Creating or Editing a Task List

Task lists can be accessed and used for quote task lists, service call task lists, and maintenance contract task lists.

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Lists. 
2. In the Task List Maintenance window, enter a new task list ID number and complete 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 on 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.

   • Inactive
     Mark to inactivate the task list. 

     

     IMPORTANT

     Proceed with caution when you mark a task code or task list inactive. Inactivating a task code will inactivate it throughout Service Management as well as Equipment Management. History will not be affected, nor will existing contracts, quotes, service calls, and or scheduled maintenance (Equipment Management).

     When you inactive a task code, the following is true:

     • Inactive task codes and task lists are filtered out from displaying in any lookup and cannot be added to contracts, quotes, and/or service calls.
     • When a task code is marked inactive and already exists in a task list, the inactive task code is indicated with a red indicator.
     • When using hierarchy task lists, if a  parent task is inactive,  child tasks of that parent task are also inactive on the task list only. (Hierarchy child tasks are not automatically inactivated at the setup level.)
     • Existing contracts, quotes, and calls, that have task codes or task lists will not be affected by a task code or task list being marked inactive.
     • When renewing a contract (single, master, or mass), you can print a new Inactive Task or Task List report before renewing. If the contract has tasks that include inactive tasks and/or task lists, this report is automatically generated as well so that users can fix the data (reactivate the task code/task list or remove the inactive task codes or lists from the contract).
     • When creating a new contract using equipment at the location, if the equipment type has a task list associated and you choose to automatically add task codes based on equipment type, only the active task codes will be added to the contract. 
     • In Equipment Management:
       • Existing scheduled maintenance that has task codes or task lists will not be affected by a task code or task list being marked inactive.
       • When creating a service call from the On Rental Entry and/or the Rental Agreement Line Entry windows, only active task codes in the Equipment Model task list are added to the service call. (This task list is assigned to the equipment model in the Equipment Model Maintenance window.)
       • When processing scheduled maintenance to create a service call, only active task codes assigned in the Scheduled Maintenance Type Setup window are added to the service call.

   • Protected List
     After you've set up the task list and added tasks, mark Protected List to prevent the task list from being edited in the Task List Maintenance and Task List Details windows.

   • Use Hierarchy
     Mark this checkbox if you would like to set up your task list in a hierarchical list. See Setting up Task List Hierarchy for more information.
   • Task List Type
     This field is used to further classify task lists but is currently not functional.
   • Frequency
     Select how often this task list should be performed.
   • Schedule
     Select 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. 

     

     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.

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.

These specific Task List Maintenance windows function the same way as the Task List Maintenance window under Setup. However, they allow you to create new lists more conveniently and to make changes to a list that you wish to be unique to the service call, quote, or maintenance contract.

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.

1. Select Cards > Service Management > Service Manager.
2. Select a customer that has a contract quote and select the Quote indicator.
3. Select Coverage.
4. Select Tasks.
5. Select an equipment record and zoom on the Quote Task List ID field. The Quote Task List Maintenance window opens. For more information on the Quoted Tasks window, see Edit tasks and subtasks attached to the quote in the Maintenance Contract Quote section.

• When a task list is entered in the Quote Task Maintenance window Quote Task List ID field, only the tasks and subtasks making up the list display in the right scrolling window. Stand-alone tasks appear in the right scrolling window when the Quote Task List ID field is blank.
• When you create a quote task list, it is assigned to the maintenance contract quote. It cannot be used anywhere else.

Opening the Maintenance Contract Task List Maintenance Window

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

When a task list is entered in the Contract Task Maintenance window Contract Task List ID field, only the tasks and subtasks making up the list display in the right scrolling window. Stand-alone tasks appear in the right scrolling window when the Contract Task List ID field is blank.

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 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.

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a service call and select Tasks.
4. Select Task List.

5. Use the lookup to select a Task List ID. Zoom on the Task List ID and the Task List Maintenance window will open. 

   

   Unlike Maintenance Contracts, a service call may not automatically have equipment assigned to it. You can add task lists to equipment for the service call in the Add Task List window.

6. If you want to assign the task list to a piece of equipment and sublocation, complete the Equipment ID and Sublocation ID fields.
7. Select Save.
8. The total hours of all tasks entered display in the Total Task Hours field at the bottom of the Service Call Tasks window. Select Save to schedule the service call. After saving the service call, the estimated hours for the appointment will calculate per the total task hours for all equipment and will display in the Total Appointment Hours field. Total task hours and appointment hours should be equal.

• If tasks are added to the service call after it has been saved, the appointment hours will not readjust to match the total task hours because the appointment has already been scheduled.
• If the skill level of the task doesn't match the skill level of the technician assigned to the call, you receive a message. If you password-protected this function, you must enter a password to allow the technician ID to be entered.