The Docket Designer is accessible from the Company Settings area under Docket Templates
Two default templates have been created as an example of the types of docket configurable in Docketbook. You can start with one of these or create your own from scratch.
The Overview Tab provides a summary of what your Docket will look like when published. Use this as a check to make sure you've got what you need. On the Mobile App, each section becomes its own tab so things will look a little different.
This is where you build your docket. There are three main areas:
- Docket Sections - this builds up the included sections and their order. Select a section to edit it in the Section Builder.
- Section Builder - this is where the magic happens! With a section selected on the left you can configure the fields and behaviour of that section. See below for more information.
- Field Selector - this is where you can add new fields for use on your dockets. Fields can be text, multi-line, number, date, time or select fields.
The settings tab contains the template name, whether it is visible to users of the app and a link to upload standard terms and conditions to your dockets.
Docket Templates are made up of a series of standard and custom sections:
- Standard Sections: Allow you to create data in a way that can be exchanged consistently with your customers. The structures and layouts are consistent so that dockets from different suppliers can be consumed in the same way.
- Custom Sections: You can create your own sections with the fields that you need to meet your requirements. These may not map in a standard way to customer requirements but you will know what it's for.
The General section is not configurable. It contains information such as Docket Number, Order and Job Numbers, Date, Author and Customer/Supplier which are core to all dockets.
This is an important section because it's where the resources are added to a docket representing what you will be invoicing for. First a couple of key definitions:
- Resource Categories - the categories used to group resources.
- Activities / Line Types - these allow a resource to be consumed in different ways on a docket - for example an excavator may be working, on break, down for maintenance or off-hired. A material may be delivered to site, rejected, picked up and etc. If there is only one activity defined for a resource, the user will not be prompted to choose.
Adding a New Activity
- Select Add New Activity
- Enter a Name and Description for the activity. This will appear on the docket (e.g. Plant Worked)
- Only from Order - means that only resources specifically listed on an order attached to the docket can be selected. This can help reduce errors, particularly if there are lots of items in the company resource list.
- Activity is Billable - flags a boolean which displays in export data as well as linking to external systems such as Xero
- Fields - can be dragged from the right to create additional data collection per line item (e.g. a reason for waiting time recorded).
Assigning Activities to Resource Categories
Activities are assigned to resource categories by ticking boxes in the assignment matrix. Activities can be assigned to one or more resource categories and vice versa.
One or more checklists can be added to a docket and they can be marked as mandatory or not.
- To add checklists, select a checklist on the right panel and drag it to the middle section
- Select Mandatory or Not-Mandatory as required.
New Checklists can be created by defining the checklist name and question fields.
The Time section contains standard fields for consumption by different parties. These are:
- Start Time
- Finish Time
- Break (in minutes)
- Travel (in minutes)
Additional time fields can be added to custom tabs if required.
The 'Design your Own' sections allow you to create and add custom fields as required.
Available Field types include:
- Text - single line text field. The apps store the field in history making an easy quick select for past values
- Multi-line - where more detailed information is required, this allows multiple lines of text to be recorded
- Boolean - displays a simple On/Off switch.
- Number - displays the numeric keyboard and only allows numbers to be recroded
- Date - records a date field
- Time - records a time (defaults to the current time)
- Select - allows selection from a set of values in a drop down list.