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Technical Tuesday: Integrating Service Management with Time Keeping Part 2

Doug Johnson | January 10, 2017

This post is the second in a three-part series that explains how to manage time in the Service Management. In the first post, we learned how to integrate the hours performed in appointments of the Service Management module with the Time & Activities module. In this article, we will learn how to associate services with employees, as well as extra configurations that can help you better manage time on appointments.

Acumatica's Technical Tuesday

Acumatica Implementation: Multiple Employees Performing Multiple Services

In this example, your company tracks time using the Acumatica Time & Expenses module. You want to keep track of hours performed by employees and a supervisor while performing multiple services on an appointment.

The scenario workflow:

  1. Create an appointment for the ABARTENDE customer with two services. Add three employees to perform this appointment: two of them perform specific services with specific starting times, while the third employee works as a supervisor during the entire appointment.
  2. On behalf of one of the employees, we will Start and Complete the appointment
  3. Verify the created time activities for the three employees.

Implementation Steps: Standard Service Times

Note: for this example, set the Service Order Types back to the default values in the SalesDemo data.

Set the Service Order Types back to the default values in the SalesDemo data

Step 1: Create appointment with multiple employees

  1. Open the Appointments screen (SD300200) and create an appointment with the following settings:
    • Customer ID: ABARTENDE
    • Services tab: Add a BACKUP service
    • Services tab: Add a MRO DB service
  2. Assign the first employee:
    • Select the line corresponding to BACKUP and click on the STAFF SELECTOR action in the Services tab. This will open the Staff Selector dialog box.
    • Notice that the Service Line Ref. is prefilled with the line corresponding to the BACKUP service and the Skills and Licenses are already preselected based on the service setup. The right panel will show the available employees that match the abilities to perform the service.
    • Click on the Selected checkbox for Beauvoir Layla, this will indicate that Layla will be performing the service. Save.

      Click on the Selected checkbox for Beauvoir Layla, this will indicate that Layla will be performing the service. Save.

      NOTE: You can continue adding employees to the same service by checking other employees, or you can change the Service Line Ref. field to add employees to other services in the appointment. By leaving the Service Line Ref. field blanked, you will be adding employees not associated to any service.

    • Click on Close and go to the Staff tab, notice that the employee Layla has been added and it is associated to the service line 0001 for the BACKUP service.
  3. Assign Additional Employees:
    • On the Staff tab, click the Add Row button and add:
      • Staff Member: Pam Brawner
      • Service Line Ref: 0002 (assigns Pam to perform MRO DB service)
    • On the Staff tab, click the Add Row button and add:
      • Staff Member: Steve Church
      • Service Line Ref: {blank} (indicates that Steve works during the entire duration of the appointment)

        Assign Additional Employees

Step 2: Start and complete the appointment

  1. Start the appointment on behalf of one of the employees by using the Actions > Start Appointment. This could also be done on a mobile device as demonstrated in Appendix 1.
  2. Manually set the appointment start and end times:
    • Actual Start Time of the appointment to 10:00am
    • Actual End Time of the appointment to 01:00pm
  3. Using the Staff tab, set specific starting time for each employee:
    • Set Actual Start Time of Layla Beauvoir to 10:00am
    • Set Actual Start Time of Pam Brawner to 12:00pm

      Using the Staff tab, set specific starting time for each employee

  4. Complete the appointment by selecting Actions > Complete Appointment.

Step 3: Verify created time activities

  1. Go to the Employee Time Activities form (EP307000)
    1. Select the employee Beauvoir Layla. Notice that Layla’s activity is associated to the BACKUP service, starts at 10:00 am and only lasts 2 hours.

      Go to the Employee Time Activities form (EP307000)

    2. Select the employee Brawner Pam. Notice that Pam’s activity is associated to the MRO DB service, starts at 12:00 PM and only lasts 1 hour.

      Select the employee Brawner Pam

    3. Select the employee Church Steve. Notice that Steve’s activity is associated to no service, starts at 10:00 PM and lasts 3 hours, this is the End time of the appointment minus the Start time of the appointment.

      Select the employee Church Steve

      As demonstrated, we created time card entries for multiple employees from a single appointment. We associated time with specific services and entered a supervisor’s time that was not linked to a specific service. Although we did not show it, each employee and service could have been linked to a specific project/job.

NEXT WEEK: Part 3

Next week, we learn how to indicate how an accountant or office employee can automatically create bills for work that is performed in the field. You can read Part 1 in this series here.

Appendix 1: Entering Time from a Mobile Device

Acumatica is web-based so field workers can access 100% of system functionality from the field using a mobile PC, table, or smart phone.

To accommodate limited screen size on a smart phone, Acumatica provides a mobile application for Android and iOS devices to improve usability.

Allowing field workers to start and stop appointments from a mobile interface is a simple matter of writing some XML according to specifications in the Acumatica mobile framework. The XML below exposes a list of appointments to field workers.

XML according to specifications in the Acumatica mobile framework

XML according to specifications in the Acumatica mobile framework

Not shown: XML for defining the appearance of the appointment fields on the mobile device. Acumatica partners and customers are encouraged to create a presales support case if they need this XML.

The result is an easy to use interface with simple starting and stopping of appointments.

The result is an easy to use interface with simple starting and stopping of appointments

The result is an easy to use interface with simple starting and stopping of appointments

Doug Johnson

Director of Partner Programs and Enablement at Acumatica. Doug is in charge of showing people the specifics about what makes Acumatica’s Cloud ERP software awesome for our customers and partners. For other tips and technical training, stay tuned on Tuesdays.

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