Set up recurring jobs

Videos: Setup recurring jobs

Jobs - View, Add and Edit Jobs

If you have jobs that repeat on a regular basis, such as Taxation and Wages jobs, we recommend that you create recurring jobs in Contacts, so these jobs can be automatically created for you. You determine the cycle of the job, when it will be created, and  the period ended and target end dates. This ensures you always have relevant jobs open and ready for your clients, and saves you the time and effort to remember to create them manually.

Click here to learn how to enable the recurring jobs setting.

The following applies to all recurring jobs:

  • You can only create one entry per job type, for example only one recurring AA job can be created per client.
  • Recurring jobs will NOT be created if another job with the same job type exists and shares the same period end date.  However, it will create the recurring job for the next period.
  1. Click Contacts > All Contacts.
  2. Click the row of the required contact to open their profile.
  3. Click the Jobs tab.
  4. Click Add Recurring Job in the Recurring Jobs panel.

  1. Select a Job Type from the list.
  2. Select the Period Length from the list.
  3. The options are: Day, Month, Week, Year.
  4. Use the Calendar button  to select the Next Period Ends.
  5. This field determines when the period ends for this next lot of work, and is used as the marker for when to create the next job. For example, at the end of this month the next period (e.g. tax) might end, and therefore a job should be created the next day to work on that period. (see example below).
  6. This date is automatically updated every time a new job is created.

If you create a recurring job for the current period, the job will not appear in CCH iFirm until the daily task is run overnight. You will see it the following day.

  1. Select the Create a Job At - start or end of period.
Example Explanation

The Period Length is one month and the Next Period Ends on Oct. 22 That means the job period started a month before, on Sept. 23.

So the job period starts on the 23rd of one month and ends on the 22nd of the next month.

Because Start of Period is selected, this recurring job will be created at the start of the period, which is on Sept 23. This is used in the scenario where you want to work on the job during the period.

First instance of job in CCH iFirm: Sept 23 - Oct 22
Next recurring job: Oct 23 - Nov 22

Again, the Period Length is one month and the Next Period Ends on Oct 22, so the job period started a month before, on Sept 23.

The job period is the same as the example above, it starts on the 23rd of one month and ends on the 22nd of the next month.

However, End of Period is selected. The end of the current period is midnight on Oct 22, so this recurring job will be created the next day, on Oct 23. This is used in the scenario where you want to work on the job after the finish of the period.

First instance of job in CCH iFirm: Oct 23 - Nov 22
Next recurring job: Nov 23 - Dec 22
  1. Specify the Target End Date.
  2. The options are: days/weeks/months after period ends, end of AA month.
  3. If you select end of AA month, the Annual Account Month option will appear - the AA (annual accounts) month is the month you have set aside to work on the client's Annual job. It will show the selected setting in the client's Profile tab. You can select another period from the list, which will change the contact record as well.
  4. Select the relevant options for any custom firm groups you may have enabled.
  5. Select the Job Owner.
  6. The default is Automatic, which means the job owner will be selected based on other factors, such as:
  7. the settings in jobs for whether partner or manager should be used for job owner;

  • or the automatic resource allocation, where the resource can be assigned the job owner for the job. This will override the partner / manager setting.

  • If you select a user name from the list, they will become the job owner and this will override the automatic job owner.
  1. Select the status you want the job to start at.
  2. Type a Budget, if required.
  3. A budget is useful for future earnings reporting in the Jobs Due Report.
  4. Do not enter a budget if you have set up an agreed fee for this job.
  5. Type a description for the job in the Job Details box, if required - for example, you could enter detailed instructions for the job. Otherwise, it will default to the job details as specified in the Job Type settings.
  6. Click Save.

You can bulk-create recurring jobs and use a range of filters to select which clients the recurring jobs apply to. 

A new recurring job will not be created for a client if a recurring job for the same job type was previously created in the contacts area.

  1. Click Jobs >  Recurring Jobs.
  2. Click Add Recurring Jobs in Bulk.
  3. Specify the settings for the recurring jobs.
  4. You can use these to create recurring annual accounts jobs for the selected FINANCIAL year using the client's Tax Year End to set the default Next Period Ends, and End of AA Month to set the Target End Date. 
  5. The Tax Year End represents the financial year end for the client (e.g. March), and the AA Month is the month you have set aside to work on the client's Annual job, as set in the client's record. 
  6. Type a description for the job in the Job Details box, if required - for example, you could enter detailed instructions for the job. Otherwise, it will default to the job details as specified in the Job Type settings. 
  7. Use the Contact Filters and Dynamic Filters to specify the clients that are to receive these recurring jobs.
  8. Click Next.
  9. Confirm the selection of clients or edit the selection.
  10. Click Create Recurring Jobs (scroll down to the bottom of the page to find this button).
  11. Click Finish.

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You can use Edit Budgets to edit the budget for multiple recurring jobs without having to open the job details for each recurring job.

  1. Click Jobs > Recurring Jobs.
  2. Click Edit Budgets.
  3. Type the budget amount on the row that needs to be updated.

You can use the Recurring Jobs report to view all recurring jobs that have been set up for your clients.

To manage your recurring jobs:

  1. Click Jobs > Recurring Jobs - you will see a list of settings, NOT a list of actual jobs (to view a list of jobs, click Jobs).
  2. Click the Edit button to edit the recurring job settings here or click the row of the job setting to edit the details in the Contacts module.
  3. Use the search and filtering options to search for specific information, for example filter for GEN jobs.

  1. Manage the recurring jobs as required:
  2. Add recurring jobs in bulk - create recurring jobs for more than one client, where the settings are the same.
  3. Delete - permanently remove one or more recurring jobs settings. Select the required entries using the check boxes, click Delete, then click Yes to confirm deletion.
  4. Change the target end date - select the required entries using the check boxes, click Change Target End Date, enter the new target end date and click Yes to confirm the change.
  5. Change when you want the recurring job to be created - select the required entries using the check boxes, click Change Create Job At, enter the new value and click Yes to confirm the change.
  6. Change the status - to bulk change the job status value, select the required entries using the check boxes, click Set Job Status to, enter the new status and click Yes to confirm the change. The recurring jobs selected must all be the same, otherwise you will see an error.
See Also:

Add a job manually

Edit general job settings