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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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Creating or modifying a task code

To create or modify a task code throughout the system, use the Task Code Setup window in the Setup menu.
To make unique modifications to a task code for an individual service call, maintenance contract, or quote, you can access the Task Code Setup window through those task windows or anywhere the Task Code ID zoom is available.

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Using Task Code Setup

The Task Code Setup window can be used to create new task codes or to edit existing task codes. This window can also be used to change task code information and add subtasks or task materials.
The Task Code setup window can be accessed through a variety of other windows. When you open the Task Code Setup window by zooming from a record such as a maintenance contract, quote, or service call, changes made to a task code will be unique to that record.
However, when task codes are created from the Task Code Setup window, the new tasks appear throughout the system, regardless of how the window was opened. Modifications made to the task code from the setup menu will change the entire template, and the changes made to that task code will appear wherever it is used starting from the time it is modified.
  

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Creating a new task code from Task Code Setup

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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About system, major, sub 1, 2, 3, and 4

These six fields are used to narrow down the list of task codes in a lookup window. If your company has hundreds or thousands of task codes, being able to filter those task codes allows you to search faster when assigning a maintenance task. For example, you may set up lookup data accordingly:

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1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks, then System, Major, and Sub 1, Sub 2, Sub 3, or Sub 4.
2. Using the guidelines for each level in the section above, enter a new value to use for categorizing task codes at this level.
3. Choose Save. To delete System, Major, or Sub field lookup data, use the lookup in the field setup window to open the list of all lookup data for that field. Select the value you wish to delete, then choose Delete.

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Adding subtasks and materials to a task

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.

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• 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.

Adding and deleting subtasks from a task code

Subtasks are a quick way to further define and breakdown a task. In the example below, "Check and Test all Safety Devices" is a task with three subtasks. The subtasks represent the various smaller steps that make up this task. The task and its subtasks will print on a report for the technician to bring to his appointment.
 
A subtask does not require estimated costs and billable amounts.

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1. On the Task Code Setup window, select the task code from which you are deleting a subtask.
2. Choose Subtasks.
3. Highlight the subtask that you wish to delete, then choose Delete. The subtask is removed from the list on the Subtasks window.
4. When you have finished removing subtasks from this list, close the window. To save the changes, choose Save on the Task Code Setup window.

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Assigning materials to a task

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:

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1. On the Task Code Materials window, choose Roll Down.
2. Choose the types of records where you would like the materials to roll down, then choose Roll Down. This process may take a few seconds and is monitored by the progress bar on this window.
3. When processing is complete, choose OK to save your changes.
4. Save and close the window.

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Assigning responses and response type to a task

A response will be selected by a technician after the service call to indicate the progress on a task. Alternatively, a dispatcher or another user may enter this information after the appointment based on the technician's notes for each task.
The response section will display differently in the Service Call Tasks window depending on the response type assigned to the task in the Task Codes window. When setting up task codes, choose a response type that makes sense for the task. Conversely, task descriptions should be written so that they make sense with the selected response type. Task descriptions phrased as questions often work well.

Setting up task responses

The setup for creating task responses has been modified to move Response Type from Task Code Setup to Task Responses Setup. This feature provides more options in task responses to generate improved information from the field. The number of task responses has been expanded to include where you can set up multiple response types, labels, repair task codes, response type, and the position, if applicable, that are related to a task. Additionally, you can set up a response that will generate a service call based on the input.
For example, if you are entering a reading for a tire inspection, you may need to record the tire brand, the type of tire, and the tread depth. Instead of having to create each of the responses as a separate task, you can now add all these responses to one task. You could also set up a repair type if the tire needs to be changed and another if the brake pad needs to be changed.
To set up task responses

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1. After completing all the task responses for this task, choose Save.

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Setting up the default task status

Before a Call Status can be changed to COMPLETE, the status of all tasks attached to an appointment must be marked as COMPLETE, SKIPPED, or N/A. Use the Service Call Tasks window to update the task statuses. If any task status remains set to OPEN, a warning message will appear when you attempt to complete the call.
In addition, a default Task Status must be selected in Service Options, to create MCC calls.
Choose Microsoft Dynamics GP > Tools > Service Management > Module Setup > Service Options. Choose a default Task Status. This status will be automatically selected for tasks when they are added to appointments.
Note: Although setting the default task status to COMPLETE or N/A will save data entry time, it is recommended the default task status is OPEN to assure that all tasks have been completed before setting the call status to COMPLETE.

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Adding service call task attachments

You can add attachments to task codes from the Task Code Setup window and the Service Task Code window in Service Management and MobileTech. The attachments can be viewed in either window in addition to the service call. A task code attachment marked as Primary will be transmitted to MobileTech.
To set up service call task attachments:

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