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The Computer Guy's Estimates, Jobs, and Timesheets Filemaker Database

Eaten the Apple... Know the Ansers

EJT Database Part One
Database Setup Description

 

Updated 9/15/99

To begin using this set of databases:

Print this page of directions to lead you through the setup process

Setup Step One
Open the Define.FP3 database and
  • Enter your employees' names
  • Enter your employees' hourly payrate (what you pay them)
  • Enter your hourly cost for each employee (their pay plus overhead)
  • Enter your work functions (Remember that Functions 1 thru 10, 11 thru 15, and 16 thru 20 are subtotaled)
  • Enter your function rates
  • Enter your outside charge names (Prints, Scans, Courier, Phone, etc)
  • Enter your outside charge markup
  • Enter your status header and status names (Estimate, 1st approval, Tissues, Final Approval, etc)
  • Enter your outside charge markup
  • Enter your Company's Name, Address line 1, Address line 2, City, State, Zip, Phone, FAX, Email address, and Logo
Open the Client.FP3 database and
  • Enter your current Clients and their basic information
  • For each client you will enter a three or more character client code (can contain numbers)
Open the Vendor.FP3 database and
  • Enter your current Vendors and their basic information
  • For each vendor you will enter a three or more character vendor code (can contain numbers)
At this point you are ready to open the Jobs.FP3 database and create a job
 
Setup Step Two
Setting up a new Job for an existing or new client:
Open the Jobs.FP3 database, go to the Edit Job Layout and
  • Create a new record (new Job) (Command-n or new record from Edit Menu)
  • A unique serial number is automatically created (starts with 0001 and increments by one for each new Job
  • A unique Job number is created with the year and the serial number (99-0001 - eg)
  • Entering the Client Code will import all client data from the Client.FP3 database.
  • Enter Job Type, Job Kind, Job# Ref (used to refer to another job), Job Begin date, Job Deadline, Job Title, Job Approval date, and Job Phase (Job Phase will be updated as the Job goes to completion.
  • Entering the Estimate Number will import all estimate data for that Estimate Number from Estimate.FP3
  • REMEMBER - all blue fields are made automatically or calculated.
  • Enter Account Executive, Product, Product Type, and Product Kind.
If the Job is for a NEW Client or a NEW Vendor will be used:
Open the Client.FP3 database and
  • Create a new record (new Client) (Command-n or new record from Edit Menu)
  • Enter new client information (Company, Address, Phone, etc)
Open the Vendor.FP3 database and
  • Create a new record (new Vendor) (Command-n or new record from Edit Menu)
  • Enter new vendor information (Company, Address, Phone, etc)
 
Setup Step Three
Setting up a new Estimate for an existing or new Job:
Open the Estimate.FP3 database, go to and
  • Create a new record (new Estimate) (Command-n or new record from Edit Menu)
  • A unique serial number is automatically created (starts with 0001 and increments by one for each new Estimate
  • A unique Estimate number is created (the year and the serial number (99-0001 - eg))
  • Entering the Client Code will import all client data from the Client.FP3 database.
  • Enter Estimate Type, Kind, Est# Ref (refer to another estimate), Job number - this will cause Job data for that Job Number to be transferred from Jobs.FP3.
  • Enter estimated time for the Functions and Outside Charges.
  • Print Client Copy for client's approval and signature.
 
Management Step One
Tracking Time spent and Job Progress:
Open the Jobs.FP3 database, go to Traffic Printout and:
  • Go to Find Mode and select that Job Phase (In Progress)
  • Sort by Date, or Job Number or Client
  • Print Traffic Sheet for Monday Meeting
Open the Jobs.FP3 database, go to Traffic Printout and:
  • Select HotSheet Creation Button - this script will automatically select In Progress Jobs, Import all Milestones and Due Dates into the HotSheet.FP3, delete those milestones without a due date, Sort by Date, and print the HotSheet.
Open the TimeHub.FP3 database and:
  • Run Script "Import all TimeSheets"
  • Go to Find mode Or Use Find Screen to select by Job number or client or time period
  • Perform Find
  • Go to selected report to print or view summaries of agency time on job or client.

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