Scheduling Appointments: To Create a Skill-Matched Appointment on the Calendar

In this activity, you will create an appointment on the Calendar Board (FS300300) form. You will assign a staff member who meets the skill requirements for the appointment and observe how the system displays warnings for staff members whose skills do not match the required ones.

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 GoodFood One Restaurant has a juicer and wants the SweetLife Service and Equipment Sales Center to perform repairs on the juicer. The service manager (Maia Davis) and the customer have agreed that a staff member will come to repair the juicer on January 30, 2026, at 8:00 AM. The assigned staff member must have a special skill to repair the juicer, as well as a license from the producer of the juicer.

Acting as the service manager, you will create the appointment and assign a staff member who meets these requirements and can perform the work at the agreed-upon time.

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. Also, the MRO service order type has been selected in the Default Service Order Type box.
  • On the Users (SM201010) form, the davis and jimenez user accounts have been created. The EP00000040 - Maia Davis employee has been associated with the davis user account; that is, Maia Davis has been selected in the Linked Entity box of the Summary area of the Users form. The EP00000004 - Alberto Jimenez employee has been associated with the jimenez user account; that is, Alberto Jimenez has been selected in the Linked Entity box of the Summary area on the Users form.
  • On the Staff Schedule Rules (FS202001) form, a work schedule rule has been defined for the EP00000004 - Alberto Jimenez employee, and the work schedule has been generated for this employee on the Generate Staff Schedules (FS500400) form.
  • 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 Service Order Types (FS202300) form, the MRO service order type has been defined.
  • On the Skills (FS200600) form, the REPAIRING skill has been created.
  • On the Service Areas (FS201900) form, the MANHATTAN area has been created.
  • On the Non-Stock Items (IN202000) form, the REPAIR service (that is, non-stock item of the Service type) has been defined. This service has the Flat Rate billing rule specified on the Price/Cost tab. For this service, REPAIRING has been listed on the Service Skills tab.
  • On the Employees (EP203000) form, the following employees have been created:
    • EP00000004 (Alberto Jimenez): On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. Also, the REPAIRING skill has been listed on the Skills tab, license FSL00003 of the INST&REP type has been listed on the Licenses tab, and MANHATTAN has been listed on the Service Areas tab.
    • EP00000003 (Jon Waite): On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. Also, the REPAIRING skill has been listed on the Skills tab, license FSL00002 of the INST&REP license type has been listed on the Licenses tab, and MANHATTAN has been listed on the Service Areas tab.

Process Overview

On the Calendar Board (FS300300) form, you will initiate the creation of an appointment. On the Appointments (FS300200) form, you will add a service to the appointment and save it. Then, on the Calendar Board (FS300300) form, you will confirm the appointment and assign it to a staff member who has the skills required to perform the service.

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 service manager by using the davis username and the 123 password.
  2. In the Date box in the upper-right corner of the MYOB Acumatica screen, specify the business date 1/30/2026. For simplicity, you will use this business date to create and process all documents in this activity.
  3. After signing in, make sure that the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
  4. On the Service Management Preferences (FS100100) form, select Warn in the Skills box (Appointment Validation Settings section), and save it.

Step: To Initiate the Creation of an Appointment on the Calendar

To create the appointment, do the following:

  1. Open the Calendar Board (FS300300) form.
  2. In the Date box of the calendar toolbar, ensure that January 30 is specified.
  3. On the Calendar toolbar, click Add Appointment. The New Appointment dialog box opens.
  4. In the Customer box (Service Order section), select GOODFOOD - GoodFood One Restaurant.
  5. In the Description box (Appointment section), enter Diagnose and repair a customer’s juicer.
  6. In the Duration box, enter 1 h 00 m.
  7. Click Create Appointment on the toolbar.

    The system opens the Appointments (FS300200) form.

  8. On the Settings tab, specify the following:
    • In the Scheduled Start Date box, ensure 1/30/2026 is specified and select 8:00 AM (the time requested by the customer according to the activity story).
    • In the Scheduled End Date box, ensure 1/30/2026 is specified and select 9:00 AM (based on the default service duration of 1 hour and 00 minutes).
  9. On the Details tab, add a service as follows:
    • Line Type: Service
    • Inventory ID: REPAIR
  10. Save the appointment.
  11. Return to the Calendar Board form and click Refresh on the calendar toolbar.

    On the calendar, the newly created appointment appears in the topmost Unassigned row (see below).

    Figure 1. An appointment in the Unassigned row


    The color and pattern of the appointment tile indicates that the appointment has not been assigned to any staff member and has not yet been confirmed by the customer.

  12. Click the appointment reference number on the tile to open the quick view panel.
  13. In the quick view panel, click Confirm on the toolbar, assuming that the customer has confirmed the appointment.

    On the calendar, you’ll see that the color and pattern of the appointment tile have changed to plain white, indicating that the appointment is confirmed but still unassigned.

  14. Drag the tile to the Alberto Jimenez row. You’ll see that Skill Mismatch warnings appear next to the staff members who lack the required skill to perform the appointment’s service, and these staff members are highlighted in yellow (see below). You can still assign the appointment to any staff member because this is only a warning, not a restriction. However, in this instruction, you’ll assign the appointment to a qualified staff member without any warning. Notice that the tile’s color changes again (now it’s blue), indicating that the appointment is assigned to a staff member.
    Figure 2. An appointment assigned to a qualified staff member