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2.11. Duplicate job and estimate numbers.

Q:  I just created a new job for a customer, and printed out the invoice.  I then opened that job again from the "Open" list, but  it's a completely different job with the same job number as mine.  What happened to my job?

 

A:  It's important to watch this especially in a networked environment.  EstiMate will allow duplicate numbers to be created by the user, but it will not create duplicate numbers on it's own under normal circumstances. 

One thing to be aware of is that when a new job or estimate is created EstiMate will assign it the next highest job/estimate number based on whatever the current highest number in the System Settings.  If two or more people click "New Job" or "New Estimate" right around the same time they will all have the same number.  It's not until one of those people click on the "Save" button or prints that job/estimate that that job/estimate number actually becomes theirs.

 

Recommended best practice. 

What is recommended to avoid confusion is to click the "Save" button immediately after selecting the customer.  This will prevent the job or estimate number from changing during the job if someone else saves that number first.  If the number does change after you click the "Save" button it just means that someone else already saved that number, but at least you'll know that the number currently showing is for your job/estimate and will remain so.

 

Changing job and estimate numbers manually from the job or estimate screens.

Even though you do have the ability to change job and estimate number manually it is not recommended unless you are sure that number hasn't already been used, and also that it won't be used in the future.  EstiMate will allow you to do this simply to give you more control over the system.  The numbers will continue to go in sequential order despite the fact that you might have already used a number.

For example if you current job number is 500, and you change it to 550 and save it the next job you open will be 500 because 500 was never saved.  If you continue to do jobs in order when you get to 550 EstiMate will NOT skip that number it will duplicate it.  One thing EstiMate will allow you to do though is to use other characters other then just numbers.  So.. you could create job number 550A, and that would help set it apart from number 550 when it comes up. 

 

Changing job and estimate number for the entire system through System Settings.

If you ever need to change the current starting number(s) in EstiMate you can do so by clicking on "Configure And Manage > System Settings > Advanced Settings".  If you are in Multi-User Mode you will first need to switch into Single User Mode by clicking the EstiMate icon in the upper left and selecting "Switch To Single User Mode".