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Creating a task list type

This field is used to further classify task lists but is currently not functional. Examples: ELECTRICAL, ELEVATOR, EQUIPMENT, HVAC A/C, HVAC HEAT, etc.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task List Type.
2. Enter the task list type.
3. Choose Okay.

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Creating a task list in setup

Creating a task list from the setup menus is the most efficient way to create a new list. Lists created here can be accessed and used for Quote task lists, Service Call task lists, and Maintenance Contract task lists.

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 checkbox if you would like to set up your task list in a hierarchical list. See Setting up task list hierarchyTask 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. 

     Note
     Once a list is marked as a Protected List, all setup fields will be disabled and you will be unable to add or remove tasks or subtasks from the list. Be sure to add all tasks and subtasks and complete all setup for the new task list before checking the Protected List box.

     When you have entered all the information for your new task list, use the Tasks button to add tasks to the list. The Task List Detail window opens. Use the task code lookup information to search for the task codes you want and Insert them into the list.
     
     To create new tasks for your list, see Setting Up up Task Codes.

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Using task code lookup

The task code lookup appears in the Contract Task Maintenance window, the Service Call Task Codes window, Quote Task Maintenance window, and Task List Detail windows.

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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 checkbox to view subtasks associated with the displayed tasks. Subtasks will appear indented under their task code in the scrolling windows.

1. Add tasks and subtasks by selecting a record in the upper scrolling window and choosing Insert >>. Once tasks appear in the lower scrolling window, they are automatically saved. If you insert a task code with subtasks, all the subtasks insert with it. If you insert a subtask, the parent code is inserted as well. You can insert subtasks more than once. You can edit a task and its subtasks on the fly by selecting a task code in the list and zooming in on it. This will open the Task Code Setup window. Use the arrow buttons to move tasks and subtasks in the upper scrolling window. You can also control the insertion point of a task or sub task by selecting a task in the bottom window. The task code is inserted after the selected item. If nothing is selected on the bottom, the task code is inserted at the bottom of the list.
2. Use the Task Code field that appears between the scrolling windows to quickly add or remove task codes associated with a piece of equipment without using the lookup.
3. When you have finished adding tasks, subtasks, materials, or task lists to the equipment, Save the Maintenance Tasks window and close it.

Other task list maintenance windows

The Contract Quote, Maintenance Contract, and Service Call windows each allow you to create task lists on the fly. These task lists are created in the quote, contract, or service call but can be accessed later and copied for use in another quote, contract, or service call.

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The following instructions will guide you to these windows.

Opening Quote Task List Maintenance window

You must own the Maintenance Contract Quote Module to complete the following steps.

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Opening the Maintenance Contract Task List Maintenance window

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the Contract indicator.
3. Choose the Coverage button.
4. Choose the Tasks button.
5. Zoom on Contract Task List ID field. The Contract Task List Maintenance window opens.

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If there are tasks assigned to your equipment records that you didn't assign per the procedure above, the tasks may have been assigned with the equipment type record, which is part of your equipment record. If the equipment type had a task list assigned, those tasks appear with the equipment record. See Setting up equipment typesUp Equipment Types.

Opening Service Call Task List Maintenance window

You can add task lists to a service call from the Service Call Tasks window using the Task List button. All tasks and subtasks that are part of the task list are added to the service call. Once a task list is added to a service call, it can be edited and reused on other service calls, maintenance contracts, or maintenance contract quotes.

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Using the Copy Task List window

Using the Copy Task List window, you can create a new task list by copying an existing one. You can use task lists, contract task lists, service call task lists, or quote task lists to create any other type of task lists.
You can use the Copy Task List utility at Microsoft Dynamics GP > Tools > Utilities > Service Manager > Copy Task List to copy task lists from any one record to another.
When it is more convenient, you can also copy the task list over directly from the record.
Opening the Copy Task List window from a service call

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the History indicator.
3. Double-click a call and choose Tasks.
4. Choose Copy Task List. The Copy Task List window opens.

Opening the Copy Task List window from a quote

You must own the Maintenance Contract Quote module to complete the following steps.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer that has a contract quote and choose the Quote indicator.
3. Choose Coverage.
4. Choose Task List. The Copy Task List window opens.

Opening the Copy Task List window from a contract

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the Contract indicator.
3. Choose the Coverage button.
4. Choose the Task Lists button to open the Copy Task List window.

Copying a task list

Any task list can be copied over to create a new task list for a service call, quote, or maintenance contract.

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:
     The Location ID and Equipment ID default from the records you choose.
     
     • 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.
• 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 checkbox 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 checkbox 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 boxcheckbox, 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 checkbox empty.
2. Choose Copy.