The Computer
Guy's Estimates, Jobs, and Timesheets Filemaker
Database
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EJT
Database Part One
- Database
Setup Description
Updated
9/15/99
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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
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- 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)
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- 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.
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- 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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