When would you choose to transfer a job?
In Abtrac you can transfer a job from one client to another using the job transfer function. From the Clients, Contacts and Jobs Menu >> select Job Transfer (Project Transfer).
This feature is most commonly used where:
- you have created a new job by cloning and need to move it to the correct client
- a job has been assigned to an incorrect or duplicate client or
- where a job managed via a referral/intermediary client can now be managed directly.
Transferring a job to a different client is a complex process and not easily reversible. Each job is linked to various data entries, including timesheet lines, disbursements, and invoices, which may also need to be transferred, along with all the details from the Jobs and Task screens.
Typically when moving a job from one client to another you’ll be moving everything – transferring the job details, all invoices and all time, and all disbursements to the new client. You can also instead choose from two partial move options.
The Job Transfer process ensures that all project data remains consistent and intact throughout the transfer.
How to use the transfer job menu
From the clients menu choose job transfer
To transfer a job from one client to another click on the Clients, Contacts and Jobs Menu >> and select Job Transfer (Project Transfer).
Select the client with the job to move from “Transfer From”
Select the original client from the Transfer From drop down.
Select the job to move in the client projects box
Then highlight the job you want to move from the list of available jobs on the left.
Confirm your job transfer options
The default option is to move everything to a new client.
Typically when moving a job from one client to another you’ll be moving everything – transferring the job details, all invoices and all time, and all disbursements to the new client. You can instead choose from two partial move options – read more on this below.
Select the Client/Contact the job needs to move to from “Transfer To”
Search for and select the new client from the Transfer To drop down.
Choose Transfer Job
Then click the Transfer Job (Transfer Project) button on the right.
The transfer may take some time – depending on the volume of data being moved.
When the process is completed, you will receive a confirmation message You will also see that the transferred job has moved to the list on the right hand column in the Job transfer screen.
For any transferred job, it is worthwhile reviewing any job specific details and updating these details for the new client if required:
- job tasks
- billing details
- job name
- job status
- job people
- billable status
Can I merge two jobs together?
It is not possible to merge two jobs (projects) belonging to the same client.
If you do need to transfer job data whilst keeping it assigned to the same client, you can do so by editing individual records from Bulk Edit Timesheets and if required, by creating adjustment journal timesheet lines and invoices to keep the integrity of the original data.
Alternate options for job transfer
Typically when moving a job from one client to another you’ll be moving everything, but you can instead choose from two partial move options: Move Nothing or Partial Move.
When would you choose an alternate transfer option?
Only when the new project will retain most details (including address), but will need to be reported under a new client going forward.
For example works were previously billed to ABC Corp, but the land and project has now been taken over by XYZ Biz whom you already do other work for. All original invoices and work remain with ABC, but future works will belong to XYZ.
Move Nothing
Leave all time and disbursements (including any WIP), and leave all invoices already raised with the old client. A duplicate job number is created with the new client.
The confirmation message will detail the job number moved, and the client number you are moving to. It will also specify that invoices and time will not be transferred. Because you are leaving job data behind, a ‘dummy job’ will be created for the original client.
Partial Move
Leave existing invoices and assigned time and disbursements with the old client, but move all unbilled WIP to the new client.
As with ‘Move Nothing’, when completing a ‘Partial Move’, the original job is renamed and appended with the words ‘Trans to [Client ID]’.
Duplicate job numbers for Move Nothing and Partial Move Job Transfers
What does the ‘Dummy Job’ in the confirmation message mean?
The original job is renamed and the job number is reused. The original job has the same job number, but is now appended with the words ‘Trans to [Client ID]’.
In the screenshot below, you can now see two jobs named ‘VIP residence’, for two different clients.
When a dummy job is created, you will need to be careful that the time is entered against the correct client and job.
Don’t forget to make old jobs and clients non-current after completing a job transfer
To avoid time being entered against the original job, we recommend that you go back and make the original job non-current when completing a move nothing, or partial job transfer.
How to view jobs to be made non current
Abtrac KB# 2083