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When you create and save a task code, it is added to a task code database. The task codes that are set up in the Task Code Setup window are templates. That is, each task code can be used many times on different service calls and maintenance contracts, and it can be modified once attached to a quote, service call, or contract.

We recommend that you create a convention for naming your task codes. For example, if you plan to organize task lists by equipment type, you may name your task codes in a way that represents the equipment type, model, and task.

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Example You service two different air conditioning unit models, 101 and 202. Each model requires the same "Check Refrigerant" task to be performed. You may choose to create two task codes, AC101-100 and AC202-100, where AC represents the equipment type (air conditioner), 101 and 202 represent the unit model numbers, and 100 represents the "Check Refrigerant" task. This way, all AC101 tasks and all AC 202 tasks are grouped together in lookups and can be easily selected for the specific model of each unit. This is only one example of how task codes can be organized. Likewise, you can also group task codes by task first, for example, 100-AC101 and 100-AC202. Find a method that works best for the way you want your task lists to be accessible.

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1. Open the Task Code Setup window by choosing Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes. You can also open Task Code Setup for an existing record from the following windows. Once you have opened and cleared the Task Code Setup window, you may enter the new Task Code information.
   • Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer, then choose History. Select a service call, then use the Tasks button to open the Service Call Tasks window. Use the Task button to open the Service Call Task Codes window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
   • Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and use the Coverage button to open the Contract Coverage window. Use the Tasks button to open the Contract Task Maintenance window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
   • Quoted Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote, then use the Coverage button to open the Quote Coverage window. Use the Tasks button to open the Quote Task Maintenance window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
2. On the Task Code Setup window, complete the following fields, as necessary.
   • Task Code: Enter a new task code. For recommended task code naming conventions, please see the "Recommended" section above.
   • Task Description: The Task Description describes the task and will appear on the printed task list for the technician. If you are using the tasking response module, you may want to enter the task description in the form of a question to elicit the correct response from the technician. For instance, instead of "Check Brakes," you might enter "Do brakes need repair or replacement?"If you are using the Yes/No response type for a task, note that the "Yes" response will be selected by default until the technician or other user changes it to "No."
   • Skill Level: Tasks with a required skill level default to the technician assigned to that skill level at the location. See Creating location records.
   • Material Kit/Item and Tool Kit Required: If applicable, choose the material kit/item and/or tool kit required to complete the task.
   • Frequency: You must use the lookup to choose an existing frequency for the task. The Standard Frequency list is built and maintained by Service Management and cannot be edited.
   • Suggested Schedule: Use the lookup button to choose a schedule for the task. You can limit the schedules that appear in the lookup by specifying the task's frequency from the drop-down menu in the lookup window.
   • Estimated Costs, Estimated Billable: Enter estimated costs and estimated billable amounts for each category. These are the expected costs and revenue per visit for performing the task.
   • Hours: Enter the estimated hours per visit for each labor category. These estimates are used with the Maintenance Contract Quote module and the Service Call Quote module.
   • System, Major, Sub 1 - Sub 4: In each field, choose the value that best describes this task code. This information is for reference and sorting. See About system, major, sub 1, 2, 3, and 4.
   • Optional: Mark this check box if the task is optional. This is for informational purposes only.
   • Responses: Choose this button to open the Task Responses Setup window. See Setting up task responses for detailed information on setting up responses.
3. Choose Save. Your new task code appears in the list on the window you are working from, as well as all task code lists throughout the system.

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When assigning maintenance tasks to equipment, either from the Equipment Type window or from the Maintenance Contract window, you can view the components of the piece of equipment. Then, when you want to assign a task code to the equipment, you can filter the maintenance tasks related only to that specific component of the equipment.
In the example below, without filtering, you would see all the maintenance tasks when attempting to assign a task to an ALPHA piece of equipment. However, only six of those tasks apply to a Network (System), and only five tasks apply to a Digital Alpha Server (Major), and only two apply to the Digital Mother Board (Sub1). There is setup involved with the maintenance task and the equipment type to make this work.

Setting up system, major, and sub 1, 2, 3, and 4

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Subtasks are a way to further define the steps of completing a task. For example, a task described as "Inspect Controls" may have subtasks such as "Inspect control wiring," "Check for proper operation," and "Record all readings." These subtasks represent the various steps that must be taken to complete the task.
Subtasks can be added from the Task Code Setup window at Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
If you wish to add subtasks to a task only for a specific call, contract, or quote, you can make changes by opening the task code setup window from the task maintenance window:

• Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer and choose New Call. On the Service Call window, use the Tasks button to open the Service Call Tasks window.
• Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and choose Coverage. On the Contract Coverage window, use the Tasks button to open the Contract Task Maintenance window.
• Quote Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote and choose Coverage. In the Quote Coverage window, use the Tasks button to open the Quote Task Maintenance window. For more information on adding tasks to maintenance quotes, see the section Generating a maintenance contract quote.

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When technicians go out to perform a maintenance task or subtask, they need to know what, if any, materials are required to do the job. In task code setup, you can specify which materials are required for specific tasks or subtasks.
Materials can be added from the Task Code Setup window at Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
If you wish to add subtasks or materials to a task only for a specific call, contract, or quote, you can make changes by opening the task code setup window from the task maintenance window:

• Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer and choose New Call. On the Service Call window, use the Tasks button to open the Service Call Tasks window.
• Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and choose Coverage. On the Contract Coverage window, use the Tasks button to open the Contract Task Maintenance window.
• Quote Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote and choose Coverage. In the Quote Coverage window, use the Tasks button to open the Quote Task Maintenance window. For more information on adding tasks to maintenance quotes, see the section Generating a maintenance contract quote.

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1. Go to Task Code Setup. (Microsoft Dynamics GP > Tools > Setup > Signature Service > Lookup Setup > Tasks > Task Codes)
2. Create a new task code.
3. Choose Responses.
4. In Task Responses Setup, the task code and description default from the previous window. Enter the response information as needed.
   • Type responsesChoose from the following response types:
     • None: Choose this option to disable all further lines. This is the default option when opening the window.
     • String: Provides the user the ability to enter a text string up to 100 characters.
     • Numeric: Provides the user the ability to enter a numeric response with two decimal places in the service call.
     • Integer: Provides the user the ability to enter an integer response with no decimal places in the service.
     • Yes/No: Provides the user with a drop-down list of Yes and No in the service call.
     • List: Provides the user with a drop-down list of user-defined responses in the service call.
     • Text: Provides the user the ability to enter a text response.

Note: This option can only be used once per task code and only as the last non-None row. All further rows will be set to None.

• • • Repair: Provides the user with a drop-down list of Billable, No, and Yes. Selecting this type of response will enable the Repair Task Code field where you can enter a task code to be used on the new service call that is created when a user chooses Billable or Yes. If Billable is selected for the response, the Bill To address from the Rental Agreement will default on the Service Call. If Yes is selected for the response, the Non-Billable check box will default as selected.
    • Date: Provides the user the ability to select a date as a response in the service call.
  • Label: Enter a descriptive label that will display for the response.
  • Responses ID: When the list response type has been selected, this field is available to choose the appropriate response ID. Tasks Responses List Setup can be accessed by choosing the Responses ID zoom or by going to Microsoft Dynamics GP > Tools > Setup > Signature Service > Lookup Setup > Tasks > Task Responses Lists. Enter the response list name and then enter the responses. These responses will be available as a drop-down list in the service call.
  • Required: This setting is for use in MobileTech 6.0 and higher and will have no impact on the Service Management tasking functionality.

Note: If a child to the parent is marked as required, but the parent is set up as a Skip and the response is No, the required child response will be marked as completed.

• • Skip: This check box is only available with a Yes/No response type. When checked, and the response is No, the system will move to the next same level, skipping any children below the Yes/No response. For example, in the table below, if the response to A2 is No, the system will move on to B1.

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    Task Code	Hierarchy	Description
    A1	1	Front Panel Damaged
    A2	1.1	Repair
    A3	1.1.1	Repair Details
    B1	2	Side Panel Damaged
    B2	3	Repair
    B3	4	Repair Details

    
    

  • Repair Task Code: This field is only enabled when the Repair response type is selected. When the user selects Yes or Billable as a task response on the service call, a new service call with the call type of EQR will be created with task code attached when the appointment is closed.

Note: Only one new service call is created, regardless of multiple repair Yes/Billable responses on the same originating service call.
Note: An automatic repair call will not be created if you are completing the service call through an invoice. You must complete the call from the Appointments window with the Service Call window open - OR - you can set the call to complete directly in the Service Call window. The automatic Repair Call creation is focused on Call Complete and it is recommended to complete the call from Service Call window and allow all appointments to be marked completed as well. If you do not follow this process, the repair call will not be created. After you have completed the call, you will be able to invoice the call. You will not be able to complete the call from the Invoice window or by posting an invoice with the expectation of an automatic repair call.

• • Reading Type: This drop-down list is only available for a list or integer response type. The options available depend on the response type selected.
  • List - Tire Brand, Tire Type, None
  • Integer - Tire Reading, Brake Reading, Reefer reading, None
  • Position - Choose the tire position.

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1. Go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup.
2. Mark Allow Document Attachments.
3. Choose Additional, and then choose:
   • Service Management Attachments: Enter the file locations the attachments should be saved to for each of the attachment areas.
   • Equipment Management Attachments: Enter the file locations the attachments should be saved to for each of the attachment areas.

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1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Lists. The Task List Maintenance window opens.
2. Enter a new task list ID number and fill out all the fields in the window.
   • Task List ID: Enter a Task List ID.
   • Description: Enter a description for the task list. This will vary depending how you have decided to organize your tasks into lists. The task list description may state a type of service, a level of service, an equipment type, or a combination of these classifications based on the purpose of the tasks it contains.
   • Protected List: Mark this box if you would like this list to be password-protected. Protected lists cannot be modified when added to a contract, quote, or service call. This would assure that all tasks and subtasks are maintained and completed together.
   • Use Hierarchy: Mark this check box if you would like to set up your task list in a hierarchical list. See Using Task List Hierarchy for more information.
   • Task List Type: This field is used to further classify task lists but is currently not functional.
   • Frequency: Choose how often this task list should be performed.
   • Schedule: Choose when this task list should be scheduled.
   • System, Major, Sub 1 - Sub 4: These fields are used when assigning maintenance tasks to pieces of equipment. This information is useful for reference and sorting. For examples of use, see About system, major, sub 1, 2, 3, and 4.

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• System, Major, Sub 1 - Sub 4: These fields are used to filter task code data that is for reference only. Use the Redisplay button after entering filtering data and task codes that meet the criteria will populate the list below. For more information on setting up lookup data for these fields, see Setting up system, major, and sub 1, 2, 3, and 4.
• Task List ID: To select a task from a task list, enter the Task List ID in this field, or select a Task List ID from the lookup. Choose Go, and all items from the selected task list will display in the list below.
• Task Code: Enter a whole or partial task code entry and choose Go. All task codes that contain your search criteria will display in the list below.
• Contract Number: This field shows the contract number for which you are adding tasks to the equipment. It is defaulted by the system.
• Equipment ID: To select an Equipment Record, use the browse buttons around the equipment field or use the lookup to open the Contract Equipment window. You can add tasks to multiple equipment records on one contract.
• Contract Task List ID: Use the Contract Task List ID field to attach tasks to the contract using task lists. Select a Contract Task List ID from the lookup. The tasks from that list will display in the Task Code scroll list at the bottom of the window.
• Description: This field will default in based on the Contract Task List ID that has been selected.
• Task List Type: This field will default in based on the Contract Task List ID that has been selected.
• Start Task based on first available service date: Mark this box if you want the maintenance tasks on a contract to be scheduled on the first available service call date, regardless of the task's assigned schedule.
• Show Subtasks: Mark this check box to view subtasks associated with the displayed tasks. Subtasks will appear indented under their task code in the scrolling windows.

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1. In the Copy Task List window, complete the following fields, as necessary.
   • Source: Choose Task List ID, Contract Task List ID, Service Call Task List ID, or Quote Task List ID for the source task list.
   • Customer ID, Location ID, Contract Number / Service Call ID / Quote Number, Equipment ID:
     • If the source is a contract task list, choose a Customer ID and Contract Number.
     • If the source is a service call task list, choose a Service Call ID. It is not necessary to choose a Customer ID first unless you want to filter the service calls in the lookup data.
     • If the source is a quote task list, choose a Customer ID and Quote Number.

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• • Task List ID / Contract Task List ID / Service Call Task List ID / Quote Task List ID: Choose the source task list that you are copying, depending on which source type you have selected.
  • Protected List: This check box pertains to the task list you chose and is display-only on this window.
  • New: The type of task list you are creating. This will default as the type of list you are copying, but it can be changed.
  • Customer ID, Location ID, Contract Number: Enter customer, location, and service call information defaults for the new task list.
  • Equipment ID, Contract Task List ID, Description, Task List Type: Complete these fields for the new task list.
  • Start Task Schedule based on first available service date: Mark this check box if you want the maintenance tasks on a contract to be scheduled on the first available service call date, regardless of the task's schedule. For instance, if the tasks are to be performed every Monday, but the soonest available appointment is a Wednesday, marking this box will cause the first appointment to be scheduled on Wednesday. Appointments will then be scheduled on Mondays from that point on. This is useful if the customer needs an initial inspection or service right away as part of their contract.
  • Control Frequency and Schedule: Choose whether to control the frequency and schedule of the tasks assigned to this list.
  • Frequency, Schedule: If you mark the Control Frequency and Schedule check box, enter a frequency and schedule.
  • Note: To keep the existing task schedule of the source task list when copying within the same contract and contract period, leave this check box empty.

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The ability to create hierarchical structured task lists has been added. Each task list will still be comprised of tasks and subtasks, but instead of simply ordering the tasks within a task list, you have the option to hierarchically order them as well as have levels within the tasks.
The example below reflects a simple hierarchy. At 1, if the users answers Yes, the user is moved to 1.1. If the user answers No at 1.1, the system looks for 1.2. Since there isn't a 1.2, the user is moved to 2.
For more information on creating task responses that will skip to the next task code, see Setting up Task responses
Or, if 1, the user answers No, the user is moved to 2.

To enable task list hierarchy

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If you chose an existing task list in the previous window, the tasks will automatically be numbered sequentially.
If you are setting up a new list, you must insert the appropriate tasks. As you insert them, they will be numbered sequentially.
You can use the Order buttons to move the tasks up or down rows in the list. Additionally, if you need to insert a task above a task that has been inserted, simply highlight the task on the right, insert the task from the left, and the new task will be above the highlighted task. To deselect the task, double-click on the task.
Example of task codes that have just been inserted to the list and have been ordered appropriately. No hierarchy has been set up yet.

To move a hierarchy level

To move task code A2 to a child level directly below A1, choose the A2 code row, and then choose the bottom Level button once to indent one level. To move A3 to be indented below A2, choose A3 and choose the same Level button two times to indent two levels. The hierarchy level numbers will update accordingly.

Moving a level that has child levels below that will also move and change the hierarchy levels for the child levels. For example, if task code A2 is now moved to the left, the child level A3 will also be moved.

To remove a hierarchy level

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• Quote Task Maintenance window: You must own the Maintenance Contract Quote Module to access this window. Choose Cards > Service Management > Service Manager. Select the customer and choose Quote. Select the quote and choose Coverage. In the Quote Coverage window, select Tasks. The Quote Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Contract Quote window.
• Contract Task Maintenance window: Choose Cards > Service Management > Service Manager. Select the customer and choose Contract. Select the contract and choose Coverage. In the Contract Coverage window, select Tasks. The Contract Task Maintenance window opens. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Maintenance Contract window.
• Service Call Task Codes window: Choose Cards > Service Management > Service Manager. Select the customer. Choose History and select an existing service call, or choose New Call to create a new service call. In the Service Call window, choose Tasks. In the Service Call Tasks window, enter a task code in the Task Code field, or use the Task button to open the Service Call Task Codes window. Use the task code lookup to select tasks from the database and Insert them into the list. Close the window and Save changes in the Service Call Tasks window. Because service calls do not require an Equipment ID, tasks can also be added directly to the service call. See the following section, Assigning tasks to a service call, for more detailed information.

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1. In the Service Call Tasks window, choose Task. Use the task code lookup in the Service Call Task Codes window to select an existing task code. Insert it and close the Service Call Tasks Codes window. The task, its subtasks, and any attached information will populate the Service Call Tasks window.
2. Complete the information in the Service Call Tasks window for each new task.
   • Hours: The total estimated labor hours entered for the task in the Task Codes window display. If you edit this amount, only the total estimated labor hours are affected, not the estimated labor hours in labor categories 1 through 5.
   • Skill Level: The skill level entered for the task in the Task Code Setup window displays. You can enter a new skill level or use the lookup to select one.
   • Equipment ID: Enter the piece of equipment being serviced by the task. One piece of equipment can be assigned to a task. If a task is to be performed on more than one piece of equipment, the task must be entered once for each piece of equipment. You can zoom on the Equipment ID field to open the Equipment lookup window.
   • Sublocation ID: Enter the location within the building where the task is to be completed. A location can be selected using the lookup if you marked the option Use Validation for Sublocations in the Service Options window. The lookup is disabled if the option is not marked.
   • Trouble Code, Resolution Code: Enter a trouble code and resolution code. Trouble codes provide another way of tracking types of service problems. Code numbers track what the problem was and how it was corrected. Tracking trouble codes can help determine how often you service a customer for the same problem, perhaps indicating the need for a maintenance contract agreement.
   • Task Status: The status selected for the Default Task Status in the Service Options window will default here. If you did not select a default task status, you receive a message instructing you to do so when you attempt to open the Service Call Tasks window. Override the default by choosing a different status from the lookup window. For more information, see Setting up the Default Task Status. You can use the Complete All button to change the status of all tasks to Complete.
   • Completion Date: The task's completion date will be set to the current system date and can be changed.
   • Comment: Enter a note up to 120-characters long.
   • Originating Task Response: If the service call was automatically created from a Repair task response, the task responses detail from the original call display in this field. For example, if there is a two foot tear in the upper left side of the trailer that needs to be repaired and billed to the customer, this field may display "2.2.1, Description: Left Side Damage Detail, Repair: Yes, Bill: Yes, Damage Type: Tear, Repair Method: Patch, Position: Upper/Left, Length: 2.00, Reference: 1, More: Yes."  For information on creating a Repair task response, see Assigning responses and response types to a task.
   • Task Response: Task responses will usually be entered after the appointment to track detailed results for each task on a service call. To enter responses for each task, use the browse buttons to browse through each record in the scrolling window.
3. When you have finished adding tasks, Save the window. The service call appointment can now be scheduled. For more information, see Creating service calls using tasks.

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