# Job Card
A Job Card is the working record for one shipping or logistics job. It stores booking party, consignee, bill of lading, container details, and estimated cost versus sale. After approval you create invoices and expenses from the card and allocate those amounts back as actuals.
Overview & List View
Go to Job → Job Card from the left menu.
The list is the register of all jobs. Click a row to open the card. Select a row to show footer actions.
List columns
`Id`, `Number #`, `Job Type`, `Booking Party`, `Consignee`, `Bill of lading No`, `Container No`, `Date`, `Status`. Custom fields with Show in List appear as extra columns.
Quick filters
| **Filter** | **Shows** |
|------------|-----------|
| Default | All cards except Cancelled |
| Approved | Approved cards |
| Draft | Draft cards |
| Cancelled | Cancelled cards |
| Closed | Closed cards |
Advanced filters
`Id`, `Number #`, `Booking Party`, `Consignee`, `Shipping Line`, `Job Type`, `Employee`, `Bill of lading No`, `Container No`, `Status`, `Created date`. Custom fields with Show in Filter also appear here.
Quick Start
1. Create a Job Type if none exists.
2. Go to Job → Job Card and click New.
3. Set Job Type, Booking party, and Consignee.
4. Fill shipping details and add service-item lines with estimated Cost and Sale Amount. Complete any required custom fields.
5. Click Save, then Approve on the view screen.
6. Use Create Sale Invoice, Create Purchase Invoice, Create Proforma Invoice, or Create Expense from the more menu.
7. On each approved document, use Add Job Card Allocation so actuals appear on Job Card Summary.
| **Field** | **Description** |
|-----------|-----------------|
| Date | Job date. Defaults to today. |
| ETA / ETD | Expected arrival or departure. Must be on or after Date. |
| Job Type * | Job Type. Controls numbering, child-job fields, and default sale/purchase type on documents created from this card. Only Active types are listed. |
| Job Number * | Shown when the type does not auto-generate numbers. Hidden when auto-generate is on. |
| Booking party * | Customer who booked the job. |
| Consignee * | Customer who receives the cargo. Used as the customer when you create a sale invoice or pro forma from the card. |
| Shipper | Free-text shipper name. |
| Employee In charge | Optional employee (not resigned or terminated). |
| Is Sub Job Card | Shown only when the Job Type has Has Child Job Card. Marks this card as a child. |
| Parent Job Card | Required when Is Sub Job Card is on. Lists Approved or Closed parent cards of the same type. |
Shipping Details
| **Field** | **Description** |
|-----------|-----------------|
| Shipping Line | Supplier used as the shipping line. |
| Bill of lading no | Master BL. Hidden on sub job cards. |
| House Bill of lading no | Tag input — enter one or more house BLs. Hidden on parent cards when the type allows children. |
| Port of Loading | Location (State or District). |
| Port of Discharge | Location (State or District). |
| Container No | Hidden on parent cards when the type allows children. |
| Container Type | Hidden when the type allows children. |
| Seal / Qty / Item | Seal, quantity, or item note. Hidden when the type allows children. |
Cost and Sale Details
Item lines are required on a standard job card. On a parent card whose type has children, lines are optional.
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Auto serial. |
| Item | Service Item only. |
| Cost | Estimated cost. Totals at the footer. |
| Sale Amount | Estimated sale. Totals at the footer. |
Estimated profit on reports is Sale Amount − Cost per line.
When you create a sale invoice or pro forma from the card, each line becomes a sale line with quantity 1 and rate equal to Sale Amount. Taxes come from Sale Tax Config. Purchase invoices created from the card start with an empty item table — add supplier lines there. Job card custom fields do not copy onto the sale invoice.
Custom Fields
Job Cards support Custom Fields. Create fields under Settings → Others → Custom Fields with Collection Job Card. The collection is listed only if your login has Job Card access.
- On New and Edit, place a field in Job Information, Shipping Details, or Cost and Sale Details. If no group is set, it is added to Job Information.
- On the job card view and print, values appear with the other header details.
- On the list, enable Show in List for a column and Show in Filter for Advanced Filters.
Field types: text, number, dropdown, checkbox, date, and textarea. Required custom fields must be filled before save.
You can hide a field until another form field or custom field matches a value — for example show a customs reference only when Job Type is a specific type. See Custom Fields — Show this field only when.
Parent and Sub Job Cards
When the Job Type has Has Child Job Card:
- A parent card holds the master BL and overall job. House BL, container, and seal fields are hidden.
- A sub job card requires a parent. Master BL is hidden; house BL and container stay on the child.
- Approving a sub job card sets its number to parent number / n (for example `JC-100/1`) and increments the parent's child count.
Use a parent when one booking splits into several house BLs or containers. Cost and profit on the parent Job Card Summary can include child totals.
Statuses
| **Status** | **Meaning** |
|------------|-------------|
| Draft | Saved, not approved. Edit and Delete are available. |
| Approved | Live job. Create documents, allocate actuals, Update selected fields, or Mark As Closed. |
| Cancelled | Stopped. Excluded from the default list and from reports. |
| Closed | Finished. Create documents is still available. Undo Close is available only if the card was closed manually. |
The Job Dashboard treats Approved as On Going and Closed as Completed.
Actions
List
| **Action** | **When** |
|------------|----------|
| New | Always (with access). |
| View | One row. |
| Edit | Draft. |
| Delete | Draft. |
View toolbar and more menu
| **Action** | **When** | **Description** |
|------------|----------|-----------------|
| Approve | Draft | Makes the card Approved. A sub job card also receives its parent-based number. |
| Edit | Draft | Open the full edit form. |
| Delete | Draft | Remove the card. |
| Clone | Any | New card pre-filled from this one. |
| Print | Any | Print the card. |
| Create Sale Invoice | Approved, Closed | Opens a new sale invoice. Customer is the consignee; sale type comes from the Job Type; lines use Sale Amount. |
| Create Purchase Invoice | Approved, Closed | Opens a new purchase invoice. Purchase type comes from the Job Type. |
| Create Proforma Invoice | Approved, Closed | Same pre-fill as sale invoice. |
| Create Expense | Approved, Closed | Opens a new expense linked to this card. |
| Cancel | Approved, Closed | Cancels the card. |
| Update | Approved | Edit after approval — job type, number, and booking party stay locked; shipping and lines can change. |
| Mark As Closed | Approved | Closes the job. |
| Undo Close | Closed | Reopens a manually closed card. |
Job Card Allocation
Allocation is how actual cost and sale attach to a job line. It is not in the Job left menu.
On an Approved or Closed Sale Invoice, Purchase Invoice, Credit Note, Debit Note, or Expense, use Add Job Card Allocation. Map each transaction line to a Job Card line and enter the amount.
Job Card Summary and Job Card Wise Profit only count allocations on documents in Approved, Closed, or pending-approval status.
| **Source** | **Effect on actuals** |
|------------|------------------------|
| Sale Invoice | Adds to actual sale |
| Credit Note | Subtracts from actual sale |
| Purchase Invoice, Expense | Adds to actual cost |
| Debit Note | Subtracts from actual cost |
Documents linked to the job but not allocated appear under Unallocated Transactions on Job Card Summary.
FAQ
Why is there no New button on Issued Cheques-style pages here?
Job Card has a New button. Create the card first, then create invoices from it.
Why can I only pick service items on the lines?
Job costing is built around Service Items (charges, handling, freight). Inventory items stay on purchase and sale documents.
Can I change a card after approval?
Yes. Use Update on an Approved card. Job Type, Job Number, and Booking party stay locked.
Does cancelling a sale invoice cancel the job?
No. Cancel the invoice (and its allocation) separately. Cancel the Job Card only when the job itself should stop.
How do I bill the customer from a job?
Approve the card, then Create Sale Invoice or Create Proforma Invoice. Review rates and taxes before save.
Can I add extra fields to a job card?
Yes. Create a custom field with Collection Job Card. See Custom Fields.