Appointment Correction: Process Activity

This activity will walk you through the process of making corrections to an appointment when the corresponding AR invoice has been released.

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 HM's Bakery & Cafe ordered a training on juicer usage for newcomers. A service manager (Maia Davis) of the SweetLife Service and Equipment Sales Center created an appointment and included a training service item. The assigned staff member (Todd Bloom) performed the necessary service at the customer location and completed the appointment in the system. The accountant (Yona Jones) closed the appointment and generated an AR invoice.

Further suppose that after the invoice was generated, the service manager learned that at the end of the appointment where the training was delivered, the staff member performed a repair of a juicer. The service manager contacted the customer and both parties agreed to include the repair service in the previously created appointment, and to generate an updated AR invoice. Acting as the service manager, you will perform the needed steps to update the appointment and generate a new AR invoice, which the accountant will process further.

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 Employees (EP203000) form, EP00000040 (Maia Davis) has been defined.
  • On the Users (SM201010) form, the davis account has been created. For this user account, in the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location has been defined.
  • On the User Profile (SM203010) form, for the davis user, the WEST BRIGHTON branch location has been specified as the default branch location.
  • On the Service Order Types (FS202300) form, the TRN service order type has been defined to generate AR invoices to bill customers for services that have been provided. That is, AR Documents has been selected in the Generated Billing Documents box in the Billing Settings section of the General tab.
  • On the Customers (AR303000) form, the HMBAKERY (HM's Bakery and Cafe) customer has been defined; the AP AP billing cycle has been selected in the Service Management section of the Billing tab.
  • On the Non-Stock Items (IN202000) form, for the TRAINING and REPAIR non-stock items, the Service type has been selected, and the Time billing rule has been specified.

Process Overview

On the Appointments (FS300200) form, you will find the reference number of the released AR invoice. You will reverse this AR invoice on the Invoices and Memos (AR301000) form by clicking the Reverse and Apply to Memo command on the More menu. You will unclose the appointment and correct it. Finally, on behalf of the accountant, you will close an appointment and generate a new AR invoice.

System Preparation

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 2/16/2023. If a different date is displayed, click the Business Date menu button, and select 2/16/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Opening an AR Invoice from the Appointment

To find and open the AR invoice generated from the appointment, do the following:

  1. On the Appointments (FS300200) form, open the 000018-1 appointment.
  2. On the Billing Documents tab, click the link of the document available in the Reference Nbr. box to open the invoice that was generated for the appointment.

    The Invoices and Memos (AR301000) form opens in a pop-up window with the details of the AR invoice.

Step 2: Reversing the AR Invoice

While you are still viewing the AR invoice on the Invoices and Memos (AR301000) form, you reverse it as follows:

  1. On the More menu (under Corrections), click Reverse and Apply to Memo. The system creates a document of the Credit Memo type with the settings of the AR invoice, and opens it on the same form.
  2. On the form toolbar, click Remove Hold.
  3. On the form toolbar, click Release to release the credit memo.
  4. Close the Invoices and Memos form.

You have released the Credit Memo document that reversed the AR invoice. Now the corresponding appointment can be unclosed and corrections can be made to it.

Step 3: Correcting the Appointment

To correct the appointment, do the following:

  1. Return to the 000018-1 appointment on the Appointments (FS300200) form. Refresh the page.
  2. On the Billing Documents tab, verify that the AR Credit Memo document has been added.
  3. On the form toolbar, click Unclose. Then click Yes in the Confirm Appointment Unclosing dialog box, which appears.
  4. On the Details tab, click Add Row, and select REPAIR in the Inventory ID column of the row.
  5. In the Actual Duration column of the row, specify 1 h 00 m.
  6. On the form toolbar, click Save.
  7. On the form toolbar, click Close.
  8. On the form toolbar, click Run Billing.

The system opens a pop-up window with the prepared invoice on the Invoices and Memos (AR301000) form. Notice that two detail lines have been added on the Details tab (one for the TRAINING service, and another for the REPAIR service) as the following screenshot shows.

Figure 1. Newly generated invoice

The invoice is on hold. The accountant can process this invoice further.

Return to the appointment on the Appointments (FS300200) form. On the Billing Documents tab, you can see that this AR invoice has been added to the list of billing documents (as the following screenshot shows).
Figure 2. New AR invoice on the Billing Documents tab