Quick Processing of Appointments: Process Activity

This activity will walk you through the process of billing an appointment with just one click if quick processing has been configured for the service order type specified for the service order and 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 SweetLife Service and Equipment Sales Center has received a call from HM's Bakery and Cafe. This customer has requested the repair of one of the orange juicers, and the service manager (Maia Davis) has agreed on the appointment day and time with the customer.

Maia Davis has also created and scheduled the appointment in the system. A staff member, Ricardo Martinez (EP00000044), has visited the customer, provided the repairing service, and completed the appointment. No changes need to be made to the invoice to be generated for this appointment.

Acting as accountant Yona Jones, you will quickly process the appointment, which initiates the automatic closing of the appointment and the generation of an invoice for it. Because the customer has requested that you send the invoice by email, you will include the sending of the released invoice to the customer in this processing.

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 and martinez accounts have been created. For the davis user account, in the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified; for the martinez user account, in the Linked Entity box, the Ricardo Martinez 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 Employees (EP203000) form, the EP00000044 (Ricardo Martinez) employee has been created. On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected.
  • On the Service Order Types (FS202300) form, the MRO service order type has been defined. In the Billing Settings section of the General tab, SO Invoices has been selected in the Generated Billing Documents box, and the Allow Quick Process check box has been selected. On the Quick Processing tab, the following settings have been specified:
    • Close (Appointment Actions section): Selected
    • Run Billing (Appointment Actions section): Selected
    • Allow Billing (Service Order Actions section): Selected
    • Run Billing (Service Order Actions section): Selected
    • Release Invoice (Invoice Actions section): Selected
  • On the Billing Cycles (FS206000) form, the following settings have been specified for the AP AP billing cycle:
    • Run Billing For: Appointments
    • Group Billing Documents By: Appointments
  • On the Customers (AR303000) form, the HMBAKERY (HM's Bakery and Cafe) customer has been defined, and the AP AP billing cycle has been selected for it in the Service Management section of the Billing tab.
  • On the Non-Stock Items (IN202000) form, for the REPAIR service item (that is, non-stock item of the Service type), the Time billing rule has been specified on the Price/Cost tab.
  • On the Appointments (FS300200) form, the 000038-1 appointment has been created.

Process Overview

On the Appointments (FS300200) form, you will initiate quick processing of the appointment. You will then review the list of documents that the system has generated as a result of quick processing and review the invoice on the Invoices (SO303000) form.

System Preparation

Before you begin performing the steps of 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 an accountant by using the jones 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.
  4. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, make sure that the Service and Equipment Sales Center branch is selected.

Step 1: Quickly Processing the Appointment

To quickly initiate the billing process for the appointment, do the following:

  1. On the Appointments (FS300200) form, open the 000038-1 appointment.
  2. In the Service Order Type box of the Summary area, notice that MRO is selected. Note that quick processing settings have been defined for this service order type, as described in the Configuration Overview section of this activity.
  3. On the form toolbar, click Quick Process.

    The Process Appointment dialog box opens.

  4. In the Invoice Actions section of the dialog box, select the Email Invoice check box.

    The invoice will be sent to the customer during quick processing.

  5. Click OK.

    The system closes the Process Appointment dialog box and opens the Processing Results dialog box, in which you can see the status of the process.

  6. After the processing has successfully completed, close the Processing Results dialog box.

Based on the settings specified for the MRO service order type (and the setting you changed to have the invoice emailed to the customer), during the quick processing, the system closes the appointment, and creates and releases the related invoice. In this case, the system also sends the invoice to the customer by email because you have selected the Email Invoice check box in the Processing Results dialog box.

Step 2: Reviewing the Created Documents and the Sent Email

Review the generated documents and the sent email as follows:

  1. While you are still viewing the 000038-1 appointment on the Appointments (FS300200) form, go to the Billing Documents tab, and notice that an SO invoice is listed. It has been created during the quick processing.
  2. In the Reference Nbr. column, click the link to open the SO invoice.

    The Invoices (SO303000) form opens. Notice that the invoice has the Open status.

  3. On the form title bar (in the top right corner of the form), click Activities. The Tasks & Activities dialog box opens.
  4. In the dialog box, notice that the email sent to the customer with the invoice is listed.
  5. Click the link to the email; this brings up the email in a dialog box so that you can review it.