Skip to main content

Add a new job

  • Updated

In this article, you will learn

 

______________________________________________________________________________

Short tips

For different entities and information types, Denim shows you an info icon for related information or for context, for your reference. For example the info icon for the Amount shows it as below.

 

 

______________________________________________________________________________

Option to add a new job

There are two options to add a new job.

 

On Dashboard

Click on Dashboard in the navigation. Click on the Add Job button.

 

In the jobs list

Click on Jobs in the navigation. In the expanded view, click on Job Board.

Click on the Add Job button to add a new job.

 

The Job Details page opens.

 

______________________________________________________________________________

Job details

Add the basic details of new job.

In Job/PO#, write the unique Job number of PO number for this job. This number is ....

Select whether this job is Factored or Non-Factored.

  • Factored: 
  • Non-Factored:

In Notes, write a note that describes this job for your internal reference. For example you have charged the contractor, or if the QuickPay fee is already paid to them.

 

______________________________________________________________________________

Invoicing a customer

In Invoicing a customer, provide the billing details, including the invoice date and collection dates, the receivable amount, adding accessorials, and adding attachments for the invoice.

 

In Customer Name/MC Number, write the name of customer, or their MC Number. As you start writing, Denim shows you the pre-listed customers as below.

Select the required customer in the list. If this is your first time you are working with this customer, you have two options.

  • Add a new customer relationship: If the customer already exists in the Denim database.
  • Add a new company: If the customer is not listed in the Denim database. In this case, Denim verifies the customer before approving this job. 

If they already existing in Denim's database, or add a new company. (Context: Depends on the integrations and settings...., and see related article)

The Select recently used list shows you a few customers that you might have used recently for some jobs. Select a customer if it shows in this list.

In PO#, write the unique PO# for this customer, for this job. This customer will associate this job with this unique PO#.

In Invoice Date, select a date when you want to invoice this customer for this job.

In Collect Date, select a date for the collection for this job. Denim begins collections for this job after this date.

In Receivable Amount, enter the amount that Denim will bill to and collect from this customer. It includes the accessorials and other fees that you are charging from the customer.

 

💡Note: The Collect Date cannot be earlier than the Invoice Date.

 

________________________________________________

Setup accessorials for invoicing the customer

In the invoicing details, you can add and manage accessorials for this new job. Click on Add Accessorials, and you can add the description and the cost of each accessorial.

When you add accessorials, the Receivable Amount is automatically updated, as you can see above. (Please see Setup accessorial fees to customer invoices for details.)

 

________________________________

Add and manage attachments

Add one or more attachments for this job invoice.

In Attachments section, click on the Browse files link and locate the files that you want to attach. Click on the link again to upload more files.

 

(Please see Paperwork requirements—billing and supporting documents for more details.)

 

______________________________________________________________________________

Pay a contractor

Special use case: No contractor

If there is a use case that you do not have a contractor for this job, select the No Contractor box. For example if you want to create a payable-only job, select this checkbox to hide this section.

Now you can skip adding the contractor details to move to the next sections.

 

💡 Note: If you have a use case to create many payable-only jobs, you can define the global payable-only settings for all jobs. In this case, this job form shows the No Contractor checkbox selected by default. You can clear this box in the form, if required. (See Preferences: Set no payables in the jobs for the detailed instructions.)

 

_________________________

Add contractor details

In Pay a Contractor, add one or multiple contractors for this job. For example you can create a job to pay multiple contractors for this job.

Contractor Information (1)

In this section, you can add the first contractor's information.

For example add the contractor details, the invoice number, the invoice date and payment date, the invoice amount. You can also add and manage adjustments and the attachments for this contractor reference.

In Contractor Name/MC Number, write the name of contractor, or their MC Number. As you start writing, Denim shows you the pre-listed contractors.

Select the required contractor in the list. If this is your first time you are working with this contractor, you have two options.

  • Add a new company: If the contractor is not listed in the Denim database. In this case, Denim gives you an option to add a new contractor. (Please see Add a new contractor for details.).

  • If company already exists in Denim: The Select recently used list shows you a few contractors that you might have used recently for some jobs. Select a contractor if it shows in this list.

In Invoice Number, write the unique invoice number for this contractor, for this job.

In Invoice Date, write the date when you want to invoice this contractor, for this job.

In Payment Date, select a date for contractor's payment. (Please see Set up contractor payment dates for more details.). If this is a Factored job, the nearest possible date is automatically selected as the payment date. Jobs that are submitted before 12pm ET are paid on the next business day, and the jobs that are submitted after 12pm ET are paid in two business days. (Please see Payments: Cutoff Times for details.)

In Contractor Invoice Amount, write the invoice amount for this contractor, for this job. Note that if you add more contractors for this job, plan this invoice amount carefully.

 

Add more contractors

There might be cases when you want to invite multiple contractors to the same job. In this case, click on the Add Contractor button.

Another contractor form shows where you can add the contractor details by following the same steps as you used for the first contractor.

💡Note: If you do not select the No Contractor box, adding the contractor details is mandatory to save the new job. If you do not add the required, details, Denim alerts you to add these details.

 

Add and manage adjustments

In the contractor details, you can add and manage adjustments, if any, for this new job. For example there might be some payment adjustments for extra pass, or overtime by the staff, or packaging cost.

In the Adjustments section, one default entry is already mentioned for QuickPay. (Please see QuickPay Overview for details)

Click on Add Adjustment, to enter a new adjustment entry.

Write the adjustment description and the amount in the respective fields.

  • Add: Click on Add Adjustment to add a new item.
  • Delete: Click on the Delete icon corresponding the adjustment that you want to delete.

When you add adjustments, the Payable Amount is automatically updated, as you can see above.

Add and manage attachments

Add one or more attachments for this contractor and the amount payable.

In Attachments section, click on the Browse files link and locate the files that you want to attach. Click on the link again to upload more files.

 

______________________________________________________________________________

My advances

In My Advances, set the amount that you want to get paid in advance. This advance payment is based on the Factoring Rates settings in your account. If you have questions about the Factoring Rates, contact your account owner.

 

In Pay Advances On, select the date when you want to receive an advance. The dates are available within a specific range of dates within the invoice date.

The Payable Amount automatically shows depending on the Receivables and the Payables in this job.

 

Conditions when advances are not available

As you enter the amounts for the Customers and the Contractors, Denim shows a summary of cost and the revenue in the right side. If your Receivable Amount is more than the Payable Amount, the advances option is not available, for example as below.

 

 

______________________________________________________________________________

Save as Draft or Submit for Approval

After you complete all the required details for this new job, you have two options.

_________________

Save as a draft

Click on the Save Draft button to save the job as a draft. It is not submitted to Denim for approval. You can use this option to save as draft and submit it later if you want to add or change any information in the job details, invoicing, dates, or adjustments. 

Once you submit it for approval, you can change only selected parts of the job. See the following section for more details.

 

💡 Note: Even if you have submitted a job for approval, you can edit it if the status is Pending.

 

_______________________

Submit for funding

Click on the Submit for Funding button to submit the job for approval. The Denim IT team reviews each job for its details, and ....

Denim takes you to the Job Board where you can see the recently created job at the top in the list. (Please see Job Board—see and manage jobs list for more details.)

If the job is approved but the contractor payables are yet not paid, you can edit the payables in such cases. (Please see Edit payables for approved jobs for more details.)

 

______________________________________________________________________________

About documents and notes

When you add a new job and save it as a draft of submit it, two new sections appear in the job details.

 

______________________________________________________________________________

Actions after creating a job

For a job with status as Draft

When you save a new job as a draft, there are two primary actions in the job details.

Locate the job in Job Board. Click on the job to see its details.

  • Delete: Click on the Delete button to delete this job. Denim asks you to confirm if you want to delete this job. Confirm it to delete the job.
  • Edit: Click on Edit to edit the job details. See Manage job details for more details.
  • Submit for Funding: Click on the Submit for Funding button to submit the job for approval. The Denim IT team reviews each job for its details.

_____________________________________________

For a submitted job with status as Pending

If a job's status is Pending for Approval, you can take following actions in the job details.

Locate the job in Job Board. Click on the job to see its details.

  • Delete: Click on the Delete button to delete this job. Denim asks you to confirm if you want to delete this job. Confirm it to delete the job.
  • Revert to Draft: Click on the Revert to Draft button to revert the job status to Draft. It means that the job will not be available for approval anymore, in the Draft status.

_______________________

For an approved job

If a job is approved, you can edit very little information in its contractor details. See Edit a job for more details.

 

______________________________________________________________________________

A few questions and answers

Q: My job is not approved. Where I can follow up if I have questions?

A: Please see Why my job is pending for details.

Q: Can I import a few jobs from a CSV file?

A: Yes, please see Bulk Import Jobs: from CSV for the detailed steps.

Q: Can I print a job to PDF?

A: