Route Contracts: To Create and Process Service Contract Billed at the Time of Service

In this activity, you will learn how to create a route service contract billed at the time of service, and generate appointments for it.

Story

Suppose that the GoodFood One Restaurant and HM's Bakery and Cafe customers have each agreed to the terms of separate contracts with Sweet Life for the delivery of fruits every week on Tuesday and Thursday. The service manager of Sweet Life, Maia Davis, needs to create route service contracts and schedules for the generation of appointments. She will then specify the order in which customers will be visited during route execution. You will perform the needed actions in the system, acting as a service manager.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the Service Management and Route Management features have been enabled.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location has been configured. This branch location has been assigned as a default branch location to the davis user on the User Profile (SM203010) form.
  • On the Service Order Types (FS202300) form, the ROUT service order type with the Route behavior has been configured to generate sales orders to bill customers for services that have been provided. That is, the Sales Orders option button has been selected under Generated Billing Documents in the Billing Settings section of the General tab.
  • On the Customers (AR303000) form, for the GOODFOOD (GoodFood One Restaurant) and HMBAKERY (HM's Bakery and Cafe) customer, the AP AP billing cycle has been selected in the Service Management section of the Billing Settings tab.
  • On the Routes (FS203700) form, the NY2 route has been configured with executions on Tuesdays and Thursdays starting at 9:00 AM.
  • On the Non-Stock Items (IN202000) form, the DELIVERY non-stock item has been configured, and the Service type has been selected for it. For this item, the DELIVERING item class has been selected, for which the Route Service Class check box has been selected on the Item Classes (IN201000) form.

Process Overview

To process route service contracts billed at the time of service, you create service contracts on the Route Service Contracts (FS300800) form, and create schedules for the generation of appointments on the Route Service Contract Schedules (FS305600) form. You then review the sequence in which customers will be visited during route executions and modify it on the Route Sequences (FS303800) form. Finally, you generate the appointments that are stops during the route execution on the Generate from Service Contracts (FS500300) form.

System Preparation

To sign in to the system and prepare to perform the instructions of the 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 service manager by using the davis username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button, and select the 1/30/2024 date from the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating Route Service Contracts

To create both route service contracts for the customers, do the following:

  1. Open the Route Service Contracts (FS300800) form.
  2. On the form toolbar, click Add New Record, and specify the following settings:
    • Customer: GOODFOOD (GoodFood One Restaurant)
    • Description: Delivery Contract
  3. On the Summary tab, specify the following settings of the contract:
    • Start Date: 2/4/2024
    • Expiration Type: Expiring
    • Duration: 1 Year
    • Schedule Generation Type: Appointments
    • Billing Type: At Time of Service
  4. On the form toolbar, click Save.
  5. Repeat Instructions 2–6 to create a route service contract for HMBAKERY (HM's Bakery and Cafe); only the Customer setting is different than the settings specified for GOODFOOD (GoodFood One Restaurant).

Step 2: Creating Route Service Contract Schedules

To create route service contract schedules for the route service contracts you have created, do the following:

  1. While you are still viewing the service contract for HMBAKERY (HM's Bakery and Cafe) on the Route Service Contracts (FS300800) form, on the Schedules tab, click Add Schedule.

    The Route Service Contract Schedules (FS305600) form opens.

  2. In the Service Order Type box of this form, ensure RTE is selected.
  3. On the Details tab, add a row and specify the following settings:
    • Line Type: Service
    • Inventory ID: DELIVERY
  4. On the Recurrence tab, under Frequency Settings, select Weekly, and do the following in the Weekly Settings section:
    • Leave Every 1 Weeks.
    • Select the Tuesday and Thursday check boxes.
    • Leave the check boxes for the remaining weekdays cleared.
  5. On the Route tab, in the Route ID box, select NY2.
  6. On the form toolbar, click Save & Close.
  7. On the Route Service Contracts (FS300800) form, on the More menu, click Activate.
  8. Open the Route Service Contracts form with the created contract for GOODFOOD (Good Food Restaurant).
  9. Repeat Instructions 1–7 to create a route service contract schedule with the same settings and activate the contract for GOODFOOD (GoodFood One Restaurant).

Step 3: Specifying the Route Order

To change the default order of appointments in route executions, do the following:

  1. Open the Route Sequences (FS303800) form.
  2. In the Route box, select NY2.

    For the NY2 route definition, the system shows the sequence in which the appointments will be generated.

  3. In the Order column, type 00005 in the line with the GOODFOOD (GoodFood One Restaurant) customer.
  4. On the form toolbar, click Save.

    Notice that the order has changed.

  5. On the toolbar, click Reset Sequence.

    The order numbers have been updated with the first two numbers of the default sequence but kept the specified order.

Step 4: Generating Route Appointments

To generate route appointments based on the route service contract, do the following:

  1. Open the Generate Route Appointments (FS500200) form.
  2. Specify the following settings:
    • Route: NY2
    • Generate Up To: 2/15/2024
  3. On the form toolbar, click Process All.

    The system opens the Processing pop-up window, in which you can see the status of the process.

  4. After the processing has successfully completed, click Close.

Step 5: Reviewing the Generated Route Appointments

To view the generated route appointments, do the following:

  1. Open the Routes on Map (FS300900) form.
  2. In the Date box, select the 2/15/2024 date for which you have generated a route execution.
  3. Click the arrow button left of the route execution number in the Routes section to view the appointment details of this route execution for the selected day.

    Appointments for the GOODFOOD (GoodFood One Restaurant) and HMBAKERY (HM's Bakery and Cafe) customers have been generated within one route execution.

Figure 1. The route execution generated for the route service contracts