License: To Create a License and Assign It to a Staff Member

Each license is associated with a specific employee. In this implementation activity, you will learn how to create a license record in the system and specify the staff member who owns the license in the record's settings.

Attention: This activity is based on the U100 dataset. If you are using another dataset or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid issues, restore the U100 dataset to its initial state.

Story

Suppose that SweetLife Service and Equipment Sales Center tracks the licenses its employees have. The company also provides services that can be performed only by staff members with licenses. In MYOB Acumatica, each license and its settings should be entered, including the employee who owns this license.

Acting as an administrative user, you will create a license record in the system, and assign it to an employee who has the license.

Configuration Overview

In the U100 dataset, which you'll use to complete this lesson, the following setup has been configured. These settings ensure that the environment is ready for performing the activity:

  • The minimum system configuration, which is described in Company with Branches that Do Not Require Balancing: General Information, has been performed.
  • The SWEETLIFE company has been created on the Companies (CS101500) form. This company has multiple branches created on the Branches (CS102000) form, including SWEETEQUIP (Service and Equipment Sales Center).
  • On the Service Management Preferences (FS100100) form, the minimum settings have been specified, including specifying the numbering sequences and work calendar, for the service management functionality to be used.
  • On the Services (FS400800) form, the DELIVERY service has been created.
  • On the Employees (EP203000) form, the EP00000045 (Luke Cole) employee has been created, and has been defined as a service management staff member. That is, the Staff Member in Service Management check box has been selected on the General tab for the employee.

Process Overview

On the Licenses (FS201000) form, you will add license settings, including the staff member who has the license. Then on the Employees (EP203000) form, you will confirm that the license has been defined for the employee.

System Preparation

Before you start this activity, do the following:

  1. Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded; you should sign in as a system administrator by using the gibbs username and the 123 password.
  2. On the Company and Branch Selection menu in the top pane of the MYOB Acumatica screen, select the Service and Equipment Sales Center branch.
  3. Make sure that the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
  4. Make sure that the following prerequisite activity has been completed: License: To Create a License Type and Assign It to a Service activity.

Step: Creating a License

To create a license, do the following:

  1. On the Licenses (FS201000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • License Type: DRIVER
    • Description: Driver’s License (added by default)
    • Staff Member: EP00000045 - Luke Cole
    • Issue Date: 01/01/2020
    • Expiration Date: 01/01/2030
  3. On the form toolbar, click Save.
  4. In the Licenses (FS4020PL) list of records, make sure that the license you have created is displayed.
  5. Open the Employees (EP203000) form.
  6. In the Employee ID box, select EP00000045.
  7. On the Licenses tab, confirm that you see the license that you added for the employee.

    On this tab, you can add other licenses for the employee.