change orders
Entering change orders (with Contracts installed)

For jobs with a billing method of Use Contracts, Job Cost (JC) and Project Management (PJ) change order information is now available in Contracts (CN). You do not have to reenter CN change order information in JC or PJ because associated change order information is automatically updated directly to JC and PJ during change order approval in CN.

You can continue entering change orders by updating the contract amount on the job without creating or tying to JC change order items. However, we recommend processing change orders using one of following methods:

 Entering approved change orders--when the change order has already been approved by the customer.

 Entering pending change orders--when the change order is proposed but not yet approved by the customer.

Note

If you use JC or PJ with CN and the Billing Method is Use Quick Bill, see Entering change orders for Quick Bill jobs.


Entering approved change orders

  1	In the Contracts (CN) application, open the contract for which you are entering the change order (File, Open Contract).

  2	Select View, Change Orders; then select Edit, Add Change Order. Enter the change order number.

  3	Enter the change order information on the General tab; then select Edit, Add Change Order Item.

  4	In the Add Change Order Item window, select the contract item to be changed and click [OK]. Enter the CN change order item details.

  5	Create corresponding Job Cost (JC) change order items in CN. Be sure that the CN change order item is selected; then select Edit, Add/Edit JC CO Links.

  6	To create the JC change order items, click [New JC Item].  How To

Note

If the Job Cost Change Order Link window contains change orders items, verify that these are not corresponding change order items to those you just entered in CN. If they are, they have already been entered in JC or PJ and you can select the check box in the Link column to link these change order items.

  7	Enter the change order information, including amounts, in the Job Cost CO Item Detail window.

  8	Click [OK] to accept.

For help on an item in this window, click [image] on the window and then click the item.

Notes

•	You can open the CN application from Project Management. Select Contract Control, Contracts.

•	The JC change order items you add are automatically linked to the current CN change order item. You can unlink the new item by clearing the Link check box in the Job Cost Change Order Link window at any time before approving the CN change order.

•	Once a JC change order is created, you can view and change the detail by clicking [image] on the item in the grid. Once a JC change order is linked in CN, you can edit it in CN but not in JC.

•	The status of the new JC change order item is automatically set to Not issued until the corresponding CN change order is approved; then it is also selected as Approved.

•	The Date of revision entered on the approved change order in CN is used as the transaction date on the corresponding JC transactions.

•	If you use JC without CN, see "Entering change orders (without Contracts)" in JC Help for instructions.

•	If you use JC with CN and the Billing Method is Use Quick Bill, see "Entering change orders for Quick Bill jobs" in JC Help for instructions.

 Related Topics


Overview

You can enter change orders that are already approved by the customer directly into Contracts (CN) without additional entry in Job Cost (JC) or Project Management (PJ). When you enter a change order and its items in CN, you can also create JC change order items with approved price, estimates, and production units. Once you approve the CN change order, the linked JC change order items are automatically created and posted to JC and PJ. The JC scheduled value on the job is also updated.

Example: The project manager has completed the negotiation and submits to the accountant a new change order that has already been approved by the customer. The accountant then enters the change order into the system.


Entering pending change orders

  1	In the Job Cost (JC) or Project Management (PJ) applications, enter the change order and its items with a status of Pending.

 How To

  2	After the prices and amounts are determined, open the change order and its items in JC or PJ and enter prices and amounts. Change the change order status to CO Request.

 How To

  3	Select the Release to accounting check box on the change order in either JC or PJ, if appropriate. This check box must be selected before you can approve the change order.

  4	Enter the change order and its items into Contracts and approve them.

 How To

Note

The status of the JC change order item is automatically changed to Approved when you approve the CN change order it is linked to.

  5	If a JC change order item was not approved, you can change the status to Denied.

Notes

•	After you build the CN change order item amounts from linked JC change order items, all changes to JC change order items should be performed through the Job Cost Change Order Detail window in CN (CN: File, Open Contract—select contract; then View, Change Orders—select change order; then Edit, Add/Edit Change Order Item; then Edit, Add/Edit Change Order Links [New JC Item]—Job Cost Change Order Item Detail window) rather than through JC or PJ.

•	If you use JC or PJ without CN, see "Entering change orders (without Contracts)" in JC or PJ Help for instructions.

For help on an item in this window, click [image] on the window and then click the item.

 Related Topics


Overview

Change orders that have not been approved (pending Job Cost (JC) change orders or change order requests) can be tracked by entering the change order in JC or Project Management (PJ). You can then modify and approve the change order through Contracts (CN), in which the JC change order information is accessible. Once the CN change order items are approved, the JC change order items and the JC scheduled value on the job are updated.

Example: The project manager enters pending change orders into JC or PJ to track them during negotiation. Once the customer has approved the change orders, the accountant can approve both the JC change order items and CN change order items in CN.


Linking Contracts and Job Cost change order items

•	When you enter customer approved change orders in Contracts (CN), the Job Cost (JC) change order items you create in CN are automatically linked to the current (or selected) CN change order item.

See Entering approved change orders for additional information

•	When you have already entered change order items in JC or Project Management, you must manually link them to the corresponding CN change order items.

See Entering pending change orders for additional information


Entering change orders in Job Cost (when interfacing with Contracts)
Entering change orders in Job Cost or Project Management (when interfacing with Contracts)

  1	From the Job Cost (JC) Tasks menu or the Project Management (PJ) Contract Control menu, select Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter its ID. If you use PJ, you must select the Release to accounting check box on the PJ Job Setup window to create a change order for this job.

  3	Enter the Change order ID, Description, and Date.

  4	If the change order is internal, click Internal as the Type. Otherwise, click Billable and enter the Billable CO ID.

  5	Enter an appropriate Scope of Change description.

  6	Click [Other Info] if you have additional miscellaneous information to add.

  7	Select the Release to Accounting check box, if appropriate, to make the change order available for approval and accounting.

  8	Click [Enter Items] to enter the change order item detail.
 How To

  9	Click [Save] to accept the change order.

Note:

You cannot reaccess a change order after clicking [Save] during the current session.

10	Repeat steps 2-9 until all change orders have been entered; then click [Finish].

11	Change the options displayed in the Print Selection window or accept the defaults.

12	Click [Start].

13	Review the Change Order Journal to ensure that everything was entered correctly.

Note

•	If you use JC or PJ without Contracts, see "Entering change orders (without Contracts)" in JC or PJ Help for instructions.

•	If you use JC or PJ with Contracts and the Billing Method is Use Quick Bill, see "Entering change orders for Quick Bill jobs" in JC or PJ Help for instructions.

 Related Topics


Overview

Pending change orders entered in Job Cost (JC) or Project Management (PJ) are used to track change order requests made to the customer. The change order can then be modified, linked, and approved through Contracts (CN). In CN, the change order information entered in JC or PJ is accessible and can be used to derive the CN change order item amount. This is done through the process of linking. After the CN change order is approved, the JC change order items and JC scheduled value on the job are automatically approved. JC change order items can also be denied through CN.

Change orders that have already been approved by the customer can be entered directly into CN rather than entered in both applications. See Entering approved change orders for details.


Entering change order items in Job Cost (when interfacing with Contracts)
Entering change order items in Job Cost or Project Management (when interfacing with Contracts)

If you have accessed this topic from step 8 of Entering change orders in Job Cost , go to step 4.

  1	In Job Cost (JC), select Tasks, Change Orders or in Project Management (PJ), select Contract Control, Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter its ID. You can click [List] to select the job from a list of jobs you are authorized to view.

  3	Enter the change order ID for the items to be entered, or click [List] and select the number. Click [Enter Items].

  4	Enter the Item ID and Description.

  5	Click the appropriate Item status. If the change will add time to the job, click Change to schedule and enter the Add'l time.

Note

You can set item status to Approved only if you are authorized to approve and release change orders to accounting or if the change order is already released and you are authorized to approve. Approving an item automatically releases the change order to accounting and makes the Release to accounting check box unavailable for changes. If you are not authorized to approve change orders or if it is unreleased and you are not authorized to release change orders to accounting, you will receive an error message and will be unable to approve the item.

  6	If this item has not been approved, you can click [Prices] to enter the Price (scheduled value) for this item.

  7	If this item has not been approved, you can click [Estimates] to enter the following estimate items: Cost Code, Category, Units, Unit Cost, Amount, and Description. Because this is a grid entry, you can enter multiple lines of estimates.

  8	If this item has not been approved, you can click [Production units] to enter the following production unit items: Cost Code, Units for this Item, and Description. Because this is a grid entry, you can enter multiple lines of production units.

  9	Click [Save Item] to accept the item.

  10	 Repeat steps 1-9 until you have entered all the items. Then click [Done With Items].

 Related Topics


Entering change orders without creating a job change order
About entering change orders without creating a job change order

It is possible to enter and approve a change order in Contracts (CN) without creating a change order in Job Cost (JC) or Project Management (PJ). When this happens, only the JC scheduled value on the job is updated in JC. No change order records are created. If you choose to use this method, your JC reports will not include detail change order information. They will contain the Revised contract amount and the Approved contract changes.

If you have erroneously entered change orders in CN without creating one or more related job change orders and the CN change order item has not been approved, follow these steps to create JC change order item records:

  1	Enter a negative (reversing) change order in CN.

  2	Create JC change order items using the Entering approved change orders method.  How?


Editing a Job Cost change order item in Contracts
Editing a Job Cost (JC) change order item in Contracts (CN)

You can edit JC change order items in CN when the linked CN change order (if applicable) has not yet been approved. You can change the status, link, unlink, and change the price of a JC change order item. You can also delete existing JC change order items.

  1	In the CN application, select File, Open Contract and double-click the contract in the list.

  2	Select View, Change Orders.

  3	Select the Contracts change order item to which you have linked or would like to link JC change order items.

  4	Select Edit, Add/Edit JC CO Links.

  6	In the Link Job Cost Change Order Item window, you can link, unlink (for unapproved CN change orders only), or change the status of an item.

  7	To change the price of an item in the list, click [image] to open the Job Cost Change Order Item Detail window.

Note

You can delete a change order item in the list by selecting it and clicking [Delete Line].

  8	Click [Close] to save your changes and exit the Job Cost Change Order Item Detail window.

  9	Click [Close] to exit the Link Job Cost Change Order Items window.


Approved change orders in Contracts are not appearing in Job Cost
Contract change orders do not appear in Job Cost (JC) or Project Management (PJ)

This generally occurs when a Contracts (CN) change order item was entered but no corresponding JC change order item was created or linked. See Entering approved  change orders for correct procedures. To create JC change order items after the CN change order items have been entered and approved, you may enter the change order items in JC or PJ. You can approve the change order items in Job Cost without changing the Revised contract amount on the job, and they will be treated as memo change orders.

 Related Topics


The wrong Job Cost change order item approved in Contracts
The wrong Job Cost (JC) change order item approved in Contracts (CN)

After the CN change order is approved, you can no longer unlink JC change order items associated with it without creating another JC change order item to reverse the incorrect link. Follow these steps:

  1	In the JC or Project Management (PJ) applications, change the change order item description or scope of the item that was incorrectly linked in CN to note that it is no longer in use. This item will appear on your reports until the job has been moved. By changing the description, you are making it easy to identify as incorrect.

  2	Enter a reversing change order item in JC or PJ to remove the amount from the scheduled value on the job.

  3	Enter a new change order item in JC or PJ.

  4	In CN, change the description or scope on the incorrect CN change order item to indicate that it is no longer in use. This item will appear on your reports until the linked job has been moved.

  5	Enter a reversing CN change order to negate the incorrectly approved change order.

  6	Enter a new CN change order and its items.

  7	Link the correct JC change order item.

  8	Approve the CN change order.

 Related Topics


A Job Cost change order item not linked prior to approving the Contracts change order
A Job Cost (JC) change order item not linked prior to approving the Contracts (CN) change order

If you approved the CN change order without linking a JC change order item, simply enter the change order item in JC or Project Management (PJ). This makes the JC change order item available for reporting purposes without updating the scheduled value (contract amount) in JC or PJ.


Scheduled value--definition

The term "scheduled value" is used in Job Cost and Project Management and is the equivalent to the Contract amount in the Contracts application.


Commitment COs windows

 Approved Totals

 Commitment CO Custom Fields

 Enter Change Order Link

 Enter Commitment COs

 Other Information

 Scope of Change or PO Change Description

 Transmittal

Related Topics


Enter Commitment COs window

Use this window to enter identifying information about the commitment change order. A standard entry grid in the window allows you to enter changes to the line items from the commitment that this change order modifies.

For help on an item in this window, click [image] on the window; then click the item.

You can change this window's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).

Related Topics


Commitment

Enter the ID of the commitment that this change order modifies. Click [List] to display existing commitments that you are authorized to view. You can quickly add a commitment if it does not already exist.

Note: If you enter a commitment ID that contains jobs that you are not authorized to view, you will not be able to view the commitment.

If you apply conditions, they relate to the commitment change orders, not the commitments. For example, if you specify a range of dates as a condition for displaying particular records when you click [List], change order records within the date range will appear. No test will be made on the dates of the commitment records on file.

This window's title and size may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Commitment Description

Displays the description of the commitment.


Commitment CO

Enter the ID (up to five characters) of the commitment change order. If this is the first change order for this commitment, this item prefills with a 1. If all previous change orders for this commitment have numeric IDs, this item prefills with a number one greater than the highest existing ID. If any have an alphabetical ID, no prefill occurs.

If the commitment has been approved, only limited editing will be allowed.

You can change this window's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Description

Enter a description (up to 30 characters) for the commitment change order. This item is for reporting only.


Vendor

This item displays the vendor ID. The vendor name appears to the right of the vendor ID.


Date

Enter the date of the commitment change order. For new commitment change orders, the system date prefills.


Type

Enter a type description (up to 15 characters). This item is for reporting only.


Status

Select the current status. You can change the status of an existing commitment change order as follows:

•	If the status is Not issued, you can select Pending, Approved, or Denied.

•	If the status is Pending, you can select Approved or Denied.

•	If the status is Denied, you can select Approved.

•	If the status is Approved, you cannot change the status.

Notes

•	If you do not have the authorization to approve commitment change orders, you will be unable to change the status to Approved.

•	You must release a commitment change order to accounting before it can be approved. If you have the authority to both approve and release, selecting Approved in the Status field automatically releases the commitment change order when you save it.

•	If the commitment is uncommitted, its change order status is Not issued.


Job

If this is a new line item for the commitment, enter the job ID. Click [List] to display unstarted and in-progress jobs that you are authorized to view. If you enter a closed job, you will be warned.

If you leave this column blank, the cursor will move to the Amount or Tax Group column, depending on your tax usage settings in Accounts Payable.


Extra

Enter the extra ID if this line item is associated with an extra. If you did not enter a job ID, this column is bypassed. Otherwise, click [List] to display all unstarted and in-progress extras for this job. If the extra entered has been completed, you will be warned.

When you enter the ID for a new commitment change order, this column does not immediately appear. It is added if the following conditions are met:

•	You have selected the extras Tracking option button (also known as a radio button) in the JC Settings window.

•	You have entered a job in the grid that has its extras Tracking option button selected in Status tab of its the Job Setup window.

When displayed, this column remains displayed, but the cursor bypasses it for any jobs on which you do not track extras.

You can change this column's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost Code

If this is a new line item for the commitment, enter the cost code ID. Click [List] to display unstarted and in-progress cost codes or standard cost codes. Keep in mind that you cannot assign a commitment to a group cost code.

If you enter a completed cost code, you will be warned. If you did not enter a job ID, this column is bypassed.

You can change this column's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

If this is a new line item for the commitment, enter the category ID. Click [List] to display unstarted and in-progress categories or standard categories.

If you enter a completed category, you will be warned.  If you did not enter a job ID, this column is bypassed.


Original Units

This column appears only if this is a unit-price commitment. If this line item is from the commitment, this column displays the units from the commitment line item. Otherwise, it is blank.


Other Approved Unit Changes

This column appears only if this is a unit-price commitment. It displays approved unit changes from other approved commitment change orders for this line item.


Units For This Change

This column appears only if this is a unit-price commitment. If this commitment change order was approved in a previous session, this column is for display only. Otherwise, you can enter the units for this line item (up to 6.4 digits, e.g., 125689.1234).

Units entered are multiplied by your entry in the Unit Cost column to prefill either Pre-Tax Amount For This Change or Amount For This Change, depending on your tax usage settings in Accounts Payable. If you change Pre-Tax Amount For This Change or Amount For This Change, the Units For This Change and Unit Cost remain unchanged. If you change Units For This Change or Unit Cost, the Pre-Tax Amount For This Change or Amount For This Change will recalculate only if the amount equaled Units For This Change times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

Note

These units are not production units. Enter production units using the Enter Misc. Worksheets command.


Total Approved Units

This column appears only if this is a unit-price commitment. It displays the total of Original Units, Other Approved Unit Changes, and Units For This Change, if they are approved.


Unit Cost

This column appears only if this is a unit-price commitment. If you added this line during the current session, you can enter or change the unit cost (up to 6.4 digits, e.g., 125689.1234). Otherwise, the item is for display only.

Unit Cost is multiplied by Units For This Change to prefill either Pre-Tax Amount For This Change or Amount For This Change, depending on your tax usage settings in Accounts Payable. If you change Pre-Tax Amount For This Change or Amount For This Change, the Units For This Change and Unit Cost remain unchanged. If you change Units For This Change or Unit Cost, the Pre-Tax Amount For This Change or Amount For This Change will recalculate only if the amount equaled Units For This Change times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.


Unit Description

This column appears only if this is a unit-price commitment. This item prefills with the Cost unit description from the category or cost code record. If you added this line during the current session, you can override the prefilled description (up to six characters).


Original Amount

If this line is from the original commitment, this item prefills with the Amount column from the commitment line item. Otherwise, it is blank.


Other Approved Changes

This column displays approved amounts from other commitment change orders for the commitment line item.


Tax Group

This item displays the tax group entered on the original commitment line item. If you enter a new line item, enter the tax group or accept the prefilled tax group. Click [List] to select a tax group. If the tax group does not already exist in Accounts Payable, you can add the tax group. If this is a nontaxable distribution, you can leave the column blank.

This column displays if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (File, Data Folder Settings, AP Settings, [Invoice Settings] window).


Pre-Tax Amount For This Change

Enter the amount for the line item excluding tax (up to 9.2 digits, e.g., 125689034.12). If you entered units and unit cost, this column prefills with the product of those two entries. You can override the calculation with a different amount.

If you change the Pre-Tax Amount For This Change column, the units and unit cost remain unchanged. If you change units or unit cost, this column will recalculate only if it equaled units times unit cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

This column appears if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (File, Data Folder Settings, AP Settings, [Invoice Settings] window).


Tax Before This Change

This column displays the tax amount calculated for the original commitment line item when Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (File, Data Folder Settings, AP Settings, [Invoice Settings] window).


Amount For This Change

If you do not use taxes in Accounts Payable, enter the gross amount for the line item including tax (up to 7.2 digits, e.g., 1256890.12). If this commitment change order has been approved, this column is for display only.

If this is a unit-price commitment, this item is the product of Units For This Change times Unit Cost. If this commitment change order has not been approved, you can change the amount. If you change the amount, the Units For This Change and Unit Cost remain unchanged. If you change Units For This Change or Unit Cost, the amount will recalculate only if it equaled Units For This Change times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.

If you use taxes in Accounts Payable, the sum of Pre-Tax Amount For This Change and Tax For This Change appears in this column and cannot be changed.


Tax For This Change

This column displays the tax amount for the line item. If a tax group is entered for the line item, the tax amount is calculated automatically based on the Pre-Tax Amount For This Change and the tax rates. You cannot manually change the tax amount.

This column appears if Tax Usage is set to Actual tax only or Actual and tax liability in Accounts Payable (File, Data Folder Settings, AP Settings, [Invoice Settings] window).


Approved Value To Date

This column displays the sum of Original Amount, Other Approved Changes, and Amount For This Change (if the amount is approved) columns.


Description

This item prefills with the line item description from the commitment. If you change the description (up to 30 characters), the commitment line item description will also change.


Job

Displays the description of the job entered on the active line.


Extra

Displays the description of the extra entered on the active line.

You can change this field's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost code

Displays the description of the cost code entered on the active line.

You can change this field's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

Displays the description of the category entered on the active line.


Total

Displays the total of the Amount For This Change column for all items in the commitment change order.


Enter Change Order Link window

Use this window to link a commitment change order to an existing internal or billable change order. This linkage makes it easier to report any profit or loss incurred due to differences between what the vendor billed and what you billed for the change. It also allows you to report unlinked commitment change orders that should be linked to change orders.

For help on an item in this window, click [image] on the window; then click the item.

Note

•	The job and extra IDs entered in the linkage do not have to match any job or extra IDs entered in the commitment change order line items. The IDs entered in the line items are used to distribute costs to the Commitments column in the master file job and extra records. The IDs entered in the linkage are used only to link the commitment change order to a change order.

Related Topics


Job

Enter the ID of the job for which you created the change order. Click [List] to display unstarted and in-progress jobs that you are authorized to view. If you enter a closed job, you will be warned.


Extra

Enter the ID of the job extra for which you created the change order. Click [List] to display all unstarted and in-progress extras for the entered job. If the extra entered has been completed, you will be warned.

This item appears only if you have selected the Extras Tracking option in the JC Settings window. You can change this field's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Change order

Enter the ID of the existing change order to be linked to the current commitment change order. You can click [List] to display existing change orders for the job and extra entered.

You can change this field's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Scope of Change window

Use this window to enter a description of the scope of the change.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Scope of Change

Enter the scope of change for the commitment change order. This multiple line field is for reporting purposes only.


Other Information window

Use this window to enter additional miscellaneous information about the commitment change order. This information is for only inquiry and reporting.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Prepared by

Enter the name (up to 30 characters) of the person who prepared the commitment change order.


Verbal notice to proceed: Received

Select this check box to indicate that verbal notice to proceed has been received.


Verbal notice to proceed: From

Enter the name (up to 30 characters) of the person who gave the verbal notice to proceed. You can enter this item only if you have selected the Verbal notice to proceed check box.


Verbal notice to proceed: Date

Enter the date the verbal notice to proceed was received. You can enter this item only if you have selected the Verbal notice to proceed check box.


Written notice to proceed: Received

Select this check box to indicate that written notice to proceed has been received.


Written notice to proceed: From

Enter the name (up to 30 characters) of the person who gave the written notice to proceed. You can enter this item only if you have selected the Written notice to proceed check box.


 Written notice to proceed: Date

Enter the date the written notice to proceed was received. You can enter this item only if you have selected the Written notice to proceed check box.


Approved Totals window

Use this window to view totals for the commitment and commitment change order.

For help on an item in this window, click [image] on the window; then click the item.


Contract

Displays total of Original Amount column on the commitment.


Other changes

Displays total of Other Approved Changes column on the commitment.


This change

Displays total of Amount For This Change column on this commitment change order if the amount is approved.


Revised contract

Displays total of Contract, Other changes, and This change.


Invoiced

Displays the to-date amounts invoiced for the commitment. These amounts were entered in Accounts Payable Enter Invoices and Record Manual Checks. They can be adjusted using the Change Invoices command.


Commitment CO Custom Fields window

Use this window to display and enter the custom fields for this commitment change order.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


[Approved Totals]

Displays the contract and approved commitment change order totals for the commitment.


[Cancel], [Cancel Commtmt CO], or [Cancel Line]

Cancels the entire commitment change order or line if it is new. If you modify an existing commitment change order or line, only the changes are canceled.

This button's title may change depending on whether or not you changed the Commitment CO custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Change Order Link]

Adds, changes, or deletes the linkage from the commitment change order to a change order. To delete the linkage, click  [Clear Fields] in the Enter Change Order Link window.


[Clear Fields]

Clears the fields in the active window.


[Conditions]

Adds, changes, or deletes test conditions that determine which commitment COs will appear when you click [List]. The conditions apply to commitment COs, not the commitments. Conditions also affect which commitment COs appear when you click [Previous] and [Next]. Regardless of the conditions selected, you will be able to view commitment change orders for only the jobs you are authorized to view.


[Delete Line]

Deletes the active grid line. This button is not available if the line was added in a previous commitment change order session.


[Delete Commtmn CO]

Deletes the commitment change order. This button is not available for approved commitment change orders.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Scope] or [PO Description]

Enters a scope if the commitment is a subcontract or a description if it is a purchase order.


[Other Info]

Enters miscellaneous information about the commitment change order.


[Save Commtmn CO] or [Save Line]

Accepts and saves the commitment change order or the current line.

This button's title may change depending on whether or not you changed the Commitment custom description in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


[Custom Fields]

Changes custom fields attached to the commitment change order.


Commitment COs (Tasks menu)

Use this command to add or change line items on existing commitments. After you enter commitments, it is important to track any change orders that may be related to those commitments. When you use this command, you can track and report all commitment change orders: not issued, pending, approved, or denied.

If the original commitment has been invoiced or already has a change order applied, this command is the only method that can be used to change it.

When a commitment change order's status is changed, the entries created are posted automatically to the Job Cost master file when you close this window.

You can change this command's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).

 Windows

Related Topics


Commitment COs

Use this command to add or change line items on existing commitments. After you enter commitments, it is important to track any change orders that may be related to those commitments. When you use this command, you can track and report all commitment change orders: not issued, pending, approved, or denied.

You can change this command's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Entering commitment change orders

You may not enter a commitment change order for a job you are unauthorized to access.

  1	Gather the required change order information: vendor, job, PO or subcontract ID, cost code, category, amount, date, and other related information such as terms, ship date, etc.

  2	In Job Cost, select Tasks, Commitment COs. In Project Management, select Contract Control, Commitment COs.

  3	Enter the original Commitment ID.

  4	Enter the new or original Commitment CO ID.

  5	Enter the rest of the descriptive information for the commitment change order. Use the What's This? Help feature to display brief information about buttons and items in the windows.

  6	If the commitment change order is associated with a job, enter the job, extra (if applicable), cost code, and category IDs in their respective line item grid columns. You cannot override an original line item except in the description field.

  7	If this is a change order for a unit-price commitment, enter the Units For This Change; then enter the Unit Cost. After you save a commitment change order, you cannot change this Unit Cost.

  8	To calculate tax for this line item, enter the Tax Group.

  9	Enter or accept the calculated change order amount including tax in the Cost For This Change column. You can enter a negative amount if reducing the total commitment.

10	If the change order has not been approved, you can enter additional lines for job or cost code combinations that were not on the original commitment. If the commitment change order is associated with a change order, you can optionally click [Change Order Link] and enter the job, extra, and change order number in the Enter Change Order Link window.

11	Verify the Total at the lower right of the window.

12	Select the Release to Accounting check box if appropriate and you have the authority to do so.

13	Click [Save Commtmn CO].

14	Repeat steps  3 - 13 until you have entered all commitment change orders. Then click [Finish].

15	Change the options displayed in the Print Selection window or accept the defaults.

16	Click [Start].

17	Review the Commitment CO Journal to verify totals and to check for errors.

Notes

Until you change a commitment change order's status from not issued to any other status, you can delete any line item in the grid.

You cannot change the unit cost for any original line item, only the unit quantity.

Changing an original line item description changes the description in the original commitment item description.

Related Topics


Correcting commitment change order errors

When discovered	Procedure
Before accepting the non-approved commitment change order.	If the line was an original from the commitment, you can change only the Cost For This Change. If the line was added in a previous entry session, you can change the Cost For This Change and Description. If the line was added during this entry session, you can change any column or delete the line. You also can cancel all current entries to the commitment change order.
After accepting the non-approved commitment change order.	Return to the commitment change order. You can change the Units For This Change, Cost For This Change, and Description. You also can add line items to the commitment change order or delete the entire commitment change order.
After approving the commitment change order.	Return to the commitment change order. The only grid line item that you can change is Description. You can enter another commitment change order with adjusting entries to correct improper amounts on the original.
Note

Errors made in other applications that interface with and affect Job Cost should be corrected in those other applications. This assures that the corresponding balances in the other applications and in Job Cost will remain consistent.

Related Topics


Release to Accounting

Select the check box to make this commitment change order available to approve and for accounting. Once released, the commitment change order will show in inquiries and reports. This check box is unavailable if you do not have the security to release to accounting or if the commitment change order has already been approved.


[Transmittal]

Adds, changes, or deletes a transmittal for the current record being accessed. A transmittal is a document addressed to one or more contacts that can be either printed or sent with documents such as change orders, commitments, commitment change orders, RFIs, and submittals. It is similar to a cover sheet in that it provides information on what is attached and instructions for what to do with the attached documents.


Enter Misc. Worksheets windows

 Go to Category

 Go to Cost Code

 Extra Entry

 Job Entry

 Misc. Worksheets - Cost Code/Category

 Report Date

 Select Misc. Worksheets View

Note

Misc. Worksheets is a customizable title. If you changed this description in Custom Descriptions (File, Data Folder Settings, Custom Descriptions), some of the windows and their columns may appear with titles different from those shown in these topics.

Related Topics


Misc. Worksheets - Cost Code/Category window

Use this window to enter and view miscellaneous cost code and category entries for a job entered in the heading. You can enter information in only those columns that are designed for input.

This window title contains either Cost Code or Category depending on the level of entries you are making. You can change the entry level in the Cost Code Setup window (Setup, Cost Codes, MW and Custom Total tab).

For help on an item in this window, click [image] on the window; then click the item.

Note

Some displayed cost code lines may be unavailable for entries because the billing level has been set at the job level or a different cost code level. For example, you cannot enter a scheduled value for any cost code if the billing level is set at Job.

Related Topics


Job

Enter the job ID for this worksheet. You can click [List] to display unstarted and in-progress jobs that have not been processed on the current miscellaneous worksheet. Jobs you are not authorized to view or that have been created in Project Management (PJ) but not released to accounting will not appear in the list.

If the job is closed, you will receive a warning message.

Note

The miscellaneous worksheets task does not allow you to quickly add a job. To enter a miscellaneous worksheet for a job, you must first create the job in Job Cost, or create the job in Project Management and release it to accounting.


Report date

Enter the date of this worksheet for this job. The system date prefills this field and remains the same for each job unless you click [Report Date] to change it. This field is required.

The date that appears in this field when any changes to the miscellaneous worksheet are accepted is the date that is attached to all entries made on this worksheet for this job.


Cost Code

Displays all individual and group cost codes for this job or extra, including those that are complete.


Extra

Displays all extras, including those that are complete, for this job.


Category

Displays all categories, including those that are complete, for the cost codes in this job or extra.


Percent Complete

Enter the new percentage complete in decimal format for this category or cost code. For example, 10 1/4% is entered as 10.25. This percentage will replace the Current Percent Complete for the category or cost code.


Add to Production Units

Enter the production units that you want to add to the units currently displayed in the JTD Production unit totals in the Cost Code Setup window (Production Unit tab).


Status

Select the status Unstarted, In progress, or Complete for this cost code or category.


Bought Out

Select this check box to indicate that the category (or cost code if you are not using categories) has been bought out. When marked here, it is also marked in the Category Setup window (Totals tab) or the Cost Code Setup window (General tab).


Replace Prod Units

Enter the production units that are to replace the units currently displayed in the JTD Production unit totals in the Cost Code Setup window (Production Unit tab).


Original Scheduled Value

Enter the amount that is to replace the Original Scheduled Value displayed in the Cost Code Setup window, (Contract Info tab). The difference between this amount and the previous Original Scheduled Value updates the Revised Scheduled value on the same tab.


Replace Msc CC Amt 1 (Stored Materials)

Enter the amount that is to replace the current Msc CC amt 1(Stored Materials) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Add To Msc CC Amt 1 (Stored Materials)

Enter the amount to add to the current Msc CC amt 1 (Stored Materials) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Replace Msc CC Amt 2 (Cost at Comp)

Enter the amount that is to replace the current Msc CC amt 2 (Cost at Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Add To Msc CC Amt 2 (Cost at Comp)

Enter the amount to add to the current Msc CC amt 2 (Cost at Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Replace Msc CC Amt 3 (Cost to Comp)

Enter the amount that is to replace the current Msc CC amt 3 (Cost to Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Add to Msc CC Amt 3 (Cost to Comp)

Enter the amount to add to the current Msc CC amt 3 (Cost to Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Replace Msc CC Amt 4 (Lab Hrs to Comp)

Enter the amount that is to replace the current Msc CC amt 4 (Lab Hrs to Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Add To Msc CC Amt 4 (Lab Hrs to Comp)

Enter the amount to add to the current Msc CC amt 4 (Lab Hrs to Comp) in the Cost Code Setup window, MW and Custom Total tab at the posting level indicated by the column heading (CC or Cat).


Replace Msc CC Amt 5

Enter the amount that is to replace the current Msc CC amt 5 in the Cost Code Setup window, MW and Custom Total tab.


Add To Msc CC Amt 5

Enter the amount to add to the current Msc CC amt 5 in the Cost Code Setup window, MW and Custom Total tab.


Replace Msc CC Amt 6

Enter the amount that is to replace the current Msc CC amt 6 in the Cost Code Setup window, MW and Custom Total tab.


Add to Msc CC Amt 6

Enter the amount to add to the current Msc CC amt 6 in the Cost Code Setup window, MW and Custom Total tab.


Estimated Production Units

Enter the production units to add to the Original estimate and Total estimate Production units estimate displayed on the Cost Code Setup window (Production Unit tab).


Cost code

Displays the description of the cost code shown on the active line.


Category

Displays the description of the category shown on the active line.


Unit

Displays the production unit description for the cost code shown on the active line.


Go to Cost Code window

Use this window to enter the cost code ID of the line you want to enter.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Extra

Enter the extra ID of the grid line you want to enter. If the extra is not present on any line, the cursor stops at the next higher existing extra ID.


Cost code

Enter the cost code ID of the grid line you want to enter. If the cost code is not present on any line, the cursor stops at the next higher existing cost code ID.


Go to Category window

Use this window to enter the category ID of the line you want to enter.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Category

Enter the category ID of the grid line you want to enter. If the category is not present on any line, the cursor stops at the next higher existing category ID.


Report Date window

Use this window to change the report date to be attached to all entries for the current job. This includes lines already entered in the grid.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Last report date

Displays the Date of last report from the Job Setup window (MW and Custom Total tab).


This report date

Enter the new report date to be attached to all entries for this job, including lines already entered in the grid.


Job Entry window

Use this window to enter percentage complete and miscellaneous information for the current job.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Job

Displays the job you are entering.


Description

 Displays the description of the job you are entering.


Current Percent complete

Displays the current Percent complete from the Job Setup window (MW and Custom Total tab).


New Percent complete

Enter the new percentage complete in decimal format for this job. For example, 10 1/4% is entered as 10.25. This percentage will replace the Percent complete displayed in the Job Setup window (MW and Custom Total tab).


Current Contract amount

This item appears only if you bill by job.

It displays the Contract amount from the Job Setup window (Contract Totals tab).


New Contract amount

This item appears only if you bill by job.

Enter the amount that will replace the contract amount displayed in the Job Setup window (Contract Totals tab). The original and revised contract amounts are replaced by the new contract amount. Transactions are created for the difference between the new and previous contract amounts.


Current Msc job amt 1 - 3

These three items display the current Msc job amt 1 - 3 from the Job Setup window (MW and Custom Total tab).


New Msc job amt 1 - 3

Enter in these three items the miscellaneous amounts you are tracking for this job. These amounts replace the current Msc job amt 1 - 3 in the Job Setup window (MW and Custom Total tab).


Extra Entry window

Use this window to enter percentage complete and miscellaneous information for the current extra.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Extra

Displays the extra you are entering.


Displays the description of the extra you are entering.


Current Percent complete

Displays the current Percent complete from the Extra Setup window (MW and Custom Total tab).


New Percent complete

Enter the new percentage complete in decimal format for this extra. For example, 10 1/4% is entered as 10.25. This percentage will replace the Percent complete displayed in the Extra Setup window (MW and Custom Total tab).


Current Contract amount

This item appears only if you bill by job.

It displays the Contract amount from the Extra Setup window (Contract Totals tab).


New Contract amount

This item appears only if you bill by job.

Enter the amount that will replace the contract amount displayed in the Extra Setup window (Contract Totals tab). The original and revised contract amounts are replaced by the new contract amount. Transactions are created for the difference between the new and previous contract amounts.


Current Msc extra amt 1 - 3

These three items display the current Msc extra amt 1 - 3 from the Extra Setup window (MW and Custom Total tab).


New Msc extra amt 1 - 3

Enter in these three items the miscellaneous amounts you track for this extra. These amounts replace the current Msc extra amt 1 - 3 in the Extra Setup window (MW and Custom Total tab).


Select Misc. Worksheets View window
Select Misc. Worksheet View window

Use this window to select the view to use to enter the miscellaneous data. You can change this window's title in Job Cost and Project Management in File, Data Folder Settings, Custom Descriptions, JC Misc Worksheet.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


View

Enter the name of the view to use to enter the miscellaneous data. Click [List] to display available views.

Note

When you set up views in Job Cost, you can specify them as Job Cost only. Job Cost only views are unavailable when entering miscellaneous worksheets in Project Management.


[Go To Cost Code] or [Go To Category]

Moves the cursor to a designated cost code or category line. This command button toggles between the two titles depending on whether you are entering cost code or category information.


[Cost Code View] or [Category View]

Switch from the current view to the alternate view. This command button toggles between the cost code and category view.


[Job]

Enters percentage complete and miscellaneous information for the current job.


[Extra]

Enters percentage complete and miscellaneous information for the current extra.


[Report Date]

Changes the report date attached to all entries for the current job.


Enter Misc. Worksheets (Tasks menu)

Use this command to enter certain Job Cost data into miscellaneous worksheets. Information can include contract amount, estimated and actual production units, percentage complete, and miscellaneous amounts.

Entries are automatically posted to the job, extra, cost codes, and categories when you exit the command.

 Windows

Related Topics


Enter Misc. Worksheets

Use this command to enter certain Job Cost data into miscellaneous worksheets. Information can include contract amount, estimated and actual production units, percentage complete, and miscellaneous amounts.


Entering contract amounts, production units, and miscellaneous information

 1	In Job Cost, select Tasks, Enter Misc Worksheets. In Project Management, select Contract Control, Enter Misc Worksheets.

 2	Enter the view to use. Click [List] to display available views and their descriptions.

 3	Enter the job number and the report date.

 4	Move the cursor to each cost code that you have an entry for, and enter the information in the appropriate columns. If the existing cost code does not appear in the grid, click [Go to Cost Code] to jump to the appropriate line.

 5	To enter information for a category, select the category line item and enter the information. If the existing category does not appear in the grid, click [Go to Category] to jump to the applicable line.

 6	To enter information applicable to only the job, click [Job]. Enter the information and click [OK].

 7	If there is an extra ID displayed on the line and the information is applicable to only the extra, click [Extra], enter the information, and click [OK].

 8	When you are done with this job and its sublevels, click [Save].

 9	Repeat steps 3 - 8 for each job.

 10	Click [Finish].

 11	Change the options displayed in the Print Selection window or accept the defaults.

12	Review the journal to verify totals and to check for errors.

Notes

•	You can also enter contract amounts and production units in the Change Orders command.

•	If Contracts is installed and the billing method is Use Contracts, you must enter contract amounts and scheduled values in Contracts.

•	In Project Management, you will not be able to enter contract amounts in the miscellaneous worksheets Job Entry window unless you select the Allow limited entry of contract amounts in Enter Misc Worksheets in Project Management check box in PJ Settings. This option is available for only jobs with a Job billing level and a Quick Bill billing method.

•	You can enter a job only once in each session. If you have two cumulative amounts to enter for a particular line, add the amounts together and enter the total.

•	You can set up and customize miscellaneous worksheet views only in Job Cost. Also, you can designate some views as Job Cost only. These views are unavailable when entering miscellaneous worksheets in Project Management.

Related Topics


Entering the contract amount for Quick Bill jobs

  1	In Job Cost, select Tasks, Enter Misc Worksheets. In Project Management, select Contract Control, Enter Misc Worksheets.

  2	Enter the view to use. Click [List] to display available views and their descriptions.

  3	Enter the job number and the report date.

  4	Move the cursor to each cost code for which you have an entry, and enter the information in the appropriate columns. If an existing cost code does not appear in the grid, click [Go to Cost Code] to jump to the appropriate line.

  5	To enter information for a category, Select the category line item and enter the information. If the existing category does not appear in the grid, click [Go to Category] to jump to the applicable line.

  6	To enter information applicable to only the job, click [Job]. Enter the information and click [OK].

  7	If an Extra ID is displayed on the line and the information is applicable to only the extra, click [Extra], enter the information, and click [OK].

  8	When you are done with this job and its sublevels, click [Save].

  9	Repeat steps 3 - 8 for each job.

  10	Click [Finish].

  11	Change the options displayed in the Print Selection window or accept the defaults.

12	Review the Journal to verify totals and to check for errors.

Notes

•	You can also enter contract amounts and production units in the Change Orders command.

•	In Project Management, you will not be able to enter contract amounts in the miscellaneous worksheets Job Entry window unless you select the Allow limited entry of contract amounts in Enter Misc Worksheets in Project Management check box in PJ Settings. This option is available for only jobs with a Job billing level and a Quick Bill billing method.

•	You can designate some views as Job Cost only. These views are unavailable when entering miscellaneous worksheets in Project Management.

•	You can set up and customize miscellaneous worksheet views only in Job Cost.  How To?

•	You can enter a job only once in each session. If you have two cumulative amounts to enter for a particular line, add the amounts together and enter the total.

Related Topics


Writer Notes:

(If nothing appears here, click the Word Hide/Show icon. The writer notes are hidden text.)


Enter Estimates windows

 Category Totals

 Enter Estimates

 Entry Totals

 Finalize Original Estimate

Related Topics


Enter Estimates window

Use this window and its standard entry grid to enter original estimates for your jobs. Refer to the entry grid What's This Help topics for information about the features and uses of these grids.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Job

Enter the job ID for this estimate. You can click [List] to display unstarted and in-progress jobs that you are authorized to view. You also can use the Add Job feature to quickly add jobs that you are authorized to view.

If you use Project Management (PJ) and enter a job number for a job that exists in PJ but not in Job Cost (JC) you will be asked if you wish to complete the Add Job function.

If the job is closed, you will be warned.


Extra

Enter the extra ID for this estimate. You can click [List] to display unstarted and in-progress extras.

This column appears only if you selected the Tracking option in the Extras area in the JC Settings window (File, Data Folder Settings, JC Settings).

If the extra is complete but the job is not closed, you will be warned.

You can change this item's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Cost Code

Enter the cost code ID for the estimate. You can click [List] to display unstarted and in-progress cost codes; then click [View] to display standard cost codes. Keep in mind that you cannot enter estimates at the group cost code level.

If the cost code is complete but the job is not closed, you will be warned.

You can change this item's title in the Custom Descriptions window (File, Data Folder Settings, Custom Descriptions).


Category

This column appears only if you use categories.

Enter the category for this estimate. You can click [List] to display unstarted and in-progress categories; then click [View] to display standard categories.

If the category is complete but the job is not closed and the cost code is not complete, you will be warned.


Units

Enter the estimated units (up to 8.4 digits, e.g., 12345678.1234) for this estimate.

These units will be multiplied automatically by the Unit Cost. The result will prefill the Amount column.

If you change the Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the line and reenter the amounts. You cannot delete all three items without losing access to the unit and unit cost fields. Only the amount field is accessable after that point.

Note

These units are not production units. Enter production units using the Enter Misc. Worksheets command.


Unit Cost

Enter the unit cost (up to 6.4 digits, e.g., 123456.1234) for the units. You can enter a cost only if units have been entered.

The Unit Cost will be multiplied automatically by the Units. The result will prefill the Amount column.

If you change the Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the line and reenter the amounts. You cannot delete all three items without losing access to the unit and unit cost fields. Only the amount field is accessable after that point.


Amount

Enter the amount of the estimate (up to 9.2 digits, e.g., 123456789.12). If you entered Units and Unit Cost, the Amount is prefilled with the product of those two entries. You can override the calculation with a different amount.

If you change the Amount, the Units and Unit Cost remain unchanged. If you change Units or Unit Cost, the Amount will recalculate only if it equaled Units times Unit Cost before the change. To force an automatic recalculation, delete the entries in all three columns and reenter them.


Transaction Date

Accept the prefilled date or enter the date of the entry. This column prefills with the system date on the first line. Each subsequent line prefills with the date from the previous line.

The date is used for reporting only.


Description

Enter a description (up to 30 characters) for the estimate. This column prefills with "Original Estimate" on the first line. Each subsequent line prefills with the description from the previous line.


 Job

Displays the description for the job ID on the active line.


Extra

Displays the description for the extra ID on the active line.


Cost code

Displays the description for the cost code ID on the active line.


Category

Displays the description for the category ID on the active line.


Unit Description

Displays the cost unit description for the units on the active line.


[Finalize Original Estimate]

Selects the Original estimate finalized box in the Job Setup window (Totals tab). After you have finalized a job's estimate, you can enter additional estimates in only the Change Orders and the Import, Estimate commands.


Finalize Original Estimate window

Use this window to designate the estimate for this job as final. This includes the estimates for any extras, cost codes and categories attached to the job. After you have finalized a job's estimate, you can enter additional estimates in only the Change Orders and the Import, Estimate commands. This action immediately selects the Original estimate finalized box on the Estimate Totals tab in the Job Setup window.

To remove the finalized status for the estimate, an unlimited operator can clear the box on the Estimate Totals tab. (You must select the Audit setup activity check box in the Options window before you can take this action.)

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Job

Enter the ID of the job whose estimate is being finalized. You can change the prefilled ID to a different job if necessary. You can click [List] to display unstarted and in-progress jobs. You also can use the Add Job feature to quickly add jobs that you are authorized to view.


[Totals]

Displays current entry totals by various breakdowns.


Entry Totals window

Use this window to view the unit and amount totals by cost type for all entries in the grid.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


Labor Units

Displays the total labor units entered in the grid.


Material Units

Displays the total material units entered in the grid.


Subcontract Units

Displays the total subcontract units entered in the grid.


Equipment Units

Displays the total equipment units entered in the grid.


Overhead Units

Displays the total overhead units entered in the grid.


Other Units

Displays the total other units entered in the grid.


Total Units

Displays the total units entered in the grid.


Labor Amount

Displays the total labor amount entered in the grid.


Material Amount

Displays the total material amount entered in the grid.


Subcontract Amount

Displays the total subcontract amount entered in the grid.


Equipment Amount

Displays the total equipment amount entered in the grid.


Overhead Amount

Displays the total overhead amount entered in the grid.


Other Amount

Displays the total other amount entered in the grid.


Total Amount

Displays the total amount entered in the grid.


Category Totals window

Use this window to view the unit and amount totals by category for all entries in the grid.

For help on an item in this window, click [image] on the window; then click the item.

Related Topics


[Category Totals]

Displays entry totals of units and amounts by category.


[Entry Totals]

Displays entry totals of units and amounts by cost type.


Enter Estimates (Tasks menu)

Use this command to enter original estimates for a job and its extras, cost codes, and categories. Estimates provide the following important accounting tools:

•	Accurate bidding of jobs.

•	Comparisons of anticipated costs to actual costs.

•	Cost control throughout the life of the job.

You enter estimates at the lowest job structure level, categories, and they are accumulated upward to the job level. You can enter them directly into the Job Cost application or by importing them from Timberline's Estimating application. You can also import estimates created by third-party software using the Import, Estimates command.

You can change existing estimates by using the Change Orders command, or by entering the increase or decrease using this Enter Estimates command.

Estimate entries are automatically posted to the Job Cost master file upon exit. This is unlike the Import, Estimate command, where you must manually post valid entries after import.

 Windows

Related Topics


Enter Estimates

Use this command to enter original estimates for a job and its extras, cost codes, and categories. Estimates provide the following important accounting tools:

•	Accurate bidding of jobs.

•	Comparisons of anticipated costs to actual costs.

•	Cost control throughout the life of the job.


****Removed this JC topic from PJ's copy of this Estimate.doc file because PJ does not have Import Estimates.

Estimate (Tools, Import menu)

Use this command to create estimates from text records created by Timberline's Precision Estimating application. This command will also accept text files created by spreadsheets and other similar applications.

Records rejected by this command are copied to a separate text file which has the same format as the import file. You can edit the text file using any text editor that does not convert the file from text format to a different format. After editing, you can use the rejected file as an import file.

 Window

Related Topics


Estimate

Use this command to create estimates from text records created by Timberline's Estimating application. This command also will accept text files created by spreadsheets and other similar applications.


Entering estimates

  1	Manually itemize the estimated costs by job, cost code, and category.

  2	In Job Cost, select Tasks, Enter Estimates. In Project Management, select Contract Control, Enter Estimates.

  3	Enter each estimate into the grid. If the estimate is final, click [Finalize Original Estimate]. (See second note below.)

  4	Click [Totals] to verify totals by cost type.

  5	Click [Category Totals] to verify totals by category; then click [Close] to return to the grid.

  6	Click [Finish] if you have made all the necessary entries. Otherwise, return to step 3.

  7	Change the options displayed in the Print Selection window or accept the defaults.

  8	Click [Start].

  9	Review the Estimates Journal to verify totals and to check for errors.

Notes

•	Units entered are estimated contract units, not production units. Enter estimated production units on a miscellaneous worksheet or on a change order.

•	If you are using group cost codes, e.g. 03-000, you can enter estimates only to the individual cost codes within a group. When the entries are posted, the group cost code totals are updated.

•	To remove the finalized status for the estimate, an unlimited operator can clear the box on the Estimate Totals tab. (You must select the Audit setup activity check box in the Options window before you can take this action.)

Related Topics


Correcting estimate errors

When discovered	Procedure
While on the same grid line.	Press SHIFT+TAB to return to the error's field and correct it or click [Cancel line]
While on another grid line.	Move your cursor to the error. Change the entry, or click [Delete line].
After clicking [Finish], but before the finish command ends.	Click [Cancel] for all windows until returned to the grid. Move your cursor to the error. Change the entry or click [Delete line].
After exiting the command.	Enter an estimate with original amount reversed. Then enter another estimate with the correct amount. You also can enter change orders to adjust estimates.
Notes

•	You need to correct errors made in other applications that interface with and affect Job Cost in those other applications. This ensures that the corresponding balances in the other applications and in Job Cost will remain consistent.

•	 If you prematurely designated the estimate as finalized, an unlimited operator can clear the box on the Estimate Totals tab. (You must select the Audit setup activity check box in the Options window before you can take this action.) Select Setup, Jobs, Estimate Totals for the job that was incorrectly selected. Click the Original estimate finalized box to remove the check mark.

Related Topics


[Autoset]

Autoset the active column.


[Batch]

Open the Batch Information window to view or change the information assigned to the current batch. If Batch Control Totals are being used, you can view the remaining entries and amounts required to balance the batch.


[Cancel]

Cancels the current entries made in this window and any of its sub-windows except notes and attachments. Notes and Attachments can only be cancelled within their respective windows.

The alternative function key is [Esc].


[Cancel] or [Cancel Line]

If there are no completed lines in the grid, you can click [Cancel] to close the command.

If the cursor is on an incomplete grid line, you can click [Cancel Line] to cancel the entire line. If you were changing an existing line, only the changes are canceled.

The alternative key is [Esc].


[Change field]

Allows you to change attributes of the custom field.


[Close]

Closes the current window and returns to the previous active window.

The alternative function key is [F2].


[Close]

Closes the current window and returns to the previous active window.

The alternative function key is [F3].


[Conditions]

Adds, changes, or deletes test conditions that determine the choices displayed when [List] is clicked. Conditions also can determine which record is displayed when you click [Previous] or [Next}.


[Delete]

Deletes the record displayed. Additional words may follow "Delete" to clarify what will be deleted.


[Delete Line]

Deletes the grid line containing the cursor. If the line is not yet complete, you can click [Cancel Line] or [Esc] to remove the partial entries from the line.


[Finish]

Closes the current window and ends the command. You may be asked to complete additional windows before being returned to the menu bar or previous active window.

The alternative function key is [F3].


[Help]

Displays Help about the current window.


[Jump]

Displays a list of windows to which you can jump directly.


[List]

Displays a list of available selections for the item containing the cursor.

The alternative function key is [F4].


[Next]

Displays the next record. Keep in mind that records displayed may be limited by conditions set up.

The alternative function key is [F8].


[Attachments]

Adds, changes, or deletes an attachment for the current record being accessed. If the attachment can be added to one of several records whose IDs are displayed in the window, a list of eligible record types will display. Select the applicable record type from this list.

Refer to the Attachments topic for more information.


[OK]

Accepts the current entries made in this window and any of its sub-windows.

The alternative function key is [F2].


[Previous]

Displays the previous record. Keep in mind that records displayed may be limited by conditions set up.

The alternative function key is [F7].


[Prefills]

Create a temporary template for the records you are currently setting up. The items you enter in this template will immediately prefill any new record being created. All input items available during a normal record setup, except Custom Fields, can be entered on the prefill template.


[Save]

Accepts and saves the record or window as displayed.


[Save Line]

Accepts and saves the current line.

The alternative function key is [F2].


[Set tab] or [Clear tab]

When the button displays [Set tab] you can click it to set a tab stop in the active item. The cursor will then stop at this item when you use [Ctrl + Tab] to advance through the window.

When the button displays [Clear tab] you can click it to clear the tab stop from the active item. The cursor will not stop at this item when you use [Ctrl + Tab] to advance through the window.


[Start]

Begins processing the command, including printing.

The alternative function key is [F2].


This file contains What's This topics for PJ menu items.

We didn't have time to complete these topics in PJ's first release (Columbia -- 8.0.0 CD). They weren't critical since you can mouse-over the icons in the toolbar, and the icon title displays.

I've removed the What's This IDs from the topics below.  They can be added back when we have time to do all of the topics.


This is a bogus topic -- created for the purpose of allowing the hh macro to run successfully. Without a Help ID in the footnotes of this file, the hh macro hangs.


Documents menu:


Setup menu:


Jobs

Opens the Job Setup window where you can set up a new job or change information for a previously created job.

1_4010


Contract Control menu:

The IDs in PJ are different from the IDs in JC.


Contracts

1_3810


Change Orders

Opens the Enter Change Order window in which you can set up changes to schedule of values, estimated units and cost, and estimated production units for existing jobs. Normally you issue a change order for any modification made after the contract and its estimates have been finalized.

1_3830


Commitments

Opens the Enter Commitment window in which you can set up purchase orders, subcontracts, and their associated contractual costs.

The title of this item may be different if you changed JC Commitment in Custom Descriptions.

1_3840


Commitment COs

Opens the Enter Commitment CO window in which you can enter commitment change orders or change line items on existing commitments. After commitments are entered, it is important to track any change orders that may be related to those commitments. This command lets you track and report all commitment change orders whether they be not issued, pending, approved, or denied.

This command's title can be changed in the Custom Descriptions window.

1_3090


Enter Estimates

Use this command to enter original estimates for a job and its extras, cost codes, and categories. Estimates provide the following important accounting tools:

•	Accurate bidding of jobs

•	Comparisons of anticipated costs versus actual costs

•	Cost control throughout the life of the job

1_3860


Enter Misc. Worksheets

Use this command to enter certain Job Cost data into miscellaneous worksheets. Entered information can include contract amount, estimated and actual production units, percent complete, and miscellaneous amounts.

1_3870


The following topics were copied from JC's Help project -- Jobs.doc file and then revised to be more appropriate for PJ. These topics are for the Add New Job window that appears in PJ Job Setup when you select the Release to accounting check box. The Add New Job window is JC UI with JC Help IDs.


Job

Displays the ID of the job entered in the previous Job Setup window.


Description

Prefills with the description (up to 30 characters) you entered in the previous Job Setup window. You can change it as needed.


Address

Prefills with the address you entered on the Setup > Jobs > Site/Contacts tab, or enter a one- or two-line address (up to 30 characters each) for the location or mailing address of this job. The information entered here prefills on the invoice when you use Quick Bill invoicing in the Billing application.


City St ZIP

Prefills with the information you entered on the Setup > Jobs > Site/Contacts tab, or enter the city (up to 15 characters), state or province (up to four characters), and zip code (up to 10 characters) for the address. If using ZIP + 4, enter the hyphen before the suffix. The information entered here prefills on the invoice when you use Quick Bill invoicing in the Billing application.


Security ID

Prefills from the Setup > Jobs > General tab, or click [image] to select a person or group that may have access to this job and its documents, inquiries, and reports. For more information on record security, see the Help topic titled "About record security for jobs."


Phone Numbers

Prefills with the telephone numbers entered on the Setup > Jobs > Site/Contacts tab, or enter up to three telephone numbers in these three phone fields. These are for only reporting.

The titles of these phone fields may be different if you changed them in Job Cost: Setup > Job > General tab > [Change desc.].


Assorted Titles and Miscellaneous Information

Enter any names of your choice (up to 30 characters) in these five items. These items are for only reporting.

The titles of these fields may be different if you changed them in Job Cost: Setup > Job > General tab > [Change desc.].


Proj Mgr Sort

Enter a description or ID (up to 30 characters) by which you want to sort an inquiry or report. This field provides you with an alternative to sorting by job. For example, you might want to enter the project manager's name in this item. This allows you to create an inquiry or report that sorts by project manager. Because this field is a key item, the inquiry or report processes quickly without first requiring a time-consuming sort.

This field appears in this window if only you selected the Use Proj Mgr Sort check box in Job Cost: File > Data Folder Settings > JC Settings.

The title of this field may be different if you changed JC User Def Key 1 in Custom Descriptions (File > Data Folder Settings).


User def key 2

This is a second user-definable key that allows you to inquire and report on jobs in a different order than by job. Enter a description or ID (up to 30 characters) for this alphanumeric sort key. For example, you might want to reserve User def key 1 for job type or industry. Because this field is a key item, the inquiry or report processes quickly without first requiring a time-consuming sort.

This field appears in this window only if you selected the Use user def key 2 check box in Job Cost: File > Data Folder Settings > JC Settings.

The title of this field may be different if you changed it in Custom Descriptions (File > Data Folder Settings).


Cost account group

This field appears only if you use Job Cost and the cost account Retrieval method is By cost code or By category (Job Cost: File > Data Folder Settings > JC Settings > [GL Entry]).

Select the cost account group that you want to associate with this job. For example, your company might be involved in new construction (Group A), rehab (Group B), and tenant improvement (Group C). You can debit the applicable GL account for costs depending on the type of job. When a category or cost code is set up for this job, the cost account group for this job is checked to determine which of the three accounts (A, B, or C) to assign to the new category or cost code. The account in the corresponding line of the standard category or standard cost code then prefills for the cost account in the new category or cost code.


GL account prefix

Enter the General Ledger account prefix for this job. Click [List] to select from a list of all General Ledger prefixes.

This prefix is combined with a base account to form the full account assigned to cost entries for this job. The base accounts are retrieved from this job's cost codes or categories, depending on the cost account retrieval method selected in Job Cost: File > Data Folder Settings > JC Settings > [GL Entry].

Notes

•	This field appears only if you selected the Retrieve account prefix from job check box in Job Cost: File > Data Folder Settings > JC Settings > [GL Entry].

•	If the General Ledger master file is not in your data folder, this field is not available. Before processing entries for the new job, be sure to select the appropriate GL account prefix for this job on the AP and GL tab in Job Cost: Setup > Jobs.


Billing Method

Select the billing method for this job.

The Use Quick Bill option allows you to create an invoice in the Billing application without entering a contract in the Contracts application. Select this billing method for smaller or simpler jobs.

Choose Use Contracts for more complex jobs that require you to create a contract in the Contracts application. For Use Contracts jobs, you can create cost-based or contract-based invoices in the Billing application.

Caution: The billing method that prefills for new jobs is determined by your selection in the Default Billing Settings window in Job Cost: File > Data Folder Settings > JC Settings > [Billing]. When initially setting up a job, change the prefilled billing method as needed. After you save a job, you cannot easily change the billing method. For more information, see the Help topic titled "Changing the billing method" (Help > Help Topics > Index tab).


Billing Level

If you selected Use Quick Bill as the billing method for this job, enter a billing level. The billing level specified in File > Data Folder Settings > JC Settings > [Billing] prefills here. You can change it as needed. After you save a job, you cannot easily change the billing level. For more information, see the topic titled "Changing the billing level" (Help > Help Topics > Index tab).

Select a billing level according to the amount of detail needed on the invoice:

•	Job--Bill at the job or extra level.

•	Cost Code section--Bill at the cost code section level.

The cost code sections that appear vary depending on how many JC cost code sections you have set up in File > Data Folder Settings > Custom Descriptions. You can have from 1 to 4 cost code sections.


Add New Job window

After you select the Release to Accounting check box (Setup > Jobs > General tab), enter additional job information in this window.

You must enter a GL account prefix before you leave this window.

Cautions

•	Be sure to enter the correct billing method (and billing level if you select Use Quick Bill as your billing method). Select Use Contracts if you plan to enter a contract for this job in the Contracts application. Select Use Quick Bill if you plan to enter invoices in the Billing application without entering a contract in Contracts. You cannot easily change the billing method or billing level after setting up a job.

•	After you click [OK] in this window to return to the Job Setup window, the Release to Accounting check box is automatically selected, and you cannot undo its release.

Tip: For more information about any item on the Add New Job window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Release a job to accounting

Changing the billing method

Changing the billing level


Changing the billing method

When you set up a job, you must select a billing method. You can choose either Use Quick Bill or Use Contracts.

To change the billing method after a job has been saved but before scheduled value or work billed transactions have been posted, a user with unlimited security access can change the billing method setting in the Job Cost Job Setup window by first selecting the Audit setup activity check box (Tools > Options > General tab).

If scheduled value or work billed transactions have already been posted to a Use Quick Bill job, you can change the billing method to Use Contracts by using the Convert Jobs command from Job Cost: Tools. Select the Convert Quick Bill jobs check box in the Convert Jobs-–Print Selection window. In addition to creating a contract, the conversion process changes the billing method from Use Quick Bill to Use Contracts. You cannot use Convert Jobs to change the billing method from Use Contracts to Use Quick Bill.

Changing the billing method of an existing job through ODBC changes how the totals are stored and makes reconciliation very difficult.

Set up a new job

Release a job to accounting


Changing the billing level

You can change the billing level for jobs with a billing method of Use Quick Bill that have no posted activity. You cannot change the billing level for jobs with a billing method of Use Contracts. The billing level for jobs with a billing method of Use Contracts is only by job and you cannot change it.

To change the billing level on a Use Quick Bill job that has been saved but has no posted activity, a user with unlimited security access can select the Audit setup activity check box (Tools > Options > General tab) and make the change to the billing level setting.

Changing the billing level of an existing job through ODBC changes how the totals are stored and makes reconciliation very difficult.

Set up a new job

Release a job to accounting


The [OK], [Cancel], and [Help] buttons in the Add New Job window are aliased to topics such as 38_10003. These were already set up and included with all the aliases I copied into PJ.hpj from JC's JC.hpj file.

[Renumber] is aliased to the [Renumber Job] button on the Job Setup window.

40402_10011 = 1204_600


What's This for Renumber Job window:


Old Job ID

Displays the current number or ID for this job.


New Job ID

Enter a new number or ID for this job.


[OK], [Cancel], and [Help] in the Renumber Job window within Add New Job window are aliased to topics in Common_PJ.doc.

40412_10003 = 551_1

40412_10001 = 551_557

40412_10002 = 555_9


Writer’s notes:

•	This file includes links to topics in other .doc files, including PJ_Send.doc and Transmittals.doc. There could be more.

•	[Cancel] and [Help] button WT topics on the main window are shared. These topics live in xxx

•	Window Help is not indexed.


Job

Enter a job for this RFI. If you have selected the Use last job check box in PJ Settings (File > Data Folder Settings), the job prefills. You can change it as needed.

Different ways to enter a job in this field


Job drop-down

Opens the job drop-down list where you can select a job. This list includes all jobs entered in Project Management (PJ) and Job Cost (JC) with a status of Unstarted or In progress. Closed jobs are not included.

Jobs entered in JC before you installed PJ are not included in this list. To learn how to add them, see the Help topic titled Add Job Cost jobs to Project Management.

If you are using security, job lists may contain only jobs for which you have security access.


Number

Accept the prefilled number, or enter another number or ID to identify this RFI (up to 12 alphanumeric characters). You must enter an RFI ID that does not already exist for this job. Number prefills with the next increment if the previous RFI number was numeric. You can change the prefill. See RFI numbering.

The number appears in the window title of the RFI.


Closed check box

Select the Closed check box to indicate that the request requires no further action. You can create reports and inquiries for closed and open RFIs.


To

Enter the company or person contact (up to 64 characters) who should receive this RFI.

The entry you make here prefills the Answered by field below, after the RFI has been answered.

Ways to enter a contact


To drop-down

Select from job contacts entered in Project Management: Setup > Jobs > Site/Contacts tab for the job entered on this RFI. This list is empty if you have not set up job contacts or you have not entered a job for this RFI.


Opens the Address Book contact selection list. Select the names of contacts you want to fill the To field, then click [OK].


Date

Enter the date of this RFI or click [image] to pick a date from the calendar.

Date prefills with your system's current date.


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it.


Cc

Enter the person or company contacts who should receive this RFI as carbon copy recipients.

Ways to enter a contact


Opens the Address Book contact selection list. Select the contacts and distribution lists you want to fill the Cc field; then click [OK].


Subject

Enter a summary of the RFI content (up to 100 characters). The text of Subject appears in the window title of the RFI along with the RFI number.


Urgency

Enter the degree of urgency associated with this RFI. Click [image] to select an option from the drop-down list. You can run reports and inquiries for RFIs based on urgency.

The name of this field may be different if you changed PJ Urgency in Custom Descriptions (File > Data Folder Settings). You can also customize the contents of the Urgency list in the Custom Descriptions window.

If you create a transmittal for an RFI from the RFI window, see Urgency prefill.


Drawing

Enter one or more drawings (up to 100 characters) associated with this RFI.

Click [image] to select from a list of drawings.

The title of this field may be different if you changed PJ Drawing in Custom Descriptions (File > Data Folder Settings).


Opens the Select Drawings for RFI window where you can choose drawings, revisions or sketches to associate with this RFI.


Binoculars What's This ID (1/2/03):

Right-click = 0_1069

Icon = 701_1069


Spec. section

Enter a specification section number for this RFI. You can select one by clicking the drop-down list to the right [image], or you can enter a new specification section number. When you enter a new specification section number here, it applies to only this RFI and is not added to the spec. section list available to all documents. You can modify the spec. section list in Setup > Spec. Section.

Use specification section numbers to categorize the types of work performed on a project. The specification section list provided here is the industry coding developed by the Construction Specifications Institute (CSI).

The title of this field may be different if you changed PJ Spec. Section in Custom Descriptions (File > Data Folder Settings).


What's This topics for the Issue section of the RFI window.


Question

Describe the request (up to 1000 characters).


Submitted by

Enter the person or company contact who is authoring the RFI. This prefills with the name of the default sender set up in File > Send settings.

Ways to enter a contact


Opens the Address Book contact selection list. Select the contact you want to fill the Submitted by field; then click [OK].


Required date

Enter the date you require a response to the RFI. This date may prefill with your system's current date plus the number of days you set up in Days to Respond in Setup > Jobs > Scope/Documents tab. You can change a prefill.

Click [image] to pick a date from the calendar.


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it.


Received from

Enter the person or company contact who initiated this RFI.

Ways to enter a contact


Opens the Address Book contact selection list. Select the contact you want to fill the Received from field; then click [OK].


Received No:

Enter the number of the initiator's document (up to 12 characters).


What's This topics for the Impact section.


Schedule

Select this check box to indicate whether the information in the RFI may affect the job schedule. The Schedule check box is selected if you enter an amount in the Time field.


Time

Enter the amount of time by which the RFI may affect the job schedule. Use this field to communicate the effect the request may have on a job. You can generate a report from the Impact fields.


Cost

Select this check box to indicate whether the information in the RFI may impact the cost of the job. The Cost check box is selected if you enter an amount in the Amount field.


Amount

Enter the amount by which the RFI may impact the job cost. You can use a monetary symbol such as a dollar sign, and enter numbers or text. Use this field to communicate the effect this request may have on a job.

You can generate a report from the Impact fields.


What's This topics for the Answer section.


Answer

Record the response to the RFI (up to 1000 characters).


Answered by:

Accept the prefill or enter the person or company contact who provided the response to the RFI.

Answered by prefills with the name that you entered in the To field when you enter an answer, answered date, or returned date.

Ways to enter a contact


Opens the Address Book contact selection list. Select the names of contacts you want to fill the Answered by field; then click [OK].


Answered date

Enter the date the response was answered or click [image] to pick a date from the calendar.


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it.


Status

Enter the status of the RFI or click the [image] and select from Unassigned, Approved, Approved as noted, or Not approved. You can rename the status levels in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Returned date

Enter the date the RFI was returned to you or click [image] to pick a date from the calendar.


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it. This field prefills with your system date when you enter an answer.


What's This topics for the Forward section


Forwarded to

Enter the person or company contacts to whom you want to forward this RFI.

Forwarded to prefills with the contact name from the Received from field when you enter an answer, an answered date, or a returned date.

Ways to enter a contact


Opens the Address Book contact selection list. Select the names of contacts you want to fill the To field, then click [OK].


Forwarded date

Enter the date on which you forwarded the RFI or click [image] to pick a date from the calendar.


Opens a calendar. Click the arrows to move forward or backward through the months. Click a day to select it.


What's This topics for buttonville.


[New]

Clears the contents of the RFI window so you can enter a new RFI.


[Find]

Opens the Find RFI window where you can search for and select an existing RFI.


[Prev]

Opens the previous RFI. RFIs are listed in numerical and then alphabetical order.


[Next]

Opens the next RFI. RFIs are listed in numerical and then alphabetical order.


[Save]

Saves entries and changes you made to this RFI during this entry session.


[Delete]

Deletes this RFI permanently.


[Transmittal]

Opens the Transmittal window in where you can create a new transmittal for this RFI.


[Print]

Prints this RFI using the Crystal Report you specified in PJ Settings. Attached files do not print.


[Send]

Opens the Timberline Sending window where you can send this RFI to a printer, fax, or e-mail address.


[Custom Fields]

Opens the Custom Fields window where you can access fields you have created for RFIs.


[Close]

Closes this window.


[Help]

Opens Help and displays information about this window.


The following are How To topics


Create an RFI

  1	From the Documents menu, select RFIs. See Note below.

  2	In the RFI window click [New].

  3	Enter the job description, RFI number, To recipient, date, Cc recipients, subject, degree of urgency, drawing reference, and spec. section.

  4	In the Issue section, enter the question, who submitted the RFI, the date you require the RFI returned to you, who you received the question from, and the number of the initiator's document.

  5	In the Impact section, enter the amount of time the schedule may be affected and the amount a change may alter the cost.

  6	In the Answer section, enter the answer, who answered, and the date of the the answer. Select a status and the date you received the answered RFI.

  7	Scroll to the Forward section, then enter contacts you want to forward the answered RFI to and the date you will forward it.

  8	You can add internal notes and file attachments such as images or documents to an RFI by clicking [Attachments]. You can include the attached files when you e-mail, print, or fax an RFI. See Add an attachment to an RFI.

  9	If you have created custom fields for RFIs, click [Custom Fields] to enter information in those fields. See Enter information in a custom field in an RFI

10	To save and close an RFI, click [Close].

Tip: For more information for any item in the RFI window, right-click the item or click [image] on the toolbar and then click the item.

Note: The menu item may be different if you changed the description of PJ RFI in File > Data Folder Settings > Custom Descriptions.

RFI workflow

More information


Enter a job

When you create an RFI, you can enter a job in the RFI window in the following ways:

•	Accept the prefilled job. It prefills if you selected the Use last job check box in PJ Settings. (File > Data Folder Settings > PJ Settings > General tab). It prefills with the job description from the last job you used when you created an RFI, submittal, transmittal, or custom log.

•	Select a job from the drop-down list by clicking [image] beside the Job field. This list includes jobs with a status of Unstarted and In progress. Job status is set in Setup > Jobs > General tab.

•	Select a job from the Find Job window by clicking [image] beside the Job field. This window lists all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type a new job. See Add a job for more information.

Both Job Cost (JC) and Project Management (PJ) jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see Add Job Cost jobs to Project Management.

If you are using record security, this list will contain only jobs for which you have security access.

Create an RFI


Change information in an RFI

After you have closed and saved an RFI, you can open it again to make changes as needed.

  1	From the Documents menu, select RFIs.

  2	Click [Find] to locate the RFI. See Find an RFI.

  3	You can:

•	Move to any of the fields that you want to change and make modifications.

•	Delete the RFI

•	Add an attachment

  4	Click [Save].

  5	Click [Close].

Note: You can change the number if the new RFI number is unique for this job.

Create an RFI

About RFIs

About RFI forms


Enter contacts on an RFI

You can enter a contact for To, Cc, Submitted by, Received from, Answered by, and Forwarded to on an RFI by doing one of the following:

•	Click the drop-down list [image] beside the contact field. This list contains contacts for this job that are entered in Job Setup (Setup > Jobs > Site/Contacts tab). Select a name on the list.

•	Click [image] beside the contact field to open the Contact Selection List window. Select a name on this list. This list includes all Address Book contacts. When you select a contact from this list, it is added to the job contact list in Job Setup (Setup > Jobs > Site/Contacts tab) when you save the RFI.

•	Type a new contact in the contact field. See Add a contact for more information. This contact is added to the job contact list in Job Setup (Setup > Jobs > Site/Contacts tab) when you save the RFI.

Return to the Create an RFI topic.


Find an RFI

When you are in the RFI window (Documents > RFIs), you can easily find and select it by viewing all RFIs for a job and using the best fit feature.

To find and select an RFI in the RFI window

  1	From the Documents menu, select RFIs.

  2	In the RFI window, click [Find] to open the Find RFI window.

  3	The Job field may prefill with the RFI job. You can accept the prefilled job, enter a job description, or select a job by clicking [image]. The RFIs for this job appear in the grid below.

  4	Locate the desired RFI using the mouse and scroll bar or begin typing the RFI number. As you type, the RFI that most closely matches is displayed in the list. Select an RFI by clicking it.

  5	When you have selected the RFI you want, you can double-click it or click [OK] to return to the RFI window where the selected RFI now appears.

Tip: For more information about any item on the Find RFI window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Create an RFI

Change information in an RFI

Delete an RFI


Delete an RFI

  1	From the Documents menu, select RFIs.

  2	In the RFI window, click [Find] to open the Find RFI window. See Find an RFI.

  3	In the RFI window, click [Delete].

Note: When you delete an RFI, it is permanently removed from the system.

Tip: For more information about any item in the RFI window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Create an RFI


Add attachments to an RFI

You can add attachments such as spreadsheets, text documents, and image files that are related to a RFI or job. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file from within the Attachments window.

Attached files can be included on a transmittal and printed, e-mailed, or faxed when you send an RFI.

  1	Create an RFI or find an RFI.

  2	In the RFI window click [Attachments].

  3	Enter internal notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered, so you can easily track it.

Entries you make on the Notes tab are meant for internal use only and are not printed or sent when you print or send an RFI.

  4	Click the File Links tab to attach electronic files such as spreadsheets, documents, or image files. On the File Links tab, click [Add]. In the Add File window, browse to and select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Double-click the icon to view the file.

  5	Click [OK] to return to the RFI window.

Notes:

•	You can print, e-mail, or fax attachments when you send the RFI or include them on a transmittal if you select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.

•	Attachments do not print with the RFI when you click [Print] on the RFI window.

•	After you add an attachment to a meeting, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

Working with attached notes

Working with attached files


Enter information in a custom field in an RFI

If you have set up custom fields for RFIs in File > Data Folder Settings > Custom Fields, those fields appear on the RFI Custom Fields window in RFIs. Custom fields allow you to track additional information not provided on an RFI.

To enter or change information in custom fields on an RFI

  1	If you are in the process of creating a new RFI, in the RFI window click [Custom Fields] to open the RFI Custom Fields window.

If you need to open an RFI that is already created, select RFIs from the Document menu. In the RFIs window, click [Find] to open an RFI. See Find an RFI. In the RFIs window, click [Custom Fields].

  2	In the RFI Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to return to the RFI window. Click [Close] to exit.

Tip: For more information about any item on the RFI Custom Fields window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Setting up custom fields


Create a transmittal for an RFI

  1	From the Documents menu, select RFIs.

  2	Create an RFI or find an RFI.

  3	Click [Transmittal].

  4	Enter transmittal information or accept the prefills. Fields in the Transmittal window prefill from various RFI fields:

•	The transmittal Job, To, and Cc fields prefill from the RFI Job, To or Forwarded to, and Cc.

•	Subject and Other description prefill with “RFI.” This may be different if you have changed the name of RFIs in File > Data Folder Settings > Custom Descriptions.

•	In the transmittal item grid, Document type, Date, Number, and Description columns prefill with the RFI Date, Number, and Subject.

•	RFI attachments appear as separate items on the grid.

•	Urgency in the Transmittal window prefills from Urgency in the RFI window. If you add more than one RFI to the transmittal, the urgency from the first RFI prefills in the Transmittal window.

You can change all prefills except Document type and Number in the transmittal item grid.

  5	Add attachments or other files if necessary.

  6	Click [Send] to open the Timberline Sending window where you can send the transmittal with the RFI attached.

Notes:

•	If you selected Include document attachments on transmittals in File > Data Folder Settings > PJ Settings, any files attached to an RFI are included on the transmittal and will be printed or sent when you print or send the transmittal.

•	You cannot select an existing transmittal if you access the Transmittal window from the RFI window. You must create a new transmittal.

Tips on creating a transmittal from within another document

About creating transmittals for RFIs


Enter an answer to an RFI

Enter the following information in the Answer and Forward sections after you receive a response to an RFI:

  1	Enter the response to the RFI (up to 1000 characters) in the Answer field.

  2	Enter the name of the person who responded to the RFI in the Answered by field. This field prefills from the To field. You can change a prefill.

  3	Enter the date the respondent answered in Answered date.

  4	Enter the Status of the RFI or click the [image] and select from Approved, Approved as noted, or Not approved. You can rename the title and items in this list in PJ RFI Status in Custom Descriptions (File menu > Data Folder Settings).

  5	Enter the date you received the answered RFI in Returned date.

  6	Enter the names of the people to whom you want to forward the response in the Forwarded to field. This field may prefill from the Received from field when you enter an answer, answered date, or returned date.

  7	Enter the date on which you forwarded the response in the Forwarded date field.

Tip: For more information about any item on the RFI window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Forward an RFI

Create an RFI

RFI workflow


Forward an RFI

To forward the response to an RFI, follow these steps:

  1	From the Documents menu, select RFIs.

  2	Click the [Find] button to view and select from a list of all RFIs for this job. See Find an RFI.

  3	In the Forwarded to field accept the prefill, or enter the contacts to whom you will forward the RFI. Select from the job contact list by clicking [image] or select a contact from Address Book by clicking [image]. See Enter contacts on an RFI.

  4	In the Forwarded date field, enter the date on which you are forwarding the RFI. You can click the calendar button [image] to select a date.

  5	Click [Transmittal] if you need to create a transmittal. See Create a transmittal for an RFI.

  6	Click [Send].


View an RFI form

To see what the printed output looks like for an RFI form, you can either:

•	Create an RFI and then print it.

•	Open the Construction Sample Data and print an existing RFI.

To change the RFI form, see About RFI forms.


Close an RFI

Close an RFI when you are satisfied that it requires no further action.

  1	From the Documents menu, select RFIs.

  2	Find the RFI you want to close.

  3	In the RFI window, select the Closed check box to the right of the job.

  4	Click [Save] to finish.

Tip: For more information about any item on the RFI window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.


RFI workflow

The request for information (RFI) is used for documenting a communication process related to a job or project. This includes requesting information, clarification, or direction from project participants. An RFI can originate from a variety of sources, such as subcontractor or general contractor (GC). RFIs are typically routed through the GC. The GC creates an RFI document and sends it to the party who can provide a response. When an answer or reply to the RFI is received, the GC records the answer and forwards the completed reply to the appropriate parties, such as subs, suppliers, and contacts in the field.

  1	You may want to set up various fields before you begin producing RFIs. See Getting Started with Project Management.

  2	From the Documents menu, select RFIs.

  3	In the RFI window, enter a job, RFI number, To recipient, date, Cc recipients, subject, urgency, drawing reference, and spec. section. See Create an RFI.

  4	In the Issue section enter the question, the name of the person creating the RFI, the date you require the RFI returned, the source of the question (the initiator), and the number of the initiator's document.

  5	Enter in the Impact section the amount of time by which the schedule may be affected and the amount of money by which the cost may be increased. See Project impact.

  6	You can add internal notes and file attachments such as images or documents to an RFI by clicking [Attachments]. You can include the attached files when you e-mail, print, or fax an RFI. See Add an attachment to an RFI.

  7	Create a transmittal if you need one, by clicking [Transmittal]. See Create a transmittal for an RFI.

  8	You can now fax, e-mail, or print and mail the RFI. Send an RFI.

  9	If necessary, you can create a coming due and an overdue dunning letter. See RFI dunning letters.

10	Enter the reply in the Answer field. In the Forwarded to field, enter the names of the contacts who will receive the answered RFI. In the Forwarded date field enter the date you forwarded the message. See Enter an answer to an RFI.

11	Create a transmittal; then fax, e-mail, or print and mail the answered RFI. See Print a transmittal and Send a transmittal .

12	When you are satisfied that the RFI requires no further action, select the Closed check box. You can run reports and inquiries for closed and open RFIs

RFI inquiries

RFI reports


The following are concept topics


About RFIs

The request for information (RFI) is used for documenting a communication process related to a job or project. This includes requesting information, clarification, or direction from project participants. An RFI can originate from a variety of sources, such as subcontractor or general contractor (GC). RFIs typically are routed through the GC. The GC creates an RFI document and sends it to the party that can provide a response. When an answer or reply to the RFI is received, the GC records the answer and forwards the completed reply to the appropriate parties, such as subs, suppliers, and contacts in the field.

RFI workflow

Create an RFI


About creating transmittals for RFIs

Transmittal documents are cover letters that you send with project documents such as RFIs. They provide a recipient, who might be a vendor or contractor, with the following information:

•	What you are sending.

•	How you are sending it.

•	Why you are sending it and the response you expect.

Transmittals for RFIs

When you open the Transmittal window from within RFIs, you cannot open an existing transmittal. You also cannot copy, delete, or create a second transmittal. You must do those actions by opening the Transmittal window from Project Management: Documents > Transmittals.

The following fields from the current RFI prefill in Transmittals:

•	Job, To, Cc fields prefill from the same fields in the RFI. If the RFI is answered, To prefills with RFI's Forwarded to.

•	Other description, prefills with RFI. This may be different if you have changed the name of RFIs in File > Data Folder Settings > Custom Descriptions.

•	In the grid, Date, Number, and Description columns prefill with the RFI Date, Number, and Subject.

•	RFI attachments appear as separate items on the grid.

Create a transmittal for an RFI


RFI reports

Some RFI reports available from Reports > RFI:

(Maximize this window to view the complete topic. How?)

Report name	Description
RFI Log	A list of all RFIs by job.
RFI Log (CR)	A list of all RFIs by job.
RFI Log with Detail	A list of all RFIs by job; contains more information and allows special filtering.
RFI Log with Detail (CR)	A list of all RFIs by job; contains more information and allows special filtering.
RFI Log - Unanswered	A list of all unanswered RFIs by job.
RFI Log - Overdue	A list of all overdue RFIs by job.
RFI Log - Impact	A list of all RFIs by job by impact.
RFI Dunning Lttr - Overdue (CR)	A dunning letter that lists overdue RFIs; can be faxed or mailed to recipients.
RFI Form 1 (CR)	The actual printout of the RFI form.
Some reports available from Reports > Other:

•	Overdue Documents (CR)--List jobs and their associated RFIs and submittals that are overdue.

•	Dunning Letter-Overdue (CR)--Lists all RFIs and submittals overdue for a job.

Notes

•	You may see reports on the Report menu that have the same names, but one has a (CR) and the other does not. The one with (CR) is created with Crystal Reports software. The one without (CR) is created with Timberline's Report Designer. These reports have the same content, but their look (text font and spacing) is different.

•	Additional Project Management reports not included in the Reports menu are located in X:\Program Files\Timberline Office\Accounting\Report (X:\Program Files\Timberline Office is where you installed your Timberline application files). To add any of these to the Project Management Reports menu, see Adding report names to the Reports menu.

RFI inquiries


RFI inquiries

From the Inquiries menu in Project Management you can view inquiries to help you track the progress of RFIs.

Some inquiries available from Inquiries > RFIs are:

•	RFI Log

•	RFI Log--Outstanding

•	RFI Log--Overdue

•	RFI Log--Impact

RFI reports


Print or send RFI dunning letters

You can print or send a dunning letter to remind a recipient to reply to an overdue RFI.

When you print or send dunning letters from Reports > RFI, a dunning letter is printed or sent for each job and contact from whom you are awaiting receipt or return of an overdue RFI.

To print or send dunning letters for overdue RFIs:

  1	From the Reports menu, select RFI> RFI Dunning Lttr - Overdue (CR).

  2	In the print selection window, enter a signature name if you want this name to appear as the sender on all dunning letters. Leave the signature name blank if you want each dunning letter's sender name to be the job contact entered with a project manager role in the job contact list (Setup > Jobs > Site/Contacts tab) for each overdue RFI's job. If you leave the signature name blank and a job does not have a project manager entered as a job contact, the signature name on the dunning letter remains blank.

  3	In the print selection window, enter a report date, which is used to determine if an RFI is overdue. See When is an RFI overdue?.

  4	Click [Print Preview] to review the dunning letters before you print or send them.

  5	To print them, in the print selection window, click [Start]. The dunning letters print and you are returned to the Project Management main window.

  6	To e-mail, fax, or print them, in the print selection window, click [Send]. In the Timberline Sending window, enter recipient and other information. Click [Send] to send the dunning letters, and you are returned to the print selection window. Click [Cancel] to exit.

Warning: When you send dunning letters from the Timberline Sending window, a copy of all dunning letters is sent to all recipients that you enter in the Timberline Sending window, which may not be appropriate.

Notes

•	Which address appears on an RFI dunning letter

•	Which phone number appears on an RFI dunning letter

•	Other reports that list overdue or coming due RFIs are available at Reports > RFI.

•	Dunning letters from Reports > Other include both submittals and RFIs in each dunning letter.

RFI reports


When is an RFI overdue?

An RFI is considered overdue if:

•	You are waiting for an answer (no answer, no answered date, or no returned date is entered in the RFI window), and the RFI required date (in the RFI window) is earlier than the report date you enter in the dunning letter print selection window.

•	The RFI is not closed (Closed check box is not selected in the RFI window).

Return to Print or send RFI dunning letters


Which phone number appears on an RFI dunning letter

The sender's phone number appears at the end of each dunning letter and is based on the following:

If you enter a signature name in the dunning letter print selection window, the company phone number entered in File > Data Folder Settings > General is used.

If you do not enter a signature name in the dunning letter print selection window:

•	If the project manager in the job contact list is a person, the Business phone (entered in Setup > Person) is used. If no business phone number is entered for the person contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

•	If the project manager in the job contact list is a company, Primary phone (entered in Setup > Company is used. If no primary phone number is entered for the company contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

Return to Print or send RFI dunning letters


Which address appears on an RFI dunning letter

The recipient’s address that appears on an RFI dunning letter is the first one found in the following list:

If the To recipient is a person contact:

  1	Business address from the Person Setup window.

  2	Street address from the Company Setup window for person’s associated company.

  3	Remittance address from the Company Setup window for the person’s associated company.

If the To recipient is a company contact:

  1	Street address from the Company Setup window.

  2	Remittance address from the Company Setup window.

Note: You can access the Person and Company Setup windows from either the Project Management or Address Book Setup menus (Setup > Person or Setup > Company).

Return to Print or send RFI dunning letters


Project impact

Project impact check boxes allow you to communicate the effect an RFI could have on the cost and schedule of the job.

Changes in cost amounts or days could result in a loss or a gain to the project budget or schedule. You can indicate a loss or gain by using the (+) or (-) sign next to the number you enter in the field or enter text such as "TBD" (to be determined).

You can run RFI reports and inquiries for Impacts.


RFI prefills

The prefills in RFI fields come from various fields within Project Management.

In the RFI window:

•	The job prefills with the last job used if you have marked Use last job in PJ Settings (File > Data Folder Settings > PJ Settings).

•	Number prefills with the next increment of the last RFI number you created for this job. If you have entered a number that includes alpha characters or a decimal, Number does not prefill.

•	The To field prefills from the entry you made in the To field in Setup > Jobs > Scope/Documents tab.

•	The Required date prefills with your system's current date plus the number of days you set up in Days to Respond in Setup > Jobs > Scope/Documents tab.

•	The entry you make in the To field prefills the Answered by field when you enter an answer, an anwered date, or a returned date.

•	Forwarded to prefills from Received from, and Received date prefills with the system date when you enter an answer, answered date, or returned date.

Create an RFI


What information from an RFI prefills on a transmittal
Which information from an RFI prefills on a transmittal

The fields in a transmittal accessed from an RFI window prefill from various fields in RFIs:

•	The Job, To, and Cc fields prefill from the RFI Job, To, and Cc. If the RFI is anwered, Forwarded to prefills the transmittal To field.

•	Other description prefills with RFI. This may be different if you have changed the name of RFIs in File > Data Folder Settings > Custom Descriptions.

•	In the grid, Date, Number, and Description columns prefill with the RFI Date, Number, and Subject.

•	RFI attachments can appear as separate items on the grid.

RFI prefills

Create an RFI


Troubleshoot RFIs

•	Can I retrieve a deleted RFI?

•	I can not find the print file I created for an RFI

•	The To field prefills with a name that is incorrect.

•	Can I change how an RFI looks when it prints or is sent?

•	The spec. section I entered doesn't appear on the master list.

•	RFI attachments did not print or get sent

•	My RFI report or inquiry did not sort properly

Troubleshoot Project Management


RFI attachments did not print or get sent

Attachments that you create by clicking [Attachments] in the RFI window are not printed along with the RFI when you click [Print].

Attachments that you create by clicking [Attachments] in the RFI window are printed, faxed, or e-mailed when you send an RFI if you selected Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

You can print attached files by opening them within the RFI Attachment window and printing directly from there.

You can print attachments by creating a custom report.

Troubleshoot RFIs


Can I retrieve a deleted RFI

When you delete an RFI, it is permanently removed from the database. You must recreate the RFI.

Troubleshoot RFIs


Spec. Sections in RFIs

You can select a spec. section by clicking [image] to the right or you can enter a new specification section number. When you enter a new specification section number here, it applies only to this RFI and is not added to the spec. section list available to all documents. You can add a spec. section to the list in the Spec. Sections Setup window (Setup > Spec. Sections).

Use specification section numbers to categorize the types of work performed on a project. The specification section system provided with Project Management is the industry coding developed by the Construction Specifications Institute (CSI).

You can change the title in Custom Descriptions (File > Data Folder Settings > Custom Descriptions). Changing the title in Custom Descriptions changes every instance within Project Management.


RFI numbering

The following describes how RFI numbers are sorted and listed in the Find RFI window:

•	Numbered entries come before alphabetical entries in the sort list.

•	Alphabetical entries sort A-Z before AA, BB, CC, etc.

•	RFI numbers that include decimals or sections are sorted with their primary numbers. For example, 1, 1.1, 1.2, 2, 2.1, 3, 4. It is not necessary to have a 1.0 in order to have a 1.1.

•	Leading zeros are recognized place holders. A number with a leading zero does not necessarily sort to the top of the list, and 01 and 1 are treated as different numbers.

•	New RFI numbers for a job automatically increment based on the last number in the sort list. For example, if the last RFI number in the list is 7.4, PJ will increment the new RFI to 7.5, not 8.

Tip: We recommend that you identify a consistent numbering system before you start entering RFIs, especially if you use alphanumeric numbers. Using a consistent numbering system will provide you with reliable sorting.

Create an RFI

Find an RFI


RFI tips

•	The job prefills with the last job used if you have marked Use last job in PJ Settings (File > Data Folder Settings).

•	The To field prefills from the entry you made in To in Setup > Jobs > Scope/Documents tab.

•	The entry you make in the To field prefills the Answered by field when you have entered an answer.

•	You can set up how many days you want to wait for an answer to an RFI in Setup > Jobs > Scope/Documents > Days to respond. The system will use the current date plus the number of days you entered to prefill the RFI Required date field.

•	If you use a numbering scheme with decimals, use decimals for every number if you want all RFIs in a group to appear together in reports and inquiries. See RFI numbering.

•	Automatically include RFI attachments when you create a transmittal or send an RFI.

Create an RFI


Window topics


RFI window

Use an RFI to document requests for information and answers received.

What do you want to do?

•	Create an RFI

•	Find an RFI

•	Change information in an RFI

•	Delete an RFI

•	Add an attachment

•	Create a transmittal for an RFI

•	Send an RFI

•	Enter an answer to an RFI

•	Forward an RFI

•	Print an RFI

Tip: For more information about any item in the RFI window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

About RFIs

RFI workflow

RFI dunning letters

Enter custom fields on an RFI

Troubleshoot RFIs

More information


The following are Help topics for the Find window


Find RFI window

Locate and open an existing RFI. You can easily find and select it by viewing all RFIs for a job.

To find and select an RFI in the RFI window

  1	From the Documents menu, select RFIs.

  2	In the RFI window, click [Find] to open the Find RFI window.

  3	The Job field prefills with the RFI job. You can accept the prefilled job, enter a job description, or select one by clicking the [image]. The RFIs for this job appear in the grid below.

  4	Locate the desired RFI using the mouse and scrollbar or begin typing the RFI number. As you type, the RFI that most closely matches appears in the list. Select an RFI by clicking it.

  5	When you have selected the RFI you want, double-click or click [OK] to return to the RFI window where the selected RFI now appears.

Tip: For more information on any item in this window, right-click the item and select What's This?, or click [image] in the window title bar and click the item.


Job

Enter a job description or click [image] to select from a list of all jobs, including those with a status of Closed, Unstarted, and In progress.

Job prefills with the job you selected from the RFI window.


Click to open the job list, in which you can select from jobs with a status of Unstarted or In progress, or closed. Job status is entered in Setup > Jobs > General tab.


Number

Enter the RFI number. As you type, the RFI that most closely matches appears in the grid.


The following are grid columns. Currently, these IDs are linked to one topic  (RFI list) in Transmittals. Possibly delete these topics during file clean up.


Number

Displays the RFI number.


Date

Displays the date the RFI was created.


Subject

Displays the subject of the RFI.


Returned Date

Displays the date the RFI was returned.


[OK]

Accepts the selection you made in Find RFI, and closes the window.


[Cancel]

Closes Find RFI without accepting any selection you may have made.


[Help]

Opens Help and displays information about the Find RFI window.


 Custom Fields window


Custom Fields window

If you have set up custom fields for RFIs in File > Data Folder Settings > Custom Fields, those fields appear in this window. Custom fields allow you to track additional information not provided on the RFI window. The fields you create are available for reports and inquiries you design. This window will be blank if you have not set up custom fields.

What do you want to do?

•	Enter information in a custom field in an RFI

•	Change or add custom fields

Tip: For more information about any item in the RFI Custom Fields window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


Custom field

Enter information for this custom field. This field exists because you created it in File > Data Folder Settings > Custom Fields.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made to this window during this entry session.


[Help]

Opens Help and displays information about this window.


Send an RFI

Overview

To print, fax, or e-mail an RFI:

  1	Create an RFI or find an RFI.

With the RFI displayed in the RFI window, click [Send]. Before the window opens, you may receive a message asking you to save the RFI changes. Click [Yes].

  2	In the Timberline Sending window, accept the prefilled entry in From or enter the sender of the RFI. This prefills from the Send Settings window. See About the default sender in Project Management.

  3	Accept the prefilled entry in Cover page date or change it. It prefills with your computer's system date. This date appears on cover pages for faxes and print jobs if you selected cover page options in the Send Settings window. See Set up a default cover page.

  4	How to enter information in the Timberline sending grid for RFIs.

  5	Enter a subject and message. Subject prefills with the RFI number and subject from the RFI window, which you can change as needed. The subject and message are included in e-mails and in cover pages for faxes and print jobs if you selected the cover page option in the Send Settings window.

  6	The Attachments list prefills with the RFI to be sent. The RFI number and subject from the RFI window are displayed. You can print, e-mail, or fax attachments when you send the RFI if you select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings.

  7	Click [Attachments] to send additional files.

  8	In the Timberline Sending window, click [Send], and one copy of the RFI and its attachments is sent to all recipients using the delivery method you selected for each of them. You are returned to the RFI window. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes

•	If Printer, E-mail, or Fax does not appear in the Send Method column in the Timberline Sending window, see System requirements for sending.

•	The RFI that is sent is addressed to all To, Cc, and Forwarded to contacts as they appear on the RFI window.

•	Attachments that you create by clicking [Attachments] in the RFI window are intended for internal use. They are not listed in the Attachments box in the Timberline Sending window, and they are not printed or sent when you print or send a submittal.

Example of how RFIs are addressed for recipients

How an e-mail is addressed for each RFI recipient

How a cover page is addressed for each RFI recipient

Print with [Print] versus print with [Send]

Create an RFI


How to enter information in the Timberline sending grid for RFIs
How to enter information in the sending grid for RFIs

The grid in the Timberline Sending window displays the names of recipients who receive the RFI and the delivery method for each recipient.

  1	To, Cc, and Forwarded to recipients entered in the RFI window prefill in rows of the sending grid. See RFI recipients that prefill in the Timberline Sending window.

  2	If you do not want to send the RFI to a prefilled recipient, you can remove him or her from the grid. See Remove a recipient.

  3	To send the RFI to other recipients who did not prefill in the grid, enter their information in the grid. Click [image] to select a person or company from the Contact Selection List window.

  4	For Send Method--Accept the prefilled entry or select the RFI delivery method for the recipient. This prefills with the default you set up for the recipient in Project Management or Address Book (Setup > Person or Setup > Company). Options are Printer, E-mail, or Fax.

  5	For Destination--Accept the prefilled entry or click [image] to open the Edit Destination window and enter a printer, fax, or e-mail destination for the recipient.

•	If Send Method is Printer, in the Edit Destination window, select a printer from the drop-down list of printers attached to your computer.

•	If Send Method is E-mail and the recipient has an e-mail address entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this e-mail address prefills as the destination. If an e-mail address does not prefill, enter one in the Edit Destination window.

•	If the Send Method is Fax and the recipient has a fax number entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this fax number prefills as the destination. If a fax number does not prefill, enter one in the Edit Destination window.

Return to Send an RFI topic


RFI recipients that prefill in the Timberline Sending window

When you send an RFI, the recipients that prefill in the Timberline Sending window are based on entries in the RFI window.

The To recipient and all Cc recipients in the RFI window prefill in the Timberline Sending grid if all of the following are true:

•	The Answer box contains no text.

•	Answered date is blank.

•	Returned date is blank.

All Forwarded to recipients in the RFI window prefill in the Timberline Sending grid as To recipients if any one of the following is true:

•	The Answer box contains text.

•	Answered date contains a date.

•	Returned date contains a date.

Send an RFI


How an e-mail is addressed for each RFI recipient

One e-mail is sent for all To and Cc recipients entered in the Timberline Sending window, and it is addressed as follows:

•	All To recipients entered in the Timberline Sending grid are included in the To area of the e-mail.

•	All Cc recipients entered in the Timberline Sending grid are included in the Cc area of the e-mail.

Send an RFI

Example of how RFIs are addressed


How a cover page is addressed for each RFI recipient

When you fax or print an RFI, if you are using cover pages, all To and Cc contacts entered in the Timberline Sending window receive the same copy of the cover page.

•	All To recipients entered in the Timberline Sending window are included in the To area of the cover page.

•	All Cc recipients entered in the Timberline Sending window are included in the Cc area of the cover page.

Send an RFI

Example of how RFIs are addressed

How to set up a default cover page


Example of how RFIs are addressed for recipients

Example of how an RFI, an e-mail, and a cover page are addressed for each recipient entered in the Timberline Sending window:

In the RFI window, you enter:

•	To = A

•	Cc = B and C

Answer, Answered date, and Returned date are all blank.

In the Timberline Sending window:

•	A, B, and C prefill from the RFI window.

•	You add D as a To recipient and E as a Cc recipient.

Results:

Recipient in the Sending window	RFI	E-mail	Cover pages (fax or print job)
A (To) D (To) B (Cc) C (Cc) E (Cc)	Each recipient receives a copy of the RFI addressed with: To: A's name & address Cc: B & C's names	One e-mail is sent to all recipients & is addressed with: To: A & D Cc: B, C, E	Each recipient receives a copy of the same cover page addressed with: To: A & D's names Cc: B, C, & E's names
Note: A, B, C, D, and E represent a person or company contact.

Which address appears on an RFI

Send an RFI

How an e-mail is addressed for each RFI recipient

How a cover sheet is addressed for each RFI recipient

RFI recipients that prefill in the Timberline Sending window

Recipients added to the Timberline sending grid that are not on the RFI itself


Which address appears on an RFI

The recipient’s address that appears on a printed, faxed, or e-mailed RFI is the first one found in the following list:

If the RFI To recipient is a person contact:

  1	Business address from the Person Setup window.

  2	Street address from the Company Setup window for person’s associated company.

  3	Remittance address from the Company Setup window for the person’s associated company.

If the RFI To recipient is a company contact:

  1	Street address from the Company Setup window.

  2	Remittance address from the Company Setup window.

Notes

•	You can access the Person and Company Setup windows from either the Project Management or Address Book Setup menus (Setup > Person and Setup > Company).

•	Addresses for Cc recipients are not included on an RFI.

Create an RFI

Print an RFI

Send an RFI


Recipients added to the Timberline sending grid that are not on the RFI itself

When you add recipients to the grid in the Timberline Sending window who are not on the RFI itself (in the RFI window), the following applies:

•	These recipients are not added to the RFI document itself.

•	These recipients are not added to any of the RFI logs that you can print from PJ: Reports > RFIs. If you want them to appear on RFI logs, you must add them to the RFI in the RFI window.

•	E-mails and cover pages are addressed for these recipients the same way as they are for recipients on the RFI itself. See How an e-mail is addressed for RFI recipients and How a cover page is addressed for RFI recipients.

How to enter information in the Timberline sending grid for RFIs

Send an RFI

Example of how RFIs are addressed for recipients


Print an RFI

If you want to print an RFI, do the following:

  1	Create an RFI or find an RFI. Click [Print] to open the RFI - Print Selection window. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

  2	In the RFI - Print Selection window, click [Start] to print the RFI and return to the RFI window.

Notes

•	In the RFI - Print Selection window, you can click [Printer Setup] to change the printer, its properties, or other print settings such as the number of copies to print.

•	You can also print an RFI by clicking [Send] in the RFI window. See Send an RFI.

•	You can also print an RFI by opening the RFI form from the Reports menu (PJ: Reports > RFIs). In the Print Selection window, enter the job and RFI number that you want to print.

•	Attachments you add by clicking [Attachments] will not print when you click [Print]. See Printing attachments in Project Management.

About sending a document or report in PJ

Print with [Print] versus print with [Send]

About RFI forms

Which address appears on an RFI

File names for RFIs that you print to a file


Error message Help button text


Duplicate RFI Number Entered

This RFI already exists for this job. Click [OK] to enter a different RFI number. Click [Help] for more information.   (PJ0701)

If you want to see a list of RFI numbers entered for this job, do the following:

  1	From the Project Management Inquiry menu, select RFI > RFI Log.

  2	In the Inquiry - RFI Log - Job RFIs window, select the job you want by either scrolling the list and clicking the job or clicking [Go To] and entering the job.

  3	With the job highlighted, click [RFIs]. The Inquiry - RFI Log - RFI Dates window opens and displays all RFIs for the job.


Select Drawings for RFI window What's This:

This window is accessed when you click the binoculars icon beside the Drawing field in the RFI window.

Added in the 8.2.0 CD.


Job

Prefills with the job (description and number) you entered in the RFI window. If this is not the job for the drawing that you want to add to this RFI, enter another one. Click [image] to select from a drop-down list of jobs with an Unstarted, In progress, or Closed status.


Job drop-down list icon What's This IDs are:

1008_100 = right click

1602_1008 = icon

1602_1008 = Job field itself

Aliased 1008_100=1602_1008


Discipline

Accept the prefilled entry or select the discipline of the drawing that you want to add to this RFI. Click [image] to select a discipline from the drop-down list.


Discipline drop-down list icon IDs are:

1505_100 = right-click

1602_1505 = icon

1602_1505 = Discipline field itself

Aliased as 1505_100=1602_1505


Number

If the drawing you want to add to this RFI is not in view in the drawing list below and you know its number, enter it here to quickly move it into view. If no match is found, the drawing list is blank and you must remove the number from the Number field for the complete list to reappear.

An alternative way to move a drawing into view is to move the scroll bar--located to the right of the drawing grid--up and down with your mouse. You can also use the [Page Up], [Page Down], or arrow keys on your keyboard once you click anywhere in the drawing grid.


Show

Accept the prefilled entry or click [image] to choose whether you want the list below to display all drawings or just the current drawings for the job and discipline you entered in this window.


Show drop-down list icon IDs are:

1506_100 = right-icon

1602_1506 = icon

1602_1506 = Show field itself

Aliased as 1506_100=1602_1506


Aliased all the columns in the drawing list to one topic:

1602_1322=1602_1321

1602_1323=1602_1321

1602_1324=1602_1321

1602_1325=1602_1321

1602_1326=1602_1321

1602_1327=1602_1321


Drawing list

From this list, select one or more drawings, revisions, or sketches that you want to add to this RFI.

The items that appear in this list are based on the entries in the Job, Discipline, Number, and Show fields above.

Different ways to select items from this list


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made in the Select Drawings for RFI window.


[Help]

Opens Help and displays information about this window.


Select Drawings for RFI window

Select the drawings, revisions, or sketches that you want to add to this RFI. These are drawings that were entered in the drawing log (Documents > Drawing Log).

The items that appear in the list are based on the entries in the Job, Discipline, Number, and Show fields above.

For more information on how to select items from this list, see Different ways to select items from lists.

Tip: For more information about any item in the Select Drawings for RFI window, right-click the item and select What's This, or click [image] on the window title bar and then click the item.


From Vision Scope: The PJ Settings task presents the user with a mechanism for setting PJ global variables. Both PJ programs and non-PJ programs (such as Job Cost) should be able to access the data defined by PJ Settings. The behavior and UI should consider both the PJ guidelines and that modeled by existing Gold Gumby tasks.

**Job Cost includes a copy of PJ's Transmittal.doc file in its Help project because you can click [Transmittal] and create a transmittal within JC change orders, commitments, and commitment change orders. Some help topics in Transmittal.doc are linked to PJ Settings topics. So these links won't be broken in JC Help (and because it would be inappropriate for JC's help to include all the topics in PJ_Settings.doc, we're planning to copy the following four PJ Setting topics to a different JCPJ_Setting.doc for the JC Help project. If the PJ writer makes changes to any of these topics, please let the JC writer know so they can update them in JC.

•	Use last job

•	About document forms (In the JCPJ_Settings.doc file in JC, remove the links to the About RFI forms and About submittal forms topics, which are not appropriate for JC.)

•	Set up a document form

•	View a printed document form


Use last job

Select this check box if you want to prefill the Job field in RFI, submittal, transmittal, custom log, drawing log, and meeting minute documents with the last job you used in any of those documents. The last job you used appears in the status bar on the lower right edge of the Project Management window.


Allow limited entry of contract amounts in Enter Misc Worksheets in Project Management

Select this check box if you want to allow contract amount entry in Enter Misc. Worksheets in Project Management (Contract Control menu) for:

•	Quick Bill jobs with a billing level of Job if you have Accounts Receivable installed.

•	Jobs with a billing level of Job if you do not have Accounts Receivable installed.


Include attachments with documents when sending

Select this check box to automatically e-mail, fax, or print attachments from RFIs, submittals, meeting minutes, drawings, and transmittal items when you send these documents.

More information


Include document attachments on transmittals

Select this check box to automatically include attachments from RFIs, submittals, meeting minutes, and drawings as separate transmittal items.

More information


PJ Settings - General tab

The General tab contains two settings: one to prefill the Job field in documents with the last job you used, and one that will allow contract amounts to be entered in Enter Misc. Worksheets in PJ.

What do you want to do?

Use last job

Allow limited entry of contract amounts in Enter Misc Worksheets in Project Management

Include attachments with documents when sending

Include document attachments on transmittals

Tip: For help on an item on this tab, click [image] in the window title bar and then click the item.

Getting started with Project Management


Use last job

Select this check box if you want to prefill the Job field in RFI, submittal, transmittal, and custom log, drawing log, and meeting minute documents with the last job you used in any of those documents.

  1	From the File menu, select Data Folder Settings > PJ Settings.

  2	On the General tab, select the Use last job check box.

  3	Click [OK].

Note: The last job you used appears in the status bar on the lower right edge of the Project Management window.


Allow limited contract amount entry in PJ Enter Mics. Worksheets

Select this check box if you want to allow contract amount entry in Enter Misc. Worksheets in Project Management for:

•	Quick Bill jobs with a billing level of Job if you have Accounts Receivable installed.

•	Jobs with a billing level of Job if you do not have Accounts Receivable installed.

  1	From the File menu, select Data Folder Settings > PJ Settings.

  2	Select the Allow contact amount entry in Project Management for Quick Bill jobs check box.

  3	Click [OK].

  4	Enter contract amounts in Enter Misc. Worksheets in PJ (Contract Control > Enter Misc Worksheets).

Note: This feature allows you to turn on or off the Contract amount field in Enter Misc Worksheets in PJ only. It does not affect contract amount entry in Job Cost.

About entering contract amounts in PJ


Add attachments to a PJ document

  1	In the main document window click [Attachments].

  2	Enter internal notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered, so you can easily track it.

Entries you make on the Notes tab are meant for internal use only and are not printed or sent when you print or send meeting minutes.

  3	Attach files such as Word or Excel files by clicking [Add] on the File Links tab. In the Add File window, browse to and select the file you want to attach, then click [Add]. The file appears on the File Links tab as an icon. Double-click the icon to open the file from the File Links window.

  4	Click [OK] to finish.

Include attachments with documents when sending

Include document attachments on transmittals


Concept topics


Include attachments with documents when sending

When you select this check box, files you added using [Attachments] are automatically e-mailed, faxed, or printed with RFIs, submittals, and meeting minutes. One copy of each attachment is sent to each recipient in the Timberline Sending window.

Notes

•	To send drawing attachments you must first create a transmittal from the Drawing Logs window and then send the transmittal. Select Include document attachments on transmittals on File > Data Folder Settings > PJ Settings > General tab.

•	The following attachments are meant for internal use and are not sent:

•	Meeting minutes items attachments.

•	Notes you included on the Notes tab.

•	Transmittal items attachments are sent, but files you add to a transmittal using [Attachments] are not sent. See Add an attachment to a transmittal.

•	You can add attachments directly in the Timberline Sending window at any time.

Add attachments to a PJ document

Include document attachments on transmittals

Working with attached notes

Working with attached files


Include document attachments on transmittals

When you select this check box, files you added using [Attachments] in RFIs, meeting minutes, submittals, and drawings are automatically included as separate transmittal items.

•	This setting applies to only transmittals you create after you select this check box.

•	Attachments can be printed, faxed, or e-mailed when you send a transmittal if you select Include document attachments when sending on File > Data Folder Settings > PJ Settings > General tab.

•	You can add attachments directly in transmittals at any time.

•	Drawings appear in the transmittal item grid, but they are not sent when you send a transmittal.

•	If your drawing has a single attachment, it is not listed as a separate transmittal item. Click [image] in the transmittal item grid to view the attachment. The attachment is sent when you send the transmittal if you checked Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

•	If your drawing has two or more attachments, they are listed as separate transmittal items.

•	The following attachments are meant for internal use and are not included as transmittal items:

•	Meeting minutes items attachments.

•	Notes you included on the Notes tab.

•	Files added in the Transmittal window using [Attachments].

•	Submittals appear in the transmittal item grid, but are not sent unless you select the [image] check box.

Add attachments to a PJ document

Working with attached notes

Working with attached files


About entering contract amounts in PJ

The Allow limited contract amount entry check box in File > Data Folder Settings > PJ Settings > General lets you control access to the Contract amount field in Enter Misc. Worksheets in Project Management.

If your company's accounting department controls contract amount entry, leave the check box cleared. The Contract amount field will be available only in Job Cost Enter Misc. Worksheets. Project Management users will still be able to access Enter Misc. Worksheets in PJ, but will not see the Contract amounts field.

If you choose to allow access of the Contract amount field in PJ, select the check box. This field will now be available in Enter Misc. Worksheets in PJ as well as JC.

Notes

•	Open the Enter Misc Worksheets window in PJ by selecting Contract Control > Enter Misc Worksheets. In JC, select Tasks > Enter Misc Worksheets.

•	You can enter contract amounts in PJ and JC for the following types of jobs:

o	Quick Bill jobs with a billing level of Job if you have Accounts Receivable installed.

o	Jobs with a billing level of Job if you do not have Accounts Receivable installed.

Allow limited contract amount entry in PJ Enter Misc. Worksheets


Document Forms tab


Transmittal

Enter the Crystal report you want to use for printing transmittals.

Click [image] to select a report design.

The title of this field may be different if you changed PJ Transmittal in the Custom Descriptions window (File > Data Folder Settings > Custom Descriptions).


RFI

Enter the Crystal report you want to use for printing RFIs.

Click [image] to select a report design.

The title of this field may be different if you changed PJ RFI in the Custom Descriptions window (File > Data Folder Settings > Custom Descriptions).


Submittal

Enter the Crystal report you want to use for printing submittals.

Click [image] to select a report design.

The title of this field may be different if you changed PJ Submittal in the Custom Descriptions window (File > Data Folder Settings > Custom Descriptions).


Meeting Minutes

Enter the Crystal report you want to use for printing meeting minutes.

Click [image] to select a report design.


Drawing History

Enter the Crystal report that you want to use to view a drawing's history when you click [image] in the drawing grid in the Drawing Log window (Documents > Drawing Log).

Click [image] to select a report design.

The title of this field may be different if you changed PJ Drawing in the Custom Descriptions window (File > Data Folder Settings > Custom Descriptions).


Opens the Find Design window where you can select a document form.


Aliased the […] buttons as follows:

216_1009=216_1008 (Submittals)

216_1007=216_1008 (Transmittals)

216_1010=216_1008 (Meeting Minutes)

216_1012=216_1008 (Drawing History)


PJ Settings - Document Forms tab

Assign the report designs you want to use for Project Management document forms.

What do you want to do?

Set up a document form

View a report design

Tip: For help on an item on this tab, click [image] on the window and then click the item.

Note: Document forms for change orders, commitments (purchase orders and subcontracts), and commitment change orders (purchase orders and subcontracts) are set up in Job Cost > File > Data Folder Settings > JC Settings > [Forms].

About document forms


[OK]

Saves your settings and closes the PJ Settings window.


[Cancel]

Cancels the changes you made and closes the PJ Settings window.


[Help]

Displays help for this tab.


Set up or change a document form in Project Management

  1	From the File menu, select Data Folder Settings and then PJ Settings.

  2	In the PJ Settings Window, click the Document Forms tab.

  3	On the Document Forms tab, enter the report you want to use as the default form in the Transmittal, Drawing History, Meeting Minutes, RFI, and Submittal fields or click [image] to select a report in the Find Design window.

•	To find a Timberline-provided report, see Where Timberline-provided forms are located.

•	If you have created your own document forms, navigate to where you have stored your document forms.

  4	In the Find Design window, select a report by clicking it.

  5	When the report you want is highlighted, click [Open]. The form you selected appears on the Document Forms tab.

  6	Click [OK] to save and close PJ Settings.

Notes

•	Your Project Management software comes with default document forms already set up. You do not need to change these defaults unless you want to change the appearance of a printed submittal, RFI, or transmittal, drawing log, or meeting minute form.

•	When you select a different default form, only the printed form changes. The content and layout of the document window where you enter document information remains the same.

•	You must select a report created with Crystal Reports. See About forms created with Crystal Reports.

About document forms

About forms for change orders, commitments, and commitment change orders

View a printed document form

Letterhead

Create your own forms with Crystal Reports


View a printed document form

To see what the printed output looks like for a document form, you can either:

•	Create a document (Documents menu) and then print it.

•	Open the Construction Sample Data (File > Open Data Folder) and print a transmittal, RFI, submittal, or meeting minute form that is already entered in the sample data.

Change the default form in File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up or change a document form.

About document forms


About document forms

Project Management (PJ) comes with document forms already set up. You do not need to change the default forms unless you want to change the layout or appearance of the printed document.

How to set up or change a document form in Project Management

More information about default forms for:

Drawing History

Meeting minutes

RFIs

Submittals

Transmittals

Change Orders, commitments, and commitment change orders

Note: When you select a different default form, only the printed form changes. The content and layout of the document window where you enter document information remains the same.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

View a document form

Letterhead


About RFI forms

•	Default forms for RFIs are set up in PJ: File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up a document form in Project Management.

•	Timberline provides one form for printing RFIs--PJ RFI Form 1 (T) (CR).rpt.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

Letterhead

About document forms


About submittal forms

•	Default forms for submittals are set up in PJ: File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up a document form in Project Management.

•	Timberline provides one form for printing submittals--PJ Submittal Form 1 (T) (CR).rpt.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

Letterhead

About document forms


About transmittal forms

•	Default forms for transmittals are set up in PJ: File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up a document form in Project Management.

•	Timberline provides one form for printing transmittals--PJ Transmittal Form 1 (T) (CR).rpt.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

Letterhead

About document forms


About meeting minute forms
About meeting minutes forms

•	Default forms for meeting minutes are set up in PJ: File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up a document form in Project Management.

•	Timberline provides one form for printing meeting minutes--PJ Meeting Minutes Form 1 (T) (CR).rpt.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

Letterhead

About document forms


About drawing history forms

•	The default form for viewing drawing histories from the Drawing Log window is set up in PJ: File > Data Folder Settings > PJ Settings > Document Forms tab. See Set up a document form in Project Management.

•	Timberline provides one form for drawing history--PJ Drawing History (T) (CR).rpt.

Note: To view a drawing's history, in the Drawing Log window (Documents > Drawing Log), click [image] in the drawing grid.

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

About document forms


About forms for change orders, commitments, and commitment COs

Default forms for change orders, commitments (purchase orders and subcontracts), and commitment change orders (purchase orders and subcontracts) are set up in Job Cost: File > Data Folder Settings > JC Settings > [Forms].

Timberline-provided forms for these documents are created with Crystal Reports and Timberline's Report Designer. For these documents to print automatically when you print a transmittal, you must choose a default form created with Crystal Reports.

Crystal Report forms are installed as the defaults if you are a new user of Job Cost (JC) when you install the 8.0 CD.

If you were already using the JC application before you installed the 8.0 CD, the default forms for change orders, commitments, and commitment change orders are Report Designer forms. You can change them to Timberline-provided Crystal Reports in JC Settings.

Select change order forms

About forms created with Crystal Reports

Where Timberline-provided forms are located

Create your own document forms with Crystal Reports

Letterhead

About document forms


About forms created with Crystal Reports

Timberline forms created with Crystal Reports have a (T) (CR).rpt or (CR).rpt in their name.

•	The (T) indicates that the form is meant to be used when you print documents from the Document menu in PJ or the Task menu in JC. Select these reports as default forms in PJ Settings (see Setup or change a document form). For example, select PJ Transmittal Form 1 (T) (CR).rpt in PJ Settings for printing transmittals from the Document menu.

•	The forms with just a (CR) are designed to be used when you print documents from the Reports menu. Select these reports when you add a report to the Reports menu (Reports > Reports Manager). For example, select PJ Transmittal Form 1 (CR).rpt to print transmittals from the Reports menu.

Notes

•	The Print Selection windows are different in (T) (CR) and (CR) reports.

•	Forms for change orders, commitments, and commitment change orders are created with either Crystal Reports or Timberline's Report Designer. See About forms for change orders, commitments, and commitment change orders

Where Timberline-provided forms are located

Create your own forms with Crystal Reports

About document forms


Where Timberline-provided forms are located

Document	Where you set up or change the default form
Drawing history, meeting minute, RFI, submittal, and transmittal	Project Management: File > Data Folder Settings > PJ Settings > Document Forms tab
Change order, commitment, and commitment change order	Job Cost: File > Data Folder Settings > JC Settings > [Forms]

Where Timberline-provided forms are physically located:

Reports used as forms are stored in the Report folder located either in the folder where you installed Timberline application files or in the Accounting folder within the Timberline application folder. You can see the location of your application folder listed at the top of the Additional Information window (Help > About Project Management > [Additional Information]).

For drawing history, meeting minutes, RFIs, submittals, and transmittals, the file name starts with PJ and ends with (CR).rpt; for example, PJ Transmittal Form 1 (CR).rpt. See About forms created with Crystal Reports.

For commitment, commitment change orders, and change order forms, the file name starts with JC. See About forms for change orders, commitments, and commitment change orders.

If you create your own forms, they may have other file extensions and naming conventions.

About document forms

Create your own forms with Crystal Reports

Set up or change a document form in Project Management


Create your own document forms with Crystal Reports

Project Management document forms are created with Crystal Reports. You can create your own forms or revise the content of the Timberline-provided files with Crystal Reports Professional Edition. To find out which version of Crystal Reports is currently compatible with Timberline software, check the Other Requirements section of the Resource and Installation Guide. This is located in a .pdf file with the same name in Help > Documents.

If you revise an existing Timberline-provided report, it is recommended that you give it a different name so it does not get overwritten when you do software upgrades.

For more information on creating your own forms with Crystal Reports, see the Crystal.pdf file. It contains a document titled "Crystal Reporting: Using Crystal Reports with Timberline Software," and it is intended for experienced Crystal Reports users.

You can access the Crystal.pdf file several ways:

•	Use Windows Explorer to open the Documents folder on the Timberline CD.

•	When you install Timberline software, in the Timberline Office installation window, click "Browse Documents" at the bottom of the window.

•	After you install the software, from any application select Help > Documents.

About document forms

Set up or change a document form in Project Management


Error Messages


Document Form Required

One or more document forms are blank. You must enter a document form for each document listed on the window. (PJ0802)

Enter the Crystal report you want to use or click [image] to select a Report design. Crystal Report document forms from Timberline have a "(T) (CR).rpt" in their name; for example, PJ Transmittal Form 1 (T) (CR).rpt.


Incorrect file type

The file you selected could not be found or is not a valid Crystal Reports file. (PJ0803)

To see whether you are using a Crystal Reports document form, check the default forms entered in Project Management (File > Data Folder Settings > PJ Settings > Document Forms.) Crystal Report document forms from Timberline have a "(T) (CR)" in their name; for example, PJ Transmittal Form 1 (CR) (T).rpt.

Click [image] on the document forms tab to select an appropriate report with a (T) (CR).rpt extension.

See the Help topic “About document forms”.


Troubleshoot document forms

How do I know whether I am using a Crystal Report document form?

Troubleshoot Project Management


How do I know whether I am using a Crystal Report document form?

Timberline forms created with Crystal Reports have a (T) (CR).rpt or (CR).rpt in their name. The (T) indicates that the form is meant to be used when you print documents from the Document or Task menu in PJ or JC. Forms with just a (CR) in their name are meant to be used when you print documents from the Reports menu. The Print Selection windows are different.

About document forms

About forms created with Crystal Reports

Where Timberline-provided forms are located


Transmittal and general send topics are housed in PJ_Send.doc. All the topics in PJ_Send.doc were given to the JC writer who either used the topics as they were or modified them to work for JC.

Send topics for RFIs, submittals, and custom logs are stored in those specific .doc files


About sending a document or report in Project Management

With the send feature you can quickly send a Project Management report or document. Sending means printing, faxing, or e-mailing.

From the Timberline Sending window within a document or report, you can:

•	Choose which To and Cc recipients to send to.

•	Choose how to send the document or report to each recipient.

•	Send the report or document and its attachments to all recipients at once using the delivery method you selected for each, which may be different.

•	Add attachments such as spreadsheets, text documents, or image files.

Getting started with the send feature--system requirements and defaults

How to send:

•	Transmittals

•	Submittals

•	Send an RFI

•	Meeting minutes

•	Send a drawing

•	Send a custom log

•	Attachments

•	Reports from the Reports menu

•	An e-mail, fax, or print job without attaching a document or file

About the default sender in Project Management

Print with [Print] versus print with [Send]


Print with [Print] versus print with [Send]

Documents that you access from the Project Management (PJ) Documents menu may have both [Print] and [Send] in the document windows. These buttons also appear on the Transmittal window that you open from within another document by clicking [Transmittals].

•	If you just want to print a document, use [Print].

•	If you want to send a document to multiple recipients in various ways (fax, e-mail, or print) at one time, use [Send]. See About sending a document or report in PJ.

Other differences between printing PJ documents with [Print] and [Send]:

Print with [Print] from the Print Selection window	Print with [Send] from the Timberline Sending window
You can print to a file.	You cannot print to a file.
You cannot print a cover page.	You can print a cover page.
You can change the number of copies to print.	You cannot change the number of copies to print.
You cannot print attachments.	You can print attachments.
Note: You can also print a document by opening its form from the Reports menu (PJ: Reports). From here, you can also print to a file and change the number of copies to print, but you cannot print a cover page.

Print a custom log

Print an RFI

Print a submittal

Print meeting minutes

Print drawing log reports

Different ways to print a transmittal


Different ways to print a transmittal

•	If you want to print copies of a transmittal for some or all recipients, click [Print] in the Transmittal window. See Print a transmittal.

•	You can also print copies of a transmittal and its items for some or all recipients from within the Timberline Sending window. Click [Send] in the Transmittal window. See Send a transmittal.

The send feature is most commonly used when you send a transmittal and its items to recipients by various delivery methods (fax, e-mail, and print) all at one time.

•	You can print a transmittal from the Project Management Reports menu.

From here, only a copy of the transmittal itself prints. Its items do not print. See Print a transmittal from the PJ Reports menu.

Create a transmittal

Print with [Print] versus print with [Send]


Print a transmittal from the PJ Reports menu

You can print just the transmittal itself from the Project Management Reports menu. When you print a transmittal from here, its items do not print.

  1	From the Reports menu, select Transmittals. Choose a transmittal form from the menu.

  2	In the Transmittal - Print Selection window, enter the job number and transmittal number that you want to print.

  3	Click [Start] to print one copy of the transmittal.

Notes

•	In the Transmittal - Print Selection window, you can click [Printer Setup] to change the number of copies to print.

•	The printed transmittal includes all To and all Cc recipient names that were entered in the Transmittal window but no addresses.

Different ways to print a transmittals

Print with [Print] versus print with [Send]

Create a transmittal


Print a transmittal

You can print copies of a transmittal for some or all recipients. Transmittal items such as RFIs or submittals are printed. Attachments are not printed using this method.

  1	If you are creating a new transmittal and are ready to print it, in the Transmittal window, click [Print] to open the Transmittal - Print Selection window. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

If you need to open an existing transmittal, see Find a transmittal. When the transmittal is displayed in the Transmittal window, click [Print].

  2	If you want to print a copy of the transmittal for all recipients entered on the transmittal, in the Transmittal - Print Selection window click [Start]. A copy for each recipient prints, and you are returned to the Transmittal window.

  3	If you want to print copies for only some recipients, in the Transmittal - Print Selection window click [Select] to open the Transmittal Contacts - Range Selection window.

  4	From the list, select the contacts you want to send the transmittal to. See Different ways to select items from a list. When your selections are highlighted, click [OK] to return to the Transmittal - Print Selection window. Notice that [Select] now has stars--[*Select*]--to indicate that you made a selection.

  5	Click [Start] to print the transmittal for the selected recipients and return to the Transmittal window.

Notes

•	In the Transmittal - Print Selection window, you can click [Print Preview] to preview the transmittal before you print it.

•	In the Transmittal - Print Selection window, you can click [Printer Setup] to change the printer, its properties, or other print settings such as the number of copies to print.

•	Printing attachments in Project Management

•	How recipient names and addresses appear on the transmittal itself

About transmittal forms

Which items are printed or sent when you print or send a transmittal

Number of copies printed or sent when you print or send a transmittal

Different ways to print a transmittal

Print with [Print] versus Print with [Send]

File names for transmittals that you print to a file


Send a transmittal

Overview

To print, fax, or e-mail a transmittal and its items:

  1	If you are creating a new transmittal and are ready to send it, in the Transmittal window, click [Send] to open the Timberline Sending window. Before the window opens, you may receive a message asking you to save the transmittal changes. Click [Yes].

If you need to open an existing transmittal, see Find a transmittal. When the transmittal is displayed in the Transmittal window, click [Send].

  2	In the Timberline Sending window, accept the prefilled entry in From or enter the sender of the transmittal. This prefills from the Send Settings window. See About the default sender in Project Management.

  3	Accept the prefilled computer system date in Cover page date or change it. This date appears on cover pages for faxes and print jobs if you select cover page options in the Send Settings window. See Set up default cover page.

  4	How to enter information in the Timberline Sending grid

  5	Enter a subject and message. Subject prefills with the transmittal number and subject from the Transmittal window, which you can change as needed. The subject and message are included in e-mails and in fax and print cover pages if you selected the cover page option in the Send Settings window.

  6	The Attachments list prefills with the transmittal itself and its items from the Transmittal window. See Which items are sent when you send a transmittal. The items you see in the Attachments list are sent to all recipients.

  7	In the Timberline Sending window, click [Send] and the transmittal and its attachments are sent to recipients using the delivery method you selected for each of them. You are returned to the Transmittal window. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes:

•	How transmittals are addressed for recipients

•	If Printer, E-mail, or Fax does not appear in the Send via column in the Timberline Sending window, see System requirements for the send feature.

•	Attachments that you create by clicking [Attachments] in the Transmittal window are intended for internal use. They are not listed in the Attachments box in the Timberline Sending window, and they are not printed or sent when you print or send a transmittal.

More information


How to enter information in the sending grid for transmittals

The grid in the Timberline Sending window displays the names of recipients who receive the transmittal (and its items) and the document delivery method for each.

  1	All To and Cc recipients entered for the transmittal in the Transmittal window prefill in the rows of the grid in the Timberline Sending window.

  2	If you want to send the transmittal to only some of its recipients, you can remove recipients from the grid. See Remove a recipient.

  3	To send the transmittal and its items to other recipients not entered in the Transmittal window, enter their information in the grid. Click [image] to select a person or company from the Contact Selection List window.

  4	For Send via--Accept the prefilled entry or select the transmittal delivery method for the recipient. This prefills with the default you set up for the recipient in Project Management or Address Book (Setup > Person or Setup > Company). Options are Printer, E-mail, or Fax.

  5	For Destination--Accept the prefilled entry or click [image] to open the Edit Destination window and enter a printer, fax, or e-mail destination for the recipient.

•	If Send via is Printer, in the Edit Destination window, select a printer from the drop-down list of printers attached to your computer.

•	If Send via is E-mail and the recipient has an e-mail address entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this e-mail address prefills as the destination. If an e-mail address does not prefill, enter one in the Edit Destination window.

•	If the Send via is Fax and the recipient has a fax number entered on its setup in Project Management or Address Book (Setup > Person or Setup > Company), this fax number prefills as the destination. If a fax number does not prefill, enter one in the Edit Destination window.

Return to the Send a transmittal topic

Notes

•	How recipient names and addresses appear on the transmittal itself

•	How an e-mail is addressed for each transmittal recipient

•	How a cover page is addressed for each transmittal recipient

•	Recipients added to the sending grid that are not on the transmittal itself

•	Example of how transmittal are addressed


How recipients appear on a transmittal

When you fax, e-mail, or print a transmittal using [Print] or [Send], the names and addresses that appear on the transmittal itself are based on the following:

Each To recipient entered in the Transmittal window receives a personalized copy of the transmittal that includes:

•	Only his or her name and address in the To area. If you have more than one To recipient on a transmittal, each To recipient receives a transmittal that contains only his or her name and address in the To area.

•	All Cc recipient names (no addresses) in the Cc area.

Each Cc recipient entered in the Transmittal window receives a transmittal that includes:

•	The To recipient's name and address in the To area if one To recipient is entered in the Transmittal window.

All To recipient names without their addresses if more than one To recipient is entered in the Transmittal window.

•	All Cc recipient names (no addresses) in the Cc area.

Notes

•	When you print a transmittal from the Project Management Reports menu, only one transmittal prints and it not personalized. It includes all To and all Cc recipient names that were entered in the Transmittal window (but no addresses). See Print a transmittal from the PJ Reports menu.

•	Which address appears on a transmittal

•	How an e-mail is addressed for each transmittal recipient

•	How a cover page is addressed for each transmittal recipient

•	Recipients added to the sending grid that were not entered on the transmittal itself

Send a transmittal

Set up a default cover page

Example of how transmittals are addressed


Which address appears on a transmittal

The recipient’s address that appears on a printed, faxed, or e-mailed transmittal is the first one found in the following list:

If the To recipient is a person contact:

  1	Business address from the Person Setup window.

  2	Street address from the Company Setup window for person’s associated company.

  3	Remittance address from the Company Setup window for the person’s associated company.

If the To recipient is a company contact:

  1	Street address from the Company Setup window.

  2	Remittance address from the Company Setup window.

Notes

•	You can access the Person and Company Setup windows from either the Project Management or Address Book Setup menus (Setup > Person or Setup > Company).

•	Addresses for Cc recipients are not included on a transmittal.

•	For printed transmittals, the above applies only for those printed using [Print] or [Send]. When you print a transmittal from the Reports menu, the transmittal includes all To and all Cc recipient names that were entered in the Transmittal window but without their addresses. See Print a transmittal from the Reports menu.

How recipient names and addresses appear on the transmittal itself

Create a transmittal

Send a transmittal

Different ways to print a transmittal

Set up a person contact

Set up a company


Which items are sent when you send a transmittal

When you send a transmittal, in addition to the transmittal itself, the items entered in the transmittal item grid are printed, faxed, or e-mailed, based on their document type and document form.

Transmittal items that are sent when you send a transmittal are listed below. They appear in the transmittal grid in the Transmittal window with the Printed check box selected. When you click [Send] in the Transmittal window, transmittal items that are sent appear in the Attachments list of the Timberline Sending window.

Document type	Printed, faxed, or e-mailed when you send a transmittal?
Change order	Only if a Crystal Reports design is used as the document form.
Commitment	Only if a Crystal Reports design is used as the document form.
Commitment CO	Only if a Crystal Reports design is used as the document form.
Drawing	No. Drawings are listed on the transmittal, but no electronic form of a drawing (drawing file) is sent.  Drawing attachments are sent if you selected the Include document attachments when sending check box in File > Data Folder Settings > PJ Settings.
Meeting Minutes	Yes
RFI	Yes
Submittal	A submittal is sent if you select the Printed check box [image] in the submittal's row.
Attachments	Attachments are sent if you selected the Include document attachments when sending check box in File > Data Folder Settings > PJ Settings.

Notes

•	The above applies when you print a transmittal using [Send].

•	When you print a transmittal from the Reports menu, a copy of the transmittal itself prints but not its items. See Print a transmittal from the PJ Reports menu.

•	When you print a transmittal using [Print], the transmittal itself and any PJ documents included as transmittal items are printed. Attachments are not printed. See Print with [Print] versus print with [Send].

•	You can add and remove attachments in the Timberline Sending window. See Sending attachments in Project Management.

•	Attachments that you create by clicking [Attachments] in the Transmittal window are intended for internal use. They are not listed in the Attachments box in the Timberline Sending window, and they are not printed or sent when you print or send a transmittal.

•	Number of copies sent when you send a transmittal

About document forms

Create a transmittal

Add an item to a transmittal

Delete a transmittal item

Send a transmittal


Number of copies sent when you send a transmittal

When you print, fax, or e-mail a transmittal, each recipient entered in the grid in the Timberline Sending window receives the following:

•	One copy of the transmittal itself.

•	One copy of each transmittal item. See Which items are sent when you send a transmittal.

Notes

•	When you print a transmittal from the Reports menu, a copy of the transmittal itself prints but not its items. See Print a transmittal from the PJ Reports menu.

•	When you print a transmittal using [Print], the transmittal itself and any PJ documents included as transmittal items are printed. Attachments are not printed. See Print with [Print] versus print with [Send].

•	The number of copies entered in the transmittal item grid in the Transmittal window does not affect how many copies of the transmittal items are actually sent. The number of copies in the transmittal item grid represents how many copies you plan to send. It represents the real items you send with the transmittal, such as samples, maps, pictures, or prints.

Send a transmittal

Different ways to print a transmittal


How an e-mail is addressed for each transmittal recipient

E-mails are personalized for each To and Cc transmittal recipient entered in the Timberline Sending window as follows:

•	Each To recipient entered in the Timberline Sending grid receives an e-mail with only his or her name in the To box of the e-mail. No other To or Cc recipients are included on the e-mail.

•	Each Cc recipient entered in the Timberline Sending grid receives an e-mail with only his or her name in the Cc box of the e-mail. No other To or Cc recipients are included on the e-mail.

Example of how transmittals are addressed

How recipients appear on the transmittal itself

Send a transmittal

How to enter information in the Timberline sending grid for transmittals


How a cover page is addressed for each transmittal recipient

When you fax or print a transmittal, if you are using cover pages, all To and Cc contacts entered in the Timberline Sending window receive a personalized cover page with their names and addresses in the To area.

Cover pages are addressed as follows:

For each To recipient entered in the Transmittal Sending window, the cover page includes:

•	Only his or her name and address in the To area. If you have more than one To recipient in the Timberline Sending window, each To recipient receives a cover page with only his or her name and address in the To area.

•	No Cc recipients. The Cc area of the cover page is blank.

For each Cc recipient entered in the Transmittal Sending window, the cover page includes:

•	Only his or her name and address in the To area. If you have more than one Cc recipient in the Timberline Sending window, each Cc recipient receives a cover page with only his or her name and address in the To area.

•	Only his or her name appears in the Cc area. If you have more than one Cc recipient in the Timberline Sending window, each Cc recipient receives a cover page with only his or her name in the Cc area.

Example of how transmittals are addressed

Send a transmittal

How to set up a default cover page


Recipients added to the sending grid that are not on the transmittal itself

When you add recipients to the grid in the Timberline Sending window who are not on the transmittal itself (in the Transmittal window), the following applies:

•	These recipients are not added to the transmittal document itself.

•	These recipients, whether they are entered as a To or Cc recipient in the sending grid, receive a transmittal that is addressed the same as one for Cc recipients on the transmittal itself. See How recipients appear on a transmittal.

•	These recipients are not added to any of the transmittal logs that you can print from PJ: Reports > Transmittals. If you want them to appear on transmittal logs, you must add them as To or Cc recipients in the Transmittal window.

•	E-mails and cover pages are addressed for these recipients the same way as they are for To and Cc recipients on the transmittal itself. See How an e-mail is addressed for transmittal recipient and How a cover page is addressed for a transmittal recipients.

How to enter information in the sending grid for transmittals

Send a transmittal

Example of how transmittals are addressed


Example of how transmittals are addressed

Example of how a transmittal, an e-mail, and a cover page are addressed for each recipient entered in the Timberline Sending window:

In the Transmittal window, you enter:

•	To = A and B

•	Cc = C

In the Timberline Sending window:

•	A, B, and C prefill from the Transmittal window.

•	You enter D as a To recipient and E as a Cc recipient.

Recipient in the Sending window	Transmittal itself	E-mail	Cover pages (fax or print job)
A  (To)	To: A's name & address Cc: C's name	To: A  Cc: None	To: A's name & address Cc: None
B  (To)	To: B's name & address Cc: C's name	To: B Cc: None	To: B's name & address Cc: None
D  (To)	To: A & B's names Cc: C's name	To: D Cc: None	To: D's name & address Cc: None
C  (Cc)	To: A & B's names Cc: C's name	To: None Cc: C	To: C's name & address Cc: C's name
E  (Cc)	To: A & B's names Cc: C's name	To: None Cc: E	To: E's name & address Cc: E's name

Note: A, B, C, D, and E represent a person or company contact.

Send a transmittal

Print a transmittal

How recipient names and addresses appear on a transmittal itself

How an e-mail is addressed for each transmittal recipient

How a cover page is addressed for each transmittal recipient


About the default sender in Project Management

When you enter a contact in From (default sender) in the Send Settings window, you are setting up a default sender for yourself as a Microsoft Windows user. For example, if three people in your office use Timberline software, each one enters his or her name in From (default sender) when each is logged on to the system using his or her Windows user name. This enables individual users to appear as the sender of Project Management (PJ) documents. If you are working on someone else's computer and have not logged on to the system using your Windows user name, the other user's name is used for the default sender.

In addition to prefilling in the Timberline Sending window, the contact entered in From (default sender) prefills in PJ documents such as transmittals in the From field and RFIs in the Submitted by field.

Notes

•	You must choose a default sender from the Contact Selection List window, so you need to set yourself up as a person in PJ or AB: Setup > Person.

•	You can access the Send Settings window by clicking [Send Settings] in the Timberline Sending window or selecting Send Settings from the File menu.

•	From (default sender) is also used to determine submittal Held by. See How Held by is determined for submittal reports and inquiries.

How to set up a default sender


Sending attachments in Project Management

The attachments feature on the Timberline Sending window lets you e-mail, fax, or print files such as a Microsoft Word document, an Excel spreadsheet, or an image file from within the Timberline Sending window.

  1	From within a PJ document, click [Send], or open File > Send.

  2	Click [Add Attachments] in the Timberline Sending window.

  3	Browse to and select the appropriate file in the Add Attachments window. Click [Attach].

  4	Click [Send].

Notes:

•	One copy of each file listed in the Attachments box is printed, faxed or e-mailed to each recipient.

•	To automatically e-mail, fax, or print attachments from RFIs, submittals, meeting minutes, drawing logs, and transmittal items when sending these documents, select Include attachments with documents when sending in File > Data Folder Settings > PJ Settings > General tab.

Include document attachments on transmittals

Add an attachment to a transmittal

Printing attachments in Project Management


Printing attachments in Project Management

You can print attached files in the following ways in Project Management:

•	Click [Attachments] > File Links tab in the document window. Double-click the attachment's icon to open it. Select File > Print.

•	You can print files which appear in the Attachments list in the Timberline Sending window if the Send Method is set to Printer.

Notes:

•	Files you add to a PJ document using the [Attachments] feature do not print when you click [Print].

•	Notes you included on the Notes tab are meant for internal use and do not print.


Help writer notes:

This file contains all the What's This topics for Project Management (PJ) Job Setup windows and tabs. Job Cost (JC) Help needs this file because the PJ Job Setup window is accessed in JC: Tasks in Change Orders, Commitments, and Commitment Change Orders when you click [Transmittals]. You can quick-add a PJ job in the Transmittal window.

Also stored in this file is a PJ troubleshooting topic also shared with JC -- Correct a job entered in PJ and JC with different numbers.


What's This for Job Setup window buttons in the right side of the window (Buttonville):


[New]

Clears the contents of the Job Setup window so you can set up a new job.


[Renumber Job]

Opens the Renumber Job window where you can change this job's number if it is not released to accounting.


What's This for Renumber Job window:


Old number

Displays the current number or ID for this job.


New number

Enter a new number or ID for this job.


Renumber Job window

Use to change the current number of a job to a new number.

You can renumber a job only if it has not been released to accounting. New job numbers replace old job numbers on existing documents in Project Management.

Release a job to accounting


For the Renumber Job window:

[OK] = 133_1  (0x0850001) = 551_1

[Cancel] = 133_2  (0x00850002) = 551_557

[Help] = 133_9  (0x0850009) = 551_9

These are aliased to topics in Transmittals.doc


What's This for Job Setup window buttons in the right side of the window (Buttonville):


[Find]

Opens the Find Job window where you can select a job. The list includes all jobs entered in Project Management (PJ) and Job Cost (JC) with a status of Unstarted, In progress and Closed.

If you use record security, the list may contain only jobs for which you have security access.

Jobs entered in JC before you installed PJ are not included in this list. To learn how to add them, see "Add Job Cost jobs to Project Management" in Help > Help Topics > Index tab.


Topics for the Find Job window are located in Transmittals.doc because JC Help shares Transmittals.doc.


What's This for Job Setup window buttons (Buttonville):


[Prev]

Opens the previous job. Jobs are listed in numerical and then alphabetical order.


[Next]

Opens the next job. Jobs are listed in numerical and then alphabetical order.


[Save]

Saves entries and changes you made to this job during this entry session.


[Cancel] = 551_557 (0x0227022D). This same ID is used in other places in PJ.This topic is stored in Transmittals.doc.


[Delete]

Deletes this job permanently.


What's This topics for [Attachments] and [Help] are located in Transmittals.doc.


Close

Closes the Job Setup window. If you made entries or changes during this session, you receive a message asking if you want to save them before closing the window.


What's This help for Job Setup > General tab:


Number

Enter a number or ID to identify a new job you are setting up. The number of characters you enter must match the job format you set up for the JC Job field in Custom Descriptions (File > Data Folder Settings). If you enter an incorrect format and cannot proceed, check the status bar at the bottom of the window for the correct job format.

To open an existing job, type its number here, or click [Find] to select from a list of all jobs.


Description

Enter a description (up to 30 characters) for this job.

This field also appears on the Job Setup window in Job Cost: Setup > Jobs > General tab. When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Status

•	Prefills with Unstarted.

•	When costs are posted to this job, the status changes to In progress.

•	You must manually select Closed to specify that this job is closed.

•	You can change the status at any time.

Job status helps you track job progress and can be useful when included in reports and inquiries. You can make entries to a closed job.

Status also appears in the Job Setup window in Job Cost: Setup > Jobs > Status tab. When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Security ID

Click [image] to select a person or group that can have access to this job and its documents, inquiries, and reports.

All users who have security to access job setup can enter a security ID in the Job Setup window when they set up a new job. After they save a job, only an unlimited (privileged) operator or one with Change Job Security ID task security (PJ: Tools > Security > Task (operators/groups) > [Set Permissions] > Setup > Jobs) can go back to the job setup and change the security ID.

This same field appears in the Job Setup window in Job Cost: Setup > Jobs > General tab. When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.

This field appears only if you activated record security in Tools > Security > Record. For more information on record security, see the help topic titled "About record security for jobs".


Release to Accounting check box

Select this check box if you want this job to be available in Job Cost (JC) and other applications. When the check box is cleared, the job is available in only Project Management (PJ). The check box does not appear in this window if you do not use JC.

After you select the Release to Accounting check box, the Add New Job window opens. Enter more job information here. When you click [OK] to close the window, you are returned to the Job Setup window, and the Release to Accounting check box is now unavailable. You cannot clear it, and you cannot click [Cancel] to clear the entry session. To learn about another way to undo a job's release, see How can I undo the release to accounting for a job.

When you enter and save a job in JC (Setup > Jobs), it is automatically available in PJ with the Release to Accounting check box selected.

When you enter a job in JC (Setup > Jobs) that has already been set up in PJ but has not been released to accounting, you receive a message asking whether you want to release it to accounting. It then becomes available in JC.

If you use task security, you can access this check box only if you have task security permissions for both PJ and JC job setup.


Type

Enter the type (up to 15 characters) for this job. Some examples are commercial, residential, or industrial. This field can be useful when included on reports and inquiries.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.

The title of this field in Project Management may be different if you changed PJ Type in Custom Descriptions (File > Data Folder Settings). The title of the Type field in Job Cost may be different if you changed it in the Job Setup window (Setup > Jobs > General tab > [Change desc.]).


Market type

Enter the type of market (up to 15 characters) for this job. Some examples are government, hospital, or telecom. This field can be useful when included on reports and inquiries.

The title of this field may be different if you changed PJ Market in Custom Descriptions (File > Data Folder Settings).


Contract amount

Displays the revised contract amount from the Job Cost: Setup > Jobs > Contract Totals tab if this job is released to accounting.

If you are tracking extras and this job has extras, the contract amount is the total of the revised contract amounts on the Contract Totals tab and the Contract Totals (Extras) tab in Job Cost: Setup > Jobs.


Job size

Enter the size (up to nine characters) of this job. The number you enter can represent whatever unit of measure you need, such as sq. ft., yards, or miles. Enter the unit of measure in Unit desc below. Use this field for calculations and reporting purposes.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Unit desc.

Enter the description (up to six characters) of the unit of measure used in the Job size field.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Estimated start date

Enter the date you think the project will start. You can click [image] to open a calendar and select a date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Estimated completion date

Enter the date you think the project will end. You can click [image] to open a calendar and select a date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Estimated duration

Accept the prefilled value or enter the estimated duration in days for this job. It prefills with the number of days between the estimated start date and the estimated completion date.

If the estimated completion date comes before the estimated start date, Estimated duration remains blank. After the estimated duration has been calculated, it recalculates only if you remove the amount entered in Estimated duration before you change the estimated start or completion dates.


Revised start date

If the estimated start date changes, you can enter a revised start date here. Click [image] to open a calendar and select a date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Revised completion date

If the estimated completion date changes, you can enter a revised completion date here. Click [image] to open a calendar and select a date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Revised duration

Accept the prefilled value or enter the revised duration in days for this job. It prefills with the number of days between the revised start date and the revised completion date.

If the revised completion date comes before the revised start date, Revised duration remains blank. After the revised duration has been calculated, it recalculates only if you remove the amount entered in Revised duration before you change the revised start or completion dates.


Actual start date

Accept the prefilled date or enter a start date for this job. This date prefills with the transaction date of the first cost entry posted to this job if this field is blank and the status of the job is Unstarted. You can click [image] to open a calendar and select another date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Actual completion date

Enter the date the job is completed. You can click [image] to open a calendar and select a date.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Status tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Actual duration

Accept the prefilled entry or enter another number. This prefills with the number of days between the actual start date and the actual completion date.

If the actual completion date comes before the actual start date, Actual duration remains blank. After the actual duration has been calculated, it recalculates only if you remove the amount entered in Actual duration before you change the actual start or completion dates.


What's This topics for the Job Setup Site/Contacts tab:


Address

Enter a one- or two-line address (up to 30 characters for each line) for the location or mailing address of the job. The address entered here prefills on an invoice when you use Quick Bill invoicing in the Billing application.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Address line two is aliased to the Address topic above.


City

Enter the city (up to 30 characters) for this address.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting. In Job Cost this field has only 15 characters, so if you enter more than 15 characters here, only 15 will be viewable in Job Cost.


State/Province

Enter the state or province (up to four characters) for this address.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Postal code

Enter the zip or postal code (up to 10 characters) for this address.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > General tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Phone

Enter a telephone number (up to 15 characters) for this job.

The title of this field may be different if you changed PJ Phone in Custom Descriptions (File > Data Folder Settings).

This field also appears in the Job Setup window in Job Cost (JC). It is the first phone listed in JC: Setup > Jobs > General tab. The title may be different if you changed it by clicking the field and then clicking [Change desc.] in the JC Job Setup window. When you make and save an entry in this Phone field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Fax

Enter a fax number (up to 15 characters) for this job.

The title of this field may be different if you changed PJ Fax in Custom Descriptions (File > Data Folder Settings).

This field also appears in the Job Setup window in Job Cost (JC). It is the second phone listed in JC: Setup > Jobs > General tab. The title may be different if you changed it by clicking it and then clicking [Change desc.] in the JC Job Setup window. When you make and save an entry in Fax in one application, it is copied to its matching field in the other application if the job is released to accounting.


Misc. Phone

Enter a miscellaneous phone number (up to 15 characters) for this job.

The title of this field may be different if you changed PJ Misc Phone in Custom Descriptions (File > Data Folder Settings).

This field also appears in the Job Setup window in Job Cost (JC). It is the third phone listed in JC: Setup > Jobs > General tab. The title of the field may be different if you changed it by clicking the field and then [Change desc.] in the JC Job Setup window. When you make and save an entry in Misc. Phone in one application, it is copied to its matching field in the other application if the job is released to accounting.


What's This for the Job contact grid:


Contact

Click this cell and enter a company or person associated with this job. See Ways to enter a contact.

When you are in an RFI, submittal, transmittals, and custom log document (PJ: Documents menu), after you enter a job, only contacts specifically entered as job contacts for that job are displayed in the drop-down list for contact fields, such as To and Cc. This job-filtered list may help you more easily find and enter the right contacts during document entry. When you create a document, you also have the option of entering a contact that is not on the job contact list for that job. That contact is automatically added to the job contact list in the Job Setup window.


Ways to enter contact

•	Click [image] to select from a list of person and company contacts.

•	Click [image] to open the Contact Selection List window where you can choose a contact from a list of person, company, or company and person contacts.

•	Type a new contact (up to 64 characters) directly in the cell. It will be added to this job's contact list and to the person or company setup in Project Management (Setup menu) and Address Book (Setup menu).


7/19/02: Need to check whether these notes are still accurate.

Drop-down icon: What's This ID is missing in the PJ.hm file. Also engineering has to correct the ID that is accessed via the What's This icon to match the right-click ID. Tracker 54735 is entered. Since this topic is shared throughout PJ, it is in the Transmittals.doc and is aliased.

AB Binoculars icon:  What's This ID should be 0x0434006B (right-click). This isn't in the PJ.hm file yet and when you access it via the What's This icon from the toolbar, it incorrectly links to the Contact cell What's This. Tracker 54735 was entered to change the What's This ID to 0x0434006B and add it to the PJ.hm file.


Title

Accept the prefilled value or enter another title (up to 20 characters) for this contact. Prefills with Job title from Setup > Person if the contact entered in this grid is a person (not a company). Changes you make to the prefilled entry apply to only this job contact list and are not updated to the person setup.


Role

Enter the role of this contact. Click [image] to select one from the drop-down list.

You can assign the following roles to only one contact in the Job contact grid:

• Project manager	• Superintendent
• Accounting (Primary)	• Owner (Primary)
• GC (Primary)	• Architect (Primary)

All other roles can be assigned to more than one contact in the grid.

You can enter the Project manager role for your company's project manager.

You can customize the role list by selecting PJ Role in Custom Descriptions (File > Data Folder Settings).


Phone

Accept the prefilled value or enter another phone number for this contact. It prefills with Primary phone from Setup > Company if this contact is a company. It prefills with the Business phone from Setup > Person if the is contact is a person. Changes you make to the prefilled entry apply to only this job contact list and are not updated to company or person setup.


Fax

Accept the prefilled value or enter another fax number for this contact. It prefills with Primary Fax from Setup > Company if this contact is a company. It prefills with Business Fax from Setup > Person if this contact is a person. Changes you make to the prefilled entry apply to only this job and are not updated to the company or person setup.


Spec. section

Enter a specification section (up to 15 characters) for this contact. Click [image] to select one from the drop-down list. If you enter a new spec. section, it is added to only this contact and is not updated to the spec. section list in Setup > Spec. section.


Job

If this contact uses a number or ID that is different from your number or ID for this job, enter the contact's matching job number (up to 20 characters) here. For example, you refer to a job as 01-123 while the architect refers to this same job as job 974.


[Distribution Lists]

Opens the Distribution List window where you can create distribution lists for a job.


What's this for the Distribution List window:


Name

Enter the name or ID (up to 50 characters) to identify this distribution list. You can return to this field and change the name of a distribution list after you save it.


Members

Displays the members you have selected for the distribution list entered in the Name field above.


[New]

Clears the Distribution List window so you can create a new distribution list.


[Find]

Opens the Contact Selection List window where you can select a distribution list name from a list of all distribution list names created.


[Save]

Saves the distribution list displayed in the Distribution List window.


[Delete]

Deletes the distribution list displayed in the Distribution List window.


[Select Members]

Opens the Contact Selection List window where you select contacts to add or remove from this distribution list.


[Remove Member]

Removes the selected member from this distribution list.

Warning: When you click [Remove Member], a selected contact in the Members list is immediately deleted from the distribution list. A member is selected if it is highlighted or if a pointer [image] appears to the left of the member name.


[Close]

Closes the Distribution List window. If you made entries or changes during this session, you receive a message asking if you want to save them before closing the window.


What's This for [Close] and [Help] in the Distribution List window is in the Common_PJ.doc.


What's This for Scope/Documents tab


Scope of work

Enter the scope of work (up to 1000 characters) to be performed on this job. This can be useful when included on reports and inquiries.

This field also appears in the Job Setup window in Job Cost (Setup > Jobs > Scope tab). When you make and save an entry in this field in one application, it is copied to its matching field in the other application if the job is released to accounting.


Submittals--Copies to send

If you would like a number to prefill in Copies to send when you create a submittal for this job, enter that number (up to 99) here. In a submittal document, you can change this prefilled number as needed. This represents the number of submittal copies or physical samples to send.


Submittals--Copies to forward

If you would like a specific number to prefill in Copies to forward when you create a submittal for this job, enter that number (up to 99) here. In a submittal document, you can change this prefilled number as needed. This represents the number of submittal copies or physical samples to forward.


Submittals--Sent to

If you would like a contact to prefill in Sent to when you create a submittal for this job, enter the contact's name. See Ways to enter a contact.

In a submittal document, you can change the prefilled Sent to contact as needed.


Ways to enter a contact

•	Click [image] to select from job contacts entered on Site/Contacts tab of the Job Setup window. This list is empty if you have not set up job contacts.

•	Click [image] to select a contact from the Contact Selection List window. You can choose to view a list of job, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for this job, it is added to the job's contact list on the Site/Contacts tab of the Job Setup window.

•	Type a new contact (up to 64 characters). It is added to the job's contact list (Site/Contacts tab in the Job Setup window) and to the person or company setup in Project Mangement (Setup menu) and Address Book (Setup menu).


The above topic is used for both Submittals--Send to and RFIs -- To.


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the Sent To field.


RFIs--Days to respond

Enter the number of days (up to 999) that you want to use to calculate Required Date on an RFI (Documents > RFIs) for this job. The number of days to respond is added to the RFI Date (your computer's system date) in the RFI window.

In an RFI document you can change the prefilled Required Date as needed.


RFIs--To

If you would like a contact to prefill in To when you create an RFI for this job, enter the contact's name. See Ways to enter a contact.

In an RFI document, you can change the prefilled To contact as needed.


Opens the Address Book Contact Selection List window. Select the name of the contact you want in the To field.


What's This for Custom fields window:


Custom field

Enter or change information in this custom field. This field appears on this tab because you set it up in File > Data Folder Settings > Custom Fields.


The Job Attachments window is using Help topics from TSSTD Gumby.doc (buttons and field What's This and window [Help]).

Also, Custom Field setup in File > Date Folder Settings > Custom Fields is provided in the shared TSSTD Gumby.doc.


JC Help doesn't need these topics. It has its own topics for this issue.


File names for PJ documents that you print to a file

When you print a Project Management document to a file (.rtf, .pdf, .doc, .xls, .txt, or .htm), a portion of its file name is automatically created, and the file name is formatted as described below.

How file names are assigned for:

Transmittals   Transmittal items

RFIs

Submittals

Change Orders

Commitments

Commitment Change Orders

Meeting Minutes

Notes

•	This file naming method is used only when you print a document from the Project Management Documents menu or the Contract Control menu. It does not occur when you print documents from the Reports menu.

•	When the system formats the file name, the following characters from the job number, document number, and document description are replaced with a hyphen (-):

\	"
/	<
:	>
*	|
?	.
•	You see the automatic naming and formatting only when you view the file in Windows Explorer or in the Print File Selection window (File > Printouts).

•	The file name you enter in the print file selection window has a size limitation. For more information, see Size limitation for file names when you print to file.

Print with [Print] versus print with [Send]


Size limitation for file names when you print to file

When you print a Project Management document to a file, the path to the folder where you save the file is included in the 255-character limit for the file name. If the file name you choose is long or you save the document in a folder within numerous sub-folders beneath your root directory, you may exceed the 255-character file name limit.

When this happens you receive an error message in the print file selection window. You need to repeat the steps to print to file, and either enter a shorter file name or change the location where you are saving the file so the complete name fits within the 255-character limit.

Note: This file name size limitation applies only when you print documents from a document window using [Print].

File names for PJ documents that you print to a file


File names for transmittals that you print to a file

When you print a transmittal to a file using [Print] in the Transmittal window, individual files are created for each To recipient, and one file is created for all Cc recipients. The name that the system assigns for each file includes the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	"Trans"

  3	Job number

  4	Transmittal number

  5	"TO" (for each To recipient's file) and "CC" (for the Cc recipient file)

  6	To recipient's name (only for each To recipient's file)

  7	Date

  8	Time

Example:

You want to print Transmittal number 15 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	Transmittal 15's job number is 00-888.

•	To contacts are David Watkins and Tom McCoy. Cc contacts are John Darby and Susan Miller.

•	The date is 7/05/03, and the time is 2:30 p.m.

Files created:

•	My Report-Trans-00-888-15-TO-Watkins;David-07-05-03-14-30-00.pdf

•	My Report-Trans-00-888-15-TO-McCoy;Tom-07-05-03-14-30-00.pdf

•	My Report-Trans-00-888-15-CC-07-05-03-14-30-00.pdf

•	One file is created for each transmittal item included with the transmittal. See File names for transmittal items that you print to a file

Note: A file is created for each To recipient unless you limit the recipients by clicking [Select] in the Transmittal - Print Selection window.

Return to File names for PJ documents that you print to a file

Different ways to print a transmittal


File names for transmittal items that you print to a file

When you print a transmittal to a file using [Print] in the Transmittal window, one file is created for each transmittal item. The file name that the system assigns for each item includes the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	Document type for the transmittal item

  3	Document number for the transmittal item

Example:

You want to print Transmittal number 15 that has an RFI item to .pdf files.

•	You enter "My Report" as the file name in the Print File Selection.

•	The transmittal item document type is an RFI and its number is 33.

File name assigned for the transmittal item: My Report-RFI-33.pdf

Return to File names for PJ documents that you print to a file

File names for transmittals

Different ways to print a transmittal


File names for RFIs that you print to a file

When you print an RFI to a file using [Print] in the RFI window, the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	"RFI"

  3	Job number

  4	RFI number

  5	Date

  6	Time

Example:

You want to print RFI number 42 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	RFI 42's job number is 00-888.

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: My Report-RFI-00-888-42-07-05-03-14-30-00.pdf

Return to File names for PJ documents that you print to a file

Print an RFI


File names for submittals that you print to a file

When you print a submittal to a file using [Print] in the Submittal window, the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	"Sub"

  3	Job number

  4	Spec. section

  5	Submittal number

  6	Date

  7	Time

Example:

You want to print Submittal number 9 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	Submittal 9's job number is 00-888.

•	Spec. section is 00600.

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: My Report-Sub-00-888-00600-9-07-05-03-14-30-00.pdf

Return to File names for PJ documents that you print to a file


File names for change orders that you print to a file

For a change order whose default form is created with Crystal Reports, when you print it to a file (.rtf, .pdf, .doc, .xls, .txt, or .htm), the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	"CO"

  3	Job number

  4	Extra (if you have one)

  5	Change order number

  6	Description

  7	Date

  8	Time

Example:

You want to print Change Order number 2 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	Change Order 2's job number is 00-888.

•	Change Order 2's description is "Add fire doors to building."

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: My Report-CO-00-888-2-Add fire doors to building-07-05-03-14-30-00.pdf

Notes

•	This file naming method is used only when you print a change order to a file from the Task menu in Job Cost (JC) or the Contract Control menu in Project Management (PJ). It does not occur when you print a change order to a file from the JC or PJ Reports menu.

•	Default document forms for change orders are set up in Job Cost: File > Data Folder Settings > JC Settings > [Forms].

Return to File names for PJ documents that you print to a file

About document forms


File names for commitments that you print to a file

For a commitment whose default form is created with Crystal Reports, when you print it to a file (.rtf, .pdf, .doc, .xls, .txt, or .htm), the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	Commitment type (PO or SUB)

  3	Commitment number

  4	Commitment description

  5	Date

  6	Time

Example:

You want to print Commitment number 2630 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	Commitment 2630's type is subcontract.

•	Commitment 2630's description is "Skylights."

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: My Report-SUB-2630-Skylights-07-05-03-14-30-00.pdf

Notes

•	This file naming method is used only when you print a commitment to a file from the Task menu in Job Cost (JC) or the Contract Control menu in Project Management (PJ). It does not occur when you print a change order to a file from the JC or PJ Reports menu.

•	Default document forms for commitments are set up in Job Cost: File > Data Folder Settings > JC Settings > [Forms].

Return to File names for PJ documents that you print to a file

About document forms


File names for commitment COs that you print to a file

For a commitment change orders whose default form is created with Crystal Reports, when you print it to a file (.rtf, .pdf, .doc, .xls, .txt, or .htm), the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	Commitment Type ("PO" or "SUB")

  3	"CO"

  4	Commitment number

  5	Commitment change order number

  6	Commitment change order description

  7	Date

  8	Time

Example:

You want to print Commitment change order number 5 to a .pdf file.

•	You enter "My Report" as the file name in the Print File Selection.

•	The commitment number is 2630, and its type is PO (purchase order).

•	The commitment change order description is "Skylight size change."

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: My Report-PO-CO-2630-5-Skylight size change-07-05-03-14-30-00.pdf

Notes

•	This file naming method is used only when you print a commitment change order to a file from the Task menu in Job Cost (JC) or the Contract Control menu in Project Management (PJ). It does not occur when you print a change order to a file from the JC or PJ Reports menu.

•	Default document forms for commitment change orders are set up in Job Cost: File > Data Folder Settings > JC Settings > [Forms].

Return to File names for PJ documents that you print to a file

About document forms


File names for meeting minutes you print to a file

When you print minutes to a file using [Print] in the Meeting Minutes window, the file name that the system assigns is based on the following information:

  1	The file name (text) you enter in the Print File Selection window

  2	"MEETING"

  3	Job number

  4	Type

  5	Meeting number

  6	Date

  7	Time

Example:

You want to print Meeting Minutes to a .pdf file.

•	You enter Minutes as a file name in the Print File Selection window.

•	The job number is 00-888.

•	Type is Subcontractor.

•	Meeting number is 5.

•	The date is 7/05/03, and the time is 2:30 p.m.

File name assigned: Minutes-MEETING-00-888-Subcontractor-5-07-05-03-14-30-00.pdf

File names for PJ documents that you print to a file


Cannot find the print file for a document

Documents you print to a file that are created with Crystal Reports are automatically named by the system if you print to a file from within the document itself (from the Documents menu or Contract Control menu). The name you enter in the Print File Selection window becomes one part of the file name. The complete file name may be different than you expect.

See File names for PJ documents that you print to a file


Help writer notes:

This file contains general PJ topics that apply in many places in PJ.


Welcome to Project Management

Project Management provides project teams a single place to manage documents and contract control for construction projects. With Project Management, you can:

•	Create and track documents, including submittals, transmittals, and RFIs.

•	Create, track, and distribute meeting minutes.

•	Print, e-mail, or fax copies of documents as you create them. From one window you can send a document to multiple recipients by various delivery methods.

•	Track drawings through the design review and distribution process to ensure that the most current drawings are being used on the job.

•	Track project correspondence in the correspondence log.

•	Create custom logs to track whatever job-related information you need.

•	Create contracts, subcontracts, potential change orders, and contract change orders, and then release them to accounting for review, approval, and use.

•	Access contract status, estimates, forecasts, change orders, and cost details.

•	Set up jobs and make them available to accounting when appropriate.

•	Secure job information by groups or individuals--allowing only the appropriate people to access appropriate jobs.

Getting started with Project Management

Project Management: What do you want to do?


Getting started with Project Management

Before you can use Project Management (PJ) you must first open File > Data Folder Settings > PJ Settings. In the PJ Settings window, click [OK] to save and close the window. If you do not do this, you may receive error messages that Document.pjd and Master.pjm files are not found.

If you are a new Timberline user and you have installed Job Cost (JC) but have not yet completed its setup:

In PJ you may receive an error message that the Master.jcm file does not exist. JC setup decisions should be made and implemented in the software before you start making entries in JC and PJ. The SmartStart CD, your Timberline solution provider, or your Timberline consultant can provide complete information for JC setup.

Warning: Before you enter jobs in PJ (Setup > Jobs), be sure you set up the job number format (sections) for the JC job field in JC or PJ: File > Data Folder Settings > Custom Descriptions. This formatting applies to both PJ and JC jobs. Once you set up the format you cannot change it. If you enter jobs before you set up the job number format, you may have to reenter them after you set up the job number format.

Other items to consider before you begin using PJ:

Person and Company Contacts

When you enter a person or company contact on a document, you can select one that is already set up, or you can add a new one when you create a document.

•	Set up a person

•	Set up a company

•	Add a new contact within a document

Address Book

When you set up a person or company contact from the Setup menu in PJ, it is the same as setting one up from the Setup menu in the Address Book (AB) application. The names and information you enter in PJ or AB can be shared across many Timberline applications.

Jobs

•	When you create a document, you must enter a job for it. You can select a job that is already set up, or you can add a new job when you create a document.

Set up a new job

Add a new job within a document

•	How PJ and JC Jobs are related

•	Record security for jobs

•	If you used Timberline's Job Cost (JC) application before you installed PJ, to add JC jobs in PJ, see Add JC jobs to PJ.

Document Forms

PJ comes with document forms already set up. You do not need to change the forms unless you want to change the appearance of a printed document.

About document forms

Prefilling

•	Use last job

•	Drawing log

•	RFIs

•	Submittals

•	Transmittals

Specification Sections

You can add a spec. section to some documents, such as submittals and RFIs. You can choose from Timberline-provided spec. sections, which are standard spec. sections from the Construction Specifications Institute (CSI). You can also add your own spec. sections to the list.

About spec. sections

Customize Field Descriptions

You can change the title of some fields, check boxes, and text in PJ. To determine whether an item can be changed, either check the list of PJ items in File > Data Folder Settings > Custom Fields, or in any window, right-click an item and select What's This to open a Help topic that indicates whether the item can be customized.

Specifying custom descriptions

Customize Lists

For some drop-down lists, such as the Urgency list on an RFI (Documents > RFIs), you can customize the list contents. You can add, delete, or change items on the list. You can also change the default and the order of the items in the list.

Customizing lists

Contract Amounts

You can choose to allow limited entry of contract amounts in PJ.

Allow limited contract amount entry in PJ Enter Misc. Worksheets

Contract Application

You can open Timberline's Contracts application directly from within PJ by selecting PJ: Contract Control > Contracts. See Enter a contract.

Sending (Printing, E-mailing, or Faxing)

You can send documents and attachments from the window where you create them. You can send reports directly from the Reports menu.

•	About sending documents and reports in PJ

•	About sending attachments in Project Management

•	For the send feature to work properly, be sure to review the system requirements necessary for you and your document recipients.

Project Management: What do you want to do?


Using Project Management

What do you want to do?

•	Get started--setup and customization

•	Create documents

o	Meeting minutes

o	RFIs

o	Submittals

o	Transmittals

•	Send documents and reports (print, fax, or e-mail)

•	Logs

o	Enter correspondence in the correspondence log

o	Enter drawings in the drawing log

o	Create a custom log

o	Enter information in a custom log

•	Contract control

o	Enter a contract

o	Enter a change order

o	Enter a commitment

o	Enter a commitment change order

o	Enter an estimate

o	Enter a misc. worksheet

•	Troubleshoot Project Management

How Project Management interfaces with other applications

File types in Project Management


Enter a contract

To set up a contract, open the Contracts (CN) application within Project Management by selecting Contract Control > Contracts.

For more information on how to set up a contract, in the CN, check the topics in CN: Help > Help Topics > Contents tab > How to.


File types in Project Management

The following are Project Management file types:

File Name	Contents
Master.pjm	PJ Settings, job, job contact list, custom fields, and spec. section information
Document.pjd	Drawing log, meeting minute, RFI, submittal, and transmittal documents
Log.pjl	Custom logs
Correspondence.pjc	Correspondence log entries


Could add a topic specifically instructing user how to set up custom descriptions and custom fields in File > Data Folder Settings for PJ items. There is a generic TSSTD topic "Changing and adding custom fields that is currently linked to PJ topics.


How Project Management interfaces with other applications

Address Book (AB)

When you set up a person or company contact from the Setup menu in Project Management (PJ), it is the same as setting one up from the Setup menu in AB. The names and information you enter can be shared across many Timberline applications.

Contracts (CN)

To enter a contract, open Timberline's Contracts application directly within PJ by selecting PJ: Contract Control > Contracts. CN is not available in PJ if you have not installed Accounts Receivable and Job Cost.

Job Cost (JC)

You can enter change orders, commitments, commitment change orders, miscellaneous worksheets, and estimates in both JC and PJ. In JC you access them from the Tasks menu. In PJ you access them from the Contract Control menu. These features are not available in PJ if you have not installed JC.

About Project Management and Job Cost jobs


Do I need to open the Address Book application to enter person and company contacts?

No, you can enter person and company contacts directly in Project Management (PJ) from the Setup menu by selecting Person or Company. When you set up a person or company in PJ, it is the same as setting one up from the Setup menu in Address Book. The names and information you enter can be shared across many Timberline applications.


Troubleshoot Project Management

•	Correspondence log

•	Custom logs

•	Document forms

•	Drawing log

•	Job Setup

•	Meeting minutes

•	Print files

•	RFIs

•	Submittals

•	Transmittals

Note: You can find Help topics for error messages listed under "error messages" in the Help index (Help > Help Topics > Help Index tab).

Troubleshoot sending

Troubleshoot security


 [Attachments][Notes]:  The same ID is shared by transmittals, submittals, and RFIs (0x02270235 -- HIDC_BV_D_ATTACH_BTN). The topic is stored in Transmittals.doc because JC shares that file with PJ.


[Close] is in Transmittals.doc

HIDC_SUB_MD_CLOSE_BTN=HIDC_TRANS_MW_CLOSE_BTN  (submittals)

HIDC_RFI_MW_CLOSE_BTN=HIDC_TRANS_MW_CLOSE_BTN  (RFIs)


Project Management functions

You can use the following functions when you create Project Management (PJ) reports in Report Designer (RD):

•	PJ Last Job Used

•	PJ Job Contact By Role function

Functions are expressions used in formulas to perform specific operations. When a function operation is performed, the result of the operation is used as a value in the formula.

You can select these functions from the PJ – Functions index in RD when you create a new design formula in a report that uses a PJ record.

To find the functions in RD:

  1	In RD, open or create a report that uses a PJ record.

  2	From the Tools menu, select Formulas.

  3	In the formula window, if Design Formulas is not the title of the box in the center of the window, click [Index] below the box to select Design Formulas.

  4	Click [New] to the right of the Design Formulas box.

  5	Click [Index] below the item box on the right side of the window.

  6	In the Index window, select PJ - Functions and click [OK]. PJ functions are listed in the box to the right. You can select them when you create the design formula in the box to the left.


PJ's transmittal topics are stored in two files:

•	Transmittals.doc: This file is also included in JC Help. JC Help needs to have the lastest copy of this file.

•	PJ_transmittals.doc: This file is not included in JC Help. Do not copy PJ_transmittals.doc into JC's Help project. Topics in this file have been copied into the JC Help file, and then the inappropriate links to PJ Help topics were removed.


Change order, commitment, or commitment change order did not print with my transmittal

For change orders, commitments, or commitment change orders to automatically print with a transmittal, you must use document forms created with Crystal Reports Professional Edition 8.0 or later.

If you use document forms created with Timberline Report Designer, these documents do not automatically print when you print a transmittal. If you use Report Designer forms, you must print them directly within a change order, commitment, or commitment CO document (Project Management: Contract Control or Job Cost: Tasks) or from the Reports menu in either application.

What items print when you print a transmittal

About document forms

Adding reports to the Report menu

Troubleshoot transmittals


Find Job window

Locate and select a job in this window.

To find a job, do one of the following:

•	Use the scroll bar to the right of the list, or press the up and down arrow keys on your keyboard to move up and down the list of jobs.

•	If you know the first number or letter of the job you are trying to locate, enter it in the Number field or in the job list. The list is then filtered to display only jobs that begin with the numbers or letters you type. To return to the beginning of the job list, remove any number entered in the Number field.

To select a job, do one of the following:

•	Double-click it.

•	Click it, and after it is highlighted, click [OK].

You are returned to the window you were in before opening this window.

Notes

•	All jobs entered in Project Management (PJ) and Job Cost (JC) with a status of Unstarted, In progress, and Closed are included in this list.

•	Jobs are listed in numeric and then alphabetical order.

•	If you use record security, the job list may contain only jobs for which you have security access.

•	Jobs entered in JC before you installed PJ are not included in this list. To learn how to add them, see Add Job Cost jobs to Project Management.

Change information on an existing job

About Project Management and Job Cost jobs


How the filter works in the Select Submittals for Transmittal window

When you create a transmittal (Documents > Transmittals) and open the Select Submittals for Transmittals window to add a submittal, the default filter and list that appear provides you with the most appropriate submittals to choose from.

The default filter is determined by:

•	The contact you entered in the To field in the Transmittal window (Documents > Transmittals).

•	Whether a submittal for the transmittal To contact exists (the transmittal To contact is entered as the Sent to or Forwarded to contact in the Submittal window in Documents > Submittals).

•	Whether a submittal is ready for transmittal (in the Submittal window in Documents > Submittals, a Transmittal check box beside the Sent to or Forwarded to field is selected).

If the default filter does not contain the submittals you want, you can select another filter from the drop-down list. All submittals listed are for the job entered on the Select Submittals for Transmittal window.

Maximize this window to view the complete topic below that has three columns of information.

Default filter and its contents:

Condition	Filter that appears as the default in the Select Submittals for Transmittals window	Contents of filtered list
Both of the following conditions are met: • You have entered a To contact on the transmittal. • Submittals for the transmittal To contact exist and are ready for transmittal.	Transmittal addressee ready for transmittal	Any submittal with both: • Sent to or Forwarded to contact the same as the To contact on the transmittal. • A Transmittal check box selected.
Both of the following conditions are met: • You have entered a To contact on the transmittal. • Submittals for the transmittal To contact exist but are not ready for transmittal.	Transmittal addressee	Any submittal with both: • Sent to or Forwarded to contact the same as the To contact on the transmittal. • No Transmittal check box selected.
You have not entered a transmittal To contact.	Ready for transmittal	Any submittal with: A Transmittal check box selected. (Submittal may or may not have a Sent to or Forwarded to contact entered.)
Both of the following conditions are met: • You have not entered a transmittal To contact. • No submittals are ready for transmittal.	None	All submittals entered for the job.
For more information on how Transmittal check boxes on a submittal are automatically selected and cleared, see Transmittal check boxes on a submittal

Create a transmittal

Create a submittal


Transmittal check boxes on a submittal

•	When you enter a date in the Sent to column in the submittal revision grid of the Submittal window (Documents > Submittals), the Transmittal check box beside the Sent to field is automatically selected to indicate that the submittal revision is ready to be included on a transmittal (ready for transmittal).

•	When you enter a date in the Forwarded to column in the submittal revision grid of the Submittal window (Documents > Submittals), the Transmittal check box beside the Forwarded to field is automatically selected to indicate that the submittal is ready to be included on a transmittal.

•	The Transmittal check boxes are automatically cleared when you create and save a transmittal for the submittal. You can manually select and clear the Transmittal check boxes on a submittal at any time.

For more information on how these check boxes affect the filter in the Select Submittals for Transmittal window in Documents > Transmittals, see How the filter works.

Create a submittal


Transmittal window

What do you want to do?

•	Create a transmittal

•	Add an item to a transmittal

•	Change information on a transmittal

•	Delete a transmittal

•	Copy a transmittal

•	Add an attachment

•	Add internal attachments to a transmittal

•	Enter information in custom fields

•	Print a transmittal

•	Send a transmittal

Note: When you access this window from within another document, you can create a transmittal for that document, but you cannot open an existing transmittal, copy a transmittal, delete a transmittal, or create a second transmittal. You must do those actions when you access the Transmittal window from Project Management: Documents > Transmittals.

Tip: For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Transmittal window tips

Tips on creating a transmittal within another document

About transmittals

Troubleshoot transmittals

More information


Troubleshoot transmittals

•	Cannot find the print file I created for a transmittal

•	Change order, commitment, or commitment change order did not print with my transmittal

•	Some or all submittals are missing from the selection list, but they should be there

•	Transmittal attachment did not print or get sent

•	Transmittal item Document Type does not prefill as expected

•	Transmittal numbers no longer prefill

•	Transmittal submittal item did not print or get sent

Troubleshoot Project Management

Create a transmittal


Enter a job for a transmittal

In the Transmittal window, the job prefills if you selected the Use last job check box in PJ Settings (File > Data Folder Settings). See Use last job.

You can accept the prefilled entry or do one of the following to enter a job:

•	Click [image] to select a job from the drop-down list that includes jobs with a status of Unstarted and In progress.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type a new job. See Add a job for more information.

Notes

•	Both Job Cost (JC) and Project Management (PJ) jobs are included in the drop-down list and the Find Job window. Jobs entered in JC before you installed PJ are not included. To learn how to add them, see Add Job Cost jobs to Project Management.

•	If you use record security, job lists may contain only jobs for which you have security access.

Return to the Create a transmittal topic.


Fields that prefill on a transmittal

Fields that prefill in the Transmittal window:

•	Job--If you selected the Use last job check box in PJ Settings (PJ: File > Data Folder Settings), the job prefills. You can change it as needed. See Use last job.

•	Number--Number prefills with the next number if you are using numeric transmittal numbers.

•	Date fields--Prefill with your computer's system date.

•	Check boxes--Prefills for transmittal check boxes

•	Transmittal item grid--What prefills in the transmittal item grid

•	From--Prefills with the contact entered in From (default sender) in the Send Settings window (Documents > Transmittals > [Send] > [Send Settings]). You can change it as needed. See Set up default information.

•	Urgency--Prefills with the default urgency value, which is Normal, unless you changed it in Custom Descriptions (File > Data Folder Settings).

Note: The Transmittal window is accessed directly in Project Management by selecting Documents > Transmittals, or by clicking [Transmittals] in other documents such as RFIs, submittals, change orders, commitments, or commitment change orders.

Create a transmittal

Add an item to a transmittal


Correct a job entered in JC and PJ with different job numbers

Scenario

•	You enter Job A in Job Cost (JC). The system automatically enters it as Job A in Project Management (PJ). You post costs to it.

•	You enter Job B in Project Management (PJ). You have not released it to accounting so it does not appear in JC. You create PJ documents for it.

•	You discover that Job A and B are the same jobs entered with different job numbers. JC now has Job A (with costs but no documents). PJ has Job A (with costs but no documents) and Job B (with documents but no costs).

Solution

To combine these two separate jobs into one job (Job B in PJ becomes Job A):

Warnings

•	These instructions are for experienced Timberline users. Review all the steps before you do them. If you are not comfortable continuing, contact Timberline's Software Support.

•	Be sure to back up your data files (Tools > File Tools) before performing these steps. See Backing up files.

  1	In JC, open the Timberline data folder that has the jobs you want to combine (File > Open Data Folder).

  2	From the File menu, select New Data Folder to create a temporary data folder called Duplicate Job.

  3	In the New Data Folder window, type Duplicate Job in the Company name field. Type a path for Duplicate Job in the Data folder path name field or accept the path that the system prefills. Be sure the Use current setup check box is selected. Click [OK] to exit.

  4	Open your active data folder that contains the jobs you want to combine (File > Open Data Folder). Move Job A to a new Master.jcm file in the Duplicate Job folder by selecting Tools > Move > Jobs.

a)	In the Move Jobs - Destination File Selection window, click [image] beside the Look in field to select Duplicate Job. Click [Open].

b)	Click [Yes] when you receive a message asking whether you want to create a Duplicate Job Master.jcm file.

c)	In the Move Jobs - Print Selection window, click [Ranges]. In the Job Range Selection window click Job A to select it. Click [OK].

d)	In the Move Jobs - Print Selection window, click [Start]. You are returned to the Job Cost main window when it is finished moving Job A.

  5	In PJ, delete Job A from your active data folder (PJ: Setup > Jobs). See Delete a job.

  6	In PJ, renumber Job B to Job A in your active data folder (PJ: Setup > Jobs). See Renumber a job.

  7	In JC, open the Duplicate Job data folder (JC: File > Open Data Folder). In the Open Data Folder window, click [Search]. In the Search Drives window, select the drive where the Duplicate Job folder is located. Click [OK]. In the Open Data Folder window, select the Duplicate Job folder and click [OK] to open Duplicate Job.

  8	From the JC Tools menu, select Move > Jobs and move Job A back to your active data folder.

a)	In the Move Jobs - Destination File Selection window, click [image] beside the Look in field to select your active data folder. Click [Open].

b)	In the Move Jobs - Print Selection window, click [Ranges]. In the Job Range Selection window click Job A to select it. Click [OK].

c)	In the Move Jobs - Print Selection window, click [Start]. You are returned to the Job Cost main window when it is finished moving Job A.

  9	Using Windows Explorer, delete the Duplicate Job folder that no longer has Job A in it.

How PJ and JC jobs are related

Release a job to accounting


Writer notes:

Notes are hidden on this page. To view them, click the Show/Hide icon in the Word toolbar.


Drawing Log window What's This:


Job

Accept the prefilled job description or enter another one for the drawing, revision, or sketch that you are entering or trying to find. The job prefills with the last job you used if you selected the Use last job check box on the General tab in PJ Settings (Project Management: File > Data Folder Settings).

You must enter a job before you can enter other information in the Drawing Log window.

Different ways to enter a job in this field


The Job field and job drop-down icon (if you access it via the WT icon from the menu bar) have the same What’s This Help ID (1600_100). The job drop-down WT via right-clicking has a different ID -- 1000_100, whose topic is stored in RFIs.doc.

The "Different ways to enter a job in this field" topic is stored in Transmittals.doc.


Aliased the Job binocular icon to the topic stored in Transmittals.doc

1600_127=604_127


Discipline

Accept the prefilled discipline or select another one for the drawing, revision, or sketch that you are entering or trying to find. Click [image] to select one from the drop-down list. Discipline prefills with the last one you entered. You must enter a job before you can enter a discipline.

Select All Disciplines if you want all drawings, revisions, or sketches for a job to be listed in the drawing grid below.

The name of this field may be different if you changed PJ Discipline in Custom Descriptions (File > Data Folder Settings). You can also customize the contents of the Discipline list in the Custom Descriptions window.


The Discipline field and its drop-down (accessed via the WT icon from the menu bar) have the same What's This ID -- 1600_1001. The discipline drop-down WT via right-clicking has an ID of 1001_100.

Aliased 1001_100=1600_1001


Show only current drawings check box

Select this check box if you want to see only the current drawings, revisions, and sketches listed in the drawing grid below. A drawing, revision, or sketch is current if you selected the Current check box when you entered it in the drawing grid.

Clear this check box if you want to see all drawings, revisions, and sketches--both current and noncurrent--in the drawing grid below.

You must enter a job before you can access this check box.

The word "drawing" in the title of this field may be different if you changed PJ Drawing in Custom Descriptions (File > Data Folder Settings).


Go to drawing

Enter a drawing that you want to move into view in the drawing grid below.

You can either:

•	Start typing a drawing number, and the drawing that most closely matches it moves into view.

•	Click [image] and from the drop-down list, select from drawings already entered for this job and discipline. Drawings that are listed for the job and discipline may be only the current ones or all, depending on whether you have selected the Show only current drawings check box.

The Go to drawing field does not contain any selections until you enter a job and discipline.

Entering a drawing in this field helps you quickly find a drawing, especially if you have a large number of drawings and you know the drawing number.

Another way to go to a drawing is to move the scroll bar--located to the right of the drawing grid--up and down with your mouse. You can also use the arrow keys on your keyboard once you are in the drawing grid.

The word "drawing" in the title of this field may be different if you changed PJ Drawing in Custom Descriptions (File > Data Folder Settings).


The Go to drawing field

What's This ID = 1600_1002.

Drop-down (right-click) = 1002_100

Drop-down (icon) = 1600_1002

Aliased 1002_100=1600_1002


When a job isn't entered in the Drawing Log window:

•	What's This Help using a right-click doesn't work and this is standard throughout the software.

•	When you use the WT icon from the menu bar and click on any field in the grid a What's This topic appears that is not the correct topic, but rather the topic from the first gray column in the grid -- Entry grid icons (1600_1601). Engineering says this can't be corrected.


[New Drawing]

Moves to a blank row in the drawing grid where you can enter a new drawing. You must enter a job before you can click this button.

This button is available only after you have entered and saved the first drawing for a job. To enter the first drawing for a job, move your mouse to the first row in the drawing grid and begin entering information.

This button is also unavailable when drawings exist for a job, but no drawings appear in the drawing log grid due to the entries you made in the Discipline field and Show only current drawings check box.

The word "drawing" in the title of this button may be different if you changed PJ Drawing in Custom Descriptions (File > Data Folder Settings).


[New Revision]

Moves to a blank row in the drawing grid where you can enter a new revision.

Before you can click this button, you must enter a job and in the drawing grid, select a drawing, revision, or sketch for which you are entering the new revision. The blank row that appears is prefilled with some information from the existing drawing, revision, or sketch.

Fields that prefill

The word "revision" in the title of this button may be different if you changed PJ Revision in Custom Descriptions (File > Data Folder Settings). There are two listings for PJ Revision. The first is for drawing revisions, and the second is for submittal revisions.


Information that prefills when you enter a new revision

Fields in the drawing grid that prefill from an existing drawing, revision, or sketch when you create a new revision based on an existing drawing, revision, or sketch:

•	Discipline

•	Number (drawing)

•	Revision (number) --Last revision's number is increased by one if one was entered.

•	Drawing Title

•	Current check box is selected

•	Designer

•	Percent Complete

•	Status

•	Status Date

•	Size

•	Scale

•	Area

Note: Source Type prefills from the default set up in Custom Descriptions (File > Data Folder Settings), not the existing drawing, revision, or sketch.


[New Sketch]

Moves to a blank row in the drawing grid where you can enter a new sketch.

Before you can click this button, you must enter a job and in the drawing grid, select a drawing, revision, or sketch for which you are entering the new sketch. The blank row that appears is prefilled with some information from the existing drawing, revision, or sketch.

Fields that prefill

The word "sketch" in the title of this button may be different if you changed PJ Sketch in Custom Descriptions (File > Data Folder Settings).


Information that prefills when you enter a new sketch

Fields in the drawing grid that prefill from an existing drawing, revision, or sketch when you create a new sketch from an existing drawing, revision, or sketch:

•	Discipline

•	Number (drawing)

•	Revision (number)

•	Drawing Title

•	Current check box is selected

•	Designer

•	Status

•	Status Date

•	Area

Note: Source Type and Size prefill from the defaults set up in Custom Descriptions (File > Data Folder Settings), not the existing drawing or revision.


Entry grid icons in the drawing log

Icons displayed in the first gray cell of a row in the drawing log grid indicate the status of the row.

Icon	Row status
	The active row. This may be the row that you selected or the row in which you are currently entering information. It could also be the first row in the grid when you open a window.
	Where you can add a new row. This icon is usually displayed in the last row of the grid.
	The row in which you are currently making entries or changes.

Note: Drawings are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close] you must click [Yes] in the Save Changes window.

How to delete a drawing


The above "Entry grid icons in the drawing log" topic is the What's This topic you get when you click the first column in the drawing grid (before the paperclip/attachments).  There is also a duplicate topic for this stored in the Drawing Logs.doc file that is an indexed topic.

We are not using the shared/standard Entry grid icons Help topic because the drawing log grid behaves slightly differently. The pencil icon does not indicate that a drawing isn't saved.


 Attachments

Add, change, view, or delete a note or file attachment for this drawing, revision, or sketch.

Sending attachments in Project Management


History

Displays a list of all drawings, revisions, or sketches entered for the drawing, revision, or sketch in this row. Transmittal information and sent dates are included.

What displays in the drawing history view is based on the drawing history form entered on the Document Forms tab in File > Data Folder Settings > PJ Settings.


Discipline

Accept the prefilled drawing discipline, or click [image] and from the drop-down list, select a discipline for this drawing, revision, or sketch.

The name of this field may be different if you changed PJ Discipline in Custom Descriptions (File > Date Folder Settings). You can also customize the contents of the Discipline list in the Custom Descriptions window.

More information


More information about the Discipline fields

Prefilling:

The Discipline cell in the drawing grid prefills from:

•	The default discipline entered in Custom Descriptions (File > Data Folder Settings) if the discipline in the field above is All Disciplines.

•	The Discipline field above if a discipline other than All Disciplines is entered in the field above.

•	The discipline from an existing drawing, revision, or sketch if you are entering a new revision or sketch based on an existing drawing, revision, or sketch,

Items that move off the drawing grid:

Be aware that a drawing, revision, or sketch may move off the drawing grid when you do the following:

  1	You enter something other than All Disciplines in the Discipline field above.

  2	You enter a row in the drawing grid with a discipline that is different from the one you entered in the Discipline field above.

  3	When you move off the row in the drawing grid, the rows are resorted. The row you just entered moves off the grid because it has a discipline different from the one entered in the Discipline field above. To move it back into view on the drawing grid, change the discipline in the Discipline field above.


Number

If you are entering a drawing, enter a number (up to 12 characters) to identify the drawing.

If you are entering a revision or sketch, enter the number of the drawing associated with the revision or sketch.

If you are entering a new revision or a sketch based on an existing drawing, revision, or sketch, the drawing number prefills from the existing drawing, revision, or sketch.


Revision

If you are entering a revision, enter the number (up to 8 characters) to identify the revision.

If you are entering a new revision or sketch based on an existing drawing, revision, or sketch, Revision prefills with the next revision number if a previous revision exists. If you identify revisions with dates, but not numbers, leave this blank.

If you are entering a drawing, you can leave this blank or enter "0."

The name of this field may be different if you changed PJ Revision in Custom Descriptions (File > Data Folder Settings). There are two listings for PJ Revision. The first is for drawing revisions, and the second is for submittal revisions.


Sketch

If you are entering a sketch, enter the number (up to 10 characters) to identify the sketch.

If you are entering a drawing or revision, you can leave this blank.

The name of this field may be different if you changed PJ Sketch in Custom Descriptions (File > Data Folder Settings).


Date

Enter the date of this drawing, revision, or sketch. After you click this cell, you can click [image] to pick a date from the calendar.


Drawing Title

Enter the title (up to 100 characters) of this drawing, revision, or sketch.

If you enter a new revision or sketch from an existing drawing, revision, or sketch, the drawing title prefills from the existing drawing, revision, or sketch.

To check the spelling of the entry you made, right-click this field and select Check Spelling from the shortcut menu.

The word "drawing" in the title of this column may be different if you changed PJ Drawing in Custom Descriptions (File > Data Folder Settings).


Current

Select this check box if this drawing, revision, or sketch is current. Clear this check box if it is not current. You can change your selection at any time.

When you select the Show only current drawings check box in the Drawing window, the drawings that are displayed in the grid are only those whose Current check box is selected.

When you enter a new revision based on an existing drawing, revision, or sketch, the Current check box is automatically selected for the new revision. The check box is automatically cleared for the drawing, revision, or sketch that the new revision is replacing.

When you enter a new sketch based on an existing drawing, revision, or sketch, the Current check box is automatically selected for the new sketch, but it is not cleared for the existing drawing, revision, or sketch.


Comments

Enter any comments (up to 1000 characters) for this drawing, revision, or sketch.

For example, you could enter information that clarifies changes made in a revision.

As you type a full line of text, it automatically wraps to the next line in the cell. After you enter one line of text, you can press [Crtl] + [Enter] or [Shift] + [Enter] on your keyboard to move to the next line in the cell.

To check the spelling of the entry you made in this column, right-click the cell and select Check Spelling from the shortcut menu. You may have to collapse the cell by clicking [image] before you right-click the field.


Cost Impact

Select this check box if this drawing, revision, or sketch affects the project's cost. Selecting this check box lets you run reports for drawings, revisions, or sketches that have a cost impact.


Amount

Enter the amount (up to 20 characters) of the cost impact that this drawing, revision, or sketch has on the project. In this text field you can enter numbers, a range of numbers, or notes. The field is not numeric so it does not calculate as a summation in reports. You can create a custom field for numeric amounts if you want reports to do summations of total costs.

If you enter an amount here, select the Cost Impact check box.


Schedule Impact

Select this check box if this drawing, revision, or sketch affects the project's schedule. Selecting this check box lets you run reports for drawings, revisions, or sketches that affect a project's schedule.


Time

Enter the amount of time (up to 20 characters) that impacts the project's schedule for this drawing, revision, or sketch.


Source Type

After you click this cell, click [image] and from the drop-down list, select the type of document that initiated this drawing, revision, or sketch.

You can customize this list by selecting PJ Source Type in Custom Descriptions (File > Data Folder Settings).


Source Number

Enter the number (up to 12 characters) that identifies the source document that initiated this drawing, revision, or sketch.


Source Date

Enter the date of the source document that initiated this drawing, revision, or sketch. After you click this cell, you can click [image] to pick a date from the calendar.


Source From

Enter the person or company who sent you the source document for this drawing, revision, or sketch.

Ways to enter a name in this field


Source Received Date

Enter the date you received the source document for this drawing, revision, or sketch. After you click this cell, you can click [image] to pick a date from the calendar.


Designer

Enter the person or company contact who created this drawing, revision, or sketch.

When you enter a new revision or sketch based on an existing drawing, revision, or sketch, the designer prefills from the existing drawing, revision, or sketch.

Ways to enter a contact


The Ways to enter a contact (Ways_to_enter_a_contact_grid) topic below applies to:

•	Contact cells in a grid (not contact fields).

•	Contact cells where you can enter one contact only and not multiple contacts. Thus the topic does not include "distribution" in the second bullet.

•	Is also linked in the What's This topics for the Designer and Source From cells in the drawing grid.


Ways to enter a contact

Enter a person or company contact in this cell by doing one of the following:

•	Click the cell and then click [image] to select from job contacts entered in Project Management: Setup > Jobs > Site/Contact tab for the job entered on this drawing.

•	Click the cell, and then click [image] to open the Contact Selection List window where you can choose from a job, company and person, person, or company list. If you select a contact that is not already designated as a job contact, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab.

•	Type a new contact directly in the cell. See Add a contact.


Percent Complete

Enter the percentage complete (up to three characters) for this drawing, revision, or sketch.

When you enter a new revision based on an existing drawing, revision, or sketch, the percentage complete prefills from the existing drawing, revision, or sketch.


Status

After you click this cell, click [image] and from the drop-down list, select the status for this drawing, revision, or sketch.

When you enter a new revision or sketch based on an existing drawing, revision, or sketch, the status prefills from the existing drawing, revision, or sketch.

You can customize this list by selecting PJ Status in Custom Descriptions (File > Data Folder Settings).


Status Date

Enter the date that the status of this drawing, revision, or sketch applied. After you click this cell, click [image] to pick a date from the calendar.

When you enter a new revision or sketch based on an existing drawing, revision, or sketch, the status date prefills from the existing drawing, revision, or sketch.


Approved

Select this check box if the drawing, revision, or sketch is approved.


Approved Date

Enter the date that this drawing, revision, or sketch was approved. After you click this cell, click [image] to pick a date from the calendar.


Size

After you click this cell, click [image] and from the drop-down list, select the paper size of this drawing, revision, or sketch.

When you enter a new revision based on an existing drawing, revision, or sketch, the size prefills from the existing drawing, revision, or sketch.

You can customize this list by selecting PJ Size in Custom Descriptions (File > Data Folder Settings).


Scale

Enter the scale (up to 20 characters) of this drawing, revision, or sketch.

When you enter a new revision based on an existing drawing, revision, or sketch, the scale prefills from the existing drawing, revision, or sketch.


Area

Enter the construction area (up to 20 characters) for this drawing, revision, or sketch. For example, you might enter "second floor" or "East wing."

When you enter a new revision or sketch based on an existing drawing, revision, or sketch, the area prefills from the existing drawing, revision, or sketch.


Misc. 1

Use this field to enter any information (up to 20 characters) not already included in the drawing grid for this drawing, revision, or sketch.

The name of this column may be different if you changed PJ Misc 1 in Custom Descriptions (File > Data Folder Settings).


Misc. 2

Use this field to enter any information (up to 20 characters) not already included in the drawing grid for this drawing, revision, or sketch.

The name of this column may be different if you changed PJ Misc 1 in Custom Descriptions (File > Data Folder Settings).


[Save]

Saves entries and changes you made to this drawing log during this entry session.


[Cancel] What''s This ID is 551_557, which is also used in other PJ windows. The topic is stored in Transmittals.doc.


[Transmittal]

Opens the Select Drawings for Transmittal window where you can select drawings, revisions, or sketches for a transmittal and then create a transmittal.


[Custom Fields]

Opens the Custom Fields window where you enter information in additional fields you have created for drawing in Custom Fields (File > Data Folder Settings).


[Close]

Closes the Drawing Log window. If you made entries or changes during this session, you receive a message asking whether you want to save them before closing the window.


[Help] What's This ID is 551_9, which is also used in other PJ windows. The topic is stored in Transmittals.doc.


Select Drawings for Transmittal window -- What's This and window topics are located in Transmittals.doc

Select Drawings for RFI window -- What's This and window topics are located in RFIs.doc.


Writer notes:

(are listed on this page; to see them click the Show/Hide icon in the Word toolbar.)


Drawing Log window

What do you want to do?

•	Enter a new drawing

•	Enter a drawing revision

•	Enter a sketch

•	Change a drawing, revision, or sketch

•	Attach a file or note to a drawing, revision, or sketch

•	Delete a drawing, revision, or sketch

•	View a drawing's historical information

•	Send a drawing

Tips

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	Drawing Log window tips

Learn about the drawing log

Drawing log workflow

Drawing reports

Troubleshoot the drawing log


Learn about the drawing log

Use the drawing log to track drawings, revisions, and sketches during the bid process and after a contract is awarded. You can:

•	Record information for all drawings, revisions, and sketches received over the life of a project.

•	Identify the most current drawings to help ensure that all project participants are building the project as planned, using the most current revisions.

•	Quickly access drawing history information, such as to whom you sent the drawings, revisions, and sketches and when you sent them.

•	Attach filesAttach_a_file_or_note_to_a_drawing>(w95sec) to each drawing.

Notes

•	Entries you make in the drawing log represent drawings, revision, and sketches and are not the actual drawings, revisions, or sketches themselves.

•	The drawings you enter in the drawing log are accessible when you create an RFI (Documents > RFIs). You can reference one or more drawings on an RFI.

Drawing log workflow

Troubleshoot the drawing log


Drawing log workflow

Use the drawing log to track drawings, revisions, and sketches for a project.

Activity	What to do in the software
You receive issued-for-bid drawings.	Enter new drawings in the drawing log. If you track drawing status, select Bidding for a drawing's status.
To complete a bid for the job, you send the drawings to vendors or subcontractors to obtain quotes and cost information. You send the drawings to any other appropriate people.	Send a drawing  Send or print a transmittal, which lists the drawings as transmittal items.
You receive revisions for some drawings.	Enter a drawing revision in the drawing log
You receive sketches for some drawings.	Enter a sketch in the drawing log
You send revised drawings and sketches to vendors, subcontractors, and other appropriate people.	Send a drawing
You were not awarded the contract for the job.	Change the job's status to Closed in the Job Setup window (Setup > Jobs).
You were awarded the contract for the job.	If you track drawing status, in the drawing log, change the status of the drawing from Bidding to Construction.
You continue to enter revised drawings and sketches in the drawing log, and you send them to appropriate project participants.	Enter a drawing revision  Enter a sketch  Send a drawing
Learn about the drawing log

View a drawing's historical information

Attach a file or note to a drawing

Change a drawing

Delete a drawing

Drawing reports

Troubleshoot the drawing log


Enter a new drawing in the drawing log

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window, enter the job for the drawing. See Ways to enter a job.

  3	Enter the discipline for the drawing.

  4	If this is the first drawing for a job, use your mouse to move to the first row in the drawing log grid and begin entering drawing information. See Ways to start entering a new drawing.

  5	In the blank row, enter the drawing number, title, date, and any other information that applies to the drawing.

•	The Current check box is automatically selected for new drawings. Change it as needed.

•	Some columns may be hidden in the drawing grid. For a complete list of columns and how to hide or show them, see Hide/Show Columns.

•	For more information about any item in the drawing log grid, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

  6	When you finish entering drawing information in the row, click [Save] to save the drawing.

  7	Click [Close] to exit the drawing log, or continue to enter other drawings, revisions, or sketches in the log as needed.

Warning

Drawings are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close], you must click [Yes] in the Save Changes window.

Notes

•	You can attach an internal note or file to a drawing.

•	After you enter a new row and move off it, the drawings are resorted in the grid. See How items are sorted in the drawing grid.

•	Drawing log window tips

Enter a drawing revision

Enter a sketch

Delete a drawing

View a drawing's historical information

Drawing reports

Troubleshoot the drawing log

More information


Ways to start entering a new drawing

In the Drawing Log window, there are several ways you can start entering a new drawing.

•	Type drawing information directly in a blank row in the drawing grid. This is the only way to access the drawing grid if you are entering the first drawing for a job. This is also the only way to enter a drawing when drawings exist for a job, but they do not appear in the drawing grid because of the entries you made in the Discipline field and Show only current drawings check box, which filter the contents of the grid.

•	Click [New Drawing] to move to a blank row in the drawing grid. The blank row is placed beneath the active row.

Enter a new drawing in the drawing log


Drawing Log window tips

•	Freeze or unfreeze columns

•	Hide or show columns

•	Which items appear in the drawing grid

•	How items are sorted in the drawing grid

•	Fields that prefill

•	Different ways to start entering a drawing, revision, or sketch

•	What the icons mean in the first gray cell of a row

•	Check Spelling

•	Cannot find a drawing in the grid

•	Attach a file or note to a drawing

Notes

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	An initial drawing, its revisions, and its sketches are all entered in the same drawing log grid. Whether an item in the drawing grid is a drawing, revision, or sketch depends on whether you enter something in the Revision and Sketch (number) cells. Drawings and their revisions and sketches are listed together in the drawing grid. For more information, see Learn about drawing numbers.

Drawing Log window

Enter a new drawing

Enter a drawing revision

Enter a sketch

Troubleshoot the drawing log


Hide or show columns in the drawing log grid

You can choose which columns are hidden or displayed in the drawing log grid (Documents > Drawing Log). To make data entry easier, you may want to hide columns that you do not use.

To hide a column

  1	Right-click any column heading in the drawing log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, clear the check boxes for the columns that you do not want displayed in the drawing log grid.

  3	Click [OK] to return to the drawing log grid.

Notes

•	When you hide columns that have entries in them, the entries are not deleted.

•	The Discipline column cannot be hidden when you enter All Disciplines in the Discipline field.

To show a column

  1	Right-click any column heading in the drawing log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, select the check boxes for the columns you want displayed in the drawing log grid. This list contains all available columns.

  3	Click [OK] to accept your selections and return to the drawing log grid.

Tip: For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Drawing log window tips

Enter a new drawing


Check spelling in the drawing log

Right-click either of the following cells in the drawing log grid (Documents > Drawing Log > Drawing Log window), and select Check Spelling from the shortcut menu to check the spelling of the text you entered. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.

•	Drawing Title

•	Comments

How to check spelling

Where you can check spelling in Project Management


Which items appear in the drawing log grid?

Items displayed in the drawing grid are determined by what you enter in the following fields and check box in the Drawing Log window (Documents > Drawing Log):

Field or check box	Items displayed in the drawing log grid
Job field	Drawings, revisions, and sketches for the job you enter.
Discipline field	Drawings, revisions, and sketches for all disciplines if you select All Disciplines. Drawings, revisions, and sketches for a specific discipline if you select a single discipline.
Show only current drawings check box	All drawings (not current and current) if you clear the Show only current drawings check box. Only current drawings if you select the Show only current drawings check box. Note: A drawing is current if the Current check box is selected for it in the drawing log grid.
Notes

•	When you enter a new drawing or change the discipline of an existing drawing, if the drawing's discipline is not the same as the discipline you entered in the Discipline field (above the drawing grid), the drawing moves off the grid when you move off the row.

•	When you clear the Current check box for a new or existing drawing, if the Show only current drawings check box is selected, the drawing moves off the grid when you move off the row.

How items are sorted in the drawing grid

Enter a new drawing in the drawing log

Troubleshoot the drawing log


How items are sorted in the drawing log grid

Items in the drawing grid in the Drawing Log window are listed by job and then by discipline.

When you select All Disciplines in the Discipline field, the items in the drawing grid are sorted by Discipline, drawing Number, Date, Revision number, and Sketch number.

When you select a specific discipline in the Discipline field, items in the drawing grid are sorted by drawing Number, Date, Revision number, and Sketch number.

When you enter a new drawing, revision, or sketch in the grid and then move off the row or edit one of the fields used for sorting in an existing drawing, the drawings are resorted and the new drawing is placed accordingly.

How drawing numbers are sorted in the drawing grid

Which items appear in the drawing grid

Enter a new drawing in the drawing log

Troubleshoot the drawing log


How drawing numbers are sorted

The following describes how drawing numbers are sorted and listed in the drawing grid in the Drawing Log window.

•	You will see A, A-1, A-2, A-10, B, B-1, B-2, and B-10 (rather than A, B, A-1, A-10, A-2, B-1, B-10, B-2, etc.).

•	Drawing numbers are sorted in numeric and then alphabetical order.

•	For alphabetical entries, A through Z comes before AA, BB, etc.

•	Alphabetical entries are case sensitive, meaning A1 and a1 are considered to be two different drawings.

•	The system does not automatically place zeros before a single digit you enter. For example, it does not create 01 when you enter 1. This means A-1 and A-01 are considered to be two different drawings.

•	Sections separated with a hyphen (-) come before sections separated with a period (.).

•	After drawing number, drawings are sorted by date (those with no date are listed first), revision number, and sketch number. The same sorting that applies for drawing number applies for revision and sketch numbers.

How items are sorted in the drawing log grid

Which items appear in the drawing grid

Enter a new drawing in the drawing log


Learn about drawing numbers

An initial drawing, its revisions, and its sketches are all entered in the same drawing log grid. Whether an item in the grid is a drawing, revision, or sketch depends on whether you enter something in the Revision (number) and Sketch (number) cells. Drawings and their related revisions and sketches are listed together in the drawing grid.

When you enter a new drawing in the drawing log, leave the revision and sketch numbers blank.

When you enter a revision, enter the original drawing's number, the revision number, and leave the sketch number blank.

When you enter a sketch, enter the original drawing's number, a revision number if it is appropriate, and a sketch number.

An item in the drawing grid must have a unique combination of job, discipline, drawing number, revision number, sketch number, and date, or it is considered a duplicate entry, which you must change. Revision number, sketch number, and date can be blank.

How items are sorted in the drawing grid

How drawing numbers are sorted

Prefilling for revisions

Prefilling for sketches

Enter a new drawing


Fields that prefill in the Drawing Log window

When you open the drawing log (Documents > Drawing Log), the following fields prefill in the Drawing Log window:

Field	Prefills with….
Job	Last job you used if you have selected the Use last job check box in PJ Settings (File > Data Folder Settings).
Discipline	Last discipline you entered in the Drawing Log window.
Show only current drawings check box	Last choice you made in the Drawing Log window.
Fields that prefill when you enter a drawing revision

Fields that prefill when you enter a sketch

Enter a drawing in the drawing log


Fields that prefill when you enter a drawing revision

When you create a revision for an existing drawing, revision, or sketch, the following cells in the drawing grid prefill from the existing drawing, revision, or sketch:

•	Discipline

•	Number (drawing)

•	Revision (number)--Last revision's number is increased by one if one was entered.

•	Drawing Title

•	Current check box is selected regardless of what was entered for the existing drawing or revision.

•	Designer

•	Percent Complete

•	Status

•	Status Date

•	Size

•	Scale

•	Area

Notes

•	Fields prefill only if you select an existing drawing, revision, or sketch before you click [New Revision]. For more information, see Ways to start entering a drawing revision.

•	Source Type prefills from the default set up in Custom Descriptions (File > Data Folder Settings), not the existing drawing, revision, or sketch.

Fields that prefill in the Drawing Log window

Enter a drawing revision


Fields that prefill when you enter a sketch

When you create a sketch for an existing drawing or revision, the following cells in the drawing grid prefill from the existing drawing or revision:

•	Discipline

•	Number (drawing)

•	Revision (number)

•	Drawing Title

•	Current check box is selected regardless of what was entered for the existing drawing or revision.

•	Designer

•	Status

•	Status Date

•	Area

Notes

•	Fields prefill only if you select an existing drawing, revision, or sketch before you click [New Sketch]. For more information, see Ways to start entering a sketch revision.

•	Source Type and Size prefill from the defaults set up in Custom Descriptions (File > Data Folder Settings), not the existing drawing or revision.

Fields that prefill in the Drawing Log window

Enter a sketch


Entry grid icons in the drawing log

Icons displayed in the first gray cell of a row in the drawing log grid indicate the status of the row.

Icon	Row status
	The active row. This may be the row that you selected or a row that is automatically selected when you open a window.
	Where you can add a new row. This icon is usually displayed in the last row of the grid.
	The row in which you are currently making entries or changes.

Note:  Drawings are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close] you must click [Yes] in the Save Changes window.

How to delete a drawing


The above Entry grid icons topic is indexed and is in addition to the What's This Entry grid icons topic  in Drawing Logs.doc.

We are not using the shared/standard Entry grid icons Help topic because the drawing log grid behaves slightly differently. The pencil icon does not indicate that a drawing isn't saved.


Delete a drawing

To delete a drawing in the drawing log, do the following:

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window enter the job and the discipline for the drawing you want to delete.

  3	In the drawing grid, click any cell in the drawing's row to select it. The [image] appears in the first gray cell of the row to indicate that the row is selected. See Select an item in the grid.

If the drawing you want is not in the grid, see Find an existing drawing in the log.

  4	After you select the drawing, do either of the following:

•	Press [Delete] on your keyboard.

•	Right-click the first gray cell in its row, and select Delete Row from the shortcut menu.

  5	When you receive a message asking whether you are sure that you want to delete the drawing, click [Yes]. The drawing is removed from the drawing grid, but it is not completely deleted yet.

  6	To finish deleting it, you must save drawing log changes. Click [Save] in the Drawing Log window. The drawing is permanently deleted.

  7	Click [Close] to exit the drawing log.

Warning

After you delete a drawing from the grid, if you click [Close] instead of [Save] in the Drawing Log window, be aware that the choices you make in the Save Changes window determine whether the drawing will actually be deleted or not. For more information, see Deleted drawing reappears in the grid.

Notes

•	References to "drawings" in this topic mean drawings, revisions, or sketches.

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Drawing Log window tips

Enter a new drawing

Entry grid icons

Troubleshoot the drawing log


Change a drawing

Follow the instructions below to edit or correct information that you previously entered for a drawing in the drawing log. When you correct an item's information, you are not creating a separate revision for it. If you want to enter a separate revision for a drawing and still retain a record of the original drawing entry, see Enter a drawing revision.

To change a drawing

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window, enter the job and discipline for the drawing you want to change.

  3	In the drawing grid, click any cell in the drawing's row to select it. See Select an item from the grid.

If the drawing you want is not in the grid, see Find an existing drawing in the log.

  4	Make changes to the drawing as needed. If you make changes to the Discipline, drawing Number, Date, Revision number, or Sketch number fields, the Existing Drawing Has Changed window opens to remind you that you are changing an existing drawing, not creating a revision. In this window, select the Do not warn me next time check box if you do not want to receive this message again. Leave it cleared if you want to be warned the next time. In the Existing Drawing Has Changed window, click [OK] to accept the changes you made to the existing drawing.

  5	Click [Save] to save your changes.

  6	Click [Close] to exit the drawing log.

Warning

Changes are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close], you receive a Save Changes message and you must click [Yes] to save the changes. For more information see, Changes to drawings are gone.

Notes

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	References to "drawings" in this topic mean drawings, revisions, or sketches.

Drawing Log window tips

Enter a new drawing

Delete a drawing

Troubleshoot the drawing log


Attach a file or note to a drawing

You can add attachments such as spreadsheets, text documents, and image files that are related to a drawing or job. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file from within the Attachments window.

You can include attached files on a transmittal and print, e-mail, or fax them when you send meeting minutes.

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window enter the job and discipline for the drawing that needs an attachment.

  3	In the drawing grid, click any cell in the drawing's row to select it. See Select an item from the grid.

If the drawing you want is not in the grid, see Find an existing drawing in the log.

  4	Click [image] in the first gray cell of the drawing's row. The Drawing Attachments window opens.

In the Drawing Attachments window, enter internal notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so that you can easily track it. Entries you make on the Notes tab are meant for internal use only and are not printed or sent when you print or send meeting minutes.

Click the File Links tab to attach electronic files such as spreadsheets, documents, or image files. On the File Links tab, click [Add]. In the Add File window, browse to and select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Click the icon to view the file.

Note: If you select a file that is not accessible to other users on a network, you receive a message warning you that others who use the software will not have access to this attached file.

  5	In the Drawing Attachments window, click [OK] to close the window and return to the Drawing Log window.

  6	In the Drawing Log window, click [Save] to save the attachments.

  7	 Click [Close] to exit the drawing log.

Warning

Attachments are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close], you receive a Save Changes message and you must click [Yes] to save the attachments. For more information, see Attached file or note is gone.

Notes

•	References to "drawings" in this topic mean drawings, revisions, or sketches.

•	You can automatically include drawing attachments when you create a transmittal and send the drawing. In File > Data Folder Settings > PJ Settings > General tab, select the Include attachments with documents when sending and Include document attachments on transmittal check boxes. Notes are not printed, faxed, or e-mailed.

•	After you add a file or note attachment to a drawing, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip [image].

•	For more information about any item in these windows, right-click the item and select What's This?, or click [image] on the window title bar and then click the item.

Sending attachments in Project Management

Drawing Log window tips

Enter a new drawing

Send a drawing


Enter a drawing revision

To enter a revision for a drawing or revision, do the following:

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window, enter the job for the revision. See Ways to enter a job.

  3	Enter the discipline for the revision.

  4	In the drawing grid, select the drawing or revision for which you want to create the new revision by clicking any cell in its row. See Select an item in the drawing grid. If you cannot find the drawing or revision you want, see Find an existing drawing in the log.

  5	Click [New Revision].

•	If the Show only current drawings check box is selected, the existing drawing moves off the grid because its Current check box is automatically cleared. The existing drawing is replaced with a blank row.

•	If the Show only current drawings check box is cleared, the existing drawing stays in the grid, and a blank row is created beneath it.

In both cases, the blank row prefills with some information from the existing drawing or revision. See Fields that prefill for revisions.

  6	In the prefilled row, enter all appropriate information for the new revision.

  7	When you finish entering information in the row, click [Save] to save the revision.

  8	Click [Close] to exit the drawing log, or continue to enter other drawings, revisions, or sketches in the log as needed.

Warning

Revisions are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close], you receive a Save Changes message and you must click [Yes] to save the revision.

Notes

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	If you need to edit or correct information for an existing drawing or revision rather than create a separate, new revision, see Change a drawing.

•	After you enter a new row and move off it, all items in the drawing grid are resorted. See How items are sorted in the drawing grid.

Drawing Log window tips

Attach a file or note

Delete a revision

View a drawing's historical information

Drawing reports

Troubleshoot the drawing log

More information


Select an item in the drawing log grid

To select a drawing, revision, or sketch in the drawing grid in the Drawing Log window, click any cell in its row. The [image] appears in the first gray cell of the row to indicate the row is selected. If you click the first gray cell in the row, in addition to [image] appearing, the row is highlighted.

If the drawing you want is not in the drawing grid, see Find an existing drawing in the log.

Enter a drawing revision

Enter a sketch

Entry grid icons

Cannot find drawing


Find an existing drawing in the log

To bring an existing drawing into view in the drawing grid (Documents > Drawing Log), do the following:

  1	Enter the drawing's job and discipline in the Drawing log window.

  2	To find the drawing in the grid, do any of the following:

•	If you know the drawing number, enter it in the Go to drawing field.

•	Use your mouse to move the scrollbar (to the right of the drawing grid) up and down the grid to search for the drawing. You can also use the up and down arrow keys or [Page Up] or [Page Down] keys on your keyboard after you move your cursor into the grid.

•	If the Show only current drawings check box is selected, clear it to display both past and current drawings in the grid. This check box acts as a filter to determine which drawings are brought into view in the drawing grid.

•	If you cannot find the drawing you are looking for, be sure you have entered the correct discipline in the Discipline field (above the drawing grid). You can also change the Discipline field to All Disciplines so that drawings for all disciplines for the job appear in the grid. What you enter in the Discipline field acts as a filter to determine which drawings are bought into view in the drawing grid.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.

Select an item in the drawing log grid

How items are sorted in the drawing grid

Cannot find drawing


Ways to start entering a drawing revision

To create a revision and have information from an existing drawing or revision prefill for the new revision, do the following in the Drawing Log window (Documents > Drawing Log).

  1	In the drawing log grid, select an existing drawing or revision for which you want to create a revision. See Select an item in the drawing grid.

  2	Click [New Revision].

•	If the Show only current drawings check box is selected, the existing drawing moves off the grid because its Current check box is automatically cleared. The existing drawing is replaced with a blank row.

•	If the Show only current drawings check box is cleared, the existing drawing stays in the grid, and a blank row is created beneath it.

In both cases, the blank row prefills with some information from the existing drawing or revision. See Fields that prefill for revisions.

If you do not want a new revision to prefill with any information from an existing drawing or revision, start typing revision information directly in a blank row at the bottom of the grid.

Enter a revision for a drawing

Cannot find a drawing


Enter a sketch

To enter a sketch in the drawing log, do the following:

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window, enter the job for the sketch. See Ways to enter a job.

  3	Enter the discipline for the sketch.

  4	In the drawing grid, select the drawing or revision for which you want to create the new sketch by clicking any cell in its row. See Select an item in the drawing grid. If you cannot find the drawing or revision you want, see Find an existing drawing in the log.

  5	Click [New Sketch]. A blank row is created beneath the selected drawing or revision. It prefills with some information from the drawing or revision. See Fields that prefill for sketches.

  6	In the prefilled row, enter all appropriate information for the new sketch.

  7	When you finish entering sketch information in the row, click [Save] to save the sketch.

  8	Click [Close] to exit the drawing log, or you can continue to enter other drawings, revisions, or sketches in the log as needed.

Warning

Sketches are not automatically saved when you move off the row in the drawing grid. They are saved only when you click [Save] or [Close] in the Drawing Log window. When you click [Close], you receive a Save Changes message and you must click [Yes] to save the sketch.

Notes

•	For more information about any item in the Drawing Log window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

•	After you enter a new row and move off it, all items in the drawing grid are resorted. See How items are sorted in the drawing grid.

•	If a sketch applies to more than one drawing, and you want the sketch to sort and be listed in the drawing grid with each of its related drawings, you must enter the sketch multiple times in the drawing grid--each with a different drawing number.

Drawing Log window tips

Attach files or notes

Delete a sketch

View a drawing's historical information

Drawing reports

Troubleshoot the drawing log

More information


Ways to start entering a sketch

To create a new sketch and have information from an existing drawing or revision prefill for the new sketch, do the following in the Drawing Log window (Documents > Drawing Log).

  1	In the drawing log grid, select an existing drawing or revision for which you want to create a sketch. See Select an item in the drawing grid.

  2	Click [New Sketch]. A blank row is created beneath the selected drawing or revision. It prefills with some information from the existing drawing or revision. See Fields that prefill for sketches.

If you do not want a new sketch to prefill with any information from an existing drawing or revision, start typing sketch information directly in a blank row at the bottom of the grid.

Enter a sketch


View a drawing's historical information

From the Drawing Log window you can quickly view all revisions, sketches, and distribution information for a drawing by doing the following:

  1	From the Documents menu, select Drawing Log to open the Drawing Log window.

  2	In the drawing grid, select the drawing whose history you want to view. See Select an item in the drawing grid. If you cannot find the drawing you want, see Find an existing drawing in the log.

  3	Click [image] in the History column of the drawing's row. The print preview window for the Drawing History report opens, and all revisions and sketches are listed for the drawing. Other information included is the drawing's discipline, date, revision number, sketch number, comments, transmittal recipient, transmittal number, transmittal date, and number of copies sent.

Notes

•	To print the contents the drawing history print preview window, click the printer icon in the upper left corner of the window.

•	Click the binoculars icon [image] in the upper right corner of the window to search the print preview window for things such as comments, specific revision number, specific sketch number, or any text.

•	The Drawing History report is also available from the Reports > Drawing menu. From the Reports menu, you have more choices about what to include in the report. To learn the differences between running it from each location, see Drawing history report differences.

Drawing reports

Drawing log workflow


Drawing History report differences

The Drawing History (CR) report from the Reports > Drawing menu is the same report that you preview when you click [image] in the History column of the drawing grid in the Drawing Log window (Documents > Drawing Log).

The difference between running them from the two locations is that from the Drawing Log window, the report includes information for only one drawing--the drawing you select before you click the History icon). When you print or preview the history report from the Report menu, you have more choices about what you want to include in the report--a specific job (or all jobs), one or all drawing disciplines, open or closed jobs, and report date.

Print drawing reports

View a drawing's historical information


Print drawing reports

You can print or preview drawing log reports from the Reports > Drawing menu.

  1	From the Reports menu, select Drawing.

  2	From the Drawing submenu, select a drawing report.

  3	In the print selection window, enter information that specifies report content such as a specific job or all jobs, one or all drawing disciplines, open or closed jobs, and report date.

  4	To preview the report before you print it, click [Print Preview]. In the print preview window, click [Close] to return to the print selection window.

Note: To the left side of the print preview window, you see a Preview tab and pane. All jobs included in the report are listed in this pane by job number. To review report contents for each job, click the job number, and that job's information appears in the right pane of the print preview window. If you click the plus sign to the left of the job number, the drawing disciplines appear.

  5	To print the report, click [Start] in the print selection window.

Note: The Drawing History (CR) report from the Reports > Drawing menu is the same report that you preview when you click [image] in the History column of the drawing grid in the Drawing Log window (Documents > Drawing Log). To learn the differences between them, see Drawing history report differences.

Drawing reports

Send a drawing report

Drawing log inquiries

Drawing log workflow


Drawing reports

Some drawing reports that are available from Reports > Drawing:

(Maximize this window to view the complete topic.)

Report name	Description
Drawing Log (CR)	Use this report to: • Ensure that the project participants are using the most current drawings. • Reconstruct a job's drawing revision history. Includes all or current-only drawings with all their revisions and sketches. Includes drawing comments. Does not include transmittal distribution information.
Drawing History (CR)	Provides a complete history of a job's drawings with revisions and sketches, and transmittal distribution information. Includes drawing comments, transmittal number, to whom you sent the drawings, how many copies you sent, and the date you sent them. This report is viewable in an abbreviated form from the Drawing Log window. See Drawing history report differences.
Drawing Distribution (CR)	Provides a complete list of drawings that you sent to a recipient. Sorted by job and then recipient. Includes drawing comments, transmittal number, date sent, and number of copies sent.
Drawing Log as of Date (CR)	View the drawing log as it appeared on a certain date, so you can determine what the current drawing was on that date. Enter the date in the Report Date field in the Print Selection window that appears when you open the report.
Drawing Log by Source (CR)	View drawings by their source--who sent them to you. Sorted by job and then source.  Includes drawing number, title, date, and comments.
Drawing Log by Status (CR)	View drawings by their status (bidding, review, construction, final, etc.). Sorted by job and then drawing status. Includes drawing number, title, date, and comments.
Drawing Log by Designer (CR)	View drawings by their designer. Sorted by job and then designer. Includes drawing number, title, date, and comments.
Drawing Detail (CR)	View details for each drawing, including information such as a drawing's status, source, designer, cost impact, schedule impact, and distribution history.
Notes

•	For more information about how to print the reports, see Print drawing reports.

•	Additional Project Management reports not included in the PJ: Reports menu are located in X:\Program Files\Timberline Office\Accounting\Report (X:\Program Files\Timberline Office is where you installed your Timberline application files). To add any of these to the Project Management Reports menu, see Adding report names to the Reports menu.

Send a drawing report

Drawing inquiries

Drawing log workflow


Drawing inquiries

Some inquiries that are available from Inquiries > Drawing:

(Maximize this window to view the complete topic.)

Inquiry name	Description
Drawing Log--Current Drawings	Displays current drawings. Lists drawings by job, discipline, drawing number, date, and revision number.
Drawing Log--All Drawings	Displays all drawings--current and not current. Lists drawings by job, discipline, drawing number, date, and revision number.
Drawing reports

Drawing log workflow


Incrementing:

Revision number:

When you enter a new revision by clicking [New Revision] or selecting New Revision from the shortcut menu, the number for the new revision prefills based on the drawing, revision, or sketch that was selected before clicking [New Revision] or selecting New Revision. Increments by one.

If the incremented revision number already exists for the drawing, the revision number remains blank.


Drawing log --  transmittal and send topics:


Create a transmittal for a drawing

  1	From the Documents menu, select Drawing Log.

  2	In the Drawing Log window enter the job and discipline for the existing drawing you want to add to a new transmittal.

  3	Click [Transmittal]. If you have not saved changes to the drawing grid before you click this button, a Save Changes window opens. Click [Yes] to save changes and continue.

  4	In the Select Drawings for Transmittal window, select the drawings you want to add to the transmittal. See Different ways to select items from a list. After you make your selections, the Transmittal window opens and the drawings you selected are listed in the transmittal item grid.

  5	In the Transmittal window, accept the prefilled information, and enter other transmittal information, including To and Cc recipients, how and why you are sending the documents, and any remarks. You can also add other items (such as RFIs, change orders, or commitments) to the transmittal by entering them in the grid in this window.

  6	When you have finished entering information for the transmittal, click [Save] to save it.

  7	Do any of the following in the Transmittal window:

•	Click [Close] to close the transmittal without sending or printing it.

•	Click [Print] to print preview or print the transmittal. See Print a transmittal.

•	Click [Send] to open the Timberline Sending window where you can print, fax, or e-mail the transmittal to recipients. See Send a transmittal.

Tip: For more information about any item in the Transmittal window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes

•	References to "drawings" in this topic, mean drawings, revisions, or sketches.

•	You can automatically include drawing log attachments when you create a transmittal and send the drawing. A single attachment to this drawing is represented in the transmittal item grid by the [image]. Multiple attachments are listed as separate transmittal items.

•	You can create a transmittal for an existing drawing directly from Documents > Transmittals. You can also add a drawing to a transmittal that you create from within other documents such as RFIs or change orders.

•	To open an existing transmittal, you must access it from Documents > Transmittals.

Drawing information that prefills in the Transmittal window

About transmittals

Drawing log workflow

More information


Drawing information that prefills in the Transmittal window

When you add a drawing to a transmittal, the following drawing information prefills in the Transmittal window:

Transmittal window field	Prefill
Job	The drawing's job
Subject	"Drawing" or its custom description "Attachment" if drawing has two or more attachments.
Other check box in WE ARE SENDING YOU section	A check mark. The box beside it prefills with "Drawing" or its custom description.
Document Type in the grid	"Drawing"
Date in the grid	Date of the drawing
Number in the grid	Number of the drawing. If you enter a revision or sketch, those numbers also prefill in Number.
Copies in the grid	"1"
Description in the grid	Title of the drawing
	A single attachment
Create a transmittal for a drawing

Sending attachments in Project Management


Send a drawing

When you create a transmittal for a drawing, the drawing is listed as an item on the transmittal, but no drawing is actually sent when you print, fax or e-mail the transmittal.

Files that are attached to a drawing with [image] can be included on a transmittal and printed, faxed, or e-mailed when you send the transmittal. In File > Data Folder Settings > PJ Settings > General tab, select the Include attachments with documents when sending and Include document attachments on transmittal check boxes. Notes are not printed, faxed, or e-mailed.

To print, fax, or e-mail a transmittal that has a drawing listed on it, do the following:

  1	Create a transmittal for the drawing.

  2	Send the transmittal.

Note: References to "drawings" in this topic mean drawing, revision, or sketch.

Send a drawing report

Drawing log workflow

Sending attachments in Project Management


Send a drawing report

  1	From the Reports menu, select Drawing.

  2	From the Drawing submenu, select any drawing report.

  3	In the Print Selection window, enter information in any appropriate field to determine the report contents.

  4	Click [Print Preview] to preview the report contents before you send it. Click [Close] in the Print Preview window to return to the Print Selection window.

  5	In the Print Selection window, click [Send].

  6	In the Timberline Sending window, enter recipient information in the grid. Click [image] to select from a list of company or person contacts.

  7	The Send Method cell prefills with information you entered for the person or company in PJ: Setup menu. If it does not prefill or is incorrect, click [image] to select Fax, E-mail, or Printer.

  8	The Destination prefills with information. To change this, click [image] and enter the correct fax, printer, or e-mail address.

  9	If you are sending a fax or e-mail, enter a subject and message.

10	The drawing report is listed as a .pdf file in the Attachments box.

11	In the Timberline Sending window, click [Send]. The window closes and you are returned to the Print Selection window.

12	Click [Start]. The drawing report is sent, and you are returned to the Project Management main window.

Tip: For more information about any item in these windows, right-click the item and select What's This?.

Drawing reports

Print drawing reports

Send a drawing

Learn about sending

Drawing log workflow


Troubleshooting topics:

•	User may get error PJ0627 (PJ UI msg), which currently doesn't have a [Help] button. Other user has deleted a contact that was entered on a drawing. User may not know which contact and may not see the contact column if it is hidden. (per Will 1/28/03). Should enter tracker to add [Help] to error message.


Troubleshoot the drawing log

•	Attached file or note is gone

•	Cannot find the drawing log

•	Cannot scroll down a report's print preview window

•	Changes to drawing are gone

•	Deleted drawing reappears in the drawing grid

•	Drawing has disappeared

•	Transmittal item Document Type does not prefill as expected

Troubleshoot Project Management


Cannot find the drawing log

Issue

I cannot find the drawing log listed on the Documents menu.

Solutions

•	You may not see Drawing Log on the Documents menu if you entered a custom description for PJ Drawing in File > Data Folder Settings > Custom Descriptions. If you entered a custom description, you will see that description.

For more information, see Specifying custom descriptions.

•	You may not see Drawing Log on the Documents menu if you do not have task security to access it.

Troubleshoot the drawing log

Set up task security for an operator


Deleted drawing reappears in the drawing grid

Issue

I deleted a drawing and it has reappeared in the drawing grid. (Documents > Drawing Log > Drawing Log window)

Solution

When you delete a drawing from the grid, although it disappears from the grid when you move off its row, it is not completely deleted until you save the log by clicking [Save].

You can also save it by clicking [Close] or [Transmittals], and then in the Save Changes window, click [Yes].

When you click [Close] or [Transmittals] after you delete a drawing from the grid, the Save Changes window opens. Be aware that the choices you make in the Save Changes window determine whether the drawing will actually be deleted or not.

•	If you click [Yes] in the Save Changes window, the drawing is permanently deleted and the Drawing Log window closes.

•	If you click [No] in the Save Changes window, the drawing is not deleted and the drawing log closes. The "deleted" drawing reappears in the drawing grid the next time you open the Drawing Log window.

•	If you click [Cancel] in the Save Changes window, you are canceling the closing of the drawing log, not canceling the deletion of the drawing. You are returned to the Drawing Log window, and the "deleted" drawing does not appear in the drawing grid. To permanently delete it, you must click [Save] in the Drawing Log window (or click [Close] and then click [Yes] in the Save Changes window). If you do not want the drawing to be deleted, click [Cancel] in the Drawing Log window.

After you delete a drawing and it is removed from the drawing grid, if you click [Cancel] in the Drawing Log window, you are returned to the drawing grid where the "deleted" drawing reappears.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.

Troubleshoot the drawing log

Delete a drawing


Changes to drawings are gone

Issue

I made a correction to an existing drawing in the drawing log and the correction was not saved. (Documents > Drawing Log > Drawing Log window)

Solution

When you make changes to a drawing in the grid and you move off its row, the changes are not saved until you click [Save] to save the drawing log.

You can also save the changes by clicking [Close] or [Transmittal] and then in the Save Changes window, click [Yes].

When you click [Close] or [Transmittal] after making changes to a drawing, the Save Changes window opens. Be aware that the choices you make in the Save Changes window determine whether the changes are saved or not.

•	If you click [Yes] in the Save Changes window, the drawing changes are saved and the Drawing Log window closes.

•	If you click [No] in the Save Changes window, the drawing changes are not saved and the drawing log closes. The drawing changes do not appear in the drawing grid the next time you open the Drawing Log window.

•	If you click [Cancel] in the Save Changes window, you are canceling the closing of the drawing log, not canceling the changes to the drawing. You are returned to the Drawing Log window, and the changes remain in the drawing grid. To save the changes, you must click [Save] in the Drawing Log window (or click [Close] and then click [Yes] in the Save Changes window). If you do not want the changes to be saved, click [Cancel] in the Drawing Log window.

After you make changes to a drawing in the drawing grid and move off the row, if you click [Cancel] in the Drawing Log window, you are returned to the drawing grid where the changes have been removed.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.

Troubleshoot the drawing log

Change a drawing


Attached file or note is gone

Issue

I attached a file or note to a drawing in the drawing log and it is no longer there. (Documents > Drawing Log > Drawing Log window)

Solution

When you attach a file or note to a drawing in the grid and you close the Drawing Attachments window, the attachments are not saved until you click [Save] in the Drawing Log window.

You can also save the changes by clicking [Close] or [Transmittals] in the Drawing Log window, and then in the Save Changes window, click [Yes].

When you click [Close] or [Transmittals] after you attach a file or note to a drawing, be aware that the choices you make in the Save Changes window that follows, determine whether the attachments are saved or not.

•	If you click [Yes] in the Save Changes window, the drawing attachments are saved and the Drawing Log window closes.

•	If you click [No] in the Save Changes window, the drawing attachments are not saved and the drawing log closes. The drawing attachments do not appear in the Drawing Attachments window the next time you open the Drawing Log window.

•	If you click [Cancel] in the Save Changes window, you are canceling the closing of the drawing log, not canceling the drawing attachments. You are returned to the Drawing Log window, and the attachments remain in the Drawing Attachments window. To save the attachments, you must click [Save] in the Drawing Log window (or click [Close] and then [Yes] in the Save Changes window). If you do not want to save the attachments, click [Cancel] in the Drawing Log window.

After you attach a file or note to a drawing in the grid and move off the row, if you click [Cancel] in the Drawing Log window, you are returned to the drawing grid and the attachments have been removed.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.

Troubleshoot the drawing log

Attach a file or note to a drawing


Drawing has disappeared

Issue

I am in the Drawing Log window (Documents > Drawing Log) and either of the following occurs.

•	The drawing I just entered has disappeared.

•	The drawing I am looking for is not in the drawing grid.

Explanations

•	The drawing may have changed positions in the grid. After you enter a new drawing in the grid and move off the row, all items in the grid are resorted. See How items are sorted in the drawing grid.

•	The drawing exists, but it may not appear in the grid because its discipline does not match the discipline entered in the Discipline field.

•	The drawing exists, but it may not appear in the grid because it is not current and the Show only current drawings check box is selected.

•	You may not have completely saved a drawing after you entered it, and it does not exist.

When you enter a new drawing in the grid, it is not automatically saved when you move off its row in the grid. You must click [Save] to completely save it. You can also click [Close] and in the Save Changes window, click [Save]. If you enter a drawing in the grid and you click [Cancel] in the Drawing Log window before you click [Save], the new drawing is not saved. It is also not saved when you click [Close] and then in the Save Changes window you click [Cancel].

To bring an existing drawing into view in the drawing grid, you can do any of the following:

•	If you know the drawing number, enter it in the Go to drawing field.

•	Use your mouse to move the scrollbar (to the right of the drawing grid) up and down the grid to search for the drawing. You can also use the up and down arrow keys or [Page Up] or [Page Down] keys on your keyboard after you move your cursor into the grid.

•	Change the Discipline field (above the drawing grid) to either All Disciplines or to the discipline of the drawing you are looking for. What you enter in the Discipline field acts as a filter to determine which drawings are bought into view in the drawing grid.

•	If the Show only current drawings check box is selected, clear it to display both past and current drawings in the grid. This check box acts as a filter to determine which drawings are brought into view in the drawing grid.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.

Troubleshoot the drawing log

Learn about the drawing log


Cannot scroll down a report's print preview window

Issue

When I click [Print Preview] in a print selection window to preview a report's contents, I can only view the first page. I cannot move down the page using the arrow keys or [Page Up] or [Page Down] keys on my keyboard or using my mouse and scroll bar.

Solution

You may experience this when you preview drawing reports (Reports > Drawing). To the left side of the print preview window, you see a Preview tab and pane. All jobs included in the report are listed in this pane by job number. To review report contents for each job, click the job number, and that job's information appears in the right pane of the print preview window. If you click the plus sign to the left of the job number, the drawing disciplines appear.

Troubleshoot the drawing log


Transmittal item Document Type does not prefill as expected

Issue

In the Transmittal window, when I add a document as an item for a transmittal, Document Type prefills with "Drawing," which is incorrect.

Solution

If you have changed the custom description for PJ Drawing, although the word "drawing" is replaced with your custom terminology in most places in the software, in the transmittal item grid, Document Type prefills with "Drawing" and not the custom description.

Note: Custom descriptions are entered in File > Data Folder Settings > Custom Descriptions. For more information, see Specifying custom descriptions.

Troubleshoot the drawing log


Drawing log error messages:


Duplicate Drawing Entered

The drawing you entered already exists for this job and discipline. Click [OK] to enter a different drawing. Click [Help] for more information.   (PJ1600)

The combination of job, discipline, drawing number, revision number, sketch number, and date must be unique; otherwise it is considered a duplicate drawing.

If you are unable to enter a unique drawing because you are not sure what was previously entered, you can view past drawings to determine what you need to enter for the new drawing.

  1	Click [OK] in the Duplicate Drawing Entered window to return to the Drawing Log window.

  2	From the Project Management main window, select Reports and then Drawing.

  3	From the Drawing submenu, select the Drawing Log (CR) report.

  4	In the Print Preview window, enter the job and discipline.

  5	Click [Print Preview] to view a list of drawings for the job and discipline.

  6	In the drawing log grid, enter a unique number for the drawing.

Note: You can also view drawing inquiries from the Inquiry menu instead of previewing this report.


Existing Drawing Has Changed

Changes you made are edits to the existing drawing. Editing an existing drawing does not create a new drawing, revision, or sketch. Click [OK] to accept the changes you made to the drawing. Click [Cancel] to cancel changes you made to it. For more information, click [Help].   (PJ1601)

If you intend to correct or edit an existing item in the drawing grid, click [OK] to accept the changes you made to it. For more information and a list of fields that produce this warning message when you change them, see Change a drawing.

If you intend to enter a completely new drawing, revision, or sketch for an existing drawing or revision, click [Cancel] to remove the changes you made to the existing drawing, and enter a new drawing in a blank row in the drawing grid. See Enter a drawing, Enter a drawing revision, or Enter a sketch.

Do not warn me next time check box: Select this check box if you do not want to receive this message as a reminder every time you edit an existing drawing in the drawing grid. Leave this check box cleared if you want to continue to receive this message as a reminder.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Discipline Has Changed

Because the discipline you entered for this drawing is different from the discipline you entered in the Discipline field above, the drawing will move off the grid when you move off its row. Click [OK] to accept the discipline for the drawing, or click [Cancel] to change the discipline for the drawing. For more information click [Help].   (PJ1602)

If you entered the correct discipline for this drawing, click [OK] in the error message window and continue. To prevent the drawing from moving off the grid when you leave its row, you can change the discipline in the Discipline field only after you enter a drawing number.

If you entered the wrong discipline for the drawing and you want to change it, click [Cancel] in the error message window.

The discipline you enter in the Discipline field (above the drawing log grid) determines what drawings appear in the drawing grid. If you choose All Disciplines, any new drawing you enter remains in the grid after you move off it. If you enter a specific discipline in the Discipline field, for example Civil--when you enter a new drawing with a discipline of Architectural, it will move off the grid after you leave the row because it is not a civil drawing.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Drawing Will Move off the Grid

Because the Show only current drawings check box above is selected, this drawing, which is no longer current, will move off the grid when you click [OK] in this window.   (PJ1604)

When you select the Show only current drawings check box, only current drawings appear in the drawing grid. If you change an existing drawing in the grid from current to noncurrent, it will move off the grid when you leave the row. Click [OK] and the drawing moves off the drawing grid.

To bring it back into view, clear the Show only current drawings check box. You can clear and select the check box at any time to bring drawings into or out of view in the grid.

Do not warn me next time check box: Select this check box if you do not want to receive this message as a reminder every time you change a drawing to noncurrent when the Show only current drawings check box is selected. Leave this check box cleared if you want to continue to receive this message as a reminder.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Selections Will be Canceled

The selected drawings will be canceled because you changed the discipline. Click [OK] to cancel the selections, or click [Cancel] to keep them. To select drawings for more than one discipline at a time, click [OK], select All Disciplines in the Discipline field, and select the drawings.   (PJ1607)

When the Select Drawings for Transmittal window or the Select Drawings for RFI window opens, drawings may be highlighted automatically or highlighted when you click one to select it. (A drawing may be automatically highlighted based on a selection you made in the Drawing Log window or if the first thing you do in the window is change the discipline.)

Because drawings are already selected in these windows, if you change the discipline, you receive this error message. The automatically selected drawings and any others you highlighted are no longer selected. Click [OK] to change the discipline and reselect drawings for a transmittal or RFI.

Do not warn me next time check box: Select this check box if you do not want to receive this message as a reminder every time you change the discipline in the Select Drawings for Transmittal window or the Select Drawings for RFI window. Leave this check box cleared if you want to continue to receive this message as a reminder.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Save Changes

Do you want to save the changes you made to the drawing log before you switch jobs?   (PJ1608)

You made changes to one or more drawings in the drawing grid. Before you can switch jobs, you must do one of the following:

•	Click [Yes] to save the changes to the drawings for the first job. The second job's drawings then appear in the drawing grid.

•	Click [No] to remove the changes to the drawings for the first job. The second job's drawings then appear in the drawing grid.

•	Click [Cancel] to stop the save process. The first job's drawings remain in the grid and the changes you made to them still appear in the grid.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Save Changes

Do you want to save the changes you made to the drawing log?   (PJ1609)

You made changes to one or more drawings in the drawing grid. Before you can open the transmittal or history window, you must do one of the following:

•	Click [Yes] to save the changes to the drawings before the transmittal or history window opens.

•	Click [No] to remove the changes to the drawings before the transmittal or history window opens.

•	Click [Cancel] to stop the save process. You are returned to the Drawing Log window where the changes you made still appear in the grid.

Note: References to "drawing" in this topic mean drawings, revisions, or sketches.


Save Changes

Do you want to save the changes you made to the drawing log before closing this window?   (PJ1610)

You made changes to one or more drawings in the drawing grid. Before you can close the window, you must do one of the following:

•	Click [Yes] to save the changes to the drawings before you close the Drawing log window.

•	Click [No] to remove the changes to the drawings before you close the Drawing Log window.

•	Click [Cancel] to stop the close process. You are returned to the Drawing Log window where the changes you made still appear in the grid.

Note: References to "drawings" in this topic mean drawings, revisions, or sketches.


Cannot Save Drawing Log

Cannot save the drawing log because the last job you entered in the log has been deleted by another user while you were in the drawing log.   (PJ1612)

When you click [OK], you return to the Drawing Log window and the drawing grid is empty. All the items you entered have been permanently deleted.

You must set up the job again before you can reenter drawings for it. To set up the job again, open the Job Setup window by either entering the job description in the Job field of the Drawing Log window or select Jobs from the Setup menu.


Per Will 2/10/03 -- this topic is no longer needed

Discipline Has Changed

Because the discipline you entered for this drawing is different than the discipline you entered in the Discipline field above, the drawing will move off the grid when you click [OK] in this window. Click [Cancel] to return to the drawing row and change its discipline. For more information, click [Help].   (PJ1613)

If you entered the correct discipline for this drawing, click [OK] in the error message window, and the drawing moves off the grid. To bring it back into view in the grid, change the discipline in the Discipline field.

If you entered the wrong discipline for this drawing, click [Cancel] in the error message window. You are returned to the drawing in the grid and its discipline has been changed to match the discipline in the Discipline field.

The discipline you enter in the Discipline field (above the drawing log grid) determines what drawings appear in the drawing grid. If you choose All Disciplines, any new drawing you enter remains in the grid after you move off it. But if you enter a specific discipline in the Discipline field, for example Civil--when you enter a new drawing with a discipline of Architectural, it moves off the grid after you leave or save the row because it is not a civil drawing.


Per Will 2/10/03 -- this topic is no longer needed

Drawing Will Move off the Grid

Because the "Show only current drawings" check box is selected, this drawing, which is no longer current, will move off the grid when you click [OK] in this window. Click [Cancel] to return to the drawing in the grid.   (PJ1614)

If the current status you entered for this drawing is correct, click [OK] in the error message window, and the drawing moves off the grid. To bring it back into view in the grid, clear the Show only current drawings check box in the Drawing Log window. You can clear and select this check box at any time to bring drawings into or out of view in the grid.

If you want to change the status of this drawing to Current, click [Cancel] in the error message window, and you are returned to the drawing's Current check box, which is selected. The drawing remains in view in the drawing grid when you save the drawing or move off the row.


016

Key fields:


Job

This field prefills with the job you selected in the Meeting Minutes Options window.

You cannot change this prefill.


Type

This field prefills with the meeting type you selected in the Meeting Minutes Options window.

You cannot change this prefill.


Number

Accept the prefill or enter a meeting number (up to 4 characters).

Use the default numbering scheme or maintain your own throughout the project. Meeting numbers automatically increment by one with each new meeting.

Changing numbers may cause meeting minutes to be out of sequence. This could affect which meetings appear in selection lists and reports.

The most recent meeting is based on the meeting number, not on the date. The system regards the highest number as the most recent.

Meeting minutes item numbers prefill based on the meeting number; for example, the third item from the fifth meeting is 5-3.

To learn more, see About meeting minutes numbers.


Meeting date

Accept the prefilled date or click [image] and select a date from the calendar.

This field prefills from the Next date field when you create a new meeting from a previous meeting. If there was no previous meeting or you didn't specify a date, this field prefills with the system date.


General information area


Purpose

Enter the purpose of your meeting; for example, "Weekly meeting with architect."

Prefills from previous meeting of this job and type.

To check the spelling of your entry, right-click this field and select Check Spelling from the shortcut menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.


Location

Enter the meeting's location.

This field prefills from the previous meeting for this job and type.

If you create a new meeting, this field prefills from the Job Site Address fields in Setup > Jobs > Site/Contacts tab.


Start time

Enter the time the meeting will start. Use an HH:MM format.

This field prefills from the Next time field of the previous meeting of this job and type.

You can change this prefill.


End time

Enter the time the meeting ends. Use an HH:MM format.


Next date

Enter the date you will hold the next meeting or click [image] and select a date from the calendar.

This field prefills based on dates from previous meetings.

You can change this prefill.


Next time

Enter the starting time of the next meeting. Use an HH:MM format.

This field prefills from the previous meeting of this job and type.


Prepared by

Enter the name of the person who prepared the minutes or click [image] and select a name from the list.

This field prefills from the last meeting for this job and meeting type or with the name of the default sender if this is a new meeting.


Opens the Address Book Contact Selection List window, in which you can select from all persons in Address Book.


All person binoc icons have been aliased to the previous topic.

Attendees and distribution


Entry grid icons

The icons displayed in the first gray column of entry grids indicate the status of individual rows.

Icon	Indicates
	The current (active) line.
	Where a new line can be added. This icon is displayed in the last line of the grid.
	That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

Note: You can delete a row by right-clicking in the first gray column of the row you want to delete. Select Delete Row from the shortcut menu and left-click.


Attendee

Enter the name of each attendee on a separate row.

Click [image] to select names from a list of job contacts set up in Setup > Jobs > Site/Contacts.

Click [image] to select names from the entire Address Book.

To sort attendees in alphabetical order, right-click in this column and select Sort by name.

Each attendee will receive an e-mail, fax, or printed copy when you send the minutes.


Regular attendee checkbox

Select this check box if this person regularly attends this meeting.


Attended checkbox

Select this check box if this person was present at the meeting.


Comments

Enter comments (up to 100 characters).

To check the spelling of your entry, right-click this field and select Check Spelling from the shortcut menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.


Cc

Enter the names of persons who should receive a copy of the minutes.

Each contact will receive an e-mail, fax, or printed copy when you send the minutes.

Click [image] to select names from the list of job contacts set up in Setup > Jobs > Site/Contacts.

Click [image] to select names from the entire Address Book.


Items area


 Item attachments

Opens the Attachments window in which you can add, change, view, or delete a file attachment.

You can add internal notes and files about this item to this window. They will not print or get sent when you distribute meeting minutes. See Create internal notes for more information.

 indicates this item has notes or files attached.


Item

Enter an identifying number for this item or accept the prefill.

In the default system for numbering items, the first number represents the meeting and the second represents the item; for example, 12-3 is the third item of the twelfth meeting. Item numbers automatically increase by one from the previous number. You can change this prefill.

You cannot change the number of an item that was created in a previous meeting.


Topic

Enter the topic of the item, or click [image] and select a topic from the list.

You can change the contents of this list in File > Data Folder Settings > Custom Descriptions > PJ Topic.


Spec Section

Enter a spec section or click [image] and select one from the list.

If you enter a spec section here that has not been set up in Setup > Spec Sections, it will not be added to the main list.

You can change the title of this column in File > Data Folder Settings > Custom Descriptions > PJ Spec. Section.


Subject

Enter the subject of the item (up to 100 characters).

To check the spelling of your entry, right-click this field and select Check Spelling from the shortcut menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.


Description

Enter a description of the item (up to 4000 characters).

To check the spelling of your entry, right-click this field and select Check Spelling from the shortcut menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.


Urgency

Select an urgency level for this item.

You can change the title of this field and the contents of this list in File > Data Folder Settings > Custom Descriptions > PJ Urgency.


Responsible

Enter the name of the person who is responsible for this item.

Click [image] to select names from the list of job contacts set up in Setup > Jobs > Site/Contacts.

Click [image] to select names from the entire Address Book.


Miscellaneous

Enter additional information (up to 100 characters).

You can change the title of this field in File > Data Folder Settings > Custom Descriptions > PJ Miscellaneous.


Open date

Enter the date the item was created. Click [image] and select a date from the calendar.

This field prefills with the meeting date. You can change the prefill.


Due date

Enter the date the item is due. Click [image] and select a date from the calendar.


Closed

Select this check box when the item is closed.

If you leave this check box unmarked, the item is copied forward to the next meeting for this job and meeting type.


Close date

Enter the date on which the item was closed. Click [image] to select a date from the calendar.

This field prefills with the meeting date when the Closed check box is marked.


Detail area


New Item

Clears the Detail area and assigns a number to the new item. You can enter information about the new item in the Detail area or the Items grid.


Click the previous and next buttons to scroll through the list of items.


Click to expand or collapse this section of the window.


Buttonville


[New]

Opens the Create New Meeting window. You can select whether to set up a new meeting for the first time, or base the new meeting on a previous one.


[Find]

Opens the Find window in which you can locate and select a meeting.


[Prev]

Opens the previous meeting minutes for this job. Meeting minutes are listed in order by meeting type and number.


[Next]

Opens the next meeting minutes for this job. Meeting minutes are listed in order by meeting type and number.


[Save]

Saves entries and changes you made to this meeting during this entry session.


[Delete]

Deletes these meeting minutes permanently.

This button may be disabled if you use task security.


[Transmittal]

Opens the Transmittal window in which you can send a transmittal with these meeting minutes.


[Print]

Opens the Print Selection window in which you can preview or print these meeting minutes.


[Send]

Opens the Timberline Sending window in which you can send these meeting minutes to a printer, fax, or e-mail address.


[Custom Fields]

Opens the Custom Fields window in which you enter information in additional fields you have created for meeting minutes in Custom Fields (File > Data Folder Settings).


[Close]

Closes the Meeting Minutes window. If you made entries or changes during this session, you receive a message asking whether you want to save them before closing the window.


Options dialog


Create a new meeting based on a previous meeting

Opens a list from which you can select a previous meeting for a particular job. Details such as open items and attendees from the previous meeting are carried forward to the new meeting.


View or change an existing meeting

Opens a list from which you can select the minutes for a particular meeting. You can then add to, edit, or delete certain details from these minutes.


Create a new meeting

Allows you to select the job and meeting type for a new meeting.

You can create a new meeting for jobs and meeting types for which no meetings exist.


Job

Accept the prefilled entry or enter another job for this meeting. The job prefills if you selected the Use last job check box in PJ Settings (Project Management: File > Data Folder Settings).

Different ways to enter a job in this field


Type

Click [image] and select a meeting type from the list.

Type, along with job and number uniquely identifies each meeting.

Meeting Minutes allows only one meeting series of a particular type per job. Once you have created a meeting with a particular job and type, that type is no longer available from the list for that job. You can create a series of meetings by basing meetings for this job and type on previous meetings.

You can customize this list in File > Data Folder Settings > Custom Descriptions > PJ Type. See Create a new type for more information.


Type

Click [image] and select a meeting type from the list.

Type, along with number and job uniquely identifies each meeting. You can narrow your search for a particular meeting by selecting the meeting type here.


Number

Enter the number of the meeting you wish to open.


Show

Select All Meetings to view a list of all meetings for this job.

Select Most Recent Meeting to view a list of the most recent meetings of each type for this job.


Meeting list

Select the meeting you would like to open and click [OK]. This list includes meetings for only the job you selected.


[OK]

Accepts your selection and opens the Meeting Minutes window.


[Cancel]

Cancels your selections and entries in this window during this session.


[Help]

Opens Help and displays information about this window.


Custom Fields


Custom Field

Enter information for this custom field. This field exists because you created it in File > Data Folder Settings > Custom Fields.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels all entries and changes you made to this window during this session.


[Help]

Opens Help and displays information about this window.


Custom Fields window

If you have set up custom fields for Meeting Minutes in File > Data Folder Settings > Custom Fields, those fields appear in this window. Custom fields allow you to track additional information not provided on the Meeting Minutes window. The fields you create are available for reports and inquiries you design. This window will be blank if you have not set up custom fields.

What do you want to do?

•	Enter custom field information

•	Change or add custom fields

Tip: For more information about any item in the Meeting Minutes Custom Fields window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.


Enter custom field information

If you have set up custom fields for Meeting Minutes in File > Data Folder Settings > Custom Fields, those fields appear on the Meeting Minutes Custom Fields window in Meeting Minutes. Custom fields allow you to track additional information not provided for on the Meeting Minutes window..

To enter or change information in custom fields in Meeting Minutes

  1	If you are in the process of creating a new meeting, in the Meeting Minutes window click [Custom Fields] to open the Custom Fields window.

If you need to open a previous meeting, select Meeting Minutes from the Document menu. In the Meeting Minutes Options window, click View or change an existing meeting. Select the appropriate meeting from the list and click [OK]. In the Meeting Minutes window, click [Custom Fields].

  2	In the Meeting Minutes Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to return to the Meeting Minutes window. Click [Close] to exit.

Tip: For more information about any item on the Meeting Minutes Custom Fields window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Setting up custom fields


Meeting Minutes Options window

What do you want to do?

•	Create a new meeting

•	Create a new meeting based on a previous meeting

•	Edit minutes from a previous meeting

•	Learn about meeting minutes workflow

•	Learn about meeting minutes

Tip: For more information about any item in the Meeting Minutes Options window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Meeting minutes workflow

Meeting minutes tips

Troubleshoot meeting minutes


Meeting Minutes window

What do you want to do?

•	Learn about meeting minutes

•	Learn about meeting minutes items

•	Edit minutes

•	Find a meeting

•	Add an attachment

•	Create internal notes

•	Create a meeting agenda

•	Delete meeting minutes

•	Send meeting minutes

•	Print meeting minutes

Tip: For more information about any item in the Meeting Minutes window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Meeting minutes workflow

Meeting minutes tips

Troubleshoot meeting minutes


What are Meeting Minutes

Meeting Minutes gives you an electronic way to record the issues, events, and action items that you discuss in your project meetings. Use Meeting Minutes to track issues from one meeting to the next, record an ongoing series of events about a particular issue, track who is responsible for the issue, and close issues when they are resolved. You can print meeting minutes and agendas, and send copies of meeting minutes to all participants via e-mail, fax, or paper.

Meeting minutes workflow

Create a meeting


 About meeting minutes

Meeting Minutes gives you an electronic way to track attendees and record the issues, events, and action items that you discuss in your project meetings. Use Meeting Minutes to track issues from one meeting to the next, record an ongoing series of events about a particular issue, track who is responsible for the issue, and close issues when they are resolved. You can print meeting minutes and agendas and send copies of meeting minutes to all participants by e-mail, fax, or paper.

Meeting minutes workflow

Create a new meeting

Edit minutes from a previous meeting

Create a new meeting based on a previous meeting

Create a meeting agenda

Learn about meeting minutes reports

Add attachments to meeting minutes

Meeting minutes tips

Troubleshoot meeting minutes


Meeting minutes workflow

Meeting Minutes enables you to create meetings and track meeting details. You can distribute an agenda and minutes to anyone on your project.

  1	When you set up the first meeting in a series of meetings, you need to create a new meeting. You must do this once, for only the first meeting in a series.

  2	Create and distribute an agenda before the meeting.

  3	Take notes during the meeting.

  4	After the meeting, add and edit information such as who attended, issues discussed, and action items resolved.

  5	Add notes and attachments to each meeting and internal notes and attachments to each item.

  6	Create and distribute the minutes to attendees and interested parties.

  7	Set up the next meeting. You can set up each successive meeting in a series by basing each new meeting on the previous meeting. Information such as attendees and open items are carried forward from the previous meeting.

  8	Create and distribute an agenda based on the newest meeting.

  9	Create and send a dunning letter if necessary.

Tip: For more information about any item in any Meeting Minutes window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Learn about meeting minutes reports

Troubleshoot meeting minutes

Meeting minutes tips


About meeting minutes numbers

•	Accept the default numbering scheme for meeting minutes or create a system of your own at the beginning of the project. Either way, the system will attempt to increment the meeting number and item number. See Meeting and item number sorting rules.

•	The most recent meeting is based on the meeting number, not on the date. The system regards the highest meeting number as the most recent.

•	Meeting minutes item numbers prefill based on the meeting number; for example, the third item from the fifth meeting is 5-3. See About meeting minutes items for more information.

Warning: Changing meeting numbers may cause meeting minutes to be out of sequence. This could affect which meetings appear in selection lists and reports. Timberline recommends that you use the default numbering scheme. If you create your own numbering system, you should maintain it throughout the project.


Meeting and item number sorting rules

Whether you accept the default numbering system or you create your own numbering system for meeting minutes, the system will attempt to increment the meeting number and item number. Timberline recommends you accept the default numbering scheme. The following describes how meeting and item numbers are sorted in selection lists in the Meeting Minutes Options and Find windows and in reports and inquiries.

•	Item numbers are sorted by sections. This means you will see A, A-1, A-2, A-10, B, B-1, B-2, and B-10 (rather than A, B, A-1, A-10, A-2, B-1, B-10, B-2, etc.).

•	Meeting and item numbers are sorted in numeric and then alphabetical order.

•	For alphabetical entries, A through Z comes before AA, BB, etc.

•	Alphabetical entries are not case-sensitive, meaning that A1 and a1 are the same number.

•	The system does not automatically place zeros before a single digit you enter. For example, it does not create 01 when you enter 1. This means A-1 and A-01 are considered to be two different numbers.

•	Sections separated with a hyphen (-) come before sections separated with a period (.).

About meeting minutes numbers

About meeting minutes items


About meeting minutes items

•	In the default system for numbering items, the first number represents the meeting and the second represents the item; for example, 12-3 is the third item of the twelfth meeting. If you follow the default numbering scheme, item numbers automatically increase by one from the previous number. You can change this prefill; however Timberline recommends you accept the default. See Meeting and item number sorting rules.

•	You cannot change the number of an item that was created in a previous meeting.

•	You can add internal notes and files about this item to this window. They are not printed or sent when you distribute meeting minutes.

•	Note that the fields in the Items and Details sections are the same. You can enter information in either section. Right-click in the Items grid and select Hide/Show columns.

•	Open items are carried forward to the next meeting.

•	Right-click in the items grid and select Hide/Show Cols. Select which columns you want to appear in the grid. Click [OK].

Delete a meeting item

Send a dunning letter

Meeting minutes workflow


About most recent meetings

•	Most recent meetings are based on the meeting number, not on the date. The system regards the highest number as the most recent.

•	When you select Base a new meeting on the most recent meeting in the Meeting Minutes Options window, the meetings with the highest number appear in the list.

•	Meeting numbers automatically increment by one with each succeeding meeting.

Warning: Changing meeting numbers may cause meeting minutes to be out of sequence. This could affect which meetings appear in selection lists and reports. If you create your own numbering system, you should maintain it throughout the project.


Create one-time only meetings

If you need to hold a meeting that is not part of a series, you can create a new type specifically for the meeting.

To create a new type:

  1	On the File menu select Data Folder Settings > Custom Descriptions > PJ Type.

  2	Select the PJ Type row and click [Customize List].

  3	In the Custom List Setup window click [Add].

  4	Enter the name of the type and click [OK].

  5	To rearrange the order of a type on the list, select it, then click the Move buttons.

  6	Click [OK].

  7	Click [OK] in the Custom Descriptions window.

  8	Create a new meeting using the type you just entered.

Tip: For more information about any item in Project Management windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.


Create a new type

You can customize the type list if it does not contain the appropriate meeting type, or if you want to create a one-time only meeting, or if you want to create two different meetings of a similar type for a particular job.

To create a new type:

  1	From the File menu select Data Folder Settings > Custom Descriptions > PJ Type.

  2	Select the PJ Type row and click [Customize List].

  3	In the Custom List Setup window click [Add].

  4	Enter the type and click [OK].

  5	To rearrange the order of the list, select the type; then click the Move buttons.

  6	Click [OK].

  7	Click [OK] in the Custom Descriptions window.

  8	You can now select the new type in the Meeting Minutes Options window.

Tip: For more information about any item in Project Management windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.


Create a new meeting

Create a new meeting if this is the first meeting of this type for this job or if this is a one-time only meeting.

  1	From the Documents menu select Meeting Minutes.

  2	In the Meeting Minutes Options window:

•	Select Create a new meeting.

•	Enter a job or click [image] and select a job.

•	Click [image] and select a meeting type.

  3	Click [OK]. The Meeting Minutes window opens.

•	Accept the default number and enter a meeting date.

•	To expand or collapse the sections of the Meeting Minutes window, click [image] or [image].

  4	In the General Information section:

•	Enter a purpose, such as "Weekly meeting."

•	The location prefills from the Job site address in Setup > Jobs > Site/Contacts tab. You can change this prefill.

•	Enter the name of the person who prepared these minutes.

•	Enter start and end times for your meeting.

•	Enter the date and starting time of the next meeting.

  5	In the Attendees and distribution section:

•	Enter the names of meeting attendees in the grid. Select the appropriate check boxes if they were present at the meeting.

•	In the Cc field, enter the names of persons and companies who should receive a copy of the minutes.

  6	In the Items section:

•	Right-click in the grid and select Hide/Show Cols. Select which columns you want to appear in the grid. Click [OK].

•	Note that the fields in the Items and Details sections are the same. You can enter information in either section.

•	Enter an identifying number for this item or accept the prefill. Enter the subject and other pertinent information. Select the Closed check box to close an item. Open items are carried forward to the next meeting.

•	Click [image] to add internal notes to each item. The information you enter here is not e-mailed, faxed, or printed when you send the agenda or minutes.

•	Tab through each column of the grid or click [New Item] in the Details section to add a new row to the grid.

  7	In the Details section:

•	Click [New Item] to create a new item. Enter an identifying number for this item, or accept the prefill. Enter the subject and other necessary information.

•	Click [image] or [image] to scroll through items for this job and meeting.

  8	Enter custom field information If you have created custom fields for meeting minutes, click [Custom Fields] to enter information in those fields.

  9	Click [Attachments] to add files. You can include attachments on a transmittal and print, fax, or e-mail them when you send meeting minutes.

10	To save and close meeting minutes, click [Close].

Tip: For more information about any item in the Options or Meeting Minutes windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Send meeting minutes

Create an agenda

Meeting minutes workflow


Create a new meeting based on a previous meeting

Create a new meeting based on the most recent meeting for a particular job and type.

  1	From the Documents menu select Meeting Minutes.

  2	In the Meeting Minutes Options window:

•	Select Create a new meeting based on a previous meeting.

•	Enter a job.

•	From the list of most recent meetings, select the one on which you want to base the new meeting.

  3	Click [OK]. The Meeting Minutes window opens.

•	Accept the prefilled meeting number. If you change the number, you can affect which meetings appear in selection lists and reports.

•	Several fields conveniently prefill from the previous meeting. You can change the prefills.

  4	In the Attendees and distribution section:

•	Select or clear the Attended checkbox to record which attendees were present.

•	Add new attendees in the Attendee grid.

•	In the Cc field enter the names of persons who should receive a copy of the minutes.

  5	In the Items and Detail section:

•	To close items, select the Closed check box in the item grid. Closed items are not carried forward to the next meeting.

•	Tab through each column of the grid or click [New Item] in the Details section to add a new row to the grid. Add new items in either section.

•	Click [image] to add internal notes to each item. The information you enter here is not e-mailed, printed, or faxed when you send the agenda or minutes.

  6	Enter custom field information If you have created custom fields for meeting minutes, click [Custom Fields] to enter information in those fields.

  7	Add attachments Click [Attachments]. These attachments can be printed, faxed, or e-mailed when you send meeting minutes.

  8	To save and close meeting minutes click [OK].

Send meeting minutes

Create an agenda

Meeting minutes workflow


Create a meeting

Create a new meeting when you set up the first in a series of meetings. Create a new meeting based on a previous meeting when you set up each successive meeting in a series.

Create a new meeting

Create one-time only meetings

Create a new meeting based on a previous meeting


Edit minutes from a previous meeting

Open an existing meeting to view, change, or delete the minutes.

  1	From the Documents window, select Meeting Minutes.

  2	Select View or change an existing meeting.

•	Enter a job.

•	Select a type.

•	In the Show field, select whether to show all meetings for this job and type or only the most recent.

•	From the list of previous meetings, select the one you would like to view or edit.

  3	Click [OK]. The Meeting Minutes window opens.

  4	Make changes to any field.

  5	Click [Close] to save your changes.

Notes:

•	The changes you make appear in only the meeting you have edited and are not reflected in existing meetings, which are based on this meeting.

•	If you modify the last meeting in a series, the changes will be carried forward to the next meeting when you create it.

•	Closed items are not carried forward.

•	If you delete this meeting, it no longer appears in reports or selection lists. The information contained in this meeting still appears in existing meetings which are based on this one.

•	You may edit or delete a previous meeting only with authorization. See your system administrator.


Delete meeting minutes

  1	From the Documents menu, select Meeting Minutes.

  2	Find the meeting you want to delete.

  3	In the Meeting Minutes window, click [Delete].

  4	Select [Yes] when prompted by the message that appears.

  5	Click [Close] to exit the Meeting Minutes window.

Notes:

•	The meeting no longer appears in selection lists or reports. Items and attendees still appear in existing meetings which were based on the deleted meeting.

•	You need proper security clearance to delete a meeting. See your system administrator.


Delete a meeting item

  1	From the Documents menu, select Meeting Minutes.

  2	Find the meeting from which you want to delete the item.

  3	Click [OK]. The Meeting Minutes window opens.

  4	Scroll to the item grid. Locate and click the item you want to delete.

  5	Right-click in the small gray square to the left of the item number and select Delete Row.

  6	Click [Yes] in the message that appears.

  7	Click [Close] to exit the Meeting Minutes window.

Note: The item is deleted in only the edited meeting. It still appears in existing meetings based on this one.

Learn about meeting minutes items


Remove an attendee from a meeting

  1	From the Documents menu, select Meeting Minutes.

  2	Select View or change an existing meeting.

•	Enter a job.

•	Select a type.

•	In the Show field, select whether to show all meetings for this job and type or only the most recent.

•	From the list of previous meetings, select the one from which you would like to delete an attendee.

  3	Click [OK]. The Meeting Minutes window opens.

  4	Click in the cell which contains the attendee's name to select it.

  5	Right-click in the gray square to the left of the attendee's name and select Delete Row.

  6	Click [Close] to exit the Meeting Minutes window.

Note: The attendee's name no longer appears in this meeting. The name still appears in existing meetings based on this one.


Prefills from previous meetings

When you create a new meeting based on a previous one, some information is carried forward automatically from the previous meeting. The following fields prefill in the new meeting:

Job

Type

Number--Increments by 1. See Meeting minutes number.

Meeting date--Prefills from Next date field or the system date if Next date is blank.

Purpose

Start time--Prefills from Next time field.

Location

Next date--Calculates from Next date plus the interval of days between meetings.

Prepared by

Next time

Attendees

Regular attendee checkbox

Cc

Items--All open items.


Find Meeting window

Locate and open an existing meeting to view or to edit.

Find and select a meeting in the Meeting Minutes window

  1	From the Documents menu, select Meeting Minutes.

  2	Select one of the three options and click [OK]. For more information about each option, see Learn about meeting minutes.

  3	In the Meeting Minutes window, click [Find] to open the Find Meeting window.

  4	The Job field may prefill with the last job used. You can accept the prefill or enter a job. The meetings for this job appear in the list.

  5	To narrow your search, select a type or enter a meeting number.

  6	In the Show field, you can select all meetings or only the most recent meetings for this type.

  7	When you have located the meeting you want, double-click or click [OK] to return to the Meeting Minutes window in which the selected meeting now appears.

Tip: For more information on any item in this window, right-click the item and select What's This?, or click [image] in the window title bar and click the item.

Edit minutes from a previous meeting

Delete meeting minutes


Find a meeting

You can find a meeting to edit or view several ways:

Find a meeting in the Meeting Minutes Options window

Find a meeting in the Meeting Minutes window

Tip: For more information about any item on the Find Meeting window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Delete a meeting

Edit a meeting


Find a meeting in the Meeting Minutes Options window

  1	From the Documents window, select Meeting Minutes.

  2	Select View or change an existing meeting.

  3	Enter a job.

  4	Select a meeting type.

  5	In Show select whether to display all meetings or only the most recent meeting for this job and type.

  6	From the list of previous meetings, select the one you would like to view or edit.

  7	Click [OK].

Tip: For more information about any field or button on Meeting Minutes windows, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes:

•	The changes you make appear in only the meeting you are editing and are not reflected in existing meetings which are based on this meeting.

•	If you modify the last meeting in a series, the changes will be carried forward to the next meeting when you create it.

•	Closed items are not carried forward.

•	If you delete this meeting, it no longer appears in reports or selection lists. The information contained in this meeting still appears in existing meetings which are based on this one.

•	You may edit or delete a previous meeting only with authorization. See your system administrator.


Find a meeting in the Meeting Minutes window

  1	From the Documents menu, select Meeting Minutes.

  2	Select one of the three options and click [OK]. For more information on each option see Learn about meeting minutes.

  3	In the Meeting Minutes window, click [Find] to open the Find Meeting window.

  4	The Job field may prefill. You can accept the prefill or enter a job. The meetings for this job appear in the list.

  5	Narrow your search by selecting a type or entering a meeting number.

  6	In the Show field, you can select to see all meetings or only the most recent.

  7	When you have located the meeting you want, double-click or click [OK] to return to the Meeting Minutes window where the selected meeting now appears.

Tip: For more information for any item in this window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Edit minutes from a previous meeting

Delete meeting minutes


Add attachments to meeting minutes

You can add attachments such as spreadsheets, text documents, and image files that are related to a meeting or job. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file from within the Attachments window.

You can include attached files on a transmittal and print, e-mail, or fax them when you send meeting minutes.

  1	Create a meeting or open an existing meeting.

  2	Click [Attachments]. In the Meeting Minutes Attachments window, enter internal notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so that you can easily track it.

Entries you make on the Notes tab are meant for internal use only and are not printed or sent when you print or send meeting minutes.

  3	Click the File Links tab to attach electronic files such as spreadsheets, documents, or image files. On the File Links tab, click [Add]. In the Add File window, browse to and select the file you want to attach, and click [Add]. The file appears on the File Links tab as an icon. Click the icon to view the file.

  4	Click [OK] to return to the Meeting Minutes window.

Tip: For more information for any item in the Meeting Minutes Attachments window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes

•	You can print, e-mail, or fax attachments when you send meeting minutes or include them on a transmittal if you select Include attachments with documents when sending and Include document attachments on transmittals in File > Data Folder Settings > PJ Settings.

•	Attachments do not print with meeting minutes when you click [Print] on the MEETING MINUTES window.

•	After you add an attachment to a meeting, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

•	Attached notes and files are not carried forward from meeting to meeting.

Add notes to individual items

Working with attached notes

Working with attached files


Include attachments with minutes when sending

You can automatically send files you added to meeting minutes using [Attachments] when you send meeting minutes. One copy of each attachment is sent to each recipient on the Timberline Sending window.

  1	Open the PJ Settings window. Select File > Data Folder Settings > PJ Settings > General tab.

  2	Select the Include attachments with documents when sending check box.

  3	Click [OK].

Notes

•	The following attachments are meant for internal use and are not sent:

•	Meeting minutes items attachments.

•	Notes you included on the Notes tab.

•	You can include meeting minutes attachments on transmittals when you select Include document attachments on transmittals in File > Data Folder Settings > PJ Settings > General tab.

•	You can add attachments directly in the Timberline Send window at any time.

Add attachments to a PJ document

Include document attachments on transmittals

Working with attached notes

Working with attached files


Print meeting minutes

  1	In the Meeting Minutes window click [Print] to open the Meeting Minutes - Print Selection window. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

If you need to open existing meeting minutes, select Meeting Minutes from the Document menu. See Find a meeting. With the meeting displayed in the Meeting Minutes window, click [Print]. The Meeting Minutes - Print Selection window appears.

  2	Click [Print preview] to view the minutes as they will appear when they are printed. Close the Print Preview window to return to the Meeting Minutes-Print Selection window.

  3	In the Meeting Minutes - Print Selection window, click [Start] to print the minutes and return to the Meeting Minutes window.

Tips

•	In the Meeting Minutes - Print Selection window, you can click [Printer Setup] to change the printer, its properties, or other print settings, such as the number of copies to print.

•	You can print meeting minutes with attachments from the Timberline Sending window. See Send meeting minutes and Print with [Print] versus print with [Send].

•	You can print meeting minutes by opening the Meeting Minutes form from the Reports menu (PJ: Reports > Meeting Minutes > Meeting Minutes Form 1 (CR)). In the Print Selection window, enter the job, type, and meeting number that you want to print. Click [Start] to begin printing. For more information about printing, click [Help] in the Print Selection window.

About sending a document or report in Project Management

About meeting minute forms

Example of how meeting minutes are addressed

File names for meeting minutes you print to a file

Print a meeting agenda

Meeting minutes reports


Create a transmittal for meeting minutes

  1	From the Documents menu, select Meeting Minutes.

  2	Create a new meeting or Find a meeting.

  3	Click [Transmittal] in the Meeting Minutes window.

  4	Enter transmittal information or accept the prefills. Fields in the Transmittal window prefill from various fields in the Meeting Minutes window.

You can include meeting minutes attachments as separate transmittal items.

  5	Click [Send] to open the Timberline Sending window in which you can send the transmittal with the minutes attached.

Note: You cannot select an existing transmittal if you access the Transmittal window from the Meeting Minutes window.

Tips on creating a transmittal from within another document

About creating transmittals for meeting minutes


About creating transmittals for meeting minutes

Transmittal documents are cover letters that you send with project documents such as meeting minutes. They provide a recipient, who might be a vendor or contractor, with the following information:

•	What you are sending.

•	How you are sending it.

•	Why you are sending it and the response you expect.

Transmittals for meeting minutes

When you open the Transmittal window from within meeting minutes, you create a new transmittal. You cannot open an existing transmittal, nor copy, delete, nor create a second transmittal. You must perform those actions by opening the Transmittal window from Project Management: Documents > Transmittals.

The following fields from the current Meeting Minutes window prefill in Transmittals:

•	Job and To fields prefill from Job, Attendee and Cc fields in Meeting Minutes.

•	Subject prefills with the meeting type, number and date. Other description prefills with Meeting Minutes.

•	In the transmittal item grid, Document type, Date, Number, and Description columns prefill with the Meeting Minutes Date, Number, and Purpose.

•	You can automatically include meeting minutes attachments on this transmittal. These can be e-mailed, faxed, or printed when you send the transmittal.

•	The For review and comment check box is selected.

Create a transmittal for meeting minutes

Send meeting minutes


Send meeting minutes

You can send meeting minutes directly from the Meeting Minutes window, or you can create a transmittal to which you can attach and send the minutes, along with other Project Management documents.

Overview

To print, fax, or e-mail meeting minutes:

  1	Create a new meeting or open an existing meeting. Click [Send] to open the Timberline Sending window. Before the window opens, you may receive a message asking you to save changes. Click [Yes].

  2	In the Timberline Sending window, accept the prefilled entry in From or enter the sender of the minutes. This prefills from the Send Settings window. See About the default sender in Project Management.

  3	Accept the prefilled entry in Cover page date or change it. It prefills with your computer's system date. This date appears on cover pages for faxes and print jobs if you select cover page options in the Send Settings window. See Set up a default cover page.

  4	 Enter information in the sending grid for meeting minutes

  5	Enter a subject and message. Subject prefills with the meeting type, number, and date from the Meeting Minutes window; you can change these as needed. The subject and message are included in e-mails and in cover pages for faxes and print jobs if you select the cover page option in the Send Settings window.

  6	The Attachments list prefills with the minutes and any attachments to be sent. The meeting type and number from the Meeting Minutes window are displayed.

  7	Click [Add attachments] to add other files.

  8	In the Timberline Sending window, click [Send], and one copy of the minutes and any attachments are sent to all recipients (attendees and Cc recipients) using the delivery method you selected for each of them. You are returned to the Meeting Minutes window. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tips:

•	If Printer, E-mail, or Fax does not appear in the Send method column in the Timberline Sending window, see System requirements for sending.

•	Attachments that you added in [Attachments] > File Links tab are e-mailed, faxed, or printed to each recipient when you send if you select Include document attachments when sending in File > Data Folder Settings > PJ Settings.

•	Item attachments that you create when you click [image] in the Meeting Minutes window are intended for internal use. They are not e-mailed, faxed, or printed when you print or send meeting minutes.

•	The minutes are addressed to all attendees and Cc recipients as they appear on the Meeting Minutes window.

Example of how meeting minutes are addressed

How an e-mail is addressed for meeting minutes recipients

How a cover page is addressed for each meeting minutes recipient

Print with [Print] versus print with [Send]

Send a meeting agenda


Example of how meeting minutes are addressed

This is an example of how an e-mail and a cover page are addressed for each recipient that you enter in the Timberline Sending window:

In the Meeting Minutes window, you enter:

•	To = A

•	Cc = B and C

In the Timberline Sending window:

•	A, B, and C prefill from the Meeting Minutes window as To recipients. (You can change this prefill.)

•	You add D as a To recipient and E as a Cc recipient.

Results:

Recipient in the Sending window	Minutes	E-mail	Cover pages (fax or print job)
A (To) D (To) B (To) C (To) E (Cc)	Each recipient receives a copy of the minutes. No recipient's address appears on the minutes.	One e-mail, sent to all recipients, is addressed with: To: A, D, B, C Cc: E	Each recipient receives a copy of the same cover page addressed with: To: A, D, B, and C's names Cc: E name
Note: A, B, C, D, and E each represent a person or company contact.

Send meeting minutes

How an e-mail is addressed for meeting minutes recipients

How a cover page is addressed for each meeting minutes recipient

How to enter information in the sending grid for meeting minutes


How an e-mail is addressed for meeting minutes recipients; meeting minutes,;meeting minutes, how an e-mail is addressed;
How an e-mail is addressed for meeting minutes recipients

One e-mail is sent for all To and Cc recipients that you enter in the Timberline Sending window, and it is addressed as follows:

•	All To recipients entered in the Timberline Sending grid are included in the To area of the e-mail.

•	All Cc recipients entered in the Timberline Sending grid are included in the Cc area of the e-mail.

All attendees and Cc recipients included in the Meeting Minutes window prefill as To recipients in the Timberline Sending window. You can change this prefill.

Send meeting minutes


How a cover page is addressed for each meeting minutes recipient

When you fax or print meeting minutes, if you use cover pages, all To and Cc contacts that you enter in the Timberline Sending window receive the same copy of the cover page.

•	All To recipients that you enter in the Timberline Sending window are included in the To area of the cover page.

•	All Cc recipients that you enter in the Timberline Sending window are included in the Cc area of the cover page.

Send meeting minutes

Example of how meeting minutes are addressed

How to set up a default cover page


How to enter information in the sending grid for meeting minutes

The grid in the Timberline Sending window displays the names of recipients who receive the minutes and the delivery method for each recipient.

  1	Both attendees and Cc recipients from the Meeting Minutes window prefill in the sending grid as To recipients.

  2	If you do not want to send the minutes to the prefilled recipients, you can remove them from the grid.

  3	To send the minutes to other recipients who did not prefill in the grid, enter their information in the grid. Click [image] to select a person or company from the Contact Selection List window. These people are not added to Meeting Minutes.

  4	For Send method--Accept the prefilled entry or select the delivery method for the recipient. This prefills with the default you set up for the recipient in Project Management or Address Book (Setup > Person or Setup > Company). Options are Printer, E-mail, or Fax.

  5	For Destination--Accept the prefilled entry or click [image] to open the Edit Destination window and enter a printer, fax, or e-mail destination for the recipient.

•	If Send method is Printer, in the Edit Destination window, select a printer from the drop-down list of printers attached to your computer.

•	If Send method is E-mail and the recipient has an e-mail address set up in Project Management or Address Book (Setup > Person or Setup > Company), this e-mail address prefills as the destination. If an e-mail address does not prefill, enter one in the Edit Destination window.

•	If the Send method is Fax and the recipient has a fax number set up in Project Management or Address Book (Setup > Person or Setup > Company), this fax number prefills as the destination. If a fax number does not prefill, enter one in the Edit Destination window.

Return to Send meeting minutes


Print a meeting agenda

  1	From the Reports menu select Meeting Minutes > Meeting Agenda (CR).

  2	In the Job Selection field, select Use last job, Specific job, or All jobs.

  3	Enter a job ID with punctuation in the next field only if you chose Specific job in the Job Selection field. Otherwise, leave this field blank.

  4	To narrow your search, enter a specific meeting type such as "Owner/Architect/GC" in the Meeting type field.

  5	If you would like to preview the agenda click [Print Preview].

•	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on the meeting number to view that agenda.

•	When you finish viewing the agenda, close the window. You will be returned to the Meeting Minutes Agenda (CR) - Print Selection window.

  6	Click [Start] to begin printing.

Notes

•	In the Meeting Minutes - Print Selection window, click [Printer Setup] to change the printer, its properties, or other print settings, such as the number of copies to print.

•	You can also print an agenda specially designed with extra space for taking notes during meetings.

Send meeting agendas

Print meeting minutes


Send a meeting agenda

Overview

To fax or e-mail a meeting agenda:

  1	From the Reports menu select Meeting Minutes > Meeting Agenda (CR).

  2	In the Job Selection field, select Specific job.

  3	Enter the job ID with punctuation in the next field.

  4	Enter a specific meeting type such as "Owner/Architect/GC" in the Meeting type field. If you leave this field blank, the most recent meetings of all meeting types are included and will be printed and sent.

  5	If you would like to preview the agenda click [Print Preview].

•	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on the meeting number to view that agenda.

•	When you finish viewing the agenda, close the window. You will be returned to the Meeting Minutes Agenda (CR) - Print Selection window.

  6	Click [Send] to open the Timberline Sending window.

  7	Enter the sender of the agenda in the From field. This prefills from the Send Settings window. Click [image] to select a new sender. See About the default sender in Project Management.

  8	The Cover page date prefills with your computer's system date. You can change this prefill. This date appears on cover pages for faxes and print jobs if you selected cover page options in the Send Settings window. See Set up a default cover page.

  9	Enter recipient information in the grid.

10	Enter a subject and message. The subject and message are included in e-mails and in cover pages for faxes and print jobs if you selected the cover page option in the Send Settings window.

11	The Attachments box prefills with the agenda to be sent.

12	In the Timberline Sending window, click [Send], and one copy of the agenda is sent to all recipients using the delivery method you selected for each of them. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Notes

•	If Printer, E-mail, or Fax does not appear in the Send method column in the Timberline Sending window, see System requirements for sending.

•	Attachments that you create by clicking [Attachments] or [image] in the Meeting Minutes window are not included when you send an agenda.

Create a meeting agenda

Print a meeting agenda

Meeting minutes notes


Send grid

Type--Select To: to mark this as the main recipient, or select Cc: to mark this as a copied recipient. Accept the prefilled Type or click [image] to select a type. These entries may prefill if you have set up To: or Cc: entries in your documents.

Recipient--Accept the prefilled name or select the name of the person you want to receive this document. This field may prefill from contact information in Address Book or other Timberline applications or from the document you have open when you send. Click [image] to search for a recipient name from the Contact Selection List window. The names that appear in this list come from Address Book.

•	If a name you want to select is not listed, enter the contact information in Address Book or in your application. (See Help in Address Book or in your application for person and company setup instructions.)

•	You can change a recipient for this sending session. The contact remains the same in Meeting Minutes.

Send method--Select the method (Print, E-mail, or Fax) you want to use to send documents. Click [image] to select a method from the list. This field may prefill from your contact in Address Book or other Timberline applications. These selections appear only if you have the correct software set up for each method. (See the topic "Learn about system requirements for sending" in the Help index for information.)

Destination--Displays the destination for this document, showing the printer name, the fax number, or the e-mail address. Click […>] to select a destination. If information prefills in this field, you can change it for only this session. Changes made here do not affect contact information you have entered in Address Book or other Timberline applications.

…>--Select a destination (Printer, Fax, or E-mail) for this document from the Edit Destination window.

•	Printer--Printers appear in the Edit Destination window if they are set up on your workstation in Microsoft Windows. If the printer you want is not listed, you may need to add it. Refer to the Microsoft Windows documentation for information about adding printers.

•	Fax--A fax number may prefill if you have set up a fax number for this recipient. If the fax number you want is not listed, you may need to enter it in Address Book, or other Timberline applications. You can also check WinFax to make sure it is set up correctly.

•	E-mail--An e-mail address may prefill if you have set up an e-mail address for this recipient. If the e-mail address you want is not listed, you may need to enter it in Address Book or other Timberline applications. You can enter an e-mail address directly here, but it will not update Address Book or other Timberline applications.

Example of how meeting minutes are addressed

How an e-mail is addressed for meeting minutes recipients


Create a meeting agenda

  1	From the Reports menu select Meeting Minutes > Meeting Agenda (CR).

  2	In the Job Selection field, select Use last job, Specific job, or All jobs.

  3	Enter a job ID with punctuation in the next field only if you chose Specific job in the Job Selection field. Otherwise, leave this field blank.

  4	To narrow your search, enter a specific meeting type such as "Owner/Architect/GC" in the Meeting type field. If you leave this field blank, the most recent meetings of all meeting types are included.

  5	If you would like to preview the agenda click [Print Preview].

•	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on the meeting number to view that agenda.

•	When you finish viewing the agenda, close the window. You will be returned to the Meeting Minutes Agenda (CR) - Print Selection window.

  6	Click [Start] to begin printing the agenda.

  7	Click [Send] to send the agenda as a .pdf file.

Tip: You can print or send an agenda specially designed with extra space for taking notes during a meeting. See Meeting minutes notes for more information.


Meeting minutes notes

The meeting minutes notes form is an agenda that has been specially designed with extra space for you to take notes during a meeting.

  1	From the Reports menu select Meeting Minutes > Meeting Notes (CR).

  2	In the Job Selection field, select Use last job, Specific job, or All jobs.

  3	Enter a job ID with punctuation in the next field only if you chose Specific job in the Job Selection field. Otherwise, leave this field blank.

  4	To narrow your search, enter a specific meeting type such as "Owner/Architect/GC" in the Meeting type field. If you leave this field blank, the most recent meetings of all meeting types are included.

  5	If you would like to preview the notes form click [Print Preview].

•	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on the meeting number to view the notes form.

•	When you finish viewing the form, close the window. You will be returned to the Meeting Notes (CR) - Print Selection window.

  6	Click [Start] to begin printing.

  7	Click [Send] to send the notes form as a .pdf file.


Take notes in a meeting

You can create notes and attachments for meeting minutes in several ways:

•	Print out a notes form. This is an agenda which has been specially designed with extra space for you to jot down notes during your meeting. After your meeting, you can enter these notes in Meeting Minutes.

•	Add attachments to each meeting. These attachments can be sent to each recipient when you send the minutes.

•	Add internal notes and attachments to each item. These notes and attachments are not printed or sent when you print or send the minutes or agenda.


Create internal notes for items

You can add notes and attach files that are related to an item, such as spreadsheets, text documents, and image files. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file.

To open an Attachments window in which you can add, change, view, or delete a file attachment for each item:

  1	From the Documents menu, select Meeting Minutes.

  2	Create a meeting or open an existing meeting.

  3	In the Meeting Minutes window, scroll to the items grid. Click [image] next to the item number. The Meeting Minutes Items Attachments window opens.

  4	Enter notes (up to 16,000 characters) for an item on the Notes tab. Each note is automatically stamped with the time and date that the note was entered. This keeps track of when a note was entered and allows you to track multiple notes.

  5	Attach and access files that are related to an item, such as spreadsheets, text documents, and image files on the File Links tab. You can view information about an attached file, open an attached file, attach new files, or delete an attachment to a file.

  6	Close the Meeting Minutes Item Attachments window to return to the Meeting Minutes window.

Notes:

•	 indicates this item has notes or files attached.

•	Attached notes and files for items are carried forward from meeting to meeting.

•	Attached notes and files are not printed or sent when you print or send meeting minutes or agendas.

•	For more information about how to use the Meeting Minutes Items Attachments window, click the [Help] button or click [image] in the window title bar and then click the item.

Add attachments to a meeting


Create and send a dunning letter

You can print or send a dunning letter to remind a recipient to respond to an overdue item.

When you print or send dunning letters from Reports > Meeting Minutes, a dunning letter is printed or sent for each job and contact from whom you are awaiting receipt or return of an overdue item.

To print or send dunning letters for overdue items:

  1	From the Reports menu, select Meeting Minutes > Item Dunning Lttr - Overdue (CR).

  2	In the print selection window, enter a signature name if you want this name to appear as the sender on all dunning letters. Leave the signature name blank if you want each dunning letter's sender name to be the job contact entered with a project manager role in the job contact list (Setup > Jobs > Site/Contacts tab) for each job. If you leave the signature name blank and a job does not have a project manager entered as a job contact, the signature name on the dunning letter remains blank.

  3	In the print selection window, accept the prefilled report date (your computer's system date) or enter another one. The report date is used to determine whether an item is overdue. See When is an item overdue?.

  4	Click [Print Preview] to review the dunning letters before you print or send them.

•	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on the meeting number to view that meeting.

•	Close the window to return to the Print Selection window.

  5	To begin printing, click [Start]. The dunning letters print and you are returned to the Project Management main window.

  6	To e-mail, fax, or print, click [Send].

  7	Enter the sender of the dunning letter in the From field. This prefills from the Send Settings window. Click [image] to select a new sender. See About the default sender in Project Management.

  8	The Cover page date prefills with your computer's system date. You can change this prefill. This date appears on cover pages for faxes and print jobs if you selected cover page options in the Send Settings window. See Set up a default cover page.

  9	Enter recipient information in the grid.

10	Enter a subject and message. The subject and message are included in e-mails and in cover pages for faxes and print jobs if you selected the cover page option in the Send Settings window.

11	The Attachments box prefills with the dunning letter to be sent.

12	In the Timberline Sending window, click [Send], and one copy of the letter is sent to all recipients using the delivery method you selected for each of them. The Background Tasks window indicates when the send process is complete. See Viewing background tasks.

Tip: For more information about any item in the Timberline Sending window, right-click the item and select What's This?, or click [image] in the window title bar and then click the item.

Note: If Printer, E-mail, or Fax does not appear in the Send method column in the Timberline Sending window, see System requirements for sending.

Warning: When you send dunning letters from the Timberline Sending window, a copy of all dunning letters is sent to all recipients that you enter in the Timberline Sending window, which may not be appropriate.

Which address appears on a dunning letter

Which phone number appears on a dunning letter

Meeting minutes reports

Meeting minutes workflow


When is an item overdue?

A meeting minutes item is considered overdue if:

•	It is not closed (Closed check box is not selected in the Meeting Minutes window).

•	The item Due Date in the Meeting Minutes window is earlier than the date of the dunning letter.

Return to Create and send a dunning letter .


Which address appears on a dunning letter
Which address appears on a dunning letter?

The recipient’s address that appears on a meeting minutes dunning letter is the first one found in the following list:

If the Attendee or Cc recipient is a person contact:

  1	Business address from the Person Setup window.

  2	Street address from the Company Setup window for the person’s associated company.

  3	Remittance address from the Company Setup window for the person’s associated company.

If the Attendee or Cc recipient is a company contact:

  1	Street address from the Company Setup window.

  2	Remittance address from the Company Setup window.

Note: You can access the Person and Company Setup windows from either the Project Management or Address Book Setup menus (Setup > Person or Setup > Company).

Return to Create and send a dunning letter


Which phone number appears on a dunning letter
Which phone number appears on a dunning letter?

The sender's phone number appears at the end of each dunning letter and is based on the following:

If you enter a signature name in the dunning letter print selection window, the company phone number entered in File > Data Folder Settings > General is used.

If you do not enter a signature name in the dunning letter print selection window:

•	If the project manager in the job contact list is a person, the Business phone (entered in Setup > Person) is used. If no business phone number is entered for the person contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

•	If the project manager in the job contact list is a company, Primary phone entered in Setup > Company is used. If no primary phone number is entered for the company contact or there is no project manager in the job contact list, the company phone number entered in File > Data Folder Settings > General is used.

Return to Create and send a dunning letter .


Meeting minutes reports

PJ Meeting Minutes Form 1 (CR)

The meeting minutes document is a record of your project meetings, showing when and where the meeting occurred, who attended, and what items were discussed. This report is used to print meeting minutes for a specified meeting from the report menu. The report sorts meeting items by old business and then new business, in item order number.

PJ Meeting Minutes Form 1 (T) (CR)

The meeting minutes document is a record of your project meetings, showing when and where the meeting occurred, who attended, and what items were discussed. This report is used to print the meeting minutes for the specified meeting from the Meeting Minutes task. The report sorts meeting items by old business and then new business, in item order number.

PJ Meeting Agenda (CR)

The meeting agenda document is used as an agenda for a project meeting and shows the meeting location and time, who is expected to attend, and what items will be discussed at the meeting. This report prints the meeting agenda for the most recent meeting and, if specified, of a specific meeting type.

PJ Meeting Notes (CR)

The meeting notes document is designed to facilitate note taking during a meeting. It is similar to the meeting minutes form, but includes space to note who attended and what was discussed for each meeting item, as well as new business and when the next meeting will occur. This report prints the meeting notes for the most recent meeting and, if specified, of a specific meeting type.

PJ Items by Meeting (CR)

This report prints meeting items by job and meeting, sorted by meeting type and item number. You can use this report to manage meeting items and help ensure that they are addressed in a timely manner.

PJ Meeting Item History (CR)

This report prints meeting items by job and meeting. You can use this report to view the chronological history of an item as it changed from meeting to meeting.

PJ Items by Meeting Type and Topic (CR)

This report prints meeting items by job, meeting type and topic. You can use this report to manage meeting items and to help ensure that they are addressed in a timely manner.

PJ Items by Topic - All Meetings (CR)

This report prints meeting items by job, topic and meeting type. This report lets you view items for a specific topic across meeting types. For example, items related to the topic of “Schedule” for Owner/Architect and Subcontractor meetings will be grouped together. Use this report to manage meeting items and help ensure that they are addressed in a timely manner.

PJ Items by Responsible Contact (CR)

This report prints the meeting minute items sorted by job, responsible contact, then meeting type. Use this report to ensure that project participants address the items they are responsible for in a timely manner.

PJ Meeting Attendance History (CR)

This report prints the attendees for meetings by job and their attendance record. Use this report to see which meetings an attendee missed and the frequency of their absences.

PJ Meeting Item Dunning Letter – Overdue (CR)

This report will print a letter for each contact that has one or more meeting items that are overdue, organized by job. Use the dunning letter to manage meeting items and to help ensure that they are addressed in a timely manner, as well as to provide formal notification of items that are overdue and that may affect a project’s cost or schedule.

You can access the following reports in

PJ Items by Meeting Type and Spec Section (CR)

This report prints meeting items by job, meeting type, and spec section. Use this report to manage meeting items and to help ensure that they are addressed in a timely manner.

PJ Items by Spec Section – All Meetings (CR)

This report prints meeting items by spec section and meeting type across all meetings for each job. You can view items for a specific spec section for all meeting types. For example, items related to the spec section “03100” for Owner/Architect and Subcontractor meetings are grouped together. Use this report to manage meeting items and help ensure they are addressed in a timely manner.

PJ Items by Meeting and Urgency (CR)

This report prints meeting items by meeting type and urgency for each job. Use this report to manage meeting items and to help ensure that they are addressed in a timely manner.

Meeting minutes inquiries


Meeting minutes inquiries

From the Inquiries menu in Project Management you can view inquiries to help you track the progress of Meeting Minute items.

Some inquiries available from Inquiries > Meeting Minutes are:

•	Meeting Minutes

•	All Open Items

•	All Overdue Items

•	Current Items by Contact

•	Open Items by Meeting Type

Meeting minutes reports


Preview meeting minutes and agendas

You may want to view meeting minutes or agendas before you print or send them.

Preview meeting minutes

Preview meeting agendas


Preview meeting minutes

You may wish to view meeting minutes before you print or send them.

  1	If you are creating meeting minutes and want to preview them, in the Meeting Minutes window click [Print] to open the Meeting Minutes - Print Selection window. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

If you need to open existing meeting minutes, see Find a meeting.

  2	When the meeting appears in the Meeting Minutes window, click [Print]. Before the window opens, you may receive a message asking you to save any changes. Click [Yes].

  3	On the Meeting Minutes - Print Selection window, click [Print Preview].

•	Click [image] to open the Preview tab.

•	Click [image] to open a job or meeting type.

  4	Close the Print Preview window to return to the Meeting Minutes - Print Selection window.

•	Click [Start] to begin printing.

•	Click [Cancel] to return to the Meeting Minutes window.

Send meeting minutes

Preview meeting agendas


Preview meeting agendas

  1	From the Reports menu, select Meeting Minutes > Meeting Agenda (CR). The Meeting Minutes Agenda (CR) - Print Selection window opens.

  2	In the Job Selection field, select Use last job, Specific job, or All jobs.

  3	Enter a job ID with punctuation in the next field only if you chose Specific job in the Job Selection field. Otherwise, leave this field blank.

  4	To narrow your search, enter a specific meeting type, such as "Owner/Architect/GC" in the Meeting type field. If you leave this field blank, the most recent meetings of all types are included.

  5	Click [Print Preview].

  6	Click [image] to open the Preview tab. Click [image] to open a job or meeting type. Click on a meeting number to view its agenda.

  7	Close the Print Preview window to return to the print selection window.

Print a meeting agenda

Send a meeting agenda


Check spelling in meeting minutes

Right-click in any of the following fields and select Check Spelling from the context menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.

•	Purpose

•	Item Subject

•	Item Description

•	Attendee Comments


Meeting minutes tips

•	Check spelling

•	Take notes during a meeting

•	Preview meeting minutes and agendas

•	Create internal notes for items

•	Add attachments to a meeting

•	Hide or show a column in the item grid

•	Prefills from previous meetings

•	Meeting and item numbering

Notes

•	For more information for any item in Meeting Minutes windows, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Meeting minutes workflow

Troubleshooting meeting minutes


Hide or show a column in the Meeting Minutes item grid

You can choose which columns are hidden or displayed in the item grid. To make data entry easier, you may want to hide columns that you do not use.

Columns available in the Item grid include:

Topic	Spec. Section
Subject	Description
Urgency	Responsible
Miscellaneous	Open date
Due date	Closed and Closed date
To show a column

  1	Right-click any column heading or cell in the drawing log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, select the check boxes for the columns you want displayed in the drawing log grid. This list contains all available columns.

  3	Click [OK] to accept your selections and return to the drawing log grid.

To hide a column

  1	Right-click any column heading or cell in the drawing log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, clear the check boxes for the columns you do not want displayed in the drawing log grid.

  3	Click [OK] to return to the drawing log grid.

Note: When you hide columns that have entries in them, the entries are not deleted.

Tip: For more information about any item in the Meeting Minutes window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Meeting minutes tips

About meeting minutes items

Freeze or unfreeze a column in the item grid


Troubleshooting meeting minutes

•	I can't find the job I want .

•	I want to change the numbering scheme .

•	I want to create two separate meetings for the same type .

•	I want to create a one-time only meeting .


Error Messages


Duplicate meeting number entered

The number you entered already exists for this job and type. (PJ 1500)

Meeting Minutes numbers entered for the same job and type number must be unique.

To see a list of meeting numbers for this job and type:

  1	From the Project Management Inquiry menu, select Meeting Minutes > Meeting Minutes.

  2	In the Inquiry-Meeting Minutes - Job window, select the job you want by either scrolling the list and clicking the job or clicking [Go To] and entering the job.

  3	With the job highlighted, click [Meeting Minutes]. The Inquiry-Meeting Minutes -Meeting by Job window opens and displays all meetings for the job.

For more information see About meeting minutes numbers.


Changing an old meeting

The meeting minutes you changed have been used to create another meeting. Changes you make to this older meeting will not be carried forward to the newer meeting. (PJ 1502)

Edit minutes from a previous meeting


Replace this attendee?

When you replace one attendee with another, none of the information in the columns for the original contact is replaced. (PJ1503)

To delete an attendee:

  1	Click the attendee's name to select it.

  2	Right-click the first gray cell to the left of the attendee name.

  3	Select Delete Row.


Attendee name required

You must enter a contact name for the selected attendee in the grid. (PJ 1504)

Enter an attendee name in this field by doing one of the following:

•	Click [image] to select from job contacts entered in Project Management: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.

•	Click [image] to select a contact in the Contact Selection List window. You can choose to view a list of job, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.

•	Type a new contact (up to 64 characters) directly in the field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu).

To delete an attendee:

  1	Click the attendee's name to select it.

  2	Right-click the first gray cell to the left of the attendee name.

  3	Select Delete Row.


Meeting out of sequence

The system regards the meeting with the highest number to be the most recent. The change may affect which meetings appear in selection lists and which fields prefill in meetings based on the most recent meeting. (PJ 1507)


Meeting out of sequence

The system regards the meeting with the highest number to be the most recent. The change may affect which meetings appear in selection lists and which fields prefill in meetings based on the most recent meeting.  (PJ 1508)


Required field

Number is a required field. Accept the prefill or enter a number for this meeting. (PJ 1509)

Use the default numbering scheme or maintain your own throughout the project. Meeting numbers automatically increment by one with each new meeting.

Changing numbers may cause minutes to be out of sequence. This could affect which meetings appear in selection lists and reports.


Required field

Item number is a required field. Accept the prefill or enter a number for this item. (PJ 1510)

Use the default numbering scheme or maintain your own throughout the project.

In the default system for numbering items, the first number represents the meeting and the second represents the item; for example, 12-3 is the third item of the twelfth meeting. Item numbers automatically increment by one from the previous item. You can change this prefill.

You cannot change the number of an item that was created in a previous meeting.


Enter a meeting type

Type is a required field. (PJ1551)

Click [image] and select a meeting type from the list.

Type, along with job and number uniquely identifies each meeting.

Meeting Minutes allows only one meeting series of a particular type per job. Once you have created a meeting with a particular job and type, that type is no longer available from the list for that job. You can create a series of meetings by basing meetings for this job and type on previous meetings.

You can customize this list in File > Data Folder Settings > Custom Descriptions > PJ Type. See Create a new type for more information.


PJ Last Job Used function

Use to return the value of the last Project Management (PJ) job that was accessed from within PJ. To use this function in Report Designer, create your design formula and click [Index] to select PJ - Functions from the Index list. Select the PJ Last Job Used function to add it to your formula.

Syntax

In Report Designer:

Last Job Used()

In Crystal Reports:

pjLast Job Used()

Parameters

The PJ Last Job Used function has no parameters.

Return

The job ID of the last job used, which is stored in PJ memory.

Example


PJ Last Job Used function example

In the formula where PJ Job = Last Job Used(), every record whose job matches the last job used will return a true value.


PJ Job Contact By Role function

Use to return the contact ID of a job contact based on a specific role from the specified job’s contact list.

Syntax

Job Contact By Role(Job, "Desired role")

Parameters

Job = The job ID.

"Desired role" = The role of the job contact whose contact ID is to be retrieved.

Return

The contact ID of the first contact in the specified job’s contact list that matches the desired role. This brings up only the contact ID, not the contact name. An additional lookup must be included in the formula to access the contact’s name.

Examples


PJ Job Contact By Role function example

Job Contact By Role(Job<PJ Job>, "Project Manager")

This formula will return the contact ID of the first contact who has a role of "Project Manager" for the specified job.

LOOKUP(Contact name <AB Contact>, Job Contact By Role(Job<PJ Job>, "Project Manager") )

This formula will return the contact name of the contact who has a role of "Project Manager" for the specified job.


Writer Notes:

If notes don't display here, click the Word Show/Hide icon; notes are hidden text.


Job

Accept the prefilled job description or enter a different one for the correspondence log entry you want to create or find. The job prefills with the last job you used if you selected the Use last job check box in PJ: File > Data Folder Settings > PJ Settings.

You must enter a job before you can enter other information in the Correspondence Log window.

Ways to enter a job in this field


Job field What's This ID = 1700_212

The Job field drop-down icon ID = 212_100 (right-click).

The "Different ways to enter a job in this field" topic is stored in Transmittals.doc.

The following are aliases for drop-down list and calendar icons (via right-clicking):

212_100=1700_212

205_100=1700_205

221_100-1700_221

224_100=1700_224

225_100=1700_225

226_100=1700_226

227_100=1700_227

228_100=1700_228

230_100=1700_230

231_100=1700_231

232_100=1700_232

233_100=1700_233


Job field binocular icon What's This ID = 604_127. The topic is stored in Transmittals.doc.


[New]

Takes you to a blank row at the end of the correspondence log grid where you can type a new log entry. You must enter a job before you can click this button.

You can also move to a blank row by using your mouse.


[Delete]

Deletes the selected correspondence log entry in the grid.

You select a log entry by clicking anywhere in its row. You know it is selected if you see [image] in the first gray cell of its row.

More about deleting


More about deleting a correspondence log entry

When you delete a correspondence log entry, the following occurs:

•	It is permanently deleted from the log.

•	The attached files and documents themselves are not deleted.

•	The .msg file for any attached e-mail is deleted. (When a log entry is created for an e-mail, a .msg file is created and attached to the log entry. When you delete a log entry, the .msg file is deleted, but the actual e-mail in Microsoft Outlook is not.)


[Search]

Shows or hides a group of fields and buttons that help you find an entry in the correspondence log grid. These fields and buttons appear above the grid.


Column to search

Click [image] to choose the correspondence log column that you want to search. The drop-down list includes all columns whether they are hidden or not.

This field appears only after you click [Search] in the top right corner of the Correspondence Log window.


Search for

Enter a piece of information to help you find an entry in the correspondence log grid. The search looks for this information in the column that you entered in the Column to search field. In Search for, you either select from a drop-down list or enter text, dates, or time, depending on what you entered in Column to search.

The Search for field appears only after you click [Search] in the top right corner of the Correspondence Log window and after you enter something in the Column to search field.

More about searching


More about searching for a correspondence log entry

Entry Examples

If the entry you made in Column to search is….	The entry you make in Search for is….
Date	The date of the log entry you want to find.
To	The name of the recipient entered on the log entry you want to find.
Comments	The word or words in the Comments column for the log entry you want to find.
Notes

•	For searches in fields such as Subject or Comments, that do not have drop-lists, the search looks for exactly what you type, in the order you type it.

For example, if you search the Comments column for "with letter," the search retrieves log entries with comments such as "with letter via e-mail" and "sent with letterhead." It does not retrieve "letter sent with package."

•	Another way to find a log entry is to sort the correspondence log grid by any column. To do this, click the column's heading. The software reorders the rows in the grid based on the alphabetical order, numeric order, or the reverse for the entries in the column you clicked. Click the column heading again to reverse the order. A triangle pointing up or down in the column heading indicates whether it is sorting in ascending or descending order.


Opens the Contact Selection List window where you select a person or company for your search.

This button appears only when you enter a contact field, such as To, Cc, or From, in the Columns to search field.


[Search Now]

Retrieves log entries based on what you enter in the Column to search and Search for fields.

To return to the full grid after you do a search, click [Clear].


[Clear]

Clears the search criteria (Column to search, Search for, and [Advanced] (Add Conditions window), and returns all log entries to the correspondence log grid.


[Advanced]

Opens the Add Condition window where you can enter more information to help you search for a correspondence log entry.

Asterisks appear on this button to indicate that conditions have been entered.


What's This for first gray column in grid -- Entry grid icons:

1700_217=1301_244

1301_244 is stored in Transmittals.doc


  Quick launch

Lets you open a file that is attached to this correspondence log entry without having to first open the file's application. The file that opens is listed in the File Name column.

If multiple files are attached to a log entry, the first attached file appears in the File Name column.

If you want to open attached files other than the one listed in the File Name column, click the [image] in the last column of the grid, and on the File Links tab, double-click the file's icon.


Date

Accept the prefilled date (your computer's current date) or enter a different one for this correspondence log entry. After you click this cell, you can click [image] to pick a date from the calendar.

For existing log entries, you cannot edit the date if you use task security and you have only limited editing access.


Time

Accept the prefilled time (your computer's current time) or enter something different. Time is formatted in military style with hours and minutes. For example, 13:30 is 1:30.

For existing log entries, you cannot edit the time if you use task security and you have only limited editing access.


File Name

Displays the name (up to 64 characters) of the first file attached to this correspondence log entry.

This file may be one of the following:

•	A Microsoft Word, Excel, or Outlook file from which you made an entry to the correspondence log.

•	Any type of file that you attached to the log entry by clicking [image] or [image] in the last column of the grid.

You can attach other files to this log entry and view all attached files by clicking [image] or [image] in the last column in the grid, which opens the Correspondence Log Attachments window.  You can also open this window by right-clicking any column in the grid and selecting Attachments.


From

Enter the name of the person who the correspondence is from. This prefills with the default sender entered in PJ: File > Send Settings.

Click [image] to select from the job's contact list. There are no names if you have not set up contacts for the job in Setup > Jobs > Site/Contact tab.

Click [image] to select from a list of all contacts in the system.

You can also add a new contact name not already entered in the system. New contacts that you enter are added to the job's contact list.

How this field prefills

Log entry	Prefills with
Is based on an e-mail you received in Microsoft Outlook	The name of the person who sent you the e-mail. You cannot change this.
Is based on an e-mail you sent from Outlook	Your e-mail name. You cannot change this.
Is created from Microsoft Word or Excel	The name you entered in From in the Correspondence Log - Entry Form window in Microsoft Word or Excel


To

Enter the name of the person who received the correspondence you are logging. You can enter more than one name.

Click [image] to open the Contact Selection List and select from a list of contacts. You can change the content of the list by clicking [image] beside the box in the upper left of the window. From the drop-down list, you can select Job Contact List to choose from a list of contacts for a job.

You can also type a new contact name not already entered in the system. New contacts that you enter are also added to the job's contact list.

How this field prefills

Log entry	Prefills with
Is based on an e-mail you received in Microsoft Outlook	Your e-mail name. You cannot change this.
Is based on an e-mail you sent from Outlook	The name of the To recipient on the e-mail. You cannot change this.
Is created from Microsoft Word or Excel	The name you entered in To in the Correspondence Log - Entry Form window in Microsoft Word or Excel


Cc

Enter the names of any additional people who received the correspondence you are logging.

Click [image] to open the Contact Selection List window and select from a list of contacts. You can change the content of the list by clicking [image] beside the box in the upper left of the window. From the drop-down list, you can select Job Contact List to choose from a list of contacts for a job.

You can also type a new contact name not already entered in the system. New contacts that you enter are also added to the job's contact list.

How this field prefills

Log entry	Prefills with
Is based on an e-mail you received in Microsoft Outlook	Your e-mail name. You cannot change this.
Is based on an e-mail you sent from Outlook	The name of the Cc recipient on the e-mail. You cannot change this.
Is created from Microsoft Word or Excel	The name you entered in Cc in the Correspondence Log - Entry Form window in Microsoft Word or Excel


Subject

Enter the subject (up to 250 characters) for this correspondence.

If you created this log entry from an e-mail, the subject of the e-mail prefills in this field.

To check the spelling of the entry you make in this column, right-click the cell and select Check Spelling from the shortcut menu. You may have to collapse the cell by clicking [image] before you right-click the field.


Status

Click [image] to select a status for this correspondence.

The name of this field may be different if you changed PJ Corr. Status in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Status list in the Custom Descriptions window.


Due by

Enter the due date for this correspondence by either typing it directly in the cell or clicking [image] to pick a date from the calendar.


Urgency

Click [image] to select the degree of urgency for this correspondence.

The name of this field may be different if you changed PJ Urgency in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Urgency list in the Custom Descriptions window.


Completed On

Enter the date this correspondence is resolved. Click [image] to pick a date from the calendar.


Resolution

Enter a description (up to 4,000 characters) of what resolved this correspondence.

To check the spelling of the entry you make in this column, right-click the cell and select Check Spelling from the shortcut menu. You may have to collapse the cell by clicking [image] before you right-click the field.


Type

Click [image] to select the type for this correspondence.

The name of this field may be different if you changed PJ Corr. Type in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Type list in the Custom Descriptions window.


Sent Via

Click [image] to select how you send the correspondence.

The name of this field may be different if you changed PJ Sent Via in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Sent via list in the Custom Descriptions window.


Comments

Enter any comments or notes (up to 4,000 characters) for this correspondence.

To check the spelling of the entry you make, right-click the cell and select Check Spelling from the shortcut menu. You may have to collapse the cell by clicking [image] before you right-click the field.


Spec. Section

Click [image] to select a specification section for this correspondence. The spec. section list is the standard list from the Construction Specifications Institute (CSI). You can add other spec. sections to this list in Project Management: Setup > Spec. Sections.

You can also type a new spec. section number directly in this cell. When you do this, it applies to only this correspondence. It is not added to the spec. section list available to all documents (set up in Setup > Spec. Sections).

The title of this field may be different if you changed PJ Spec. Section in Custom Descriptions (PJ: File > Data Folder Settings).


 or [image]   Attachments

Opens the Correspondence Log Attachments window where you can add, change, view, or delete notes or file attachments.


[Close]

Closes this window.


[Help]

Opens Help and displays information about this window.


What's This for Correspondence Log -- Entry Form window that opens from within Word, Excel, or Outlook:

Note: The fields in this window are the same ones in the PJ Correspondence Log window. We aliased some of the topics, but for others we didn't because of wording differences due to differences between cell (grid) and field behavior and prefilling.


Job

Accept the prefilled job description or enter a different one for this correspondence log entry. The job prefills with the job displayed in the Timberline toolbar in the Microsoft Office application or the last job you used if there is no job displayed in the Timberline toolbar.

Ways to enter a job in this field


The Ways to enter a job in the Job field topic below appropriately does not include information about adding a new job from here because you can't.


Ways to enter a job in the Job field

Do one of the following to enter a job in the Job field:

•	Click [image] to select a job from the drop-down list of jobs with a status of Unstarted and In progress.

You can scroll up and down the list with your mouse or arrow keys on your keyboard. Click a job to highlight and select it.

•	Click [image] to select a job from the Find Job window, which includes all jobs--those with a status of Unstarted, In progress, and Closed.

•	Type an existing job's number or description directly in the Job field. Press [Enter] on your keyboard or move off the field to bring the job into view. This works whether or not you type job number punctuation (if you use it).

Notes

•	Both Job Cost and Project Management jobs are included in the drop-down list and the Find Job window. Jobs entered in Job Cost before you installed Project Management are not included. To learn how to add them, see Add Job Cost jobs to Project Management.

•	If you use record security, job lists may contain only jobs for which you have security access.


Aliased the Job field drop-down icon (right-click): 1056_100=1710_1056

Job field binoculars icon ID = 1710_127.  Aliased 1710_127=604_127    (604_127 is in Transmittals.doc)


From

Accept the prefilled contact or enter the name of the person who this correspondence is from.

This prefills with the default sender from Project Management: File > Send Settings.

Ways to enter a contact

You cannot change the entry in this field if both of these apply:

•	You open a document that has already been entered in Timberline's correspondence log.

•	You use Timberline Office security, and you do not have task security for full control of Project Management's correspondence log.


From field drop-down ID using right-click = 1059_100=1710_1059

The From field appears in the CL - Entry Form window only when you open the window from Word or Excel, not from Outlook.

The Ways to enter a contact Help topic is stored in Transmittals.doc.


Ways to enter a contact

Enter a person or company contact in this field by doing one of the following:

•	Click [image] to select from job contacts entered in Project Management: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.

•	Click [image] to select a contact in the Contact Selection List window. You can choose to view a list of job, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.

•	Type a new contact (up to 64 characters) directly in this field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu).
You cannot enter a new contact if you use Timberline Office security, and you do not have task security to set up person or company contacts in Project Management.


Opens the Contact Selection List window. Select the name of the contact you want to enter in the From field.


To

Enter the names of the recipients for this correspondence.

Click [image] to open the Contact Selection List window and select from a list of contacts. You can change the content of the list by clicking [image] beside the box in the upper left of the window. From the drop-down list, you can select Job Contact List to choose from a list of contacts for a job.

You can also type a new contact name not already entered in the system. New contacts that you enter are also added to the job's contact list.

You cannot change the entry in this field if both of these apply:

•	You open a document that has already been entered in Timberline's correspondence log.

•	You use Timberline Office security, and you do not have task security for full control of Project Management's correspondence log.


The To field appears in the CL - Entry Form window only when you open the window from Word or Excel, not from Outlook.

The Ways to enter a contact Help topic is stored in Transmittals.doc.

Aliased To drop-down icon (right-click): 1057_100=1710_1057


Ways to enter a contact

Enter a person or company contact in this field by doing one of the following:

•	Click [image] to select from job contacts entered in the PJ: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.

•	Click [image] to select a contact in the Contact Selection List window. You can choose to view a list of job, distribution, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.

•	Type a new contact (up to 64 characters) directly in the field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu).
You cannot enter a new contact if you use Timberline Office security, and you do not have task security to set up person or company contacts in Project Management.


Opens the Contact Selection List window. Select the names of the contacts you want to enter in the To field.


Cc

Enter the names of the Cc recipients for this correspondence.

Click [image] to open the Contact Selection List window and select from a list of contacts. You can change the content of the list by clicking [image] beside the box in the upper left of the window. From the drop-down list, you can select Job Contact List to choose from a list of contacts for a job.

You can also type a new contact name not already entered in the system. New contacts that you enter are also added to the job's contact list.

You cannot change the entry in this field if both of these apply:

•	You open a document that has already been entered in Timberline's correspondence log.

•	You use Timberline Office security, and you do not have task security for full control of Project Management's correspondence log.


The Cc field appears in the CL - Entry Form window only when you open the window from Word or Excel, not from Outlook.

The Ways to enter a contact Help topic is stored in Transmittals.doc.

Aliased the CC drop-down icon (right-click): 1061_100=1710_1061


Opens the Contact Selection List window. Select the names of the contacts you want to enter in the Cc field.


Subject

Enter the subject (up to 250 characters) for this correspondence log entry.

To check the spelling of the entry you make, right-click the field and select Check Spelling from the shortcut menu. This applies when you are in Microsoft Word or Excel but not Microsoft Outlook.


Comments

Enter any comments or notes (up to 4,000 characters) for this correspondence log entry.

To check the spelling of the entry you make, right-click the field and select Check Spelling from the shortcut menu.


Status field = 1710_252

Aliased to Status in the Correspondence Log window:  1710_252=1700_225

Aliased the Status drop-down icon (right-click):  252_100=1700_225


Status

Click [image] to select a status for this correspondence.

The name of this field may be different if you changed PJ Corr. Status in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Status list in the Custom Descriptions window.


Due by

Enter the due date for this correspondence by typing a date directly in the field or clicking [image] to pick a date from the calendar.


Aliased the Due by calendar icon (right-click): 1066_100=1710_1066


Urgency field = 1710_1065

Aliased to Urgency in the Correspondence Log window:  1710_1065=1700_227

Aliased the Urgency drop-down icon (right-click):  1065_100=1700_227


Urgency

Click [image] to select the degree of urgency for this correspondence.

The name of this field may be different if you changed PJ Urgency in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Urgency list in the Custom Descriptions window.


Spec. section

Click [image] to select a specification section for this correspondence. The spec. section list is the standard list from the Construction Specifications Institute (CSI). You can add other spec. sections to this list in Project Management: Setup > Spec. Sections.

If you type a new spec. section number directly in this field, it applies to only this correspondence. It is not added to the spec. section list available to all documents.

The title of this field may be different if you changed PJ Spec. Section in Custom Descriptions (Project Management: File > Data Folder Settings).


Aliased the Spec. section drop down icon right-click = 1063_100=1710_1063


Type field = 1710_1069

Aliased to Type in the Correspondence Log window. 1710_1069=1700_230

Aliased the Correspondence type drop-down icon:  1069_100=1700_230


Type

Click [image] to select the type for this correspondence.

The name of this field may be different if you changed PJ Corr. Type in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Type list in the Custom Descriptions window.


Sent via

Click [image] to select how you are sending the correspondence. If you are in Microsoft Outlook, this prefills with E-mail.

The name of this field may be different if you changed PJ Sent Via in the Custom Descriptions window (Project Management: File > Data Folder Settings). You can also customize the Sent via list in the Custom Descriptions window.


Aliased Sent via drop-down icon (right-click): 1068_100=1700_231


[OK]

Accepts your entry and closes this window.


[Cancel]

Cancels all entries and changes you made in this window during this entry session.


[Help]

Opens Help and displays information about this window.


Correspondence Log - Options window What's This:

This window opens when you do either of the following:

•	Open a previously logged document in an Office application and click [Add to Log] from the Timberline toolbar

•	Open a document from the correspondence log in PJ > Documents > Correspondence Log and then click [Add to Log] from the Timberline toolbar.


Create or view a new log entry for this document or e-mail

Select this if you want to create a new correspondence log entry in Timberline's Project Management for this previously logged document or e-mail.


Change or view a previously logged entry for this document or e-mail

Select this if you want to revise the correspondence log entry that already existing in Timberline's Project Management for this document or e-mail. The date that the log entry was created and the name of the attached file is listed in this window.


Log date

Displays the date and time of the most recent correspondence log entry for this document or e-mail.


File name

Displays the file name of the document or e-mail attached to the correspondence log entry in Timberline's Project Management. This log entry is updated if you select Change a previously logged entry for this document or email.


Note: What's This Help for the date and file location works with the What's This icon but not with a right-click. According to engineering, this is normal behavior.


Aliased the following Correspondence - Options window buttons to the Correspondence Log -- Entry Form window topics (above in this .doc file)

[OK]   1712_1=1710_1

[Cancel]   1712_2=1710_2

[Help]   1712_9=1710_9


Writer Notes:

If notes don't display here, click the Word Show/Hide icon. Notes are hidden text.


Correspondence Log window

What do you want to do?

•	Log a correspondence

•	Search for a log entry

•	Change a log entry

•	Create a new log entry based on a previously logged document

•	Open an attached file or e-mail

•	Attach a file to an existing log entry

•	Remove an attached file from a log entry

•	Close a log entry

•	Delete a log entry

Tips

•	Correspondence Log window tips

•	For more information about any item in the Correspondence Log window, right-click the item and select What's This?.

Before you use the correspondence log

Other ways to make an entry in the correspondence log

Workflow

About the correspondence log

Troubleshooting


Correspondence Log window tips

•	Hide or show columns

•	Freeze or unfreeze columns

•	Icons in the first gray cell of a row

•	Check spelling

•	Sort log entries in the grid

•	Change how you display attached files

•	How and where correspondence log attachments are stored

•	Security for the log

•	No contacts in the To or Cc list

•	There are several ways to open the Correspondence Log Attachments window in the correspondence log grid. You can click [image] or [image] in the last column of a row. You can right-click any cell in a row and from the shortcut menu, click Attachments.

Correspondence Log window

Customize the log

About the correspondence log

Ways to make an entry in the correspondence log

Troubleshooting


Correspondence Log - Entry Form window

Enter information about this correspondence for Timberline's Project Management correspondence log.

If you are creating a new log entry or changing an existing entry, after you close this window, an entry is made to the correspondence log when you do any of the following:

•	Close an existing document if you are in Microsoft Word or Excel.

•	Send an e-mail if you are in Microsoft Outlook.

•	Close an e-mail that you receive or have already sent if you are in Outlook.

•	Save a previously logged document as a new file (File > Save As).

Notes

•	For new and existing log entries, if you decide that you do not want to make or change a correspondence log entry after you enter information for it in the Correspondence Log - Entry Form window but before you save the document or e-mail, in the PJ correspondence log toolbar in Outlook, Word, or Excel, replace the job you entered with Select Job. This cancels the pending log entry or log change.

•	If you create a new log entry for a previously logged document or you change a previous log entry and its attached document, a log entry is created when you close the document even if you do not save changes to the document.

•	If you use Microsoft Word 2000 and you log a document that already exists (already has been saved and has a name), if you save the file before you close it, a log entry is created when you save it rather than when you close it.

•	After a correspondence log entry is created, you cannot delete it from Outlook, Word, or Excel. You must delete it from the correspondence log in Project Management.

•	When you are ready to enter a resolution and completion date for a logged correspondence, you must do this directly in the correspondence log in Project Management.

•	For more information about any item in the Correspondence Log - Entry Form window, right-click the item and select What's This?.

About the PJ correspondence log toolbar in Outlook, Word, and Excel

Make a log entry from Outlook

Make a log entry from Word or Excel

How to change the Timberline data folder or security in Outlook, Word, or Excel

Workflow


Correspondence Log - Options window

Choose whether you want to create a new log entry or change an existing log entry in the Project Management correspondence log for the document or e-mail that you have open.

The date and time of the most recent log entry for this document or e-mail is listed in this window, along with the file name.

When you choose either of these options, the Correspondence Log - Entry Form window opens, and you can do either of the following:

•	Enter information for a new log entry.

Information prefills from the existing log entry.

•	Change information for the most recent log entry.

To change existing log entries that are not the most recent, you must do this in the correspondence log grid in Project Management.

Notes

•	This window appears only if the original correspondence log entry for a document or e-mail was made from Microsoft Outlook, Word, or Excel. It does not appear for files that you add to a correspondence log entry directly in Project Management (by clicking [image] or [image] in the correspondence log grid).

•	To access complete log information, including resolution notes and completion date, open the correspondence log in Project Management: Documents > Correspondence Log.

•	For more information about any item in the Correspondence Log - Options window, right-click the item and select What's This?.

About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel

Make a log entry from Outlook

Make a log entry from Word or Excel

How to change the Timberline data folder or security in Outlook, Word, or Excel

About the correspondence log


Learn about the correspondence log

With the correspondence log, you can track and manage project correspondence, such as e-mails, phone calls, faxes, and other documents.

For each correspondence, you can track information such as who sent it, how it was sent, comments, its current status (action required, waiting response), and its urgency.

In Project Management, you open the correspondence log from the Documents menu. You can do the following:

•	Create new log entries and attach documents to them. You can attach multiple files, as well as any kind of file.

•	View the complete log and search for specific log entries.

•	Open and view documents and e-mail that are attached to log entries. Make revisions to attached documents.

•	Change, close, and delete existing log entries.

In Microsoft Outlook, Word, or Excel, you can log an e-mail or document in the correspondence log without leaving those applications. The PJ correspondence log toolbar appears in Outlook, Word, and Excel. From the toolbar, you click [Add to Log] or select a job to create a log entry. The document or e-mail is attached to the correspondence log entry.

PJ correspondence log toolbar:

Correspondence log reports by person, status, urgency, overdue state, and more are available from Reports > Correspondence.

Important: Before you use the correspondence log

How and where correspondence log attachments are stored

Security for the correspondence log

Ways to make an entry in the correspondence log

When is a log entry created?

About the PJ correspondence log toolbar

Workflow

Troubleshooting


Correspondence log workflow

Before you start using the correspondence log, consider the following:

•	Software configuration issues

•	How and where correspondence log attachments are stored

•	How to customize the log

•	Security for the correspondence log

With the correspondence log, you can do any of the following:

•	Log a correspondence

•	Search for an entry in the log

•	Open an attached file or e-mail in the log

•	Change an entry in the log

•	Remove an attachment from a log entry

•	Attach a file to an existing log entry

•	Close a log entry

•	Delete a log entry

•	Print a log report

•	Use Microsoft Word or Excel templates with the correspondence log

Troubleshooting

About the PJ correspondence log toolbar in Microsoft Outlook, Word, or Excel

About the correspondence log


How and where correspondence log attachments are stored

Microsoft Word and Excel

When you create a correspondence log entry for a document from within Word or Excel, the document becomes a file attachment to the correspondence log entry. This means Project Management's correspondence log points to the saved location of the attached file. It does not create a copy of the original file specifically for the correspondence log.

When you create a log entry from Word and Excel and save a new document, a default Timberline data folder prefills in the Save window when you save the document file. The save windows prefill with \<your Timberline data folder>\Correspondence\<Job number>, which you can change if you like.

Note: The default Timberline data folder prefills in the Save window for new documents only.

Placing attached files in a designated folder helps you manage the files and makes it easier for others to access the files but is not required.

You can set up a different default file location for logged and saved Word or Excel documents. See Change the default location that prefills when you save a file for a correspondence log entry.

Microsoft Outlook

When you create a log entry for Microsoft Outlook e-mail, a copy of the e-mail is created as a .msg file specifically for the correspondence log. The file name is created from the first 20 characters of the e-mail's subject. Files that are attached to an e-mail are also saved with the .msg file.

The .msg file is saved in \<your Timberline  data folder>\Correspondence\<Job number>.

You have the option to set up a different default file location for e-mail. See Change the default location for e-mail that you enter in the correspondence log .

Warning: Because Timberline stores a copy of the Outlook e-mail, if you make changes to the content of a logged e-mail in Project Management, these changes are not made to the e-mail in Outlook. The same applies if you change the e-mail content in Outlook. The e-mail copy in Project Management is not updated.

Other files

Documents that you attach to a correspondence log entry by clicking [image] or [image] in the correspondence log grid remain in the folder in which they were originally saved. The correspondence log points to the saved location of the attached file. It does not create a copy of the original file specifically for the correspondence log.

Before you use the correspondence log

If you have existing files that you want to log, you may want to move them into job folders (in \<your Timberline data folder>\Correspondence\<Job number>) on your network server so that others in your office who use the correspondence log can access attached files in the log. Another way to do this when you create a log entry for an existing document, choose File > Save As and save the document to the network location (a copy still remains in the original location).

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move the files to a different location after you create a log entry for them, you will not be able to open the file from the correspondence log.  If you must move attached files to a new location, after you move them, you need to remove them from existing log entries and reattach them.

Open an attached file in the correspondence log

Remove an attached file from a log entry

Learn about the log

Workflow

Troubleshooting


Customize the correspondence log

Change column titles

You can change the title of some columns in the correspondence log grid. These include Status, Urgency, Type, Sent Via, and Spec. Section.

See Specifying custom descriptions.

Customize lists

You can add other items to drop-down lists or change the appearance of the lists. These include Status, Urgency, Type, Sent Via

See Customizing lists.

Note: To determine whether you can change a field or column name or drop-down lists, right-click an item and select What's This to open a Help topic that indicates whether the item can be customized. You can also check the list of PJ items in File > Data Folder Settings > Custom Fields.

Change how you display attached files

About the correspondence log


Change the default location that prefills when you save a file for a correspondence log entry

In Microsoft Word and Excel, when you create a correspondence log entry for a new document and you save the document file, \<your Timberline data folder>\Correspondence\<Job number> prefills in the Word and Excel Save window.

To change the default location that prefills in the Save window for logged files, do the following:

  1	From the Project Management File menu, select Data Folder Settings and then File Locations.

  2	Scroll down the File Locations window until you see PJ Corr-log-document in the File Type column. You can move down this window by pressing the arrow keys on your keyboard or by using your mouse to drag the scrollbar on the right side of the window.

  3	In the Data Folder column, type the path and name of the folder where you want Word and Excel files saved when you create a correspondence log entry from a new Word or Excel document.

  4	Click [OK] to close the File Locations window.

Warning: When you change the default location, the system uses the exact location you type. It does not automatically create a job folder at the default location you specified.

Notes

•	The PJ Correspondence file type is for the Correspondence.pjc file that contains the correspondence log entries.

•	When you change the file location in the Data Folder column, if you have Outlook, Word, or Excel open, the change takes effect only after you close and reopen those applications.

How and where correspondence log attachments are stored

Change the default location for e-mail that you enter in the log

Correspondence log workflow

Troubleshooting


Change the default location for e-mail that you enter in the correspondence log

In Microsoft Outlook, when you enter an e-mail in Project Management's correspondence log, a copy of the e-mail is created and saved in \<your Timberline data folder>\Correspondence\<Job number>.

To change the default location where correspondence log e-mails are saved:

  1	From the Project Management File menu, select Data Folder Settings and then File Locations.

  2	Scroll down the File Locations window until you see PJ Corr-log-email in the File Type column. You can move down this window by pressing the arrow keys on your keyboard or by using your mouse to drag the scrollbar on the right side of the window.

  3	In the Data Folder column, type the path and name of the folder where you want to store correspondence log e-mails.

  4	Click [OK] to close the File Locations window.

Warning: When you change the default location, the system uses the exact location you type. It does not add a job folder to what you type.

Notes

•	The PJ Correspondence file type is for the Correspondence.pjc file that contains the correspondence log entries.

•	When you change the file location in the Data Folder column, if you have Outlook, Word, or Excel open, the change takes effect only after you close and reopen those applications.

How and where correspondence log attachments are stored

Change the default location that prefills when you save a file for a log entry

Correspondence log workflow

Troubleshooting


Security for the correspondence log

Task security

Task security is set up in Project Management (PJ): Tools > Security > Tasks (operators/groups). In the Set Permissions window, the check boxes for correspondence log security are in the Documents section.

Check box	Correspondence log tasks allowed
• Correspondence Log Entry	Create new log entries in PJ.
• Allow Full Control	Change and delete log entries in PJ.
• Allow Limited Editing Of Existing Entries	• Change log entries in PJ but not Date, Time, From, To, and Cc. • Cannot delete log entries in PJ.
• Log E-mail And Documents To Correspondence Log	Create log entries from Microsoft Outlook, Word, or Excel

File security

If you use Timberline Office file security, you must have security permissions to access all of the following file types before you can make entries to the correspondence log:

•	Address Book master file (Master.abm)

•	Project Management correspondence log file (Correspondence.pjc)

•	Project Management document file (Document.pjd)

•	Project Management master file (Master.pjm)

File security is set up in Project Management: Tools > Security > File.

Note: The Project Management Correspondence File listed in the File Security - File Types window only after you make an entry in the correspondence log.

About the correspondence log


Hide or show columns in the correspondence log grid

You can add columns that are not currently displayed in the correspondence log grid using Hide/Show Cols. You can also use Hide/Show Cols to prevent columns from being displayed in the grid.

The quick launch [image], Date, and attachment [image] columns cannot be hidden.

To show a column

  1	Right-click any column heading or cell in the correspondence log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, select the check boxes for the columns you want displayed in the grid. This list contains all available columns.

  3	Click [OK].

To hide a column

  1	Right-click any column heading or cell in the correspondence log grid.

  2	From the shortcut menu, select Hide/Show Cols. When the Hide/Show Cols list appears, clear the check boxes for the columns you do not want displayed in the grid.

  3	Click [OK].

Note: When you hide columns that have entries in them, the entries are not deleted.

Make an entry directly in the correspondence log


Check spelling in the correspondence log

You can check the spelling of your entries in the following columns in the correspondence log grid (Documents > Correspondence Log). Right-click the cell and select Check Spelling from the shortcut menu. You may have to collapse the field by clicking [image] before Check Spelling appears on the shortcut menu.

•	Subject

•	Resolution

•	Comments

How to check spelling

Where you can check spelling in Project Management


Ways to make an entry in the correspondence log

There are several ways you can log a correspondence.

•	Directly in the log in Project Management

For correspondence:

o	Without a document (file), such as a phone call or fax, to attach.

o	With a document (file) to attach that is created with software other than Microsoft Word or Excel. Examples are a CAD file, a scanned image, or a photo file.

o	With an existing Word or Excel file to attach.

•	From an e-mail you send in Microsoft Outlook

•	From an e-mail you receive in Microsoft Outlook

•	From a Microsoft Word or Excel document

•	From a document that has been previously logged

•	Using Microsoft Word or Excel templates

When is a log entry created?

Change an entry in the log

Workflow

About the log

Troubleshooting


Make an entry directly in the correspondence log

  1	From the Project Management Documents menu, select Correspondence Log.

  2	In the Correspondence Log window, enter the job for the correspondence you are logging.

For more information on different ways to enter a job, see Ways to enter a job.

  3	With your mouse, move to a blank row in the correspondence log grid, or you can click [New].

  4	Starting with the date, enter correspondence information in each cell of the grid as needed.

•	You can move across the grid by using the Enter key on your keyboard, your mouse, the Tab key on your keyboard, or the scroll bar at the bottom of the grid.

•	Columns can be hidden. See Hide or show columns.

  5	To attach an existing file to the log entry, click [image] or [image] in the last column of the grid.

  6	In the Correspondence Log Attachments window, click the File Links tab.

  7	On the File Links tab, click [Add].

  8	In the Add File window, select the file you want to attach. You can change the folder by clicking [image] or the other icons to the right of the Look in box. When you have highlighted the file you want, click [Add].

  9	You receive a warning message if the file you attached is in a local data folder and is not accessible to others. Click [Yes] in this window to attach the file. You are returned to the File Links tab where the icon for the attached file is displayed.

10	In the Correspondence File Attachments window, click [OK] to return to the Correspondence Log window.

Notes:

•	You can attach multiple files to a log entry (in the Correspondence Log Attachments window, File Links tab).

•	You can attach any kind of file to a log entry.

•	If you attach a Word or Excel document directly in the log (by clicking [image] in the grid), when you open the document in Word, Excel, or the correspondence log and you click [Add to Log], the document is not recognized as a previously logged document. The Correspondence Log - Options window is bypassed. The Correspondence Log - Entry Form window opens and if you complete this information and close the document, you create a new log entry for the document. Alternatively, if you make a log entry from a Word or Excel document, the next time you open that document in Word, Excel, or the correspondence log and click [Add to Log], you have the option to create a new log entry or change an existing log entry for the document.

•	Correspondence Log window tips

•	For more information about any item in a correspondence log window, right-click the item and select What's This?.

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open them from the correspondence log. If you must move attached files to a new location, after you move them, you need to remove the files from the log entry and reattach them.

Delete a log entry

Search for a log entry

Make a correspondence log entry from Outlook

Make a correspondence log entry from Word or Excel

Workflow

About the log

Troubleshooting


Open an attached file in the correspondence log

In the correspondence log (PJ: Documents > Correspondence Log), you can do the following:

•	Open an attached file to view it or make changes to it. If it is a Microsoft Word or Excel document, you can create another log entry for it.

•	Open an attached e-mail to view it, reply to it, or forward it. You can create a log entry when you reply to or forward an e-mail from the log, but you cannot create another log entry for the logged e-mail itself.

 Quick launch

The first file or e-mail attached to a correspondence log entry is displayed in the File Name column in the grid in the Correspondence Log window.

You can quickly open this file by clicking [image] in the first column of the row. If a log entry does not have an attached file, the quick launch icon does not appear in the row.

 Attachments

To open files other than the first one attached to a log entry, click [image] in the last column of the correspondence log grid. Click the File Links tab and then double-click the file's icon. All attached files are displayed here, including the first attached file.

Tips:

•	Another way to access all files attached to a log entry is to right-click any cell in a row. From the shortcut menu, select Attachments.

•	To see the complete path that identifies where an attached file is actually stored, you can right-click the file icon in the File Links window and select Properties from the shortcut menu. The file location is listed on the General tab of the properties window.

•	Change how you display attached files

If no files are attached to a log entry, you see the [image] icon in the last column.

More about:

•	Attached Word and Excel document

•	Attached Outlook e-mails

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open them from the log entry. If you must move attached files to a new location, after you move them, you need to remove the files from the log entry and reattach them.

Make changes to an attached file in the correspondence log

Attach a file to an existing log entry

How and where correspondence log attachments are stored

Correspondence log workflow

Troubleshooting


Change how you display attached files

You can change how attached files are displayed on the File Links tab in an attachment window.

Right-click a blank area of the large white box where files are displayed on the File Links tab. From the shortcut menu, select one of the following:

•	View

You can choose Large Icons, Small Icons, List, or Details.

•	Arrange

You can choose by Name, Type, Date, or Location.

Open an attached file in the correspondence log

How and where correspondence log attachments are stored


Attached Microsoft Word and Excel files in the correspondence log

When you open an attached Word or Excel file in the correspondence log and click [Add to Log], the following occur:

•	If the file was originally logged from Word or Excel, the Correspondence Log - Options window opens, and you can either create a new log entry for the document or make changes to an existing log entry. When you create a new log entry, the document is attached to the original log entry and the new log entry.

Create a new log entry from a previously logged document

•	If the file was originally logged and attached directly in the correspondence log, when you click [Add to Log], the Correspondence Log - Options window is bypassed and the Correspondence Log - Entry Form window opens. You can create a new log entry for the document.

•	What happens when you save a logged file with a new name

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open them from the log entry. If you must move attached files to a new location, after you move them, you need to remove the files from the log entry and reattach them.

Attached Outlook e-mails in the correspondence log

Open an attached file in the correspondence log

How and where attached files are stored

Workflow


Attached Microsoft Outlook e-mails in the correspondence log

•	When you open a logged e-mail in the correspondence log in Project Management, you cannot create a new log entry for it. The [Add to Log] button is not available. You must create a new log entry for a previously logged e-mail from Outlook.

•	You can create a log entry when you reply to or forward an e-mail from the correspondence log.

•	In the correspondence log, if you open an attached e-mail and add or change its content, the changes are not made to the e-mail in Outlook. Likewise, if you open a previously logged e-mail in Outlook and make changes to it, the changes are not made to the copy attached to the correspondence log. When you log an e-mail, a copy of the Outlook e-mail (and any files attached to it) is created for the correspondence log (as a .msg file).

•	You can log e-mail that has attached files. In the correspondence log, you can view a file that is attached to an e-mail by opening the e-mail and then opening the attached file from within the e-mail.

Warning: Do not open a Word or Excel file that is attached to an e-mail and log it. If you do, the file is saved to your Temporary Internet Files folder, which is periodically cleared by your system.

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open them from the log entry. If you must move attached files to a new location, after you move them, you need to remove the files from the log entry and reattach them.

Attached Word and Excel files in the correspondence log

Open an attached file in the correspondence log

How and where attached files are stored

Workflow


Create a new log entry based on a previously logged document

To create a new log entry based on a Microsoft Word or Excel document that has been previously logged, do the following:

  1	From the Project Management Documents menu, select Correspondence Log.

  2	In the Correspondence Log window, enter the job for the correspondence you are logging.

For more information on different ways to enter a job, see Ways to enter a job.

  3	In the grid, find the log entry that you want to use to create a new log entry. See Search for a log entry.

  4	Open the file that is attached to the log entry. See Open an attached file.

  5	Click [Add to Log] in the toolbar.

  6	If the document was originally logged from Word or Excel, the Correspondence Log - Options window, select Create a new log entry for this document and click [OK].

If the document was originally logged and attached directly in the correspondence log, the Correspondence Log - Entry Form window opens.

  7	In the Correspondence Log - Entry Form window, enter information for the new log entry and click [OK].

  8	When you close the document, a new entry is added to the correspondence log.

In this example, the same document is attached to both log entries (regardless of whether you made changes to the document). The document remains in its original saved location.

Notes

•	If you want to create a second document (with or without changes to it) from the original document for the new log entry, before you close the document in step 8, save the file with a new name (File > Save As).

Be aware that if you change the job for the new log entry and you save the file with a new name, if your files are saved to Timberline's default locations, be sure to browse to the correct job folder in the Save As window so the second file is saved in the appropriate job folder. See Change the default location.

•	Another way to create a new log entry from a previously logged document is to open the previously logged document in Microsoft Word or Excel and create the log entry from there by clicking [Add to Log]. If the Correspondence Log - Options window opens, select the Create new log entry for this document option. Complete the information in the Correspondence Log - Entry Form window. When you close the document, an entry is created in the correspondence log.

•	You cannot create a new log entry for a previously logged Outlook e-mail from the correspondence log in Project Management. The PJ correspondence log toolbar does not appear when you open an e-mail in the correspondence log. You can, however, create a new log entry for a previously logged e-mail from Outlook. Open the e-mail in Outlook. Click [Add to Log] and complete the information in the Correspondence Log - Entry Form window. Close the e-mail.

•	If you create a new log entry from a previously logged document for the same job, before you see the second log entry in the correspondence log grid, you may have to refresh the Correspondence Log window by closing and reopening it (or doing something else in that window such as sorting a column or changing the job).

•	What happens when you save a logged file with a new name

About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel

How and where log attachments are stored

When is a log entry created?

Workflow

Troubleshooting


What happens when you save a logged file with a new name

In the correspondence log, when you open an attached file, you can view the file or make changes and save it from there.

•	If no job is entered in the job box beside [Add to Log], when you save the file as another file with a new file name (File > Save As), a second file is created and saved, although the original file remains attached to the correspondence log entry.

•	If you enter a job in the job box beside [Add to Log] or you click [Add to Log] and complete the information in the Correspondence Log - Entry Form window, when you save the file with another name (File > Save As), the original file remains attached to the first log entry. The second (saved-as) file is attached to the second log entry. The second log entry contains the same log information as the original log entry.

The above also applies when you open a previously logged file in Microsoft Word or Excel.

When is a log entry created?

Open an attached file in the correspondence log

Create a new log entry from a previously logged document

Workflow

Troubleshooting


When is a correspondence log entry created?

The following apply if you have entered a job in the job box beside [Add to Log] or you have clicked [Add to Log] and entered log information in the Correspondence Log - Entry Form window.

E-mails are logged in Microsoft Office when you do the following:

•	Send an e-mail.

•	Close an existing e-mail in your Inbox, Sent Items, or Deleted Items folder in Outlook.

Documents in Microsoft Word or Excel are logged when you do the following:

•	Close a document.

This applies to the following:

o	Existing documents (already saved with a name).

o	New documents (not yet saved).

•	Save an existing document with a new name (File > Save As).

Notes:

•	An exception to the above behavior is if you use Microsoft Word 2000 and you log a document that already exists (already has been saved and has a file name). If you save the file before you close it, a log entry is created when you save it rather than when you close it.

•	If you create a new log entry for a previously logged document or you change a previous log entry and its attached document, a log entry is created when you close the document even if you do not save changes to the document.

What happens when you save a logged file with a new name

Make a log entry from Microsoft Word or Excel

Make a log entry from Microsoft Outlook

Correspondence log workflow

Troubleshooting


Writer notes about the software behavior

Definitions:

Existing file -- has been saved before (has a file name).

New file -- has not yet been saved (no file name yet).

Log it (pending) -- you either enter a job in the job box or you click [Add to Log] and enter info for the log entry.

	Normal behavior	Word 2000
File already exists. You log the document (pending)		(some versions treat Save and Save As as the same thing)
a. You save the file	Log entry is created when you close (not save).	Log entry is created when you save rather than close.  This is the exception behavior.
b. You do a Save As	Log entry is created when you Save As (not when you close).	Log entry is created when you Save As (not when you close).
File is new. You log the document (pending).		(behaves normally)
a. You save the file	Log entry is created when you close (not when you save)	Log entry is created when you close (not when you save)
b. You do a Save As	Log entry is created when you close (not when you Save As).	Log entry is created when you close (not when you Save As).

Exception: If you use Microsoft Word 2000 and you log a document that already exists (already has been saved and has a name). If you save the file before you close it, a log entry is created when you save it rather than when you close it.

Note:

This window appears only if the original correspondence log entry for a document or e-mail was made from Microsoft Outlook, Word, or Excel. It does not appear for files that you add to a correspondence log entry directly in Project Management (by clicking [image] or [image] in the correspondence log grid).

Info to add to other topics or create one topic with all this kind of information (?):

When you create multiple log entries for one document, remember if you open the document from one log entry and change it, the change is reflected in all log entries.

If you want to make changes to a document that has already been logged and then create a new log entry with the modified document while preserving the original document with the original log entry, you must create a second document.


Make a correspondence log entry from Microsoft Outlook

•	Make a correspondence log entry for an e-mail you send

•	Make a correspondence log entry for an e-mail you receive

Notes

•	You can make a log entry for Outlook e-mail, but not for calendar items, tasks, or contacts.

•	You can log e-mail that you send, receive, reply to, or forward. You can log e-mail in your Inbox, Deleted Items, or Sent Items folder.

•	If you enter log information in the Correspondence Log - Entry Form window and then save an e-mail as a draft, the log information is discarded. You need to reenter the log information before you send the e-mail.

•	You can log an e-mail that has files attached to it. In the correspondence log, you can view an e-mail's attached files by opening the e-mail and then opening the attached file from within the e-mail.

•	Do not open a Word or Excel file that is attached to an e-mail and log it. If you do, the file will be saved to your Temporary Internet Files folder, which is periodically cleared by your system.

•	Timberline's Project Management application does not have to be open for you to create an entry in the correspondence log from Outlook.

•	To change the Timberline data folder from Outlook after you open one data folder in Outlook, you must close Outlook, Word, and Excel--all three--and then reopen Outlook. When you click [Add to Log], the Select Data Folder window opens. If you select the Use last folder at startup check box (in PJ: Tools > Customize > General tab), the Select Data Folder window is bypassed. You may need to clear this check box to change data folders.

•	Cancel a log entry from Outlook, Word, or Excel

About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel

When is a log entry created?

Different ways to make an entry in the correspondence log

Correspondence log workflow

How software configuration affects the correspondence log

Troubleshooting


Make a correspondence log entry for an e-mail you send

  1	In Microsoft Outlook, create an e-mail.

  2	Before you send it, click [Add to Log], a button on the PJ correspondence log toolbar, which is located in the Outlook toolbar area.

  3	The following windows may open:

•	Select Data Folder window--Select the appropriate Timberline Office data folder in which to log the e-mail and click [OK].

•	Operator Selection window (if you use security)--Enter your operator ID and password and click [OK].

  4	In the Correspondence Log - Entry Form window, enter the job for the correspondence you are logging.

For more information on different ways to enter a job, see Ways to enter a job.

  5	Continue to enter correspondence information for the log entry in this window. When you finish, click [OK].

You may receive a Correspondence Log Entry message that lets you know that the log entry will be made when you send an e-mail or close an e-mail that you received. Click [OK].

  6	You are returned to the e-mail. When you send the e-mail, you receive a message window that indicates an entry has been made to Project Management's correspondence log. The message disappears on its own after a few seconds.

Notes:

•	Timberline's Project Management (PJ) application does not have to be open for you to create an entry in the correspondence log from Outlook.

•	You can make log entries for Outlook e-mails, but not for calendar items, tasks, or contacts.

•	You can log e-mail that you send, reply to, or forward. You can log e-mail in your Inbox, Deleted Items, or Sent Items folder.

•	If you enter log information in the Correspondence Log - Entry Form window and then save an e-mail as a draft, the log information is discarded. You need to reenter the log information before you send the e-mail.

•	An alternative to clicking [Add to Log] to create a correspondence log entry is to select the job for the correspondence log entry in the box beside [Add to Log]. For more information, see About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel.

•	If the PJ correspondence log toolbar is not visible, see PJ correspondence log toolbar is missing.

•	If you decide not to log an e-mail after you enter information in the Correspondence Log - Entry Form window or enter a job in the Job box, you can cancel the log entry by replacing the job in the Job box with the Select Job option from the drop-down list.

•	E-mail with To, Cc, and From names that are not currently entered as contacts (with a matching e-mail address) in Timberline's PJ or Address Book (AB) are entered in the correspondence log but are not added to PJ or AB.

Warning: Log entries with contacts that are not entered in PJ or AB are not included on the Correspondence by Person (CR) report.

•	How to change the Timberline Office security ID or data folder after you have already entered one in Outlook.

How and where correspondence log e-mail attachments are stored

Make a log entry for an e-mail you receive

When is a log entry created?

Open an e-mail in the log

Workflow

Troubleshooting


Make a correspondence log entry for an e-mail you receive

  1	In Microsoft Outlook, open an e-mail that you received.

  2	Before you close it, click [Add to Log], a button on the PJ correspondence log toolbar, which is located in the Outlook toolbar area.

  3	The following windows may open:

•	Select Data Folder window--Select the appropriate Timberline data folder in which to log the e-mail and click [OK].

•	Operator Selection window (if you use security)--Enter your operator ID and password and click [OK].

  4	In the Correspondence Log - Entry Form window, enter the job for the correspondence you are logging.

For more information on different ways to enter a job, see Ways to enter a job.

  5	Continue to enter information for the log entry in this window. When you are finished, click [OK].

You may receive a Correspondence Log Entry message that lets you know that the log entry will be made when you send an e-mail or close an e-mail that you received. Click [OK].

  6	You are returned to the e-mail. When you close the e-mail, you receive a message window that indicates an entry has been made to Project Management's correspondence log. The message disappears on its own after a few seconds.

Notes:

•	Timberline's Project Management does not have to be open for you to create an entry in the correspondence log from within Microsoft Outlook.

•	You can make log entries for Outlook e-mail, but not for calendar items, tasks, or contacts.

•	You can log e-mail that you send, reply to, or forward. You can log e-mail in your Inbox or Sent Items folder.

•	If you enter log information in the Correspondence Log - Entry Form window and then save an e-mail as a draft, the log information is discarded. You need to reenter the log information before you send the e-mail.

•	An alternative to clicking [Add to Log] to create a correspondence log entry is to select the job for the correspondence log entry in the box beside [Add to Log]. For more information, see About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel.

•	If the PJ correspondence log toolbar is not visible, see PJ correspondence log toolbar is missing.

•	If you decide not to log an e-mail after you enter information in the Correspondence Log - Entry Form window or enter a job in the Job box, you can cancel the log entry by replacing the job in the Job box with the Select Job option from the drop-down list.

•	E-mail with To, Cc, and From names that are not currently entered as contacts (with a matching e-mail address) in Timberline's PJ or Address Book (AB) are entered in the correspondence log but are not added to PJ or AB.

Warning: Log entries with contacts that are not entered in PJ or AB are not included on the Correspondence by Person (CR) report.

•	How to change the Timberline Office security ID or data folder after you have already entered one in Outlook.

How and where correspondence log e-mail attachments are stored

Make a log entry for an e-mail you send

When is a log entry created?

Open an e-mail in the log

Correspondence log workflow

Troubleshooting


Make a correspondence log entry from Microsoft Word or Excel

  1	Create or open a document in Microsoft Word or Excel.

  2	Click [Add to Log], a button on the PJ correspondence log toolbar, which is located in the Word or Excel toolbar area.

  3	The following windows may open:

•	Select Data Folder window--Select the appropriate Timberline Office data folder in which to log the e-mail and click [OK].

•	Operator Selection window (if you use security)--Enter your operator ID and password and click [OK].

  4	In the Correspondence Log - Entry Form window, enter the job for the correspondence you are logging.

For more information on different ways to enter a job, see Ways to enter a job.

  5	Continue to enter information for the log entry in this window. When you are finished, click [OK].

You may receive a Correspondence Log Entry message that lets you know that the log entry will be made when you close the document. Click [OK].

  6	You are returned to the document. When you finish working in the document and when you close it, you receive a message window that indicates an entry has been made to Project Management's correspondence log. The message disappears on its own after a few seconds.

Notes:

•	Timberline's Project Management does not have to be open for you to create an entry to the correspondence log from within Microsoft Word or Excel.

•	An alternative to clicking [Add to Log] to create a correspondence log entry is to select the job for the correspondence log entry in the box beside [Add to Log]. For more information, see About the PJ correspondence log toolbar in Microsoft Outlook, Word, and Excel.

•	If you decide not to log a document after you enter information in the Correspondence Log - Entry Form window or enter a job in the Job box, you can cancel the log entry by replacing the job in the Job box with the Select Job option from the drop-down list.

•	If you use Microsoft Word 2000 and you log a document that already exists (already has been saved and has a file name), if you save the file before you close it, a log entry is created when you save it rather than when you close it.

•	How to change the Timberline Office security ID or data folder after you already have entered one in Word or Excel.

How and where correspondence log attached files are stored

When is a log entry created?

Open an attached file in the log

Correspondence log workflow

Using Word or Excel template files with the log

Troubleshooting


Delete an entry in the correspondence log

You may want to delete a correspondence log entry if you entered it in error. If no further action is required for a log entry but you want it to remain in the log for future reference, you can change its status to Closed and enter resolution notes and a completion date.

To delete a log entry

  1	Open the correspondence log (PJ: Documents > Correspondence Log), and enter the job for the log entry you want to delete.

  2	In the grid, find the log entry that you want to delete. See Search for a log entry.

  3	Select the log entry by left-clicking the first gray cell in its row. The row becomes highlighted and a black pointer [image] appears in the first gray cell of the row.

  4	Click [Delete] in the upper right corner of the Correspondence Log window.

  5	In the Delete This Row window, click [Yes] to permanently delete the log entry.

Notes

•	You can also delete a row by highlighting it in the grid (as in step 3 above) and then do either of the following:

o	Right-click any cell in the row. From the shortcut menu, select Delete Row.

o	Press the Delete key on your keyboard.

•	You cannot delete a correspondence log entry in Microsoft Outlook, Word, or Excel.

•	When you delete a log entry with an attached file, the file itself is not deleted, just the log entry for it. When you delete a log entry with an attached e-mail, the e-mail is not deleted in Outlook, but the log entry and the Timberline .msg file for the e-mail is deleted.

Close a log entry

Cancel a log entry from Outlook, Word, or Excel

Ways to make entries in the correspondence log

How and where correspondence log attachments are stored


Cancel a correspondence log entry from Microsoft Outlook, Word, or Excel

If you are in Microsoft Outlook, Word, or Excel and you have started to create a correspondence log with the PJ correspondence log toolbar, but you have not yet closed the document or sent or closed an e-mail, you can cancel the creation of the log entry by replacing the job in the PJ correspondence log toolbar with Select Job.

Note: Using the PJ correspondence log toolbar means you have either clicked [Add to Log] and entered information in the Correspondence Log - Entry Form window or you have entered a job in the box beside [Add to Log].

PJ correspondence log toolbar

After you create a log entry from Outlook, Word, or Excel, you cannot delete the log entry from those applications. You must delete it in the correspondence log in Project Management (Documents > Correspondence Log).

Delete an entry in the correspondence log

About the PJ correspondence log toolbar in Microsoft Outlook, Word, or Excel


Close a correspondence log entry

When no further action or follow-up is needed for a correspondence entered in the correspondence log, you can change its status to Closed and enter a completion date and resolution notes for it.

Enter this information in the Status, Resolution, and Completion Date columns in the correspondence log grid (Project Management: Documents > Correspondence Log).

For many of the correspondence log reports, you can choose whether or not to include closed log entries.

Search for an entry in the log

Correspondence log workflow

Correspondence log reports


Change an entry in the correspondence log

•	Change information for an existing log entry

(To correct, change, or add other information to a log entry)

•	Make changes to the content of an attached file in the log

•	Make changes to the content of an attached e-mail in the log

•	Attach a file to an existing log entry

•	Remove an attached file from a log entry

•	What happens when you save a logged file with a new name

Different ways to make an entry in the correspondence log

Delete an entry in the log

Close a log entry

Troubleshooting


Change information for an existing correspondence log entry

This applies to making changes to an existing log entry itself, not changes to the content of a log entry's attached file or e-mail. For example, you may need to do things such as add comments, change the status, or add resolution notes.

From Project Management

  1	In Project Management, select Documents and then Correspondence Log.

  2	In the grid, find the log entry you want to change. See Search for a log entry.

  3	Make changes to information in the correspondence log grid. They are saved when you move off the row in the grid.

Notes

•	Some information cannot be changed, such as the From, To, and Cc recipients if the log entry is for an attached e-mail.

•	If you use task security, you may or may not be able to change all columns in the correspondence log grid. See Security for the correspondence log.

From Microsoft Outlook, Word, or Excel

You can make changes to an existing log entry from Microsoft Outlook, Word, or Excel only if you created the original log entry from these applications.

  1	Open the logged document or e-mail in Outlook, Word, or Excel.

  2	Click [Add to Log] from the toolbar.

  3	In the Correspondence Log - Options window, select Change a previously logged entry for this document. Click [OK].

  4	In the Correspondence Log - Entry Form window, make changes to log information as needed and click [OK].

Warning: The log entry that opens in the Correspondence Log - Entry Form window is the most recent log entry. To make changes to a previously logged entry that is not the most recent, you must do this in the correspondence log grid in Project Management.

  5	When you close the document or e-mail, the changes are made to the correspondence log.

Notes

•	When you make log changes from Outlook, Word, or Excel, you can change only the log information in the Correspondence Log - Entry Form window. To change information such as Status, Resolution, and Completion Date, you must do this directly in the correspondence log.

•	If a Word or Excel document is added to a log entry by attaching it directly in the log (by clicking [image] in the grid), when you open it in Word or Excel and you click [Add to Log], the document is not recognized as a previously logged document. The Correspondence Log - Options window is bypassed. The Correspondence Log - Entry Form window opens. If you complete this information and close the document, you create a new log entry for the document. Alternatively, if you make a log entry from a Word or Excel document, the next time you open that document in Word or Excel and click [Add to Log], you have the option to create a new log entry or change an existing log entry for the document.

Remove an attached file from a correspondence log entry

Attach a file to an existing log entry

Make changes to an attached file in the correspondence log

About the correspondence log

Troubleshooting


Make changes to an attached file in the correspondence log

  1	In Project Management, select Documents and then select Correspondence Log.

  2	Find the log entry in the grid. See Search for a log entry.

  3	If the file you want to change is displayed in the File Name column of the grid, click [image] in the first column of its row to open it.

If the file you want to change is not displayed in the File Name column, click [image] in the last column of its row to open it. Click the File Links tab and then double-click the file you want to change.

  4	Make changes to the file, save the file, and close it.

  5	In the Correspondence Log Attachments window, click [OK] to return to the correspondence log grid.

Notes

•	You can also make changes to a log entry's attached file in the original software from which the file was created. The changes you save there are reflected in the correspondence log because the log points to the saved location of the attached file. It does not create a copy of the original file for the correspondence log.

•	If you open an attached document in the correspondence log and you click [Add to Log] in the toolbar before you save any changes to the document, the Correspondence Log - Option window opens. If you select Create a new log entry for this document, you create an additional log entry for the document when you save it. If you select Change a previously logged entry for this document, the Correspondence Log - Entry Form window opens, and you can change log information in this window for the most recent log entry that exists. To change an existing log entry that is not the most recent, you must do this in the correspondence log grid in Project Management.

•	What happens when you save a logged file with a new name

Change information for an existing correspondence log entry

Remove an attached file from the correspondence log

How and where correspondence log attachments are stored


Make changes to the content of an attached e-mail in the correspondence log

If you open an attached e-mail and change its content, the changes are not made to the e-mail in Outlook. Likewise, if you make a change to the content of the e-mail in Outlook, the change is not made to the copy of the e-mail in the correspondence log.

When you log an e-mail, a copy of the Outlook e-mail is stored in the correspondence log (as a .msg file). See How and where correspondence log attachments are stored.

Note: When you open a logged e-mail in the correspondence log in Project Management, the [Add to Log] button is not available. To create another log entry for a previously logged e-mail, you must do it from Outlook.

Correspondence log workflow


Remove an attached file from a correspondence log entry

  1	In Project Management, select Documents and then select Correspondence Log.

  2	In the grid, find the log entry that has the attachment you want to remove. See Search for a log entry.

  3	Either in the last column of its row, click [image] or right-click the first gray cell in its row to open the Correspondence Log Attachments window.

  4	Click the File Links tab and then click the file you want to remove.

  5	Click [Delete].

  6	In the next window, which asks whether you want to delete the link to the file, click [OK].

  7	In the Correspondence Log Attachments window, click [OK] to return to the correspondence log grid.

Notes

•	When you remove a file that is attached to a log entry, you remove the link to the attached file. You do not delete the file itself.

•	When you remove an attached e-mail the Timberline .msg file for the e-mail is not deleted, and the e-mail still exists in Microsoft Outlook.

Security for the correspondence log

Open an attached file in the correspondence log grid

Attach a file to an existing log entry

How and where correspondence log attachments are stored


Attach a file to an existing log entry

  1	In Project Management, select Documents and then select Correspondence Log.

  2	In the grid, find the log entry that you want to attach a file to. See Search for a log entry.

  3	Either in the last column of its row, click [image] or right-click the first gray cell in its row to open the Correspondence Log Attachments window.

  4	Click the File Links tab.

  5	On the File Links tab, click [Add].

  6	In the Add File window, select the file you want to attach. You can change the folder by clicking [image] or the other icons to the right of the Look in box. When you have highlighted the file you want, click [Add].

  7	You receive a warning message if the file you attached is in a local data folder and is not accessible to others. Click [Yes] in this window to attach the file. You are returned to the File Links tab where the icon for the attached file is displayed.

  8	In the Correspondence File Attachments window, click [OK] to return to the Correspondence Log window.

Notes:

•	You can attach multiple files to a log entry (in the Correspondence Log Attachments window, File Links tab).

•	You can attach any kind of file to a log entry.

•	After you attach a file to a log entry, you must use Project Management to attach additional files; you cannot do it from Microsoft Word or Excel.

•	Correspondence log window tips

•	For more information about any item in a correspondence log window, right-click the item and select What's This?.

Warning: Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open them from the log entry. If you must move attached files to a new location, after you move them, you need to remove the files from the log entry and reattach them.

Remove an attached file from a correspondence log entry

Different ways to make entries in the correspondence log

About the correspondence log


About the PJ Correspndence log toolbar in Microsoft Outlook, Word, and Excel

After you install Timberline's Project Management software, when you open Microsoft Outlook, Word, or Excel, a PJ correspondence log toolbar appears in the toolbar area of these program's windows. In Outlook, the toolbar appears only when you have an e-mail message open. The toolbar allows you to open documents and e-mails in these applications and create entries in Project Management's correspondence log without leaving these applications.

[Add to Log]:

For documents and e-mails that have not been logged: When you click this button, the Select Data Folder window opens, and then the Correspondence Log - Entry Form window opens. Enter information about the correspondence for the log entry.

For documents and e-mails that have been previously logged: When you click this button, you first get the Correspondence Log - Options window where you can choose to create a new log entry or change an existing log entry for the document. When you choose either option, the Correspondence Log - Entry form window opens, and you enter information for a new log entry or make changes to an existing log entry.

Job box: Instead of clicking [Add to Log] to create a correspondence log entry, you can simply enter the job for the log entry. Click [image] to select from a list of unstarted and in-progress jobs. This bypasses the Correspondence Log - Entry Form window and creates the log entry without information from that window.

Note: To make a log entry for a closed job, you must click [Add to Log] and in the Correspondence Log - Entry Form window, click [image] to select a closed job.

When you enter information in the Correspondence Log - Entry Form window and close it or you enter a job in the Job box, an entry is created in the correspondence log when you:

•	Send an e-mail.

•	Close a received e-mail.

•	Save and close a new document.

•	Close a previously logged document (with or without saving it).

•	Save a previously logged document as a new file (File > Save As).

Notes

•	If you decide not to log an e-mail or document after you enter information in the Correspondence Log - Entry Form window or enter a job in the Job box, you can cancel the log entry by replacing the job in the Job box with the Select Job option from the drop-down list.

•	If the PJ correspondence log toolbar does not appear in Outlook, Word, or Excel, see PJ correspondence log toolbar is missing.

For complete instructions on how to create correspondence log entries from Microsoft Outlook, Word, or Excel see the following:

•	Make a correspondence log entry for an e-mail you send

•	Make a correspondence log entry for an e-mail you receive

•	Make a correspondence log entry from Microsoft Word or Excel

How to hide the PJ correspondence log toolbar

Correspondence log workflow

Troubleshooting


Search for an entry in the correspondence log

Entries in the correspondence log grid are listed in order of the date entered in the Date column.

To search for an entry in the grid, do the following:

  1	Open the correspondence log (PJ: Documents > Correspondence Log), and select the job whose log entry you want to find.

  2	Click [Search] in the top right corner of the Correspondence Log window. A group of search fields and buttons appears above the grid.

  3	In the Column to search field, click [image] to choose the column in the grid that you want to search. For example, you might select To in order to search for a log entry that you sent to Bob Smith; you might select Date to search for entries made on a certain date.

  4	In the Search for field, enter information that you want to find in the column you are searching.

•	For example, if you entered To in Column to search, click [image] in Search for to choose from a drop-down list of names. You can also enter a name directly in the box. If you entered Comments in Column to search, enter the text you are looking for in Search for.

•	For searches in fields such as Subject or Comments, which do not have drop-down lists, the search looks for what you type, in the order you type it. For example, if you type "red," the search returns entries with "red carpet" and "Fred is on vacation."

  5	Click [Search Now]. Correspondence log entries that match your search criteria are displayed in the grid. A message informs you if no matches are found.

  6	Click [Clear] to remove the search criteria and return all log entries to the grid.

Notes

•	If you do not find what you are looking for or you want to add more items to your search, you can click [Advanced] to open the Add Condition window. Here, you can enter multiple columns to search. See Advanced searches in the correspondence log.

•	Another way to search the correspondence log grid is to resort it. See Sort the correspondence log.

•	When you search for a file in the File Name column, the search looks at only the files listed in the File Name column, not all attached files (all files listed in the Correspondence File Attachments window, which opens when you click [image] in the last column).

About the correspondence log

Troubleshooting


Advanced searches in the correspondence log

In the correspondence log (PJ: Documents > Correspondence Log), when you click [Search], a group of search fields and buttons appears above the correspondence log grid. If you do not find the log entry by using the Column to search and Search for fields, you can click [Advanced] to enter more search criteria.

How to use the advanced search

  1	In the Correspondence Log window, click [Advanced] and the Add Condition window opens.

  2	In the Field box, select a field that you want to search.

  3	In the Operator column, select the operator to be used to compare and find the field value.

  4	In the Value box to the right, enter the contents of the field that you are searching for. Click [OK].

  5	The Add Condition window closes, and the condition is listed in the Condition Selection window.

  6	To add another condition, in the Condition Selection window, click [Add]. Repeat steps 2–5 until you have entered all conditions. In the Condition Selection window, click [OK].

  7	In the Correspondence Log window, click [Search].

Example:

To find log entries that were created before May 1, 2003 and have a high urgency and an Action Required status, enter the following:

Field	Operator	Value
Date	Less than	05/01/03
Urgency	Equal to	High
Status	Equal to	Action Required

Notes

•	Asterisks appear on the [Advanced] button to indicate that conditions have been entered.

•	Click [Clear] to remove the search criteria and return all log entries to the grid.

•	You can enter values in the Column to search and Search for fields and do an advanced search at the same time. Log entries that match both sets of criteria are retrieved.

•	Do not enter To, From, or Cc contacts in the Add Condition window. Accurate search results are not retrieved.

Search for an entry in the correspondence log

Sort the correspondence log

About the correspondence log

Troubleshooting


Sort the correspondence log

Entries in the correspondence log grid are listed in order of the date entered in the Date column.

To resort the correspondence log grid by any column, click the heading of a column. The software reorders the rows in the grid based on the alphabetical order or numeric order of the entries in the column you clicked.

Click the column heading again to reverse the order.

A triangle pointing up or down in the column heading indicates whether the entries are sorted in ascending or descending order.

Note: Another way to access sorting is to right-click a column heading and from the shortcut menu select Sort; then select either Ascending or Descending.

Search for an entry in the correspondence log

Advanced searches in the correspondence log

About the correspondence log

Troubleshooting


Print a correspondence log report

Reports can help you manage and follow up on correspondence you have entered in the correspondence log.

Correspondence log reports are available from PJ: Reports > Correspondence.

Some of the reports are:

•	Correspondence Log (CR)

•	Correspondence by Person (CR)

Warning: This report includes log entries for contacts entered in Project Management or Address Book only. For more information, see Correspondence by Person (CR) report is missing log entries

•	Correspondence by Status (CR)

•	Correspondence - Overdue (CR)

•	Correspondence by Type (CR)

•	Correspondence by Urgency (CR)

•	Correspondence by SpecSec (CR)

•	Correspondence by SentVia (CR)

Note: You can also preview a report on the screen before you print it. Open the report from the Reports menu and in the Print Selection window, click [Print Preview].

Correspondence log workflow


Using Microsoft Word or Excel templates with the correspondence log

Microsoft Word and Excel have template files that let you create a document with standard content that you can repeatedly use. This can save you time. For example, if you regularly send back-charge letters, you can create a template file for the letter, which contains your company’s letterhead, logo, and standard verbiage. For more information about template files, in Word, see the Help topic titled "About templates."

Follow these guidelines to use Word or Excel templates with the correspondence log:

•	Save your Word and Excel templates as .dot (Word template) or .xlt (Excel template) files. For more information, in Word, see the Help topic titled “Create a document template.”

•	Copy your template files for Word and Excel to a common location on your network so that all staff members who need them can get them.

You may want to set up the folder with read-only properties so others cannot modify the templates.

The template files in your network folder will be available when a user opens Word or Excel if you do the following on each user’s computer.

  1	Open Word, and from the Tools menu, select Options.

  2	In the Options window, click the File Locations tab to open it.

  3	Click the Workgroup templates file type, and click [Modify].

  4	In the Modify Location window, find and select the common folder on your network that contains the templates. Click [OK].

  5	In the Options window, click [OK] to close.

To create a letter for your correspondence log based on a Word template file that you previously created, complete the following steps:

  1	Open Word, and from the File menu, select New.

  2	In the New window, the General tab displays the templates from the folder that you entered as the workgroup template location. Click the template file to open it.

  3	Modify the letter. For example, you might add the recipient’s name and address, today’s date, and change any information that you need to in the body of the letter. The common parts of the letter, such as your company’s letterhead, logo, and any common text, stay the same.

  4	Click [Add to Log] to add this letter to the correspondence log. Fill in the Correspondence Log - Entry Form window and click [OK].

  5	Save the letter. The Save As window opens. Notice the Save in box at the top of the window, which contains a folder labeled with your job number. Word is preparing to save this letter in the location with the rest of your correspondence log documents.Give the letter a name and click [OK]. The letter is now saved and logged in the correspondence log.

About the correspondence log

Corresondence log workflow

Troubleshooting


Troubleshoot the correspondence log

•	Correspondence log is not working as expected (software configuration issues)

•	Where is my attached file?

•	Attached file not found

•	Cannot find a log entry

•	Cannot find the file security setting for the correspondence log

•	Correspondence by Person (CR) report is missing log entries

•	How to hide the PJ correspondence log toolbar in Outlook, Word, or Excel

•	PJ correspondence log toolbar is missing in Outlook, Word, or Excel

•	In Word or Excel, I cannot make changes to the log entry for a previously logged document

•	Make a correspondence log entry for a closed job

•	Microsoft Outlook error message--pjExchangeClient.dll

•	Search is not retrieving correspondence log entries

•	Unable to change data folders in Microsoft Outlook, Word, or Excel

•	Unable to change security IDs in Outlook, Word, or Excel

•	No contacts in the list

•	Handheld computing devices

Troubleshoot Project Management

About the correspondence log


Attached file not found

Issue

When I try to open a file that is attached to a correspondence log entry, I receive a "File not found" message.

Solution

Files that you attach to a correspondence log entry must remain in the same location that they were in when you created the log entry. If you move these files to a different location after you create a log entry for them, you will not be able to open the file from the log entry. If you must move attached files to a new location, after you move the files, you must remove them from the existing log entry and reattach them.

See:

•	Remove an attached file from the correspondence log

•	Attach a file to an existing log entry

Another possibility is that the attached file was deleted after being attached to a correspondence log entry.

Open an attached file in the correspondence log

How and where correspondence log attachments are stored

Troubleshoot the log


Cannot find a correspondence log entry

Issue

I cannot find an entry in the correspondence log.

Solution

•	How to search the correspondence log

•	Advanced searches in the log

•	How to sort the correspondence log

•	Do you have hidden columns that are making it harder to find your entry? See Hide or show columns.

•	When you create a correspondence log entry from Microsoft Word or Excel, you must save the document before an entry is made in the correspondence log. In Word or Excel, if you click [Add to Log] and enter information in the Correspondence Log - Entry Form window and click [OK] but you do not save the Word or Excel document, an entry is not made in the correspondence log.

•	You may have to refresh the Correspondence Log window by closing and reopening it. This may be necessary if you create a new log entry from a previously logged document for the same job.

Troubleshoot the correspondence log


Hide the PJ correspondence log toolbar in Microsoft Outlook, Word, or Excel

The PJ correspondence log toolbar contains the [Add to Log] button and job box that are displayed in Microsoft Outlook, Word, and Excel.

You can prevent this toolbar from appearing in Outlook, Word, and Excel by doing the following:

  1	From any of these applications, select Tools, and then select Customize.

  2	On the Toolbars tab, clear the PJ Correspondence Log check box.

Notes

•	You must do this in each application in which you want to hide the PJ correspondence log toolbar.

•	In Outlook, the toolbar's appearance is controlled by each type of window, so you must change the hide/or show setting in multiple places. For example, if you hide the toolbar in an e-mail you send, you have to hide the toolbar again in an e-mail you reply to.

•	Another way to access the PJ Correspondence Log check box is to right-click a blank area in the Outlook, Word, or Excel toolbar area; then from the shortcut menu, click PJ Correspondence Log.

About the PJ corresondence log toolbar

Troubleshoot the log


PJ correspondence log toolbar is missing in Outlook, Word, or Excel

Issue

The PJ correspondence log toolbar is missing in Microsoft Outlook, Word, or Excel.

Solution

To add the correspondence log toolbar to Outlook, Word, and Excel, do the following:

  1	From any of these applications, select View, and then select Toolbars.

  2	From the list of toolbars, click PJ Correspondence Logs.

Another way to do this is to right-click in the Outlook, Word, or Excel toolbar area to open the toolbar list.

Notes

•	You must do this in each application in which you want the PJ correspondence log toolbar to appear.

•	In Outlook, the toolbar appears only when you have an e-mail message open.

•	In Outlook, the toolbar is controlled by each type of window, so you must change the hide/or show setting in multiple places. For example, if you hide the toolbar in an e-mail you send, you have to hide the toolbar again in an e-mail you reply to.

•	Another reason for the PJ correspondence log toolbar does not appear in Office applications may be that you installed Office after you installed Timberline software. For further instructions, see Installation of Microsoft Office and the correspondence log.

About the PJ correspondence log toolbar

Troubleshoot the log


Cannot find the file security setting for the correspondence log

Issue

I am trying to set up file security for the correspondence log, and I do not see the correspondence log file listed in the File Security - File Types window (Tools > Security > File).

Solution

In the File Security - File Types window, Project Management Correspondence File appears in the list only after you make an entry in the correspondence log.

Security for the correspondence log

Troubleshoot the correspondence log


In Microsoft Word or Excel, I cannot make changes to the log entry for a previously logged document

Issue

I open a document in Word or Excel that already has been logged in Project Management's correspondence log. I would like to make changes to the log entry (not the document itself). When I click [Add to Log] I do not get the Correspondence Log - Options window that lets me change an existing entry.

Solution

If a Word or Excel document that is added to a log entry by attaching it directly in the log (by clicking [image] in the grid), when you open the document in Word or Excel and click [Add to Log], the document is not recognized as a previously logged document. The Correspondence Log - Entry Form window opens and if you complete this information and close the document, you create a new log entry for the document. To make changes to its log entry, you must do it directly in the log in Project Management.

If you make a log entry from a Word or Excel document, the next time you open that document in Word or Excel and click [Add to Log], you have the option to create a new log entry or change an existing log entry for the document.

Troubleshoot the correspondence log

Change an entry in the correspondence log

Correspondence log workflow


Correspondence by Person (CR) report is missing log entries

Issue

The Correspondence by Person (CR) report (PJ: Reports > Correspondence) is missing log entries.

Solution

This report omits correspondence log entries with contacts that are not entered in Project Management or Address Book (Setup > Person or Setup > Company). This situation occurs when you log an Outlook e-mail and the From, To, or Cc contact on the e-mail is entered in Outlook but not in Project Management (PJ) or Address Book (AB). No contact was found in PJ or AB whose e-mail address matched the one on the e-mail.

To produce a complete and accurate Correspondence by Person (CR) report, be sure to enter Outlook contacts in PJ or AB before you create correspondence log entries with them.

After you log an e-mail with a contact that is not set up in PJ or AB, even if you then set up that contact in PJ or AB, the log entry will not be included in the report. Technically, the Outlook contact is still associated with the log entry, and you cannot change the From, To, or Cc contact in the correspondence log grid for e-mails. To remedy this situation, you must delete the previously logged entry and log the e-mail again from Outlook after you enter the contact in PJ or AB.

Troubleshoot the correspondence log


Microsoft Outlook error message--pjExchangeClient.dll

Issue

I received the following Microsoft Outlook Error message:

The add-in "pjExchangeClient.dll" could not be installed or loaded. This problem may be resolved by using Detect and Repair on the Help menu. Unable to load "pjExchangeClient.dll." You may be out of memory, out of system resources, or missing a .dll file.

Solution

  1	In Outlook, from the Tools menu, select Options.

  2	In the Options window, click the Other tab.

  3	On the Other tab, click [Advanced Options].

  4	In the Advanced Options window, click [Add-In Manager].

  5	In the Add-In Manager window, clear the PJ Exchange Client check box and click [OK].

  6	In the Advanced Options window, click [Com Add-Ins].

  7	In the Comm Add-Ins window, clear the PJ Correspondence log check box and click [Add].

  8	In the Add Add-In window, browse to the folder that contains the Timberline program files. In the Shared folder, click the pjCorrLogAddIn.dll file to select it and click [OK].

  9	In the Comm Add-Ins window, click [OK].

10	In the Advanced Options window, click [Add-In Manager].

11	In the Add-In Manager window, select the PJ Exchange Client check box and click [OK].

12	Click [OK] in the Advanced Options window and in the Options window to finish.

You may receive this error message if you have done any of the following:

•	Deleted your Timberline Office folder (which contains Timberline program files) instead of uninstalling it.

•	Moved the Timberline Office folder.

•	Renamed the Timberline Office folder.

Troubleshoot the correspondence log


File does not have a program associated with it

Issue

I open an attached file in the correspondence log and I receive a message that the file does not have a program associated with it. How do I associate a program with the file?

Solution

  1	Use Windows Explorer to navigate to the file. Double-click the file.

  2	In the Open With window, select the program to use to open the file.

  3	Select the Always use this program to open these files check box.

The next time you open the file within the correspondence log, it is launched with the program you selected.

Troubleshoot the correspondence log


Unable to change data folders in Microsoft Outlook, Word, or Excel

Issue

How do I change the Timberline data folder in Outlook, Word, or Excel after I have already selected one?

Solution

To change the Timberline data folder in Outlook, Word, or Excel after you have opened a data folder in one of those applications, do the following:

  1	Close Outlook, Word, and Excel. You must close all three.

  2	Wait a minute, and then reopen the file or application from which you want to create a log entry. When you click [Add to Log], the Select Data Folder window opens.

Note: If you select the Use last folder at startup check box (in PJ: Tools > Customize > General tab), the Select Data Folder window is bypassed. You may need to clear this check box before you can change data folders.

Troubleshooting the correspondence log

Unable to change Timberline Office security IDs in Outlook, Word, or Excel


Unable to change security IDs in Microsoft Outlook, Word, or Excel

Issue

How do I change the Timberline Office security ID in Outlook, Word, or Excel after I have already entered one?

Solution

To change the Timberline Office security ID in Outlook, Word, or Excel after you have already entered one in one of those applications, do the following:

  1	Close Outlook, Word, and Excel. You must close all three.

  2	Wait a minute, and then reopen the file or application from which you want to create a log entry. When you click [Add to Log], the Select Data Folder window and the security Operator Selection window opens.

Troubleshooting the correspondence log

Unable to change the Timberline data folder in Outlook, Word, or Excel


Another troubleshooting topic to do:

If you have the Correspondence Log - Entry Form window or the Correspondence Log - Options window open and you move the focus into the document you are logging without closing those windows, you may not be able to make changes in that document until you close those windows. You may find that your keyboard doesn't work in the document until you close those CL windows.


Make a correspondence log entry for a closed job

Issue

In Outlook, Word, or Excel, how do I make a correspondence log entry for a closed job?

Solution

  1	Click [Add to Log].

  2	In the Correspondence Log - Entry Form window, click [image] to select a closed job.

Note: Only unstarted and in-progress jobs appear in the job box in the PJ correspondence log toolbar.

About the PJ correspondence log toolbar

Troubleshoot the log


Where is my attached file?

Issue

I have attached a file to a correspondence log entry. I am trying to figure out where the file is stored on our computer system.

Solution

To see the complete path that identifies where attached files are stored, do the following:

  1	From the Documents menu, select Correspondence Log.

  2	In the Correspondence Log window, enter the job for the correspondence, and search the grid for the log entry you want to find.

  3	Right-click any cell in the log entry's row, and select Attachments from the shortcut menu.

  4	In the Correspondence Log Attachments window, click the File Links tab.

  5	On the File Links tab, right-click the file and select Properties from the shortcut menu.

  6	The file location is listed on the General tab of the properties window.

If the path is long and is not completely displayed in the window, click the path with your mouse, and then press the right arrow key on your keyboard until you see the full names.

How and where correspondence log attachments are stored

Change how you display attached files

Troubleshoot the correspondence log


Search is not retrieving correspondence log entries

Issue

When I use the advanced search in the correspondence log, it doesn't appear to be retrieving the correct log entries.

Solution

Accurate results are not retrieved when you enter To, From, or Cc contacts in the Add Condition window.

Advanced searches in the log

Troubleshooting


No contacts in the list

Issue

In the correspondence log grid, when I click [image] in the To or Cc columns to select from a list of job contacts, no contact names appear.

Solution

To select from a list of job contacts in the correspondence log To and Cc columns, do the following:

  1	Click [image] to the right of the To or Cc cell.

  2	In the Contact Selection List window, click [image] to the right of the view box in the upper left corner of the window.

  3	Select Job Contact List.

  4	The list of contacts in the Contact Selection List window now includes only contacts entered for the job.

  5	Select contacts for the log entry and click [OK] to return to the correspondence log grid.

Note: The contact drop-down lists in the correspondence log behave differently from those in other areas of Project Management.

Troubleshoot the log


Before you use the correspondence log

Because the correspondence log works with Microsoft Outlook, Word, and Excel software, you must be aware of important system and software issues. These affect correspondence log processing and appearance.

•	Supported software to use with the correspondence log

•	How software configuration affects the correspondence log

About the log

Correspondence log workflow

Troubleshoot the log


Supported software to use with the correspondence log

The following are supported for use with the correspondence log:

Workstation operating system

The supported operating systems that apply for Timberline software as a whole, also apply for the correspondence log. See the Timberline Office Resource and Installation Guide, which is available from any application by selecting Help > Documents. Open the ResourceandInstallationGuide.pdf file.

Microsoft Office (Outlook, Word, and Excel)

•	2002 (XP)

•	2000

E-mail configuration

•	Outlook (2000 or 2002) and MS Exchange (version 5.5 or later).

•	Outlook (2000 or 2002) and any POP3 account.

How software configuration affects the correspondence log

Before you use the correspondence log

About the correspondence log


Software configuration and the correspondence log

The following correspondence log behavior occurs with any combination of operating system and Microsoft Office version:

If you install Timberline software before you install Microsoft Office

Handheld computing devices

Avoid synchronizing a handheld computing device and a laptop or desktop computer while you log e-mail in the correspondence log. This can cause Outlook errors.

Some combinations of operating system and Microsoft Office applications affect processing and appearance of the correspondence log as outlined in the following table:

Workstation operation system	Office 2000	Office 2002 (XP)
Windows XP	1	2
Windows 2000	1	2
Windows NT	1	2
Windows ME	1, 3	1, 3
Windows 98	1, 3	1, 3

  1	Does not support Word as an e-mail editor.

You must clear the Use Microsoft Word to edit e-mail messages check box in Outlook: Tools > Options > Mail Format tab before you can make entries to the correspondence log from Outlook.

  2	Supports Word as an e-mail editor, but you may occasionally be prompted to save the Word template--Normal.dot. If this happens, you can click [Yes] to save the template.

  3	The [Add to Log] button in the PJ correspondence log toolbar that displays in Outlook, Word, and Excel is blurry.

Supported software to use with the correspondence log

Before you use the correspondence log

Correspondence log workflow


Installation of Microsoft Office and the correspondence log

If you install Microsoft Office after you install Timberline software, the PJ correspondence log toolbar does not appear in the Office applications. For the toolbar to appear, you must do the following:

  1	Close all applications.

  2	From your Desktop, click [Start] and then click Run.

  3	In the Run window, type the following in the Open box:

regsvr32 x:\Program Files\Timberline Office\Shared\PJCorrLogAddin.dll

(x:\Program Files is where you installed the Timberline program files.)

  4	Click [OK].

  5	A Regsvr32 window appears and lets you know that the registration succeeded.

Note: If the PJ correspondence log toolbar does not appear in Office applications after you do these steps, open each Office application and right-click a blank area of the toolbar area and select PJ Correspondence Log from the shortcut menu.

Before you use the correspondence log

About the correspondence log


Writer Notes:

If notes don't display here, click the Word Show/Hide icon; notes are hidden text.


Cannot access Timberline's Project Management

<XX> users are currently in Project Management. This is the maximum your software license allows.   (PJ1700)

Try either of the following:

•	Open Project Management later, after someone closes Project Management and another use becomes available.

•	If this happens frequently, contact your Timberline solution provider to purchase more uses of Project Management.


Cannot access Timberline's correspondence log

You do not have Timberline Office security permissions to make entries to the Project Management correspondence log from this application.   (PJ1701)

You must have task security for logging e-mail and documents to the correspondence log before you can log entries to the correspondence log from Microsoft Word, Excel, or Outlook.

Task security is set up in Project Management: Tools > Security > Tasks (operators/groups). The "Log E-mail and Documents To Correspondence Log" option (in the Documents section of the Set Security Permission window) is the security option you must have before you can make correspondence log entries from another software application.


Cannot access Timberline's files

You do not have Timberline Office security permission to open one or more files that are required to make entries in Timberline's Project Management correspondence log.   (PJ1702)

If you use Timberline Office file security, you must have security permissions to access all of the following files types before you can make entries to the correspondence log in Project Management:

•	Address Book master file (Master.abm)

•	Project Management correspondence log file (Correspondence.pjc)

•	Project Management document file (Document.pjd)

•	Project Management master file (Master.pjm)

File security is set up in Project Management: Tools > Security > File.


Data files are not compatible

Timberline's Project Management and Address Book data files must be upgraded before you can make entries to the Project Management correspondence log.   (PJ1703)

You can upgrade Project Management and Address Book data files by opening Timberline's TS-Main, and from the Tools menu select Upgrade Files. Be sure you have a backup of your data files before you upgrade.

For more information see "upgrading files" in the Help index (Help > Help Topics > Index tab) and the current release notes for Project Management and Address Book in Releasenotes.pdf (Help > Documents).


PJ Com Error PJ1704

Check your network to be sure you are connected to it and it is running properly. If this does not solve the issue, contact Timberline Software Support.   (PJ1704)

This message is also recorded in Timberline's system log that you access from the Help menu.


Log entry has been deleted

The correspondence log entry for this document has been deleted. Click [Help] for more information.   (PJ1705)

While you were in this document or e-mail, another user deleted the existing correspondence log entry for this document or e-mail.

To create a new log entry for this document or e-mail do the following:

  1	Click [OK] in this error message window.

  2	Click [Add to Log] in the Microsoft Word, Excel, or Outlook window.

  3	Enter log information in the Correspondence Log - Entry Form window.

The log entry is created when you close a document or send an outgoing e-mail or when you close an e-mail that you received.


No Timberline jobs available

No Timberline jobs appear because of one of the following:

•	No jobs have been entered in Project Management.

•	You do not have Timberline Office security permissions to access the jobs.

(PJ1706)

A job must be set up in Project Management (Setup > Jobs) before you can make a correspondence log entry for it.

If you are using Timberline Office record security, you must have security permissions to access the job record. This security is set up in Project Management or Job Cost: Tools > Security > Record.


Job not found

Job <xxxxx> does not exist or you do not have security permissions to access it. Click [Help] for more information.   (PJ1707)

A job must be set up in Project Management (Setup > Jobs) before you can make a correspondence log entry for it.

If you are using Timberline Office record security, you must have security permissions to access the job record. This security is set up in Project Management or Job Cost: Tools > Security > Record.


Save changes?

Do you want to save the changes that you made in the Correspondence Log - Entry Form window?   (PJ1709)

The following happen when you click each button:

Button	Action
[Yes]	Changes are saved and are updated to the correspondence log when you close this document,  send this outgoing e-mail, or close this e-mail you received.
[No]	Changes are not saved and the Correspondence Log - Entry form window is closed.
[Cancel]	The Correspondence Log - Entry Form window remains open with your entries still displayed in the window. Changes have not yet been saved.


Correspondence log entry

When you close this Microsoft Word or Excel document, an entry for it is made in Timberline's Project Management correspondence log. The log entry is based on the information you enter in this Correspondence Log - Entry Form window.   (PJ1711)

An entry is made to the Project Management correspondence log when you close a Microsoft Word or Excel document, not when you close this Correspondence Log - Entry Form window.

Do not show this message next time check box:

Select this check box if you do not want to receive this message as a reminder every time you close the Correspondence Log - Entry Form window. Leave this check box cleared if you want to continue to receive this message as a reminder.

Deleting a correspondence log entry

If you decide that you do not want to create a log entry for this document after you make an entry in the Correspondence Log - Entry Form window but before you close the document, do the following to delete the potential log entry:

  1	In the document or spreadsheet window, in the box to the right of Timberline's [Add to Log] button, click [image] and select Select Job to replace the job you had entered here.

  2	In the Clear the Correspondence Log Entry window that opens, click [Yes] to delete the log entry.

After you close a Microsoft Word or Excel document and an entry for it is made in the Project Management correspondence log, you can delete the log entry from only Project Management, not from Microsoft Word or Excel.


 Correspondence log entry

When you send an outgoing e-mail or close an e-mail that you received, an entry for it will be made in Timberline's Project Management correspondence log. The log entry is based on the information you enter in this Correspondence Log - Entry Form window.   (PJ1712)

An entry is made to the correspondence log when you send an e-mail, not when you close this Correspondence Log - Entry Form window.

For e-mails that you receive, an entry is made to the correspondence log when you close the e-mail.

Do not show this message next time check box:

Select this check box if you do not want to receive this message as a reminder every time you close the Correspondence Log - Entry Form window. Leave this check box cleared if you want to continue to receive this message as a reminder.

Deleting a correspondence log entry

If you decide that you do not want to create a log entry for this e-mail after you make an entry in the Correspondence Log - Entry Form window but before you send the e-mail, do the following to delete the potential log entry:

  1	In the e-mail window, in the box to the right of Timberline's [Add to Log] button, click [image] and select Select Job to replace the job you had entered here.

  2	In the Clear the Correspondence Log Entry window that opens, click [Yes] to delete the log entry.

After you send an outgoing e-mail or close an e-mail that you received and an entry for it is made in the Project Management correspondence log, you can delete the log entry from only Project Management, not from Microsoft Outlook.


Delete this row

Are you sure you want to delete the row? Click [Yes] to permanently delete it. Click [No] to return to the Correspondence Log window without deleting it.   (PJ1713)

When you delete an entry in the correspondence log, you delete the log entry, not any documents attached to it.

When you create a log entry for an e-mail, a copy of the e-mail is created (a .msg file) for the correspondence log. This copy, not the original e-mail, is deleted when you delete a correspondence log entry.


No matches found

No matches were found for the item you entered.   (PJ1714)

The search did not find a log entry that matched the search criteria you entered.

To continue searching, you can enter something else in the Column to search field, Search for field, or Add Condition window. You can also do the following:

•	Click [Clear] to clear your search criteria. Click [Advanced] to enter other specific information in the Add Condition window.

When you click [Clear], entries in the Column to search and Search for fields and in the Add Condition windows are removed. If log entries were removed from view in the grid because of search criteria entered, they are all returned to view in the correspondence log grid.

•	Sort the correspondence log grid by any column. To do this, click the column's heading. The software reorders the rows in the grid based on the alphabetical order or numeric order for the entries in the column you clicked. Click the column heading again to reverse the order. A triangle pointing up or down in the column heading indicates whether it is sorted in ascending or descending order.


Cannot create log entry in WordMail mode

When Microsoft Word is your e-mail editor, entries cannot be made to Timberline's Project Management correspondence log. Click [Help] for more information.   (PJ1716)

Before you can create correspondence log entries from Microsoft Outlook 2000, you must clear the Use Microsoft Word to edit e-mail messages check box on the Microsoft Outlook: Tools > Options > Mail Format tab.


Save changes?

Do you want to save the changes that you made to the current row?   (PJ1721)

Rows in the correspondence log grid are saved when you move off the row. If you click [Close] before moving off a row that has unsaved changes, you receive this message.

The following happen when you click each button:

Button	Action
[Yes]	Changes you made to the row are saved and the Correspondence Log window closes.
[No]	Changes you made to the row are not saved and the Correspondence Log window closes.
[Cancel]	You are returned to the Correspondence Log window and the changes you made remain in the grid. The row is not yet saved.


Cannot make a log entry for an embedded document

You cannot make an entry to Timberline's Project Management correspondence log for embedded documents. For more information click [Help].   (PJ1726)

Embedded documents are documents within documents. They include the following:

•	Files that are attached to e-mails.

Do not open a Word or Excel file that is attached to an e-mail and log it. If you do, the file is saved to your Temporary Internet Files folder, which is periodically cleared by your system.

•	Documents within documents.

For example, you can insert an Excel spreadsheet into a Word document. While you are in the spreadsheet in the Word document, you cannot make a correspondence log entry.


Writer's Notes:

[Find] opens the Contact Selection List. See Contact Selection List.doc.


Inactive checkbox

Select this check box if this company is no longer active. You will be unable to select this company in applications such as Estimating or Project Management. You can access the contact in the Inactive CompanyView of the Contact Selection List.


Company Name

Enter the company name (up to 30 characters).

The name you enter here will display in Timberline Office applications.


Location

Enter the location of the company (up to 30 characters). For example, you can use this field for companies with multiple locations in the same city.


Region

Click [image] to select the region this company serves. You can set up a list to fit your company's needs in AB Region in Custom Descriptions (File > Data Folder Settings).

The title of this field and contents of this list may be different if you changed them in Custom Descriptions.


Type

Enter the type you want to assign this company or click [image] and select a type from the list. This field is for reporting purposes.

The title of this field may be different if you changed it in AB Type in Custom Descriptions (File > Data Folder Settings). You can also customize the contents of the list here.


Sort as

Accept the prefill from the Name field, or enter the company’s name as you want it to appear in Contact Selection Lists. For example, sort as "Portland; City of" rather than "City of Portland".

If you enter a company name with an initial "The", it is automatically placed at the end of the name; for example, "The ABC Company" becomes "ABC Company; The".

If you are using this company in Estimating, limit your entry here to 20 characters. The name you enter here will display in the Spreadsheet name field in Estimate Subcontractor window.


Address description

Indicates which address type is currently displayed for this company.


 Address selector

Select which address to display. You can choose Street, Shipping, Remittance, or Other address. A check-marked description indicates that this type of address has been set up.

Select Street for use in Estimating, Buyout, and Accounts Receivable. Select and enter a Remittance and a Street address for use in Accounts Payable. Project Management uses all address types.


[Address…]

Click to open the Check Address window, where you can enter or modify a company’s address.


Address display

Displays the selected address. If you need to modify or add an address, click [Address].


Phone selector

Select which phone number to display. You can choose Primary Phone, Primary Fax, Company phone 1, Company phone 2, and Company phone 3.

A check-marked description indicates that this type of phone number has been set up.

The title of this field may be different if you changed it in Company phone 1, Company phone 2, and Company phone 3 in File > Data Folder Settings > Custom Descriptions.


Primary phone

Enter a phone number (up to 15 characters).

The phone number you enter here displays in Project Management, Accounts Receivable, Accounts Payable, and Estimating.


Primary fax

Enter a fax number (up to 15 characters).

The fax number you enter here prefills the Destination column in the Timberline Sending window.


Company phone

Enter a phone number (up to 15 characters). The title of this field may be different if you changed it in Company Phone 1, Company Phone 2, or Company Phone 3 in File > Data Folder Settings > Custom Descriptions.


Trade

Select applicable trades for this company.

•	You can search for a company by trade in Contact Selection Lists.

•	You can add new trades to the list in Custom Descriptions.

•	Estimating displays up to five trades per company.

•	New trades you set up for subcontractors in Estimating appear at the bottom of this list. You can modify the order in Custom Descriptions (see below).

You can change the title and contents of this list in File > Data Folder Settings > Custom Descriptions > AB Trade.


E-mail address

Enter the company’s e-mail address (up to 50 characters).

The e-mail address you enter here prefills the Destination column in the Timberline Sending window.


Web address

Enter the company’s Internet address (up to 254 characters).


Send via

Select the company's preferred method of receiving documents. Click [image] and select Print, Fax, or E-mail from the list.

See System requirements for sending.

You can change this setting when you send a document.


Primary Contact

Enter the name of your primary contact at this company or click [image] and select a name that has already been linked to this company. The names that appear in this list have been linked to this company.

To set up a new person contact, follow any of these procedures:

•	Enter the name in the Primary Contact field. Answer [Yes] when prompted to add this contact to Address Book.

•	Enter the name and other information in an empty row in the grid below. Tab to or click in the next row of the grid to save the contact information.

•	Click [image] to open the Person Setup window. Enter the contact information. Click [Save & Close].

•	Enter the person's name and company in AB > Setup > Persons.

The contact is available for selection in all of the Company contact fields for this company as well as in the AB Contact Selection List.


 Person Setup

Opens the Person Setup window where you can enter a person's name, address, phone number, and other information.


Estimating contact

Enter the name of your Estimating contact at this company or click [image] and select a name that has already been linked to this company. The names that appear in this list have been linked to this company.

To set up a new person contact, follow any of these procedures:

•	Enter the name in the Estimating Contact field. Answer [Yes] when prompted to add this contact to Address Book.

•	Enter the name and other information in an empty row in the grid below. Tab to or click in the next row of the grid to save the contact information.

•	Click [image] to open the Person Setup window. Enter the contact information. Click [Save & Close].

•	Enter the person's name and company in AB > Setup > Persons.

The contact is available for selection in all of the Company contact fields for this company as well as in the AB Contact Selection List.

Contacts entered here will appear in the Contact field for this company in Estimating.


AP contact

Enter the name of your accounts payable contact at this company or click [image] and select a name that has already been linked to this company. The names that appear in this list have been linked to this company.

To set up a new person contact, follow any of these procedures:

•	Enter the name in the AP Contact field. Answer [Yes] when prompted to add this contact to Address Book.

•	Enter the name and other information in an empty row in the grid below. Tab to or click in the next row of the grid to save the contact information.

•	Click [image] to open the Person Setup window. Enter the contact information. Click [Save & Close].

•	Enter the person's name and company in AB > Setup > Persons.

The contact is available for selection in all of the Company contact fields for this company as well as in the AB Contact Selection List.

The name you enter in this field does not appear in the Accounts Payable application.


Billing contact

Enter the name of your billing contact at this company or click [image] and select a name that has already been linked to this company. The names that appear in this list have been linked to this company.

To set up a new person contact, follow any of these procedures:

•	Enter the name in the Billing Contact field. Answer [Yes] when prompted to add this contact to Address Book.

•	Enter the name and other information in an empty row in the grid below. Tab to or click in the next row of the grid to save the contact information.

•	Click [image] to open the Person Setup window. Enter the contact information. Click [Save & Close].

•	Enter the person's name and company in AB > Setup > Persons.

The contact is available for selection in all of the Company contact fields for this company as well as in the AB Contact Selection List.

The name you enter in this field does not appear in the Accounts Receivable application.


The following fields appear on the grid


Company contact list grid

You can set up employees of the company by entering their name in the grid. The name and job title you enter here will appear in the drop-down lists of the Primary, Estimating, AP, and Billing fields. The contact will also appear on the Contact Selection List.

Click [image] to the left of the name in the grid and enter additional information such as sort order in the Person Setup window.

To remove a contact from the grid, you must delete the contact in the Person Setup window (Setup > Person).


 Person Setup

Opens the Person Setup window in which you can enter, modify, or view contact information.


Name

Enter a contact’s name (up to 30 characters).


Job title

Enter the contact’s title (up to 20 characters).


Business Phone

Enter the contact’s phone number (up to 15 characters).


Extension

Enter the phone extension (up to 5 characters).


Business Fax

Enter the contact’s fax number (up to 15 characters).

The fax number you enter here prefills the Destination column in the Timberline Sending window.


Mobile Phone

Enter the contact’s mobile phone number (up to 15 characters).


E-mail Address

Enter the contact’s e-mail address (up to 50 characters).

The e-mail address you enter here prefills the Destination column in the Timberline Sending window.


Send Via

Select the method you will use to send documents to this person. Click [image] and select from Print, Fax, and E-mail. See System requirements for sending.

You can change this setting when you send a document.


Business Enterprise type

Select any or all business enterprise types that apply to this company. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track minority and woman-owned business enterprise (MWBE) qualifications.

You can run reports and inquiries for companies by each business enterprise type.


Minority Business Enterprise

Select this check box if the company is a minority business enterprise. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track MWBE qualifications.

You can run reports and inquiries by minority business enterprise.


Small Business Enterprise

Select this check box if the company is a small business enterprise. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track MWBE qualifications.

You can run reports and inquiries by small business enterprise.


Veteran's Business Enterprise

Select this check box if the company is a veteran’s business enterprise. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track MWBE qualifications.

You can run reports and inquiries by veteran's business enterprise.


Disadvantaged Business Enterprise

Select this check box if the company is a disadvantaged business enterprise. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track MWBE qualifications.

You can run reports and inquiries by disadvantaged business enterprise.


Woman-Owned Business Enterprise

Select this check box if the company is a woman-owned business enterprise. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track MWBE qualifications.

You can run reports and inquiries by woman-owned business enterprise.


Misc. code

Enter the Estimating miscellaneous code (up to 4 characters).

The Misc. code you enter here will appear in the Misc. code field in the Estimating Subcontractor window if you have Estimating installed.


Sub group

Enter the Estimating subcontractor group (up to 10 characters).

The Sub group you enter here will appear in the Sub group field in the Estimating Subcontractor window if you have Estimating installed.


[New]

Opens a blank Company Setup window where you can set up a new company.


[Find]

Opens the Contact Selection List window, where you can locate and select a company.


[Prev]

Displays the previous company in reverse alphabetical order in the Company name field.


[Next]

Displays the next company in alphabetical order in the Company name field.


[Save]

Saves changes and additions you have made during this entry session.


[Cancel]

Removes changes you have made during this entry session.


[Delete]

Deletes this company from Address Book.

Tip: You can mark a contact as "Inactive" rather than deleting it. The contact is then available only on Inactive Contact Selection Lists.


[Use as]

Select an item from the list to set up the current company as an Accounts Payable vendor, Accounts Receivable customer, or Estimating subcontractor (if you have those applications installed).

Select the appropriate item, then enter information such as vendor and customer IDs in the window that appears.

The company will be available in:

•	Estimate Subcontractor window Contact Selection Lists if you use it as an Estimating subcontractor.

•	Accounts Receivable and Accounts Payable when you click [List] and in Contact Selection Lists when you click [image] if you use it as an Accounts Payable vendor or Accounts Receivable customer.

A checkmark and ID indicate that this company has already been set up as a vendor or customer.

Notes:

•	Set up a street address for use in Estimating and Accounts Receivable. Set up a remittance address for use in Accounts Payable.

•	All companies are available in Project Management.


[Custom Fields]

Opens the Custom Fields window where you can access the fields you have set up for Address Book in File > Data Folder Settings > Custom Fields.


[Attachments]

Click to add, change, view, or delete a note or file attachment.


[Close]

Closes this window.


[Help]

Displays Help for this window.


[Save & Close]

Saves entries and changes you have made during this entry session and closes this window.


Company Setup How tos


Company Setup window

Set up a company by entering details such as addresses, phone and fax numbers, and your contacts within the company. You can also designate a company for use in Accounts Payable, Accounts Receivable, and Estimating if you have those applications installed. All companies you set up here are available in Project Management.

What do you want to do?

Set up a company

Find a company

Delete a company

Add an Estimating subcontractor

Add an Accounts Payable vendor

Add an Accounts Receivable customer

Learn about company setup

Tip: For help on an item in this window, click [image] in the window and then click the item.

More information


Limited Company Setup window

This Company Setup window is limited to setup of a new company. You cannot open an existing company from this window.

Set up a company by entering details such as addresses, phone and fax numbers. You can also designate a company for use in Accounts Payable, Accounts Receivable, and Estimating if you have those applications installed. All companies you set up here are available in other Timberline applications, such as Project Management.

Associate additional person contacts for this company by entering their information in the Company contacts grid. Use the names you have entered in the grid to fill the Company contact fields. Click the drop-down button next to each field and select a name.

What do you want to do?

Set up a company

Add an Estimating subcontractor

Add an Accounts Payable vendor

Add an Accounts Receivable customer

Learn about company setup

Tip: For help on an item in this window, click [image] in the window and then click the item.

More information


Procedure topics


Add an Accounts Payable vendor

  1	From the Setup menu, select Company.

  2	Enter information for the company. See Set up a company.

  3	Click [image] in the Address area and select Remittance.

  4	Click [Address] and enter the company's address.

  5	Click [Save].

  6	Click the [Use as] button.

  7	Select Accounts Payable Vendor.

  8	In the Add Vendor window, enter the vendor ID, customer account, and vendor type. See AP prefills.

  9	Click [OK] to return to the Company Setup window.

Notes:

•	The vendor is available in AP: Setup > Vendors when you click [List] or the [image] button.

•	When you set up or edit a vendor in Accounts Payable, the addition or changes are reflected automatically in Address Book.

•	You cannot change the name or address on an Accounts Payable vendor once it has been saved unless you have security permission.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.


Add an Accounts Receivable customer

  1	From the Setup menu, select Company.

  2	Enter information for the company. See Set up a company.

  3	Click [image] in the Address area and select Street.

  4	Click [Address] and enter the company's address in the Check Address window.

  5	Click [Save].

  6	Click the [Use as] button.

  7	Select Accounts Receivable Customer.

  8	In the Add Customer window, enter the customer ID, and type. See AR prefills.

  9	Click [OK] to return to the Company Setup window.

Notes:

•	The customer is available in Accounts Receivable when you click [List] or the [image] button.

•	When you set up or edit a customer in Accounts Receivable, the addition or changes are reflected automatically in Address Book.

•	Tip: For more information on any field in this window, click [image] in the window and then click in a field.


Add an Estimating subcontractor

Follow these steps to link a company to Estimating and Buyout:

  1	From the Setup menu, select Company.

  2	Enter information for the company. See Set up a company.

  3	Click [image] in the Address area and select Street.

  4	Click [Save].

  5	Click the [Use as] button.

  6	Select Estimating Sub/Vendor.

  7	In the Use as Estimating Sub/Vendor window, enter a sub number for this company, or accept the prefilled Estimating sub number. See Estimating prefills.

  8	Click [OK] to return to the Company Setup window.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.


Set up a company

  1	From the Setup menu, select Company.

  2	Click [New].

  3	Enter the company’s name and location.

  4	Select the region the company serves and the company type from the drop-down lists in those fields. You will need to set up AB Regions in File > Data Folder Settings before you can select one here.

  5	In the Sort as field, enter the company name the way you want it to appear on Contact Selection Lists.

  6	To set up the company’s addresses, see Set up addresses.

  7	Enter the primary phone and fax numbers.

  8	Click [image] and select another type of phone number. Enter the number in the field to the right.

  9	Select the types of trade this company is engaged in by selecting the appropriate check boxes in the Trades area. See Trades.

10	Enter the company’s e-mail and Internet addresses.

11	In Send via, enter the company’s preferred method of contact. See System requirements for sending.

12	In the Company contacts area, enter the names of persons who are your primary, estimating, accounts payable, and billing contacts for this company, or click [image] to select an existing name. To set up a new person:

•	Enter the person's name in the contact field. Answer [Yes] when prompted to add this person to Address Book.

•	Click [image]. See Set up a person contact in the Company Setup window.

•	Enter details in the grid below. See About entering information in the Company Setup grid.

•	Enter the person's name and company in AB > Setup > Persons.

13	Select the appropriate check boxes in the Business enterprise type area. See Business enterprise type. Select minority business enterprise (MBE), small business enterprise (SBE), veteran business enterprise (VBE), disadvantaged business enterprise (DBE), or woman-owned business enterprise (WBE).

14	For Estimating companies only: In the Other details section, enter the Misc. Code, and Sub. Group IDs. These prefill the Misc. Code and Sub Group fields in the Estimate Subcontractor window.

15	If you want to use this company as an Accounts Payable subcontractor, Accounts Receivable customer, or an Estimating subcontractor or vendor, click [Use as] and select the appropriate item. See Use as in Company Setup.

16	Click [Save].

17	Click [Close] to exit this window or [New] to add another contact.

Tip: For help on an item in this window, click [image] in the window and then click the item.

Note: Timberline recommends that your entire office enter names of persons and companies consistently; for example, will you enter names of persons by first or last name, will you include "The" in names of companies?

More information


Set up addresses

  1	From the Address Book or Project Management Setup menu, select Company. In Estimating and Buyout click [image].

  2	Enter company contact information. See Set up a company.

  3	Click [image] in the address area to select one of the following address types: Street, Shipping, Remittance, or Other address.

  4	Click [Address...].

  5	In the Check address window, the address type you selected displays near the top of the window.

  6	Enter the address.

  7	Click [OK] to return to the Company Setup window.

  8	Repeat for other addresses for this company.

Note: Select Street for use in Estimating, Buyout, and Accounts Receivable. Select Remittance for use in Accounts Payable. Project Management uses all address types.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.


Modify a company record

  1	From the Setup menu, select Company.

  2	Click [Find] to locate the company. See Find a company.

  3	Click in a field to select it. Enter your changes.

  4	Click [Save].

  5	Click [Close].

Notes:

•	You cannot change the name or address on an Accounts Payable vendor once it has been saved unless you have security permission.

•	If you need to change the name of a person contact, open the record by clicking [image] rather than making changes on the grid. If you change the name on the grid, and not on the record, the new name will not appear on Contact Selection Lists. The names on Contact Selection Lists are taken from the Sort as field in the Person Setup window.

•	You cannot change the company on a person contact opened from the Company Setup window.


Set up a person contact in the Company Setup window

You can set up several person contacts in the company setup window. These contacts display in the grid and are available for selection in the drop-down lists in the Company Contact area of the Company Setup window as well as in the Contact Selection List.

  1	From the Setup menu, select Company.

  2	Click [Find] to locate an existing company. See Find a company, or begin entering information in the fields if you are setting up a new company. See Set up a company.

  3	In the Company contacts area, click [image] next to the appropriate field to open the Person Setup window.

  4	In the Person Setup window enter the person's full name, company, job title, and the department they work in. In Sort as, enter the person's name as you would like it to appear in Contact Selection lists; for example, Johnson; Robert rather than Robert Johnson.

  5	Click [Address]. In the Check address window, enter the person's business address. Click [OK]. The address you entered displays in the Person Setup window.

  6	Enter the person's business phone, business fax, and mobile phone number in the fields provided. Click [image] and select Pager, Person phone 1, or Person phone 2. Enter these numbers. You can view the numbers you have entered by clicking [image] and selecting the appropriate description from the list.

  7	Enter the person's e-mail address and web address.

  8	In the Send via field enter the method you will use to send documents to this person. See System requirements for sending.

  9	Click [Save & Close].

Tip: For more information on any field in these windows, click [image] in the window and then click in a field.

Notes:

•	Select the Inactive check box if you no longer do business with this person, but do not want to delete the contact from the Address Book. The name will appear only on the Inactive Person View of the Contact Selection List.

•	[Find], [Previous], [Next], or [Delete] buttons are not available on the Person Setup window opened from within the Company Setup window

•	To delete a person contact, open the Person Setup window from the Setup menu.


About entering a person contact in the Company Setup grid

You can set up a person contact by entering their name in the Company Contacts grid. The name and job title you enter here will appear in the drop-down lists of the Primary, Estimating, AP, and Billing fields. The contact will also appear on the Contact Selection List.

Click [image] to the left of the name in the grid and enter additional information in the Person Setup window. Address and Sort as must be added in the Person Setup window.

To remove a contact from the grid you must delete the contact in the Person Setup window (Setup > Person).

You cannot enter information in the grid if you access the Company Setup window from the Person Setup window.


Find a company

  1	From the Setup menu, select Company.

  2	In the Company Setup window, click [Find].

  3	In the Contact Selection List, click [image].

  4	Select the view.

  5	You may narrow your search by using the options features. Click [Options]. Click [image] in the Trade field. Select a trade and click in the list. The companies that have been set up with a specific trade will appear in the list.

  6	Locate the company using your mouse and the scrollbar, or begin typing the name. As you type, the name that most closely matches is highlighted.

  7	When you have located and selected the company, click [OK].

  8	The Contact Selection List window closes. The company you have chosen displays in the Company Setup window.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.


Delete a company

  1	From the Setup menu, select Company.

  2	Click [Find] to locate the company record. See Find a company.

  3	Click [Delete].

Notes:

•	You can delete Accounts Receivable, and Accounts Payable companies from Address Book only after you have deleted the Customer in Accounts Receivable or the Vendor in Accounts Payable.

•	Person contacts linked to the deleted company will remain in Address Book, and will still display the deleted company.

•	You cannot delete a company if it is referenced on Project Management documents.

•	You can mark a company as inactive instead of deleting it. It will appear only in the Inactive Company View of the Contact Selection List.


Add an attachment or note to a company
Add an attachment or note in Company Setup

You can add internal notes or files to a company by doing the following:

  1	From the Setup menu, select Company.

  2	In the Company Setup window, click [Find] to locate the company record. See Find a company.

  3	In the Company Setup window, click [Attachments].

  4	In the Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so you can easily track it.

  5	Click the File Links tab to attach files, such as Word or Excel files. On the File Links tab, click [Add]. In the Add File window, select the file you want to attach, and click [Add]. The file displays on the File Links tab as an icon. Click it to view it.

  6	Click [OK] to return to the Company Setup window. Click [Close] to finish.

Tip: For more information on any field in this window, right-click the item and select What's This?, or click [image] in the window and then click in a field.

Notes:

•	After you add an attachment to a company, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

Working with attached files


Enter custom fields in Company Setup

If you have set up custom fields for companies in File > Data Folder Settings > Custom Fields, those fields appear on the Custom Fields window in Company Setup. Custom fields allow you to track additional information not provided in Company Setup.

To enter or change information in custom fields in Company Setup

  1	If you are in the process of creating a new company contact, click [Custom Fields] to open the Custom Fields window. If you need to open a company record that already exists, select Company from the Setup menu. In the Company Setup window, click [Find]. See Find a company. Click [Custom Fields] in the Company Setup window.

  2	In the Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to save changes and close the window.

Tip: For more information about any item on the Custom Fields window, right-click the item and select What's This?, or click [image] and then click the item.

Setting up custom fields


Check Address window. This window is the same in Company and Person setup.


Street

Enter the street address or post office box (up to four lines of 30 characters each). To start a new line press ENTER on your keyboard.


City

Enter the name of the city (up to 30 characters).


State

Enter the name of the state or province (up to 4 characters).

The title of this field may be different if you changed AB State in File > Data Folder Settings > Custom Descriptions.


Postal Code

Enter the Zip or Postal Code (up to 10 characters).

The title of this field may be different if you changed AB Postal Code in File > Data Folder Settings > Custom Descriptions.


Country

Enter the country or region (up to 30 characters).


[OK]

Saves entries and changes you have made during this entry session and closes the window.


[Cancel]

Closes the window without saving any entries or changes you have made during this entry session.


[Help]

Displays Help for the Check Address window.


Check Address window

You can set up one address for a person and four different addresses for a company.

The address type you selected in the Company Setup window (Street, Shipping, Remittance, or Other) appears at the top of the Check address window.

  1	Enter the first lines of the address in the Street field.

  2	Enter the city in the City field.

  3	Enter the state or province in the State field.

  4	Enter the zip or postal code in the Postal code field.

  5	Enter the country in the Country field.

  6	Click [OK]. The address displays in the Company Setup window.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.

Note: Select Street for use in Estimating, Buyout, and Accounts Receivable. Select Remittance for use in Accounts Payable. Project Management uses all address types.


The following are concept topics


About company setup

Use the Company Setup window to create, view, or modify company contacts. You can include details such as addresses, phone and fax numbers, and e-mail and Internet addresses, as well as your contacts within the company. See Set up a company.

Locate a company contact

After you set up a company contact, you may need to view or change the contact. You can search for a contact by clicking the [Find] button in the Company Setup window. See Find a company.

You may also need to locate a company contact from within another application. In Accounts Receivable, Accounts Payable, and Project Management click [image]. In Estimating and Buyout click [image] to open the Contact Selection List. This list contains all companies in the Address Book. See Locate a company in the Contact Selection list.

Company Setup in other applications

Create company records that you can open and use in Estimating, Buyout, Accounts Payable (AP), Accounts Receivable (AR), and Project Management (PJ). To set up Estimating, Buyout, AP, and AR companies in AB, see Use as in Company Setup.

Open Address Book Company Setup:

•	In PJ on the Setup menu (PJ > Setup > Company) or click [image] on the toolbar or in a window.

•	In Estimating and Buyout by clicking [image].

Set up a person contact

You can set up person contacts from within the Company Setup window. This allows you to display information about the company and your personal contacts within the company in one window. See Set up a person contact in the Company Setup window.

Custom Fields

Use the Custom Fields feature to enter information in fields you have set up. See Enter custom fields in Company Setup.

Attachments

You can add internal notes or files to a company on the Attachments window. See Add an attachment.

Tip: Click [Help] in any window for information specific to that window. For more information on any field, right-click in the field and select What's This?


Business enterprise type

Select any or all business enterprise types that apply to this company. If you are bidding on contracts that must meet U.S. government hiring regulations, you can use these fields to track minority and woman-owned business enterprise (MWBE) qualifications when hiring subcontractors.

You can run reports and inquiries for companies by each business enterprise type.


AR prefills
Accounts Receivable prefills

When you use an AB company as an Accounts Receivable customer (see Use as in Company Setup), the following fields from AB will prefill in Accounts Receivable Customer Setup (in Accounts Receivable, Setup > Customer > General tab).

AB Company Setup	AR Customer Setup
Company name	Name
Street address	Address
E-mail address	E-mail address
Primary phone	Phone
Primary fax	Fax

The following fields prefill from the Add new customer window. (Click [Use as] and select Accounts Receivable Customer.)

AB Add new customer	AR Customer Setup
Customer	Customer
Customer type	Type


AP prefills

When you use an AB company as an Accounts Payable vendor (see Use as in Company Setup), the following fields from AB will prefill in Accounts Payable Vendor Setup (in Accounts Payable, Setup > Vendors > General tab):

AB Company Setup	AP Vendor Setup
Company name	Name
Remittance address	Address
Primary phone	Telephone
Primary fax	Fax

The following fields prefill from the Add Vendor window. (Click [Use as] and select Accounts Payable Vendor.)

AB Add Vendor	AP Vendor Setup
Vendor	Vendor
Vendor type	Vendor type
Customer account	Customer account


Estimating prefills

When you use an AB company as an Estimating subcontractor or vendor (see Use as in Company Setup), the following fields from AB will prefill in Estimate Subcontractor window:

AB Company Setup	Estimate Subcontractor window
Name	Company name
Sort as	Spreadsheet name
Street address	Address
Primary phone	Phone
Primary fax	Fax
Trades-up to five	Trade
Estimating contact	Contact name
MBE	MWBE status
WBE	MWBE status
Misc. Code	Misc. code
Sub group	Sub group

The following field prefills from the Use as Estimating Vendor window. (Click [Use as] and select Estimating Vendor).

AB Company Setup	Estimate Subcontractor window
AB Use as Estimating Sub/Vendor	Estimate Subcontractor
Estimating sub number	Sub number


Use as in Company Setup

You can easily set up Accounts Payable vendors, Accounts Receivable customers, and Estimating subcontractors or vendors while you are setting up companies in Address Book.

Add an Estimating subcontractor or vendor

Add an Accounts Payable vendor

Add an Accounts Receivable customer

Note: The company you set up as:

•	An AP vendor or AR customer is available in the AR Setup Customer and AP Setup Vendor windows when you click [List] or

•	An Estimating subcontractor or vendor is available in Estimating when you click [image].


Use as Estimating Vendor window


Use as Estimating Sub/Vendor

Accept the prefilled number or enter a unique Estimating subcontractor or vendor number (up to seven digits). This number is used in the Estimate Subcontractor window and in the Estimating Spreadsheet.

Click [image] to view a list of existing subcontractor numbers. If you replace the prefill, use a number that does not appear on this list. Estimating sub numbers must be unique. This list is read-only.


 or

Click to expand or collapse a read-only list of existing Estimating subcontractor numbers.


Estimating Sub Number list

Displays the number and name of companies that are designated as Estimating subcontractors in Address Book. This list is read-only.

If you replace the Estimating sub number prefill, use a number that does not appear on this list. Estimating sub numbers must be unique.


Estimating sub number

Accept the prefilled number or enter a unique Estimating subcontractor or vendor number (up to seven digits). This number is used in the Estimate Subcontractor window and in the Estimating Spreadsheet.

Click [image] to view a list of existing subcontractor numbers. If you replace the prefill, use a number that does not appear on this list. Estimating sub numbers must be unique. This list is read-only.


[OK]

Accepts your entry and returns to the Company Setup window.


[Cancel]

Closes this window without accepting your entry and returns to the Company Setup window.


[Help]

Displays Help for the Use As Estimating Sub/Vendor window.


Custom Fields window and What's This both appear in Person Setup also.


Custom Fields window

Use to enter and track miscellaneous information about contacts that is not stored elsewhere. This window will be blank if you have not set up custom fields in File > Data Folder Settings > Custom Fields.

What do you want to do?

Enter information in custom fields in Company Setup

Enter information in custom fields in Person Setup

Change and add custom fields

For help on an item in this window, click [image] and then click the item.


 #Custom Field

Enter the information for this custom field. Custom fields are set up in File >Data Folder Settings > Custom Fields.


[OK]

Saves entries and changes you made during this entry session and closes this window.


[Cancel]

Closes this window without saving any entries or changes you made during this entry session.


[Help]

Displays Help for this window.


Full Name

Enter the person’s full name (up to 30 characters). Enter the name the way you want it to appear on reports and the Recipient field in the Timberline Sending window. For example, enter Robert Johnson rather than Johnson, Robert.

This is a required field.


Company

Select a company from the drop down list or enter a new company (up to 31 characters). Click [image] to set up a new company in Address Book.

If you opened this window from the Company Setup window, this field prefills with the company name.


 Company Setup

Opens a limited Company Setup window where you can set up a new company or view details of the selected company.

If you opened this window from the Company Setup window, this button is disabled.


Job title

Enter the person’s job title (up to 20 characters).


Department

Enter which department (up to 30 characters) the person works in.

The title of this field may be different if you changed it in AB Department in Custom Descriptions (File > Data Folder Settings > Custom Descriptions).


Sort As

This field prefills from the Full name field. You can leave it or enter the name (up to 30 characters) as you would like it to appear in selection lists. For example, enter "Johnson, Robert" instead of "Robert Johnson".

The name you enter here appears in lists such as the Contact Selection List or the Job Contact List.


[Address…]

Opens the Check Address window, where you can enter or modify a contact’s business address.


Address display

Displays the address. If you need to modify or add an address, click [Address…].


Phone selector

Select which phone number to display. You can choose Business Fax, Mobile Phone, Pager, Person phone 1, and Person phone 2.

The title of Person phone 1 and Person phone 2 may be different if you changed it in AB Person Phone 1 or AB Person Phone 2 in File > Data Folder Settings > Custom Descriptions.


Business phone

Enter a phone number (up to 15 characters).


Extension

Enter the phone extension (up to 5 characters).


Business fax

Enter a fax number (up to 15 characters).

The fax number you enter here prefills the Destination column in the Timberline Sending window.


Mobile Phone

Enter a phone number (up to 15 characters).


Person Phone 1

Enter a phone number (up to 15 characters). The title of this field may be different if you changed it in AB Person Phone 1 in Custom Descriptions (File > Data Folder Settings).


Pager

Enter a pager number (up to 15 characters).


Person phone 2

Enter a phone number (up to 15 characters). The title of this field may be different if you changed it in AB Person Phone 2 in Custom Descriptions (File > Data Folder Settings).


Inactive checkbox

Select this check box if this contact is no longer active. The contact’s name will no longer appear in Contact Selection Lists in other applications such as Project Management or Estimating. You can access the contact on the Inactive Contact Selection List.


E-mail address

Enter the person's e-mail address (up to 50 characters).

The address you enter here will prefill the Destination column in the Timberline Sending window.

The title of this field may be different if you changed E-mail Address in File > Data Folder Settings > Custom Descriptions.


Web address

Enter the person's Internet address (up to 254 characters).


Send via

Select the contact's preferred method of receiving documents. Click [image] and select Print, Fax, or E-mail.

See System requirements for sending.

You can change this setting when you send a document.


[New]

Opens an empty Person Setup window where you can set up a new person.


[Find]

Opens a contact selection list, where you can find a person contact.


[Previous]

Displays the previous name in reverse alphabetical order in the Full Name field.


[Next]

Displays the next name in alphabetical order in the Full Name field.


[Save]

Saves entries and changes you have made to the current person setup.


[Delete]

Deletes the current contact permanently.

Tip: You can mark a contact as "Inactive" rather than deleting it. The contact is then available only on Inactive Contact Selection Lists.


[Use as]

Allows you to set this person up as an Accounts Receivable contact if you have AR installed.

Select Accounts Receivable Contact, then enter information such as contact ID, type, and company. The name appears in AR Setup > Contacts.

A checkmark and ID indicate that this person has already been set up as an AR contact.


[Custom Fields]

Opens the Custom Fields window where you can access the fields you have set up for Address Book in File > Data Folder Settings > Custom Fields.


[Attachments]

Click to add, change, view, or delete a note or file attachment.


[Close]

Closes the current person setup.


[Save & Close]

Saves entries and changes you have made during this entry session and closes this window.


Person Setup window

Set up a person by entering details such as address, phone and fax numbers, and their company. You can also designate a person contact for use as an Accounts Receivable contact if you have AR installed. All persons you set up here are available in other Timberline applications, such as Project Management.

What do you want to do?

Set up a person contact

Set up an AR contact

Modify a person contact

Delete a person contact

Find a person contact

Learn about person setup

Tip: For help on an item in this window, click [image] in the window and then click the item.

Note: The Person Setup window opened from within the Company Setup window is limited to setup of a new person contact. You cannot open an existing person or set up a company in this limited window.

More information


Limited Person Setup window

This Person Setup window is limited to setup of a new person contact. You cannot open an existing person contact or set up a company in this limited window.

Set up a person by entering details such as address, phone and fax numbers. You can also designate a person contact for use as an Accounts Receivable contact if you have AR installed. All persons you set up here are available in other Timberline applications, such as Project Management.

What do you want to do?

Set up a person contact

Modify a person contact.

Set up an AR contact

Learn about person setup

Tip: For help on an item in this window, click [image] in the window and then click the item.

More information


Set up a person contact

  1	From the Setup menu, select Person.

  2	Enter the person's full name, job title, and department.

  3	In the Company field, enter the company or click [image] and select an existing company. Click [image] to set up a new company. See Set up a company

  4	In the Sort as field, enter the name as you would like it to appear on Contact Selection Lists.

  5	Click [Address…] to set up the address. See Set up addresses.

  6	Enter the business phone, business fax, and mobile phone numbers. Click [image] and select Pager, Person phone 1, or Person phone 2. Enter the numbers.

  7	Enter the person's e-mail address and web address.

  8	In Send via enter the method you will use to communicate with this person or click [image] and select Print, Fax, or E-mail. See System requirements for sending.

  9	Click [Save].

10	Click [Close] to exit this window or [New] to add another contact.

Note: Timberline recommends that your whole office enter names consistently; that is, all contacts are listed either by first name or by last name.

Tip: For help on an item in this window, click [image] in the window and then click the item.

More information

Note: The Person Setup window opened from within the Company Setup window is limited to setup of a new person contact. You cannot open an existing person or set up a company in this limited window.


Modify a person contact

  1	From the Setup menu, select Person.

  2	Click [Find]. See Find a person contact.

  3	Make the changes.

  4	Click [Save].

  5	Click [Close].

Notes:

•	If you change the name in the Full name field, you may also need to change the name in the Sort as field. The name that appears in Sort as is the name that appears in the Contact Selection List.

•	Changes you make here are reflected in Accounts Receivable if this person is set up as an AR contact.


Delete a person contact

  1	From the Setup menu, select Person.

  2	Click [Find]. See Find a person contact.

  3	Click [Delete].

  4	Click [Close].

Notes:

•	If the contact has been deleted, it is permanently removed from the system and no longer appears on Contact Selection Lists.

•	You can mark a person contact as inactive rather than deleting it. The name still appears on the Inactive Person Contact Selection List. You can change the person from inactive to active at any time.

•	You cannot delete a person contact that has been set up as an Accounts Receivable contact unless you delete the contact in AR first.

•	You cannot delete a person contact that is referenced on a Project Management document.

•	You cannot delete a person contact from within the Company Setup window.

•	Deleting a person contact does not delete the company with which they are affiliated.


Find a person contact

  1	From the Setup menu, select Person.

  2	In the Person Setup window, click [Find].

  3	In the Contact Selection List, click [View].

  4	Select whether you would like to view the Person View or the Inactive Person View.

  5	Optional: If you know the company but not the person, use the Sort by feature. Click [Options]. Click [image] in the Sort by field. Select Company if you want the company to appear in the first column in the list.

  6	Locate the name using your mouse and the scrollbar, or begin typing the name. As you type, the name in the first column that most closely matches will be highlighted.

  7	When you have located and selected the name, click [OK].

  8	The Contact Selection List window closes. The name you have chosen displays in the Person Setup window.


Link a company to a person

  1	From the Setup menu, select Person.

  2	If you are setting up a new person contact, see Set up a person contact. If you need to locate an existing person contact, see Find a person contact.

  3	In the Company field either:

•	Select a company from a list of all companies in Address Book by clicking [image]. Select a company by clicking it.

or

•	Open the Company Setup window [image] and set up the new company. See Set up a company.

  4	Complete the person setup.

  5	Click [Save].

  6	Click [Close].

Tip: For more information on any field in these windows, click [image] in the window and then click in a field.

Notes:

•	The person contact now appears in the grid of the Company Setup window and is available for selection in the drop-down lists in the four Company Contact fields (Primary, Estimating, AP, and Billing).

•	[Find], [Previous], [Next], or [Delete] buttons are not available on the Company Setup window opened from within the Person Setup window


Set up a business address

  1	From the Setup menu, select Person.

  2	Click the [Address…] button.

  3	In the Check address window:

•	Enter up to four lines of the address in the Street field.

•	Enter the city in the City field.

•	Enter the state or province in the State field.

•	Enter the zip or postal code in the Postal code field.

•	Enter the country in the Country field.

  4	Click [OK] to return to the Person Setup window where the address displays.

Tip: For more information on an item in this window, click [image] in the window and then click the item.


Use As in Person Setup

You can easily set up Accounts Receivable contacts while you are setting up a person in Address Book.

  1	From the Setup menu, select Person.

  2	Enter the contact details such as name, address, and phone number. See Set up a person contact.

  3	Click [Save].

  4	Click [Use as].

  5	Select Accounts Receivable Contact.

  6	In the Add New Contact window, enter the contact ID, contact type and company.

  7	Click [OK] to return to the Company Setup window.

The contact is available in Accounts Receivable when you click [List] or the [image] button.

Tip: For more information on any field in this window, click [image] in the window and then click in a field.


About person setup

Use the Person Setup window to create, view, or modify person contacts. You can include details such as addresses, phone and fax numbers, and e-mail and Internet addresses. See Set up a person contact.

Note: Timberline recommends that your whole office enter names consistently; that is, all contacts are entered and listed either by first name or by last name.

Locate a person contact

After you set up a person contact, you may need to view or change a name. You can search for a contact by clicking the [Find] button on the Person Setup window. See Find a person contact.

You may also need to locate a person contact from within another application. In Accounts Receivable and Project Management click [image]. This list contains all active persons in the Address Book. See Locate a person contact in the Contact Selection list.

In Estimating and Buyout click [image] in the Contacts field to open the Contact Selection List. This list contains contacts affiliated with the displayed company.

Person setup in other applications

You can create person contacts that you can open and use in Accounts Receivable (AR), and Project Management (PJ). To set up AR person contacts in AB, see Use as in Person Setup.

Any changes you make to person contacts in AR and PJ are reflected in AB.

•	Open Address Book Person Setup in PJ on the Setup menu (PJ > Setup > Person) or by clicking [image] on the toolbar.

•	Open AB Person Setup in Estimating and Buyout by clicking [image] .

Set up a company

You can set up a company contact from within the Person Setup window. This allows you to link a person to a company. You can then view information about the company and employees in one window. See Link a company to a person.

Custom Fields

Use the Custom Fields feature to enter information in fields you have set up. See Enter custom fields in Person Setup.

Attachments

You can add internal notes or files to a person contact on the Attachments window. See Add an attachment.

Tip: Click [Help] in any window for information specific to that window. For more information on any field, right-click in the field and select What's This?.


AR contact prefills
Accounts Receivable contact prefills

When you use an AB person contact as an AR contact (see Use as), the following fields from AB Person Setup prefill in AR Contact Setup (in AR, Setup > Contacts > General tab):

AB Person Setup fields	AR Contact Setup fields
Full name	Name
Job title	Title
Address	Address
Email address	E-mail address
Business phone	Phone
Business fax	Fax
Mobile phone	Cellular
Department	Department

The following fields prefill in AR Contact Setup from the AB Add New Contact window (Click [Use as] in the Person Setup window and select Accounts Receivable Contact.) :

AB Add New Contact window fields	AR Contact Setup fields
Contact	Contact
Type	Type
Company	Company


Add an Accounts Receivable contact

  1	From the Setup menu, select Person.

  2	Click [New]. See Set up a person contact.

  3	Click [Save].

  4	Click the [Use as] button.

  5	Select Accounts Receivable Contact.

  6	In the Add Contact window, enter the Contact ID and Company. See AR prefills.

7	Click [OK] to return to the Company Setup window.

The contact is now available in AR Contact when you click [List] or the [image] button.


Add an attachment to Person Setup
Add an attachment or note in Person Setup

You can add internal notes or files to a person record by doing the following:

  1	From the Setup menu, select Person.

  2	In the Person Setup window, click [Find] to locate the person record. See Find a person contact .

  3	In the Person Setup window, click [Attachments].

  4	In the Attachments window, enter notes on the Notes tab. Each note is automatically stamped with the time and date that the note was entered so you can easily track it.

  5	Click the File Links tab to attach files, such as Word or Excel files. On the File Links tab, click [Add]. In the Add File window, select the file you want to attach, and click [Add]. The file displays on the File Links tab as an icon. Click it to view it.

  6	Click [OK] to return to the Person Setup window. Click [Close] to finish.

Tip: For more information on any field in this window, right-click the item and select What's This?, or click [image] in the window and then click in a field.

Note:	After you add an attachment to a person contact, the picture on the attachment button changes from a paper clip to a piece of paper with a paper clip.

Working with attached files


Enter custom fields in Person Setup

If you have set up custom fields for persons in File > Data Folder Settings > Custom Fields, those fields appear on the Custom Fields window in Person Setup. Custom fields allow you to track additional information not provided in Person Setup.

To enter or change information in custom fields in Person Setup

  1	If you are in the process of creating a new person contact, click [Custom Fields] to open the Custom Fields window. If you need to open a person record that already exists, select Person from the Setup menu. In the Person Setup window, click [Find]. See Find a person contact. Click [Custom Fields] in the Person Setup window.

  2	In the Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to save changes and close the window.

Tip: For more information about any item on the Custom Fields window, right-click the item and select What's This?, or click [image] and then click the item.

Setting up custom fields


To enter or change information in custom fields in Company Setup
To enter or change information in custom fields in Person Setup

  1	If you are in the process of creating a new person contact, click [Custom Fields] to open the Custom Fields window. If you need to open a person record that already exists, select Person from the Setup menu. In the Person Setup window, click [Find]. See Find a person contact. Click [Custom Fields] in the Person Setup window.

  2	In the Custom Fields window, enter or change information in the custom fields as needed.

  3	When you are finished, click [OK] to save changes and close the window.

Tip: For more information about any item on the Custom Fields window, right-click the item and select What's This?, or click [image] on the toolbar and then click the item.

Setting up custom fields


For the Columbia release, the Contact Selection List is used in AB, PJ, AR, AP, Sending, Estimating and Buyout. Because of coding, present and future external (those which pull content from outside of AB, such as Job Distribution List and Job Contact List) picklists may all have the same map IDs (HIDC_PL_MPL_GROUPVIEW_GRD and HIDC_PL_PL_GROUPVIEW_GRD). For this reason the topics titled "Selection List" need to remain generic. Information about the various types of lists resides in the topic titled "View". See http://devel/addressbook/meetingminutes/5_28_02MM.htm.


View

Various views are available depending on which application you are in when you access the Contact Selection List:

Company View--displays all active companies .

Person View--displays all active persons.

Company and Person View--displays a combined list of all active companies and persons in Address Book.

Inactive Company View--displays all inactive companies.

Inactive Persons View--displays all inactive persons.

Estimating Sub/Vendor View--displays all active estimating subcontractors and vendors.

Job Distribution List--displays all distribution lists for a specific job in Project Management (PJ).

Job Contact List--displays all contacts for a specific job in PJ.

Note: Some Contact Selection Lists, such as those accessed from Buyout and Sending, do not have a view field.


Company list

Displays a list of all active companies in Address Book.

To quickly find a name on the list, begin typing the company's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the company. When you have located the correct name, click [OK]. When you have located the correct name, click [OK].


Person list

Displays a list of all active persons in Address Book.

To quickly find a name on the list, begin typing the person's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Person list by company

Displays a list of all active persons by company.

To quickly find a name on the list, begin typing the company name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Selection List

To find a contact, you can either:

•	Use the scroll bar to the right or press the up and down arrow keys on your keyboard to move up and down this list.

•	To quickly find a name on the list, begin typing the name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].

To select a contact in the list, do one of the following:

•	Double-click it.

•	Click it, and after it is highlighted, click [OK].

For more information, see the Help topic "About views in the Contact Selection List".


Company and Person list

Displays a list of all active persons and companies in Address Book.

To quickly find a name on the list, begin typing the name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Estimating companies list

Displays a list of all active Estimating companies in Address Book.

To quickly find a name on the list, begin typing the company's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Estimating company list by sub number

Displays a list of all active Estimating companies by sub number.

To quickly find a name on the list, begin typing the sub number. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Inactive companies list

Displays a list of all inactive companies in Address Book.

To quickly find a name on the list, begin typing the company's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Inactive persons list

Displays a list of all inactive persons in Address Book.

To quickly find a name on the list, begin typing the person's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Inactive persons by company

Displays a list of all inactive persons sorted by company.

To quickly find a name on the list, begin typing the company's name. As you type, the name in the first column that most closely matches your input is highlighted. Enter as many characters as necessary for the system to locate the name. When you have located the correct name, click [OK].


Options

Expands or collapses the Options area, where you can filter the list by trade, and sort by company, person, or Estimating sub number.


Filter by

Filters the Estimating Sub/Vendor View, Company View and the Inactive Company View of a Contact Selection List by trade. For example, select Architect to view a list of all companies that have been set up (Setup > Company) as architects.


Trade

Click [image] and select a trade. Companies you have set up with this trade in Setup > Company display in the list.

The trade feature is available in the Estimating Sub/Vendor View, Company View and Inactive Company View of the Contact Selection List.

You can add to or modify this list in Custom Descriptions. (File > Data Folder Settings > Custom Descriptions).


Sort by

The Sort by option is available in the Estimating Sub/Vendor View, Person View, and the Inactive Person View.

Click [image] and select Person if you want the person to appear in the first column in the list. Select Company if you want the person's company to appear first.

For Estimating subcontractors, select Est Sub Number if you want the sub number to appear in the first column of the list. Select Company if you want the company to appear first.


[OK]

Closes the Contact Selection List window. The names you selected in this window appear in the contact field of your original window.


[Cancel]

Closes the Contact Selection List window. If you selected contacts in this window, they will not appear in your original window.


[Help]

Displays help for this window.


Multi CSL

The Options button, Trade, and Sort by fields are aliased to the same fields in the Single Contact Selection list.


[Select]

Click to move selected names to the Selected Contacts list.


[Remove]

Click to remove selected names from the Selected Contacts list.


Selected Contacts list

Displays selected contacts. You can add to this list by selecting a contact from the list to the left and then clicking [Select]. You can remove a name from this list by selecting it, and then clicking [Remove] or pressing the DELETE key.


Contact Selection List

You can use the Contact Selection List to search for and select individual persons and companies. Use various views, filters, and sorts to help you narrow your search.

View--Various views are available depending on which window and application you are in when you open the Contact Selection List. Some Contact Selection Lists, such as those accessed from Estimating, Buyout and Sending, do not have a View field.

Selection list--This area of the window displays a list of person and company contacts and distribution lists. Locate the contact using your mouse and the scrollbar, or begin typing the name. As you type, the name in the first column that most closely matches is highlighted.

Options--Expands or collapses the Options area, where you can filter the list by trade, and sort by company or person.

•	Filter by--Filter the Estimating Sub/Vendor View, Company View, and Inactive Company View by trade. For example, select Architect to view a list of all companies that have been set up (Setup > Company) as architects. See Set up a company.

•	Sort by--Sort the Estimating Sub/Vendor View by Sub number, or the Person View by company. Click [image] :

•	Person View - Select Company if you want the company to appear in the first column of the list. Select Person if you want the person to appear first.

•	Estimating Sub/Vendor View - Select Est Sub number if you want the Sub number to appear in the first column of the list. Select Company if you want the company to appear first.

Tip: For more information about any item in the Contact Selection List window, right-click the item and select What’s This?, or click [image] in the window and then click the item.

Locate a company in the Contact Selection list

Locate a person contact in the Contact Selection list


Multiple Contact Selection List

The multiple Contact Selection List window appears when you need to locate and select multiple contacts; for example when you are creating a distribution list, or when you want to send a document to more than one person.

View--Various views are available depending on which window and application you are in when you open the Contact Selection List. Some Contact Selection Lists, such as those accessed from Buyout and Sending, do not have a View field.

Selection list--This area of the window displays a list of person and company contacts as well as distribution lists. Locate the contact using your mouse and the scrollbar, or begin typing the name. As you type, the name that most closely matches will be highlighted.

[Select] and [Remove]--Select a person, company, or distribution group and click [Select] to include it in the Selected Contacts list. Select a person, company, or distribution group in the Selected Contacts list and click [Remove] to remove it from the Selected Contacts list.

Selected Contacts--Displays selected contacts. You can add to this list by selecting a contact from the list to the left and then clicking [Select]. You can remove a name from this list by selecting it, and then clicking [Remove]. Contacts in this list appear in the contact field of the window from which you accessed the Contact Selection List.

Options--Expands or collapses the Options area, where you can filter the list by trade, and sort by company or person.

•	Filter by--Filter the Estimating Sub/Vendor View, Company View, and Inactive Company View by trade. For example, select Architect to view a list of all companies that have been set up (Setup > Company) as architects. See Set up a company.

•	Sort by--Sort the Estimating Vendor View by Sub number or the Person View by company. Click [image] :

•	Person View: Select Company if you want companies to appear in the first column of the list. Select Person if you want the person to appear first.

•	Estimating Vendor View: Select Est Sub number if you want sub numbers to appear in the first column of the list. Select Company if you want the company to appear first.

Tip: For more information about any item in the Contact Selection List window, right-click the item and select What’s This? or click [image] in the window and then click the item.

Locate a company in the Contact Selection list

Locate a person contact in the Contact Selection list


About Views in the Contact Selection List

The View feature is a convenient way to narrow your search for a particular contact.

Various views are available depending on which application you are in when you access the Contact Selection List:

Company--displays all active companies in Address Book.

Person--displays all active persons in Address Book.

Company and Person--displays all active companies and persons in Address Book.

Inactive Company--displays all inactive companies in Address Book.

Inactive Persons--displays all inactive persons in Address Book.

Estimating Sub/Vendor--displays all active Estimating vendors and subcontractors.

Job Distribution List--displays all distribution lists for a specific job in Project Management (PJ).

Job Contact--displays all contacts for a specific job in PJ.

Notes:

•	Some Contact Selection Lists, such as those accessed from Buyout and Sending, do not have a View field.

•	A contact is placed in a view when it is set up. For example, if you set up a contact while you are in Estimating, it will appear in the Estimating Sub/Vendor View.

Switch to another view

Using filters

Using the sort by feature


Troubleshooting Contact Selection Lists

Why is the Contact Selection List empty?


Why is the Contact Selection List empty

In some Timberline applications, contact information automatically transfers to Address Book and is available in the Contact Selection List window. If no names appear in the window, you may need to enter the contact information in Address Book.

See set up companies and persons in Address Book.

Companies only: You may have selected a filter that prevents you from seeing an entire list of companies. In the Contact Selection List, select Company View. Click [Options]. In the Trade field, click [image] and scroll to the bottom of the list. Select the blank space. If you have companies set up in Address Book, they will appear in the list.


Using the Filter option

Use the Filter By option to search for a particular company by trade. You can filter by trade in the Estimating Sub/Vendor View, Company view, and Inactive Company view.

  1	In the Contact Selection List window, click [image].

  2	Select Company View, Inactive Company View or Estimating Sub/Vendor View.

  3	Click [Options].

  4	In Trade, click [image] to view a list of trades.

  5	Select a trade. Companies you set up with this trade in Setup > Companies display in the list.

Note: If you select a trade in a company view, switch to another view, and then switch back to the company view, the trade you selected still appears.


Using the Sort by option

You can search for a person by company, or an Estimating subcontractor by sub number using the Sort by feature.

Search for an Estimating subcontractor by sub number

Search for a person by company


Search for a person by company

  1	To open the Contact Selection List:

•	In the Address Book Person Setup window click [Find].

•	Click [image] in Project Management, Accounts Receivable, Accounts Payable, and Send.

•	Click [image] in the Contact field in Estimating and Buyout.

  2	Select a view. In the field at the top of the Contact Selection List window click [image]. Select Person View.

  3	Click [Options].

  4	In the Sort by field click [image].

  5	Select Company if you want the company to appear in the first column of the list. Select Person if you want the person to appear first.

  6	Begin typing the company or person name. As you type, the name in the first column that best matches is highlighted. When you have found the correct person, click [OK].

  7	The person you selected appears in the contact field of your original window.


Search for an Estimating subcontractor

  1	To open the Contact Selection List:

•	Click [image] in Estimating and Buyout.

•	Click [image] in Send.

  2	Select a view. In the field at the top of the Contact Selection List window click [image] and select Estimating Sub/Vendor View. (In Estimating this is the default view.)

  3	Click [Options].

  4	In the Sort by field click [image] and select how you would like to search for the subcontractor: Est Sub Number or Company.

  5	Depending on the selected sort option, begin typing the sub number or company name. As you type, the item in the first column that best matches is highlighted. When you have found the correct company, click [OK].

  6	The company you select appears in the company field of your original window.


Switch to another view

To change views in the Contact Selection List window:

  1	In the field at the top of the Contact Selection List window click [image].

  2	Select the view you want by clicking it.

You can further refine your search by using a filter or a sort.

Tip: For more information about any item in the Contact Selection List window, right-click the item and select What’s This?, or click [image] in the window and then click the item.


Locate a company in the Contact Selection list

Open the Contact Selection List when you need to locate a company, vendor, customer, or distribution list to fill a company field in Address Book, Estimating, Buyout, Accounts Receivable, Accounts Payable, Project Management, and Send. You can access various Contact Selection Lists depending on where you open the list.

  1	To open the Contact Selection List:

•	Click [Find] in Address Book.

•	Click [image] in Project Management, Accounts Receivable, Accounts Payable, and Send.

•	Click [image] in Estimating and Buyout.

  2	Select a view. In the field at the top of the Contact Selection List window click [image]. Different views and lists are available depending on where you access the Contact Selection List. Select the appropriate view or list. See About Views. Select the appropriate view or list.

  3	Optional: Narrow your search using the Filter by Trade option. Click [Options]. Click [image] in the Trades field and select a trade. Companies set up with this trade in Setup > Company display in the list. See Set up a company.

  4	Locate the company using your mouse and the scrollbar, or begin typing the name. As you type, the name that most closely matches will be highlighted.

  5	When you have located and selected the name, click [OK].

  6	The Contact Selection List window closes. The company you have chosen displays in the original window.

Tip: For more information about any item in the Contact Selection List window, right-click the item and select What’s This?, or click [image] in the window and then click the item.


Locate a person contact in the Contact Selection list

Open the Contact Selection List when you need to locate a person to fill a field in Estimating, Buyout, Accounts Receivable, and Project Management.

  1	To open the Contact Selection List:

•	In Address Book click [Find].

•	In Project Management, Accounts Receivable, Accounts Payable, and Send click [image].

•	In the Contact field in Estimating and Buyout click [image].

  2	Select a view. In the field at the top of the Contact Selection List window click [image]. Different views and lists are available depending on where you access the Contact Selection List. See About Views.

  3	Optional: Narrow your search by using the Sort by feature. Click [Options]. Click [image] in the Sort by field. Select Company if you want the company to appear in the first column in the list.

  4	Locate the name using your mouse and the scrollbar, or begin typing the name. As you type, the name that most closely matches will be highlighted.

  5	When you have located and selected the name, click [OK].

  6	The Contact Selection List window closes. The name you have chosen displays in your original window.

Tip: For more information about any item in the Contact Selection List window, right-click the item and select What’s This?, or click [image] in the window and then click the item.