Staff Schedules: To Create a Schedule Rule and Generate the Work Schedule

In the following implementation activity, you will learn how to create a schedule rule for a staff member and generate the work schedule.

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 any issues, restore the U100 dataset to its initial state.

Story

Suppose that an employee of the SweetLife Service and Equipment Sales Center works from Monday through Friday, 9 AM to 6 PM. Acting as an administrative user, you need to create a schedule rule based on which a particular employee's schedule will be generated in the system and available on the schedule boards.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this 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 Branch Locations (FS202500) form, the WEST BRIGHTON branch location of the SWEETEQUIP (Service and Equipment Sales Center) branch has been defined.
  • On the Users (SM201010) form, the frank user account has been created. The EP00000042 (Chase Frank) employee has been associated with the user account. That is, the employee name has been selected in the Linked Entity box.
  • On the Employees (EP203000) form, EP00000042 (Chase Frank) has been defined. On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected, so you can assign this employee to perform services.

Process Overview

On the Staff Schedule Rules (FS202001) form, you will create a work schedule rule. Once the rule is generated, you will generate the work schedule on the Generate Staff Schedules (FS500400) form.

System Preparation

Before you start creating a schedule rule and schedule, 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. In the company to which you are signed in, be sure that you have enabled the Service Management feature on the Enable/Disable Features (CS100000) form.
  3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, select the Service and Equipment Sales Center branch.
  4. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, click the Business Date menu button, and select 1/1/2024 on the calendar. In this activity, you will create a work schedule rule on this business date.

Step 1: Creating a Schedule Rule

To create a work schedule rule for the EP00000042 - Chase Frank employee, do the following:

  1. On the Staff Schedule Rules (FS202001) form, add a new record.
  2. In the Staff Member box of the Summary area, select EP00000042 - Chase Frank.
  3. In the Branch box, notice that SWEETEQUIP is selected.
  4. In the Branch Location box, select WEST BRIGHTON.
  5. In the Description box, enter Working hours.
  6. In the Start Date box, leave the current business date (which is inserted by default).
  7. In the Scheduling Time section, specify the following settings:
    • Start Time: 9:00 AM
    • End Time: 6:00 PM
  8. Under Schedule Settings, leave Availability selected. This means that a schedule rule defines the days and times when the staff member is available to work.
  9. On the Recurrence tab, specify the settings as follows:
    • Frequency Settings group: Select Weekly.
    • Weekly Settings section:
      • Select the following check boxes: Monday, Tuesday, Wednesday, Thursday, and Friday.
      • Clear the Sunday check box.
  10. On the form toolbar, click Save.
  11. In the warning dialog box, click OK.

    The schedule rule for EP00000042 - Chase Frank has been created. However, it has not been processed yet and it does not affect the working schedule. The rule will come into effect only after you apply it to the system by generating the staff working schedule.

Step 2: Generating the Staff Schedule

The staff schedule rules you create in the system are not applied automatically; you must generate the work schedule explicitly. You should generate the working schedule again if you later change the employee's working hours in the existing schedule rule, add another schedule rule to reflect a planned vacation, or hire a new staff member.

To generate the work schedule for the employee, do the following:

  1. While you are still viewing the Staff Schedule Rules (FS202001) form with the schedule rule that you have just created, on the form toolbar, click Generate Staff Schedules. The Generate Staff Schedules (FS500400) form opens.
  2. In the Employee Name box of the Selection area, ensure that Chase Frank is selected.
  3. In the Generate Up To box of the Generation Options section, ensure that the date that is one year from the current business date is specified.
  4. On the Schedules tab, select the unlabeled check box in the row with Chase Frank specified in the Employee Name column.
  5. On the form toolbar, click Process.

    The system opens the Processing dialog box, in which you can see the status of the processing. After the processing has successfully completed, click Processed. The table with the processed records is shown in the window. The work schedule has been generated.

Once the schedule is generated, you can assign the staff member to appointments and service orders.