Quick Appointment Creation: To Create an Appointment on the Calendar Board

In this activity, you will learn how to create an appointment without a service order from the Calendar Board (FS300300) form. You will also learn how to filter staff members that meet the requirements for an appointment by using the Staff Filters dialog box, which takes into account skills, licenses, and service areas.

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, 2023, at 8 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, 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 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 Service Management Preferences (FS100100) form, the MRO service order type has been selected in the Default Service Order Type box.
• 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 Service Areas (FS201900) form, the MANHATTAN area has been created.
• On the Licenses (FS201000) form, the following licenses have been created:
  • FSL00003, which has the INST&REP license type and was created for the EP00000004 (Alberto Jimenez) employee
  • FSL00002, which has the INST&REP license type and was created for the EP00000003 (Jon Waite) employee
• 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, and INST&REP has been listed on the Service License Types 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 filter staff members for the performed service, which causes the system to hide the staff members who don't match the requirements. You will then select the staff members whose working schedule is suitable for the appointment and create the appointment from the board.

System Preparation

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

1. 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.
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 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: Filtering Staff Members for an Appointment

To filter staff members for the appointment to be created, do the following:

1. Open the Calendar Board (FS300300) form.
2. In the Date box (in the upper right corner of the dashboard), ensure that 1/30/2023 is selected.

   The dashboard displays the staff members of the Service and Equipment Sales Center branch and their working schedules.

3. Click the Filter icon () in the top right corner of the calendar dashboard.

   The Staff Filters dialog box opens, in which you can narrow the selection of staff members.

4. On the Skills tab of the dialog box, select the Repair of juicers check box.
5. On the Services tab of the dialog box, select the Repair of customer's equipment check box.
6. On the Service Areas tab, select the Manhattan check box.
7. Click Filter & Close.

   The dialog box is closed, the filter is applied, and the staff members whose skills and assigned service areas match those of the selected service are displayed on the Calendar Board.

Step 2: Creating the Appointment

To create the appointment, do the following while you are still on the Calendar Board (FS300300) form:

1. In the column for Alberto Jimenez, click at 08:00 AM, and drag the shaded box area downward to 09:30 AM.

   On the Appointments (FS300200) form, which is opened in a pop-up window, notice that the scheduled starting date is 1/30/2023, and that the scheduled starting and ending times are 08:00 AM and 09:30 AM, respectively.

2. In the Customer box, select GOODFOOD (GoodFood One Restaurant).
3. On the Settings tab, in the Scheduled Date and Time section, select the Confirmed check box.
   Note: An appointment can be automatically confirmed, which would cause the Confirmed check box to be selected automatically. For automatic confirmation to occur, the time range between the time the appointment was created and the scheduled start time of the appointment must be less than or equal to (in terms of the number of days) the time range specified in the Appointment Auto-Confirm Time box on the Calendars and Maps tab of the Service Management Preferences form.
4. Click Add Row on the table toolbar of the Details tab, and select the following options in the row:
   • Line Type: Service
   • Inventory ID: REPAIR
5. On the form toolbar, click Save.
6. Close the Appointments form.

On the Calendar Board form, on the dashboard, the new appointment is now displayed, as the following screenshot shows.