Job Specifications are a detailed catalog of options selected by the customer for house construction. These specifications are created based on pre-defined templates and include various details about the job, such as customer requirements and site facilities.
Note: Specifications are one of the key documents that must be signed along with the home construction agreement and final plans and contract signing.=
List of Job Specifications
You can view and manage job specifications, ensuring all required details and customer preferences are accurately captured and documented.
Accessing Job Specifications:
On the navigational sidebar, select Jobs.
Once the Jobs section expands, choose Job Specifications.
Displayed Information:
Job Number: The unique identifier assigned to the job.
Customer: The name of the customer for whom the job is being carried out.
Site Address: The address of the site where the job is being executed.
Specification Template: The pre-defined template used to create the job specification.
Unresolved Changes: The number of changes or updates that have not yet been resolved or incorporated into the specification.
Produced Date: The date when the job specification was last produced or generated.
Status: The current status of the job specification, indicating its progress or completion level.
Operations on Job Specifications:
Edit an Existing Job Specification
Replace a Job Specification
Manage Items within Specifications
Preview and Produce Job Specifications
Creating a Job Specification
On the Job Specifications page, click Create Job Specification.
In the Select Job Specification Template form, specify the following:
Select Job: Choose the job for the specification. You can enter the Job number, Customer name, or Site address.
Template: Select the specification template you want to use for the job.
Click Apply. The job specification page opens, displaying the headers and clauses.
Click Process to save changes.
Editing a Job Specification
On the Job Specifications page, locate the specification you want to edit.
Click over the job specification in the list.
Make the necessary modifications.
Click Process to save changes.
Editing Paragraphs
Details in the job specification are organised into paragraphs and sections. Each of these elements is customisable.
Change the Paragraph Text:
To modify a paragraph simply select it from the column on the left and change the text as needed.
Hide Paragraphs and Text:
If enabled in the template, some sections provide the option to hide the paragraph text by deselecting the Include This Text box or hide the paragraph and all related sections entirely by unticking the Include This Paragraph box.
Editing Sections
Sections are subheaders related to each paragraph. They are composed of a section text followed by a clause. The clause is typically a dropdown making it easy for the user to select from a list of pre-defined options to speed up the job specification creation process.
Viewing Sections:
First click the arrow next to the paragraph name to expand and display the list of sections beneath it. Select the section you would like to edit.
Change Section Text:
Similar to paragraphs, you can change the text displayed for the section.
Hide Sections and Text:
Also similar to paragraphs, you can hide the text or individual sections within parapahs altogether.
Modify Clauses:
Clauses are dropdowns to make it easy to set a range of pre-defined options. Click the clause to expand the list of options. If there are no other options, you can Clear the clause and type your own custom clause.
Previewing Job Specifications
Click the preview icon on the right side of the screen.
Click the link in the Preview window to open the document.
Review the PDF document for any mistakes or errors.
Replace a Specification Template
Sometimes you might need to replace the specification template to ensure that the job specification aligns with the latest updates or changes in job requirements.
Click Replace in the menu bar.
Click Yes in the warning dialogue.
Select a new Job Specification Template.
Click Apply.
Click Process to save changes.
Produce the Job Specification
After all quote changes have been moved and final edits have been made to the specification the final document can be produced for signing by the client.
Click Produce in the menu bar.
Click the link in the window to open the document.
Print the PDF to be signed by the client along with the contract and plans.
By following these steps, you can effectively view and create detailed Job Specifications in G.J. Software, ensuring all customer requirements and site details are accurately recorded and managed.