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Tasks and task lists can be assigned to service calls, maintenance contracts, and equipment. Assigning tasks to equipment on a maintenance contract will help insure ensure that maintenance tasks are completed routinely for the equipment. Assigning tasks to an individual record will add tasks to the call in addition to any inherently attached to the equipment.

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Adding tasks to equipment

1. Choose Select Cards > Service Management > Service Manager. In the Service Manager window, select a customer. Choose Select Additional, and then choose select Equipment.
2. In the Equipment Lookup window, highlight the piece of equipment you wish to add tasks to. Choose Select Edit.
3. Choose Select Maintenance Tasks in the lower right corner of the window. If there is more than one maintenance contract for this equipment, select the one you wish to edit in the Equipment Contract List window and choose select Select. The Maintenance Tasks window opens.
4. If there are task codes already assigned to this equipment, they can be viewed using the arrows on either side of the Task Code field. If the task code you are viewing is part of a task list, the task list ID for that task will be displayed in the space below the Task Code. The arrows will scroll through all individual tasks for all task lists assigned to the equipment.
5. Selecting the Subtasks or Estimate tabs will display the subtasks or estimated time and cost for the individual task. Subtask materials can be added in the Subtask tab. Estimated hours and estimated costs for each task can be edited from the Estimate tab.
6. Multiple task lists can be assigned to a piece of equipment. To add a task list to the Equipment, choose select Task List. This will open the Copy Task List window. Select the task list you wish to copy to the equipment record and fill out all the required information in this window. For more information on completing the Copy Task List window, see Copying a task list.
7. To assign an individual task to a piece of equipment, choose select Tasks. If you choose select the Tasks button while you are viewing a task code currently assigned to a task list, the new task will be added to that same task list within the record.
8. To add an individual task that should not be part of a task list, Clear the Maintenance Tasks window before choosing Tasks, or delete the task list ID that appears in the Task List ID field when the Contract Task Maintenance window opens.

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• Quote Task Maintenance window
  You must own the Maintenance Contract Quote Module to access this window. Choose Select Cards > Service Management > Service Manager. Select the customer and choose select Quote. Select the quote and choose select 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 Select Cards > Service Management > Service Manager. Select the customer and choose select Contract. Select the contract and choose select 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 Select Cards > Service Management > Service Manager. Select the customer. Choose Select History and select an existing service call, or choose select New Call to create a new service call. In the Service Call window, choose select 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. Open the Service Call Tasks window. The Equipment ID defaults from the Service Call window. Only one equipment record can be assigned to each task. If you have multiple equipment on the service call, you must create separate tasks for each record. If you select or enter a new Equipment ID on this window, and the equipment is inactive or retired, you receive a warning message: This equipment is inactive/retired. Do you want to continue? Choose  Select Yes to continue adding the task with the selected equipment, or choose select No to choose select a different record.
2. Select a task by doing one of the following in the Task Code field:
   • Use the browse buttons to scroll through the task codes that have already been assigned to the service call. If the task code has subtasks, you can view them using the browse buttons in the Subtask Code field. Likewise, if the task code belongs to a task list, the list name will appear in the Task List ID field
   • Use the lookup button to open the Service Call Tasks – List window.

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1. In the Service Call Tasks window, choose select 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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Note
When you use the Task button in the Service Call Tasks window, the Service Call Task Codes window opens. Choose Select Add Default Task to create a default task for the service call. Default tasks are automatically added to a service call when the call was initiated using the Find button in the Service Manager window.

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When tasks are assigned to a contract or equipment and set to a schedule, you can choose select to have these tasks scheduled as service calls automatically. These maintenance contract computer-generated calls are referred to as MCC calls.

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Note
Service level agreements aren't used with MCC calls. That is, while a maintenance contract could have a service level agreement associated with it, response times aren't calculated for MCC calls since maintenance calls are considered preventive and not time-sensitive.

Creating and scheduling MCC calls

1. Choose Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Create MCC Calls.
2. Choose Select the Year and Month from the drop-down lists.
3. Choose Select to create MCC calls for all customers or a single customer. Enter the applicable range information in the enabled fields.
4. Choose Select the Preview button to preview which MCC calls will be created. Maintenance tasks used to create service calls will have a service call ID assigned. Maintenance tasks without service call IDs are created when you choose select the Create button.
5. Close the report preview to return to the Maintenance Tasking window.
6. Choose Select Create in the Maintenance Tasking window to create the MCC calls. You must have a default task status entered in the Service Options window for the MCC calls to be created. See Choosing Service Options. The first time during a session you choose select Create, you receive the following message: It is recommended that you run the utility that matches technicians by skill level to maintenance tasks at this time. Do you wish to run the utility? We recommend you run the utility. If a technician doesn't exist at the location with the necessary skill level, the primary technician at that location is assigned to the task. Once the MCC call has been created, the Maintenance Tasks window is updated with the service call ID in the Service Call ID column.

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Note

If you open the Service Call Tasks window again and edit or delete the tasks for an existing appointment, the system will not update the appointment's estimated hours. The Total Appointment Hours and Total Task Hours in the Service Call, Appointments, and Service Call Tasks windows will be updated. MCC calls are only generated once. If you choose select the Create button and there are no new calls, you receive the message "There are no new service calls to be created for this period." If you create or edit maintenance tasks and rerun the service call creation process, only the new MCC calls will be generated.

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1. Once tasks have been added to the equipment on the Maintenance Contract, return to the Maintenance Contract window.
2. Choose Select Print > Tasking. The Maintenance Tasking window opens.
3. Select the Year, Month, and other range parameters for which you would like to create appointments.
4. The Maintenance Tasking window will only enable ranges available based on the contract. Because you are creating MCC calls for an individual call, most ranges will be disabled.
5. Choose Select Create. The appointments will be generated, and you will be prompted to print a report to review the appointments.

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If you have equipment that is covered by a maintenance contract but do not want to create MCC calls for the equipment, you can temporarily place the equipment out of service.
You can place the equipment out of service by marking the Suspend MCC Calls check box  checkbox on the Equipment Master or Equipment Component windows. When the check box checkbox is marked, MCC calls will not be created for tasks assigned to the equipment. However, suspending MCC calls does not delete tasks from the record. Unmarking the Suspend MCC Calls check box checkbox will resume the creation of MCC calls as usual.
If you suspend MCC calls for equipment that is a lead item in a group, all group items will also have MCC calls suspended. You cannot independently suspend MCC calls for group items.

• If you suspend MCC calls for equipment that is a has-components record, the components will not automatically have MCC calls suspended.
• If you suspend MCC calls for equipment that has open service calls, you will receive a warning message. If you choose select to proceed, the open service calls will remain.
• The Suspend MCC Calls check box  checkbox will be disabled if:
  • Equipment is not attached to a maintenance contract.
  • Equipment has been removed from a maintenance contract.
• When equipment is out of service:
  • The equipment can still be added to a service call.
  • Labor loading calculations will still include tasks for the equipment.

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Service call appointments are not always set to a routine schedule on a maintenance contract. However, you can generate individual service call appointments from service call tasks. Appointments also do not need to be attached to a piece of equipment.

1. Choose Select Cards > Service Management > Service Manager and select a customer record.
2. On the Service Manager window, choose select New Call.
3. On the Service Call window, choose select Tasks. The Service Call Tasks window opens. If there was an equipment record selected on the Service Manager window when the call was created, a default task was automatically created. The default task holds the equipment record information. Once more tasks are added to the service call for that piece of equipment, you can delete the default task.
4. If you are creating the service call for equipment, select an Equipment ID. An equipment ID is not necessary to assign tasks to a service call.
5. Add tasks to the equipment. Refer to the section Assigning tasks to a service call for instructions. If necessary, you can also assign more than one piece of equipment to a service call. Refer to Assigning more than one equipment record to a service call for instructions. You can easily review all equipment and tasks included in the service call by choosing the tree view button near the Task Code field.
6. When you have finished adding tasks to the service call, Save the window. The service appointment has been scheduled and appears on the Dispatch Board and the Technician Board.
7. Return to the Service Call window and complete the remaining fields as usual.

To view the appointment or make changes:
Choose Select the Appointments button in the Service Call window, or switch to the Appointments tab from the Service Call Tasks window. Tasks can also be edited using the Tasks button on the Service Call window or by switching to the Tasks tab on the Appointments window.

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servicemanagement_assigning_task_6561 servicemanagement_assigning_task_6561

Assigning more than one equipment record to a service call

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Note When you have more than 1 equipment on a service call by means of tasking, the Equipment ID field and Task field on the service call form will be cleared and set to disabled.  To assign more than one equipment to a service call: From the Service Call window, use the Tasks button to open the Service Call Tasks window. From the Service Call Tasks window, use the Task List button to open the Add Task List window, where you can assign a task list to an Equipment ID. Save the window to add the task list and equipment to the service call. The Add Task List window remains open, and you can repeat this process to assign additional task lists to other equipment on the service call. Close the window when you are done. - OR - Use the Task button to open the Service Call Task Codes window, where you can assign tasks to an Equipment ID. Select an Equipment ID, then use the System, Major, and Sub 1-4 fields to filter the task codes that you want to work with. Use the green arrow button in the Task Codes field to populate task codes in the first scrolling window. Select a task code from the scrolling window and use the Insert button to assign the task code to the equipment. Tasks that are assigned to the equipment appear in the second scrolling window. If you need to add tasks for multiple equipment records, select a new Equipment ID, and repeat the process of adding tasks for additional equipment. Close the window when you are done. On the Service Call Tasks window, you can use the tree view button next to the Task Code field to view the Task Lists and Tasks assigned to the equipment on the service call.

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• Printing this report for a maintenance contract will show all MCC calls that are assigned for the contract. To print this report from the Maintenance Contract window, choose select Print > Tasking. This opens the Maintenance Tasking window. Select the month and year and choose select Print. Printing the report from here will automatically filter data so only MCC calls from that contract will display on the report.
• Open the Maintenance Tasking window directly to print the Scheduled Maintenance report. From here you can filter by date, customer, or technician ranges. You can also print the report for all MCC calls generated in a specific month. Choose Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Create MCC Calls. Choose Select your filter data, then choose select Print. You can print this report for a single service call if it is an MCC call with attached tasks.
• From the Service Call window, choose select Print > Tasking Report. (If the call is not an MCC call, you will not see "Tasking" as a report that is available to print from the print menu. However, you can print the Work Order 4 to print a list of tasks and subtasks for non-MCC calls.)