Job Status

Modified on Thu, 11 Apr at 10:54 AM

Each Job has a status which defines the current state of its progress. All Jobs will usually work their way through each bold status from Pencil to Sent to Accounts in the order described below:

Unavailable	This is a unique status used for visually marking a resource as unavailable for a period of time. Note: does not prevent other jobs being booked at the same time.
Pencil	The initial status of all typical Jobs. A Pencilled Job can still be edited/moved around etc
2nd Pencil	This is the status used if a Job is scheduled in a position conflicting with other jobs (or holidays). In order to advance the job, it (and/or the jobs it conflicts with) will need to be adjusted to avoid conflicts.
Confirmed	Confirming a Job indicates that it is going to go ahead as scheduled. The Job can still be edited, should adjustments need to be made.
Completed	Completing a Job indicates that it has taken place, and any work has been completed. Typically, this will happen automatically once the schedule resources (e.g. artists) have entered their 'actual times' for the job. If DMG tasks have been added to the job, these will need to be marked as completed in order to complete the Job. Note that once completed, editing the scheduled resources is not permitted.
Hold Cost	This status can be used to flag an issue with a Job, to stop another user from Costing it
Costed	Once all Actuals and Costs on a Completed Job have been checked and confirmed, you can set the status to Costed. The details of a Job can no longer be amended.
Sent To Accounts	The final status for a Job, indicating that all Services and Billing are completed. Typically, set automatically by setting the Project status to Sent To Accounts.
No Charge	This status is used to zero all costing lines on a (Costed) Job. This is an alternative Status to Sent to Accounts, so once set, this status is final.
Cancelled	Indicates that the Job is no longer taking place. A Job cannot be Cancelled if it has Despatch or Media Records, Purchase Orders, Completed Actual times or Associated Invoices

It is possible to configure your Job Types to progress straight from Completed to Costed or Hold Cost automatically.

Please Note: Our system has robust checks in place to prevent unauthorised changes to Job status; if you are unable to change the status of a Job, please use our Check Flags tool using the red flag icon to see what steps must be taken or permissions are required to move the Job along.

Cancel a Job

In the event you need to Revert the Status of a Project, it is possible to work backwards through the order above. Typically, only Admin Users have the permissions required to do this, so please contact your local CETA Administrator.

In some cases, especially with Costed Jobs, the costing lines might be attached to Invoices or Billing Approvals. If this is the case, these steps should help:

Costings Allocated to Billing Approvals:

On the Project > Billing > Client Billing tab
Locate the Billing Approval which the costing lines are attached to
If the Billing Approval is marked as Prepared (meaning Prepared for export), click Reset to unlock it
Click the ID of the Billing Approval, the costing lines will now be displayed on the right-hand side
Select the costing lines to be unallocated using the checkboxes in the left hand column of the costing lines (NB: If you are cancelling the Billing Approval, unallocate all costing lines)
Select Unallocate from the AT# drop-down list, and click Apply
Now that the costing are no longer allocated to the Billing Approval you can revert the Job status and make changes, Cancel etc, (as long as the Job does not have any other costing lines that are allocated to other Invoices or Approvals)
If all the costing lines were unallocated you can now Cancel the Billing Approval

Costings Allocated to Invoices

In this case you will need to follow the steps for creating a Reversal (Credit Note), or Partial Reversal.