In this article, we will describe the features and funtion of the “Schedule Jobs” screen in ManageMore Business Software. This window is used to easily schedule appointments for open Job Orders. By dragging and dropping the job to the specified employee, date, and time in the visual calendar, you can add, remove, and arrange appointments.
Note: In this article, the term “Job” and “Order” are used interchangibly as the title of a Sales Order transaction. You can provide the title used for your business by selecting Setup … Application … Order Entry … General Options
Scheduling Basics
To access the Schedule Jobs window, select Activities … Order Entry … Schedule Jobs from the main menu of the program. This option may also be labeled “Schedule Orders” depending upon your Sales Order Title in setup. The Schedule Jobs window has two main sections: the Order / Job List and the Visual Schedule.
To schedule an appointment, simply drag an unscheduled job from the Order/Job List, and drop it on an open spot on the Visual Schedule. You can also drag and drop appointments within the Visual Schedule. Other interactions with these sections include:
- Right Click on either section for more functions. Functions allowed will depend upon the job/order/appointment you are clicking on.
- Double Click on the Schedule to add New Appointment for the selected Date/Time/Employee.
Above each of the sections, you will see the display options for that section. Above the Job/Order List you will see:
Show – Select the status of the orders you would like to display.
Unscheduled – Shows only job orders that have not been scheduled to an appointment.
Unconfirmed – Shows job orders which have been scheduled but whose appointment has not been marked “Confirmed”
Completed – Shows job orders which have been scheduled and whose appointment has been marked “Completed”
Incomplete – Shows job orders which have been not been scheduled AND scheduled job orders whose appointment has not been marked “Completed”
Type – Select the Type of Jobs/Orders to display. To add new types, select Lists … Order Entry … Job Types
Sort By – Select the sort order of the Job/Order List
Above the Visual Schedule you will see:
Employee View – Select the Employee you would like to view or select “Selected Employees” to choose a subset. Or, you can select “All Employees” to view all employees side-by-side.
Date View – Select the Date Range to view. Select from Day, Week, Two Weeks, Month or Two Months.
You can also change the selected exact dates displayed by clicking on the dates/buttons as shown above.
Toolbar Functions
At the top of the Schedule Jobs window is a toolbar that allows access to the main functions of the window.
The first set of buttons are for jobs / orders.
New Job – Create a new Sales Order for a Job
Edit Job – Edit the selected Job / Order, from the list or a scheduled appointment
Post Job – Create a Sales Invoice from the selected Job / Order
Next is the Hide List button. Click this button to hide the Job / Order List, and show the Visual Schedule in full screen. Click the button again to show the list.
The next button is labeled Show Distance. This button enables the Proximity Schedule feature. When enabled, you will see the distance from the Job/Order highlighted in the Job List, to each appointment in the Visual Schedule. A darker color indicates a closer appointment.
After that, you will see two buttons that check for new orders:
Recur Jobs – Checks for recurring job orders that need to be created.
Web Jobs – Checks for orders from a connected website
Next is the Refresh button, which refreshes the screen with the most recent information from your company database. This is useful if others are entering new orders on another station.
Following, you will see the Sync Calendar button. This is used to sync your calendar with Google Calendar manually and/or turn on and off the Automatic Syncrhronization. This button is also used to immedately check and update the “Completed” status of incomplete appointments. If automatic synchronization is ON, appointments will be synchronized as they are created or updated in ManageMore. Completion status will be checked upon opening the Schedule Jobs window. For more information about syncing your schedule with Google Calendar, see “Linking ManageMore Appointments to Google Calendar”
Finally, you will see the Print Calendar button, which is used to print/email the calendar or appointment list.
Adding a New “Quick” Appontment
To add a quick appointment, simply double-click on the Visual Schedle at the Employee / Date/ TIme that you want the appointment to start. You will be presented with the Appointment Screen, which is used to perform this function:
Account No: Enter, select, or create a customer for this job appointment. The customer name will default to the Appoointment Title, and other customer information (Contact / Address / Zone) will pre-fill for the Order.
Type: Select the Job/Order Type. With “Quick Add” enabled, selecting a Job Type can prefill the SKU Item, Description, Price fields, and Appointment Duration fields. To Setup Quick Add, see Lists … Order Entry … Job Types. You can define a SKU, Description, and Price to be used when creating a new appointment for that Job Type.
If the Apppointment is not related to a Job/Order, select the “To Do Appointment” option. This is used for general, non-customer related appointments.
Rescheduling and Cancelling Job Orders
It is very simple to make changes relaed to the customer’s needs.
Reschedule – This removes the associated Employee / Date / Time link and allows the Job / Order to be rescheduled.
Cancel – This removes the association Employee / Date / Time link, but also CLOSES the Job / Order, so that it cannot be rescheduled. unless reopened.
