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First Steps

Now that you understand how to log in and navigate JobNext, this page guides you through the recommended setup sequence for a new implementation. Following this order ensures that dependent configurations are in place before you start creating transactions.

JobNext home dashboard showing KPI cards and project summaries that become populated once initial setup is complete
The home dashboard comes to life once you complete the initial setup steps and begin creating jobs and transactions.

Recommended Setup Order

JobNext has many interconnected modules. Setting things up in the right order prevents errors and avoids having to go back and redo work. Follow these steps in sequence:

  1. Organization Structure — Define your Business Units, Accounting Centres, and Zones. These form the backbone of your organizational hierarchy and affect everything from user access to financial reporting. See Organization Structure.
  2. Users & Roles — Create user accounts for your team and assign roles that control what each person can see and do. Roles should be defined before users so you can assign them during user creation. See User Management and Roles & Permissions.
  3. Approval Workflows — Configure the approval chains for different document types (purchase orders, vouchers, etc.). This determines who must approve what before it can be finalized. See Approval Workflows.
  4. Master Data — Set up the foundational reference data that transactions depend on:
    • Material Master — Define the materials your organization procures and uses
    • Vendor Master — Register your suppliers and subcontractors
    • Customer Master — Add your clients and contracting parties
    • Chart of Accounts — Set up your financial ledger structure
    • WBS Templates — Create reusable work breakdown structure templates
  5. Jobs — Create your first job (project). This is where all transactional work begins. See Job Setup.
  6. BOQ & Scopes — Define the bill of quantities and work breakdown structure for the job. See Jobs & BOQ and Scopes & WBS.
  7. Estimates & Budgets — Create resource estimates for your scopes and set budget flags to control spending. See Estimates & Budgets.
Do Not Skip Steps

Attempting to create transactions (like purchase orders or bills) before setting up the organizational structure, master data, and job details will result in errors or incomplete records. Always complete the foundational setup before moving to transactional workflows.

Creating Your First Job

A Job is the central unit of work in JobNext. It represents a project or site where your organization is performing construction or FM work. Once you have your organization structure and master data in place, creating a job is the next milestone.

  1. Navigate to the Projects module using the left navigation menu.
  2. Click + New Job to open the job creation form.
  3. Fill in the required fields:
    Field Description
    Job Code A unique identifier for the job (e.g., JOB-001, SITE-MUMBAI-01)
    Job Name A descriptive name for the project
    Customer The client who awarded this contract
    Business Unit The organizational division responsible for this job
    Accounting Centre The financial entity for this job's transactions
    Zone The geographic/operational zone for this job
    Job Currency The primary currency for this job's transactions
    Start Date Expected start date of the project
    End Date Expected completion date of the project
  4. Click Save to create the job in Draft status.
  5. Add the Bill of Quantities (BOQ) by navigating to the BOQ tab within the job.
  6. Build the Work Breakdown Structure (WBS) by defining scopes under packages and scope groups.
  7. Create Estimates for each scope to define resource requirements and budgets.
Tip: Start Small

For your first job, start with a simple project that has a manageable number of BOQ items and scopes. This lets you learn the workflow without being overwhelmed. You can always add more complexity as you become comfortable with the system.

Understanding the Document Lifecycle

Almost every transaction in JobNext follows a standard four-stage lifecycle. Understanding this pattern is essential because it applies consistently across all modules.

Stage Status What Happens Who Can Act
1. Draft DRAFT The document is being prepared. All fields are editable. It can be saved multiple times without any impact on the system. Creator / Editor
2. Submitted SUBMITTED The document is sent for approval. It becomes read-only for the creator. The designated approver receives a notification. Approver(s) in the workflow
3. Approved APPROVED The document is authorized by the appropriate authority. It is now ready for finalization or further processing. Finance / Operations team
4. Posted POSTED The document is finalized. Accounting entries are generated (where applicable). The document becomes permanently read-only. System (automatic) or authorized user
Additional States

Some document types have additional states. For example, a document may be Rejected during approval (sent back to the creator for corrections) or Cancelled after posting (with a reversal entry). The core four-stage lifecycle remains the foundation for all documents. See Document Lifecycle for more details.

Quick Reference: Key Workflows

Once your initial setup is complete, here are the most common workflows you will perform in JobNext:

Workflow Module Steps
Procure Materials Procurement Requisition → RFQ → Vendor Offer → PO → MRN
Subcontract Work Subcontractor Work Requisition → RFP → Work Order → Measurement → Bill
Bill Customer Customer Billing Select Job → Choose Bill Type → Add Items → Submit → Approve → Post
Process Payment Finance Create Voucher → Submit → Approve → Post → Sync to Tally
Run Payroll HR & Payroll Mark Attendance → Process Leave → Generate Payroll → Approve → Post
Win a Contract Preconstruction Prospect → Enquiry → Quote → Tender → Contract → Job

Each of these workflows is covered in detail in the corresponding module documentation. Use the sidebar navigation or the Module Map to find the section you need.