Record Management

Record management refers to multiple topics related to working with records throughout JobBOSS2, including:

  • Creating, Editing, and Deleting Records
  • Searching for Records
    • Explains how searches work throughout JobBOSS2 as a means of locating existing records for editing and / or viewing purposes
  • Working with Line Item Grids
    • Present in records such as Quotes, Purchase Orders, and Customer Orders where multiple items can be selected
    • Points out icons and buttons commonly encountered and explains what they do
    • Explains how to add records to a Line Item Grid and how to edit existing Line Items
    • Explains how to access Line Item Details

In JobBOSS2 a record can be thought of as a group of related fields or bits of information that are used to track information about a specific area of the software. For example, a customer order is a record used to track what a specific customer would like to purchase that is located in the Orders Area. Similarly, the various Tables and Base Tables entered in JobBOSS2 are all made up of individual records that represent specific Customers, Vendors, Work Centers, Product Codes, Work Codes, etc. In short, when you click "NEW" or "EDIT", you are working with a record wherever you may be in the software.

The importance of record details cannot be overstated as they provide the information used throughout all of JobBOSS2 for costing purposes, contact information, scheduling, and accounting related functions. With this in mind, it is extremely important that sufficient care is taken in creating and maintaining record details to ensure accurate output.

Record Creation And Editing

There are two primary ways records can be created in JobBOSS2:

  • Using the "New" option to create records "from scratch"
  • Using the "Copy" option to create records with information already present

Certain records can also be created during the initial conversion from a previous system to JobBOSS2; however once a Company has been created in JobBOSS2, the option to import most records is no longer available. Contact your Implementation Specialist or call support for additional information regarding data conversions.

Once created, users with appropriate security access can edit any field on an existing record.

  • The system provides a pop-up warning if two or more users access a record at the same time.
  • When this prompt is displayed, it is important to verify who should continue working and who should exit without saving since the system will not prevent the users from saving their changes, meaning the "last save wins."

Record Searches

Searching for specific records within JobBOSS2 typically takes place at two levels:

  • Record Navigators
    • Used to search for "top level" records
    • Examples include:
      • Customers
      • Vendors
      • Orders
      • Purchase Orders
  • Line Item Grids (within records)
    • Used to search items associated with a specific record
    • Examples include:
      • Contact lists in Customers and Vendors
      • Jobs / Parts included on an Order
      • Parts included on a Purchase Order

Regardless where the search takes place, there are options available to help users locate the information they need for viewing or editing purposes.

For more information see Searching for Records.

Line Item Grids

In addition to searching for information, grids located within records often include additional features not found in Navigator screens, including:

  • The "Add Row" option
  • Detail level information
    • These are commonly referred to as Line Item Details
  • The ability to attach documents
  • Quick Jump options associated with QuickView records
  • Standard Text Code dropdown to add standard text into the appropriate fields
  • Grids in all forms remember the user's position within the grid after the item is viewed and/or edited

For more information see Line Item Grids.