Cloning of Appointments: Process Activity

The following activity will walk you through the process of cloning 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 service manager (Maia Davis) of the SweetLife Service and Equipment Sales Center has received a call from HM's Bakery and Cafe about the repair of two juicers that had been sold to the customer previously. The customer has asked for the repairs of the juicers to be performed on two different days: January 31, 2023, and February 4, 2023.

The service manager needs to create an appointment for the repair of the first juicer. When the appointment is created, the service manager will clone the first appointment to create an appointment for the repair of the second broken juicer. The service manager will then review the customer's appointments. You will perform these actions, acting as the service manager.

Configuration Overview

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

The service management functionality has been configured with the ability to sell inventory items, as described in Basic Service Management Configuration.
On the Users (SM201010) form, the davis account has been created. For the user account, in the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified.
On the User Profile (SM203010) form, for the davis user, the WEST BRIGHTON branch location has been selected as the default branch location.
On the Service Order Types (FS202300) form, the MRO service order type has been defined.
On the Non-Stock Items (IN202000) form, the REPAIR service (that is, the non-stock item of the Service type) has been defined. This service has the Flat Rate billing rule selected on the Price/Cost tab. For this service, REPAIRING has been specified on the Service Skills tab (so the assigned staff member must have this skill), and INST&REP has been specified on the Service License Types tab (so the assigned staff member must have a license of this type).
On the Skills (FS200600) form, the REPAIRING skill has been created.
On the License Types (FS200900) form, the INST&REP license type has been created.
On the Licenses (FS201000) form, the FSL00002 license has been defined with the INST&REP license type and the EP00000003 (Jon Waite) employee specified.
On the Employees (EP203000) form, EP00000003 (Jon Waite) has been created. On the General Info tab (Employee Settings section), the Staff Member in Service Management check box has been selected. Also, the REPAIRING skill has been added on the Skills tab, and license FSL00002 of the INST&REP type has been added on the Licenses tab.
On the Customers (AR303000) form, the HMBAKERY (HM's Bakery and Cafe) customer has been defined.

Process Overview

You will create the first appointment from the Calendar Board (FS300300) form. Then you will clone the created appointment to a new one by using the Clone Appointments (FS500201) form. Finally, from the Customers (AR303000) form, you will review the customer's appointment history on the Appointment Summary (FS400100) form.

System Preparation

Before you begin performing the steps of this activity, do the following:

Launch the MYOB Advanced 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.
As a prerequisite activity, in the company to which you are signed in, be sure you have enabled the Service Management feature on the Enable/Disable Features (CS100000) form.
In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button, and select 1/30/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating the First Appointment

To create the first appointment, do the following:

On the Customers (AR303000) form, open the HMBAKERY (HM's Bakery and Cafe) customer.
On the More menu (under Services), click Schedule on Calendar.
The Calendar Board (FS300300) form is opened in a pop-up window.
On the Calendar Board form, in the Date box (in the top right corner of the dashboard), change the calendar date to 1/31/2023.
On the dashboard, in the column for Jon Waite, click at 16:00, and drag the bottom of the shaded box to 17:30. When you clicked, the system automatically created an appointment.
In the appointment box on the dashboard, click the link with the reference number of the appointment, which is the top number. The Appointments (FS300200) form opens with the customer and default settings filled in.
On the Details tab, add a row, and in the Inventory ID box, select the REPAIR service.
On the form toolbar, click Save.

Step 2: Cloning the Appointment

To clone the appointment that you created in Step 1, do the following:

While you are still viewing the appointment on the Appointments (FS300200) form, on the More menu (under Scheduling), click Clone.
The Clone Appointments (FS500201) form opens.
In the Selection area, in the Date box of the Cloning Details section, select 2/4/2023.
On the form toolbar, click Process.
The new appointment is generated with the same details as those of the original appointment except for the scheduled date (which is 2/4/2023), as the following screenshot shows.

Figure 1. The appointment created through cloning

Step 3: Reviewing the Appointments Created for the Customer

To review the list of appointment scheduled for HMBAKERY (HM's Bakery and Cafe) customer, including the two appointments that you have created in this activity, do the following:

On the Customers (AR303000) form, open the HMBAKERY (HM's Bakery and Cafe) customer.
On the More menu (under Inquiries), click Appointment History.
The Appointment Summary (FS400100) form is opened in a pop-up window.
In the Selection area, clear the Staff Member box, and in the To Scheduled Date box, select 2/4/2023.
Review the two appointments: one scheduled for 1/31/2023 4:00 PM, and the other scheduled for 2/4/2023 4:00 PM.