Processing Appointments

Starting an Appointment

1. Open the Appointments (FS300200) form.
2. In the Appointment Nbr. box, select the appointment you want to start. You can also open the appointment in one of the following ways:
   1. By clicking the appointment number in the calendar on the Staff Calendar Board (FS300400) form.
   2. By clicking the appointment number in the calendar on the Calendar Board (FS300300) form.
   3. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form.
3. On the form toolbar, click Start.
4. In the Actual Date and Time section of the Settings tab, check the Actual Start Date and Actual Start Time boxes.
5. Click Save on the form toolbar.

Adding Services to a Service Order or Appointment

1. Navigate to one of the forms by doing the following:
   1. If you want to add services to a service order, open the Service Orders (FS300100) form.
   2. If you want to add services to an appointment, open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the service order or appointment.
3. Depending on whether you are adding services to a service order or an appointment, in the Service Order Nbr. or Appointment Nbr. box, select the reference number of the needed service order or appointment.
4. On the Details tab, click the Add Items button.
5. In the Inventory Lookup dialog box, which opens, do the following:
   1. In the Line Type box, select the type of inventory, for example, Service.
   2. If needed, in the Item Class ID box, select the service class of the service to narrow the list of services.
   3. Select the unlabeled check box in the line or lines line with the services to be added and click Add & Close.
   4. The system adds the selected lines on the Details tab of the form.
6. On the Details tab, do the following for each listed service:
   1. Check the estimated duration of the service delivery in the Estimated Duration column.
   2. Check the price for the service unit in the Unit Price column.
7. Click Save on the form toolbar.

Adding Services to a Service Order or Appointment Using the Details Tab

1. Navigate to one of the forms by doing the following:
   1. Open the Service Orders (FS300100) form to add services to a service order.
   2. Open the Appointments (FS300200) form to add services to an appointment.
2. In the Service Order Type box, select the service order type related to the service order or appointment.
3. Depending on whether you are adding services to a service order or an appointment, in the Service Order Nbr. or Appointment Nbr. box, select the reference number of the needed service order or appointment.
4. On the Details tab, for each service you want to add, click Add Row, and do the following:
   1. In the Inventory ID column, select the identifier of the service you want to add to the service order or appointment.
   2. Check the billing rule for the service in the Billing Rule column.
   3. Check the estimated duration of the service delivery in the Estimated Duration column.
   4. Check the price for the service unit in the Unit Price column.
5. On the form toolbar, click Save.

Adding Inventory Items to a Service Order or Appointment

1. Navigate to one of the forms by doing the following:
   1. If you want to add services to a service order, open the Service Orders (FS300100) form.
   2. If you want to add services to an appointment, open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the service order or appointment.
3. Depending on whether you are adding services to a service order or an appointment, in the Service Order Nbr. or Appointment Nbr. box, select the reference number of the needed service order or appointment.
4. On the Details tab, for each inventory item (stock item) you want to add, click Add Row, and do the following:
   1. In the Inventory ID column, select the identifier of the stock item you want to add to the service order or appointment.
   2. In the Estimated Quantity column, specify the quantity of the stock items.
   3. Check the price for the stock item in the Unit Price column.
5. Click Save on the form toolbar.

Attaching a File to an Appointment

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the appointment.
3. In the Appointment Nbr. box, select the reference number of the appointment.
4. To attach a file to a record, use one of the following methods:
   1. Open the folder or library where the file is located and drag it to the Summary area of the form.
   2. Use the File Upload dialog box:
      1. On the form title bar, click Files.
      2. In the Files dialog box, click Browse.
      3. Select the file you want to attach, click Open, and then click Upload.

Attaching a File to an Appointment Line

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the appointment.
3. In the Appointment Nbr. box, select the reference number of the appointment.
4. If you want to add a file to a service or a stock item, on the Details tab, at the beginning of the appropriate detail row, click Files to open the Files dialog box.
5. In the Files dialog box, click Browse.
6. Select the file you want to attach and click Open and then click Upload.

Attaching a Note to an Appointment

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the appointment.
3. In the Appointment Nbr. box, select the reference number of the appointment.
4. On the form title bar, click Notes.
5. In the Enter Record Note dialog box, type the text of the note.
6. Click OK.
7. On the form title bar, make sure that the icon colour near the Notes button has changed from white to yellow.
8. Click Save on the form toolbar.

Attaching a Note to an Appointment Line

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the appointment.
3. In the Appointment Nbr. box, select the reference number of the appointment.
4. If you want to add a note to a service or a stock item, on the Details tab, at the beginning of the appropriate detail row, click Note.
5. In the Enter Record Note dialog box, type the text of the note.
6. Click OK. Verify that the icon colour in the Notes column has changed from white to yellow.
7. Click Save on the form toolbar.

Creating a Prepayment for an Appointment

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type related to the appointment for which you want to create the prepayment.
3. In the Appointment Nbr. box, select the reference number of the needed appointment.
4. On the table toolbar on the Prepayments tab, click Create Prepayment button.
5. In the Payment Amount box of the Payments and Application form with the Prepayment type selected, enter the amount prepaid.
6. Click Save and then Release.

Specifying Staff Member Working Time

1. Open the Appointments (FS300200) form.
2. In the Appointment Nbr. box, select the appointment you want to start. You can also open the appointment in one of the following ways:
   1. By clicking the appointment number in the calendar on the Staff Calendar Board (FS300400) form.
   2. By clicking the appointment number in the calendar on the Calendar Board (FS300300) form.
   3. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form.
3. On the Staff tab, click the row and click Actions > Start on the table toolbar. In the Perform Action dialog box that opens, do the following:
   1. In the Date box, specify the actual date and time when you started to work.
   2. Select the unlabelled check box for the row in the table.
   3. Click OK.
4. On the table toolbar, click Actions > Complete. In the Perform Action dialog box, do the following:
   1. In the Logging box, select the setting that defines for which items the action is performed, for example, Service.
   2. In the Date box, specify the actual date and time when you completed to work.
   3. Select the unlabelled check box for the row in the table.
   4. Click OK.

Completing an Appointment

1. Open the Appointments (FS300200) form.
2. In the Service Order Type box, select the service order type of the appointment.
3. In the Appointment Nbr. box, select the appointment you want to complete. You can also open the appointment in one of the following ways:
   1. By clicking the appointment number in the calendar on the Staff Calendar Board (FS300400) form
   2. By clicking the appointment number in the calendar on the Calendar Board (FS300300) form
   3. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form
4. In the Actual Date and Time section of the Settings tab, in the Actual End Time box, specify the time when the appointment ended.
5. If you complete all the work successfully and do not need a follow-up appointment, select the Finished check box.
6. On the form toolbar, click Complete.

Reopening an Appointment

1. Open the Appointments (FS300200) form.
2. In the Appointment Nbr. box, select the appointment you want to reopen. Note, that the appointment should have the Completed status.
3. On the More menu (under Corrections), click Reopen.