Service Orders: To Assign a Service Order to a Staff Member by Using the Calendar Board

The following activity will walk you through the process of scheduling an appointment for the service order. You will assign a service order to an employee who is available on the scheduled date with consideration given to the employee's skills and licenses. To perform this assignment, you will use the Service Orders tab on the Calendar Board (FS300300) form.

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 COFFEESHOP - FourStar Coffee & Sweets Shop customer has contacted the SweetLife Service and Equipment Sales Center and requested the training service. The service order has been entered in the system.

Acting as the service manager (Maia Davis), you now need to assign a staff member to perform the service included in the service order. While performing this assignment, you need to consider the staff member's available working hours, skills, and licenses.

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 frank 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 form. The EP00000042 - Chase Frank employee has been associated with the frank user account; that is, Chase Frank has been selected in the Linked Entity box of the Summary area of the 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 Skills (FS200600) form, the INSTALLING skill has been created.
On the License Types (FS200900) form, the INST&REP license type has been created.
On the Licenses (FS201000) form, the FSL00004 license has been created. This license has the INST&REP license type and was created for the EP00000042 - Chase Frank employee.
On the Employees (EP203000) form, the EP00000002 - Todd Bloom employee has been created. On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. The TRAINING skill has been listed on the Skills tab, and license FSL00001 of the TRAINING type has been listed on the Licenses tab.
On the Staff Schedule Rules (FS202001) form, a work schedule rule has been defined for the EP00000002 - Todd Bloom employee, and the work schedule has been generated for this employee on the Generate Staff Schedules (FS500400) form.
On the Non-Stock Items (IN202000) form, the INSTALL service (that is, an item of the Service type) has been created. For this service, INSTALLING has been listed on the Service Skills tab, and INST&REP has been listed on the Service License Types tab.
On the Service Orders (FS300100) form, the service order with the 000042 reference number has been created.

Process Overview

You will start by opening the service order by using the Service Orders (FS300100) form and then open the Calendar Board (FS300300) form. Then you will create an appointment and assign it to a staff member while considering staff member's available working hours and skills.

System Preparation

Before you begin performing 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.
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.
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: Creating and Assigning an Appointment

To create an appointment for the service order and assign it to the staff member on the calendar board, do the following:

On the Service Orders (FS300100) form, open the service order with the 000042 reference number. Notice that the TRAINING service is listed on the Details tab.
On the More menu, click Schedule on Calendar.
The Calendar Board (FS300300) form opens in a new window. The left part of the form contains two tabs—Service Orders and Unassigned Appointments (n). (n is replaced with the quantity of unassigned appointments for the currently selected date.)
On the Service Orders tab (Item 1 on the following screenshot), ensure that the 000042 service order is listed.
Right-click the service order, and then click Filter Staff. The list of staff members on the dashboard is filtered to match the skills and licenses of the services in the service order.
Drag the 000042 service order from the Service Orders tab to the Todd Bloom's time interval to be started at 16:00 PM. The appointment (Item 3) is now assigned to Todd Bloom (Item 2). Note that you can change the time of the appointment by dragging the appointment box.
Figure 1. An assigned staff member
Click the 000042-1 appointment link in the calendar. The Appointments (FS300200) form is opened with the details of the appointment. On the Staff tab, confirm that Todd Bloom is assigned to the appointment.