Appointments: To Assign a Staff Member to a Particular Service Considering Skills and Licenses

The following activity will walk you through the process of assigning a staff member to a particular service of an appointment.

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 the GoodFood One Restaurant customer has contacted the SweetLife Service and Equipment Sales Center and requested the juicer installation service, along with the training service after installation is completed. The customer wants each employee performing the service to have specific licenses and skills, to be sure that the services will be provided with the highest quality. The service manager, Maia Davis, has already created an appointment in the system.

Acting as the service manager, you now need to assign a staff member to each service of the appointment in accordance with the staff members' skills and licenses and the skills and licenses required for the services.

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 Users (SM201010) form, the davis account has been created. In the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location of the SWEETEQUIP (Service and Equipment Sales Center) branch has been created.
  • On the User Profile (SM203010) form, for the davis user, WEST BRIGHTON has been specified as the default branch location.
  • On the Skills (FS200600) form, the INSTALLING and TRAINING skills have been created.
  • On the License Types (FS200900) form, the INST&REP and TRAINING license types have been created.
  • On the Licenses (FS201000) form, the following licenses have been created:
    • FSL00006, which has the TRAINING license type and was created for the EP00000042 (Chase Frank) employee
    • FSL00004, which has the INST&REP license type and was created for the EP00000043 (Edward Smith) employee
  • On the Employees (EP203000) form, the following employees have been created:
    • EP00000042 (Chase Frank): On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. Also, the TRAINING skill has been listed on the Skills tab, and license FSL00006 of the TRAINING license type has been listed on the Licenses tab.
    • EP00000043 (Edward Smith): On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. Also, the INSTALLING skill has been listed on the Skills tab, and license FSL00004 of the INST&REP type has been listed on the Licenses tab.
  • On the Non-Stock Items (IN202000) form, the following services (that is, items of the Service type) have been created:
    • INSTALL: For this service, INSTALLING has been listed on the Service Skills tab, and INST&REP has been listed on the Service License Types tab.
    • TRAINING: For this service, TRAINING has been listed on the Service Skills tab, and TRAINING has been listed on the Service License Types tab.
  • On the Appointments (FS300200) form, the 000040-1 appointment has been created.

Process Overview

On the Appointments (FS300200) form, you will assign a staff member to each service of an appointment by using the Add Staff dialog box.

System Preparation

Before you begin performing 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 service manager by using the davis 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. 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 1/30/2024 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step: Assigning Staff Members to Services

Do the following to assign a staff member to each service to be provided in the appointment:

  1. Open appointment 000040-1 on the Appointments (FS300200) form.
  2. On the Details tab, click line 0001, which has the installation service (that is, INSTALL is in the Inventory ID column).
  3. On the table toolbar, click Add Staff.
  4. In the Selection area of the Add Staff dialog box, which opens, ensure that 001 (the reference number of the installation service) is selected in the Service Ref. Nbr. box.
  5. In the Skills table, make sure that the unlabeled Included check box is selected in the row with INSTALLING in the Skill ID column.
  6. In the License Types table, make sure that the unlabeled Included check box is selected in the row with INST REP in the License Type ID column.
  7. In the Staff Members table, which lists employees whose skills and license type satisfy the selection criteria, select the unlabeled Included check box in the row with EP00000043 (Edward Smith).
  8. Click OK to close the dialog box.
  9. On the Details tab of the Appointments form, in the Staff Member ID column of the line with the INSTALL service, notice that EP00000043 (Edward Smith) has been added.
  10. Click line 0002, which has the training service (that is, TRAINING is in the Inventory ID column).
  11. On the table toolbar, click Add Staff to assign a staff member to the training service.
  12. In the Selection area of the Add Staff dialog box, which opens, ensure that 002 (the reference number of the training service) is selected in the Service Ref. Nbr. box.
  13. In the Skills table, make sure that the Included check box is selected in the row with TRAINING in the Skill ID column.
  14. In the License Types table, make sure that the Included check box is selected in the row with TRAINING in the License Type ID column.
  15. In the Staff Members table, which lists the employees whose skills and license type satisfies the selection criteria, select the Included check box in the row with EP00000042 (Chase Frank).
  16. Click OK to close the dialog box.
  17. Notice that EP00000042 (Chase Frank) has been added to the Staff Member ID column in the line with the training service on the Details tab.
  18. On the form toolbar, click Save.
  19. Review the Staff tab. Notice that two staff members have been added to the appointment (see the Staff Member column in the following screenshot); each is assigned to a particular service (see the Inventory ID column).
Figure 1. Staff members assigned to services