Scheduling Maintenance Tasks

Creating and Scheduling MCC Calls

1. Select Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Create MCC Calls.
2. Select the Year and Month from the drop-down lists.
3. Select to create MCC calls for all customers or a single customer. Enter the applicable range information in the enabled fields.
4. 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 select the Create button.
5. Close the report preview to return to the Maintenance Tasking window.
6. Select Create 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. 
7. The first time during a session you 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.

• 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 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.

Creating an MCC Call for an Individual Contract

You can also create MCC calls for an individual contract from the Maintenance Contract window.

1. Once tasks have been added to the equipment on the Maintenance Contract, return to the Maintenance Contract window.
2. 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. Select Create. The appointments will be generated, and you will be prompted to print a report to review the appointments.

Suspending MCC Calls

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 checkbox on the Equipment Master or Equipment Component windows. When the 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 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 select to proceed, the open service calls will remain.
• The Suspend MCC Calls 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.

Creating Service Calls Using Tasks

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. 

Inactive task codes and task lists are filtered out from displaying in any lookup and cannot be assigned to any new contract, equipment, or service call. If a task list has any inactive task codes, only the active task codes will be assigned.

To create a service call using tasks:

1. Select Cards > Service Management > Service Manager and select a customer record.
2. On the Service Manager window, select New Call.
3. On the Service Call window, 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: 
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.

After making changes, Save the window.

Because MCC service calls are system-generated based on tasks, you are not given the option of how appointments are created when tasks are assigned to the call. Therefore, appointment number 0001 will have a default status of Unassigned on service calls with an MCC call type.

Assigning More than One Equipment Record to a Service Call

Inactive task codes and task lists are filtered out from displaying in any lookup and cannot be assigned to any new contract, equipment, or service call. If a task list has any inactive task codes, only the active task codes will be assigned.

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 record to a service call:

1. From the Service Call window, use the Tasks button to open the Service Call Tasks window.
2. 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.
3. 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 -

1. Use the Task button to open the Service Call Task Codes window, where you can assign tasks to an Equipment ID.
2. 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.
3. 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.