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Scheduling Appointments

This job aid contains instructions related to scheduling of appointments in MYOB Acumatica.

Creating an Appointment for a Service Order

  1. Open the Appointments (FS300200) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the form toolbar, click Add New Record.
  3. You can also open the appointment in one of the following ways:
    1. By clicking the Open Appointment Screen button on the table toolbar of the Appointments tab of the Service Orders (FS300100) form.
    2. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form.
    3. By clicking the Appointment button in the calendar on the Calendar Board (FS300300) form.
    4. By clicking the Appointment button in the calendar on the Staff Calendar Board (FS300400) form.
  4. In the Service Order Type box, select the service order type related to the appointment.
  5. In the Service Order Nbr. box, select the service order for which you want to create an appointment.
  6. In the Scheduled Date and Time section of the Settings tab, perform the following actions:
    1. In the Scheduled Start Date box, check the planned date and time when the appointment is going to start.
    2. In the Scheduled End Date box, check the planned date and time when the appointment is going to end.
    3. If the customer has confirmed the appointment, select the Confirmed check box.
    4. If the system assigns a staff member to the appointment (and the customer confirms the appointment), select the Validated by Dispatcher check box.
  7. If needed, on the Details tab, perform the following steps:
    1. If the service order includes services, check the services and change them if needed. (If a service order has multiple appointments, only some of the listed services might occur at the appointment).
    2. If services have not been added to the service order, add the services that will be provided.
  8. If services have been added to the appointment, on the Staff tab, perform the following steps:
    1. If staff members have been assigned to perform services, make sure the appropriate persons have been assigned.
    2. If staff members have not been assigned to perform services, assign the staff members who will perform services.
  9. If needed, if the customer has purchased stock items along with services, on the Details tab, click Add Row and select the first stock item from the list.
  10. If needed, on the Resource Equipment tab, click Add Row and select the first resource equipment that is necessary for performing the service from the list.
  11. On the form toolbar, click Save.

 

Creating an Appointment Without a Service Order

  1. Open the Appointments (FS300200) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the form toolbar, click Add New Record.
  3. In the Service Order Type box of the Summary area, check the system's default service order type and change it if needed.
  4. In the Customer box, select the customer that has ordered the service or services.
  5. Check the location of the customer in the Location box.
  6. In the Branch Location box, check the branch location of your company that delivers the service.
  7. In the Project box, select a particular project if this appointment is associated with a project. (The system inserts the non-project code by default.)
  8. If needed, if you selected a particular project, in the Default Project Task box, select the default task for the project.
  9. If the appointment relates to a service contract with the End-Period Plus, Beginning-Period Plus, or Beginning-Period Fixed billing types, select the identifier of the service contract in the Service Contract box.
  10. In the Scheduled Date box, check the planned date of the appointment, and change it if needed.
  11. If needed, in the Description box, provide a brief description of the appointment.
  12. On the Settings tab, do the following:
    1. To override the default details in the Contact or Address section, select the Override check box, and change the necessary details.
    2. In the Scheduled Start Date box, check the planned date and time when the appointment is going to start.
    3. In the Scheduled End Date box, check the planned date and time when the appointment is going to end.
    4. If the appointment has been confirmed with the customer, select the Confirmed check box. If the system assigns a staff member to the appointment (and the customer confirms the appointment), select the Validated by Dispatcher check box.
  13. On the Details tab, the user should add the services that the appointment will provide.
  14. If the customer has purchased stock items along with services, on the Details tab, click Add Row on the table toolbar, and select one of the purchased stock items from the list. Perform this step for each purchased stock item.
  15. On the Staff tab, specify the staff members who will perform the services.
  16. If needed, on the Resource Equipment tab, click Add Row on the table toolbar, and select a particular type of resource equipment that is necessary for performing the services from the list.
    Perform this step for each needed type of resource equipment.
  17. On the form toolbar, click Save.

 

Cloning an Appointment

  1. Open the Clone Appointments (FS500201) form by one of the following ways:
    1. Open the Appointments (FS300200) form.
      1. In the Appointment Nbr. box, select the appointment you want to clone.
      2. On the More menu (under Scheduling), click Clone.
    2. Open the Calendar Board (FS300300) form.
      1. In the Date box, select the date of the appointment that you want to clone.
      2. On the dashboard, right-click the appointment and click Clone.
  2. In the Cloning Type section, ensure that the user selects Single.
  3. In the Date box of the Cloning Details section, select the planned date of the appointment.
  4. In the Scheduled Start Time box of the Appointment Details section, choose the time when the new appointment will start.
  5. On the form toolbar, click Process.

 

Sending a Notification Email to a Customer

  1. Open the Appointments (FS300200) form.
  2. In the Appointment Nbr. box, select the appointment about which you want to notify the customer.
  3. You can also open the appointment in one of the following ways:
    1. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form.
    2. By clicking the Appointment button in the calendar on the Calendar Board (FS300300) form.
    3. By clicking the Appointment button in the calendar on the Staff Calendar Board (FS300400) form.
  4. Ensure the user selects the Confirmed check box on the Settings section for the appointment, adds the needed items on the Details tab, and assigns a staff member on the Staff tab.
  5. On the More menu (under Printing and Emailing), click Email Confirmation to Customer.
  6. To send the email, go to Emails Pending Processing (SM507000) form.
  7. Do one of the following:
    1. On the form toolbar, click Process All to process all listed emails.
    2. On the form toolbar, select the unlabelled check box for each email you want to process and click Process to process only selected emails.

 

Printing an Appointment

  1. Open the Appointments (FS300200) form.
  2. In the Appointment Nbr. box, select the appointment about which you want to notify the staff member.
  3. You can also open the appointment in one of the following ways:
    1. By clicking the appointment number in the Appointment Nbr. column on the Appointments tab of the Service Orders (FS300100) form.
    2. By clicking the Appointment button in the calendar on the Calendar Board (FS300300) form.
    3. By clicking the Appointment button in the calendar on the Staff Calendar Board (FS300400) form.
  4. On the More menu (under Printing and Emailing), click Print Appointment.
  5. In the Appointment (FS642000) report, which opens, do one of the following:
    1. On the form toolbar, click Print, then select your printer, and click Print to print the appointment on paper.
    2. On the form toolbar, click Send, then enter the necessary information into the email, and click Send to send the appointment by email.
    3. On the form toolbar, click Export, select the format, and open downloaded file to save the appointment in Excel or PDF format.

 

Cancelling an Appointment

  1. Open the Appointments (FS300200) form.
  2. In the Appointment Nbr. box, select the appointment you want to cancel. You can also open the appointment in one of the following ways:
    1. By clicking the Open Appointment Screen button on the table toolbar of the Appointments tab of the Service Orders (FS300100) form.
    2. By clicking the Appointment button in the calendar on the Calendar Board (FS300300) form.
    3. By clicking the Appointment button in the calendar on the Staff Calendar Board (FS300400) form.
  3. On the More menu (under Processing), click Cancel.

 

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.

 

Quickly Processing an Appointment

  1. Open the Appointments (FS300200) form.
  2. In the Service Order Type box of the Summary area, select the type of the appointment that you want to process.
  3. In the Appointment Nbr. box, select the reference number of the appointment that you want to process.
  4. On the form toolbar, click Quick Process.
    The system makes the Quick Process button available only if the appointment has the Completed or Closed status, the selected service order type in the Service Order Type box allows quick processing, and the defined billing cycle associated with the customer generates billing documents from appointments.
  5. If needed, in the Process Appointment dialog box, which appears, modify the settings.
  6. Click OK to close the dialog box and run quick processing of the appointment.