Set up Information in Microsoft Dynamics GP

This section helps administrators set up various types of information in the host system that technicians can access as they enter information and complete tasks using mobile devices.

Set up TimeTrack

Maintaining history

You must set up TimeTrack to maintain history so TimeTrack transactions appear correctly on the Call Summary report, especially after the TimeTrack batches are committed.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options. The TimeTrack Setup Options window is displayed.
2. In the Miscellaneous Items section, mark Maintain History.
3. Choose Save.

Entering unbilled transactions

If technicians will enter unbilled TimeTrack transactions in MobileTech, you must set up the host system to handle those transactions properly.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options. The TimeTrack Setup Options window is displayed.
2. In the Create a GL Journal Entry For section, mark Unbilled Transactions.
3. Choose Save.
4. Set up unbilled asset accounts. For information, see the TimeTrack documentation.

Setting up manager approval

In the TimeTrack User Guide, see Setting up the manager approval feature for more information regarding setting up the manager.

If technicians submit timesheets that need manager approval, you will need to set up the following in the TimeTrack Setup Options window:

In the TimeTrack Setup Options Email Notification section, the option to Notify Manager when Employee has Updated Rejected Trx is not honored in MobileTech. If marked, the manager will not receive email notifications. The manager will receive a notification when the technician resubmits the timesheet if Notify Manager when Employee Submits Time Card for Approval is marked.

Verify technician and manager setup in Signature Registered Users Setup

In order for the technician's manager to be notified by email, you will need to verify that the manager's email address is set up in TimeTrack's Registered Users Setup window. In the TimeTrack User Guide, see Signature registered users and Setting up the manager approval feature for detailed information.

Set up attachments to be sent to technicians

Before you can send document attachments to technicians, you need to select and set up the actual files to attach and send. For more information about document management, see the Service Management documentation.

1. In Microsoft Dynamics GP, open a service call.
2. Choose the attachment (paperclip) icon next to the Service Call ID field. The Document List window is displayed.
3. Choose Add. The Document Maintenance window is displayed.
4. Select a format and a file.

5. Choose the Copy To Database option. Copy to Database must be selected in order to send attachments to devices. Attachments will not be sent to the device if you do not choose this option.

6. Specify any additional information and choose Save.

Give technicians access to inventory items

To track inventory items that a technician uses on a service call, make sure the technicians have access to the appropriate inventory sites.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Technicians > Technicians. The Technician Setup window is displayed.
2. Select the technician ID.
3. Choose Inventory Sites. The Technician Inventory Site Setup window is displayed.
4. Mark the Assigned checkbox for the inventory sites that are associated with the technician.
5. Choose OK, and then choose Save in the Technician Setup window.
6. Repeat steps 2 through 5 for each technician.
7. Open MobileTech Administration and choose Load Data.
8. Select a technician and a date range.
9. Make sure the Sync Lookups checkbox is marked.
10. Choose Import.

Set up billable and unbillable pay codes

You can specify which pay codes are billable, unbillable, or both, and then send those pay codes to devices for technicians to use for time, expense, and travel entries.

1. In Microsoft Dynamics GP, choose Inquiry > Service Management >Mobile Pay Code Setup. The MobileTech Pay Code Setup window is displayed.
2. Choose whether each pay code is billable, unbillable, or both. The default value is Both for all pay codes.
3. Choose OK.

Set up resolution note snippets

You can set up resolution note snippets in Service Management to help you track work that is completed by technicians. These snippets provide a uniform method for technicians to report how they resolve issues and complete appointments. Technicians can include these snippets in the Resolution Note field in MobileTech.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Service > Resolution Note Snippets. The Resolution Note Snippets window is displayed.
2. Enter a resolution ID and a description of up to 255 characters.
3. Choose Save.

Assign items to vendors and create records for unknown vendors

If a technician purchased items from a vendor who is not already entered in the system, complete these steps.

You also need to complete step 2 if both the item and vendor already exist in the system, but the item is not assigned to the vendor from whom it was purchased.

1. In Microsoft Dynamics GP, choose Cards > Purchasing > Vendor. In the Vendor Maintenance window, create a record for the vendor.
2. In Microsoft Dynamics GP, choose Cards > Inventory > Vendors. In the Item Vendors Maintenance window, assign the item that was purchased to the vendor record that you just created.

Give technicians access to vendors

By default, vendors in Microsoft Dynamics GP are visible to technicians, who can select a vendor while creating a purchase order. You can designate which vendors the technicians can select if you do not want all vendors to be displayed in lookup lists.

1. In Microsoft Dynamics GP, choose Inquiry > Service Management > Mobile Vendor Setup. The Mobile Vendor Setup window is displayed.
2. Unmark the checkbox next to vendors if you do not want the vendors to be displayed in lookup lists in MobileTech.
3. Choose OK.

Verify mobile vendor setup for drop-ship purchase orders

• You can receive committed and partial drop-ship purchase orders for job appointments and service calls from mobile vendors. Drop-ship purchase orders are saved and committed in Microsoft Dynamics GP (Transactions > Purchasing > Purchase Order Entry). 
• Mobile vendors must be set up in Service Management (Inquiry > Service Management > Mobile Vendor Setup). For more information, see Give technicians access to vendors. 
• Freight and miscellaneous charges that are entered for purchase orders in Microsoft Dynamics GP are not synced to the device. However, technicians can enter the amounts from the invoices when they receive shipments in the field.

Verify Signature Document Attachments setup

In the host system, the Signature Document Attachments Setup window is used to set up the file locations where reports are copied when they are generated and attached to service calls. For information about how to set up service call task attachments and physically stored document attachments in Service Management, see Signature Help or the Service Management User Guide.

The reports can be reprinted in Service Management by opening the service call attachments. We recommend that users reprint the reports from the attachments rather than regenerating the reports, because regenerated reports might differ from the original versions and will not include signatures.

For information about how to set up attachments to be sent to technicians, see Set up attachments to be sent to technicians.

Set up and use work crews for appointments

You can create work crew who work together at job or service appointments. For example, a team that installs heating systems or does survey work could be a work crew. You must set up work crews in TimeTrack, and then the activities of the crews can be tracked in MobileTech. Depending on how your system is set up, at least one of these options in MobileTech Administration must be set to True:

• UseWorkCrewJobCost
• UseWorkCrewService

A technician who enters time for an appointment must be assigned to the work crew that is completing the work for the appointment.

Set up work crews

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Work Crews. The Work Crew Setup window is displayed.
2. Enter a work crew name and description.
3. Mark the Enabled checkbox.
4. Choose Save, and then continue to set up work crews as needed.

Assign employees to work crews

You must set up employees as TimeTrack users in the Signature Registered Users Setup window (Microsoft Dynamics GP > Tools > Setup > TimeTrack > Registered Users) before you can assign individuals to work crews. After employees are set up as TimeTrack users, use the Work Crew Employee Setup window to assign individuals to work crews.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Work Crew Employees. The Work Crew Employee Setup window is displayed.
2. Select a work crew.
3. In the Signature Registered Employees grid, select an employee and choose Insert to add the employee to the work crew. To remove a crew a member, select the employee in the Crew Members grid and choose Remove.

If an employee who was a member of a work crew has an Inactive status, choose Synchronize in the Work Crew Employee Setup window. The employee is removed from the work crew.

Set up job safety audit (JSA) information

Use this information to set up JSA task lists and task codes in Microsoft Dynamics GP. For more information, see the Service Management documentation.

For information about the JSA setup options in MobileTech Administration, see Job Safety Tasks.

Create an unsafe work environment indicator

If technicians determine there are safety issues that could prevent them from performing work, those technicians can alert the office that the site is unsafe and provide a record in the host system. 

To allow this, create an appointment status for unsafe work environments. For example, if you create an appointment status of Unsafe, the technician could change the appointment status to Unsafe and send the appointment back to the host system. The appointment would be removed from the technician's device after syncing.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Service > Appointment Status. The Appointment Status Setup window is displayed.
2. Enter a name for the appointment status.
3. Complete the remaining fields, as necessary, and choose Save.

Create the JSA task list type

When you create a task list type of JSA, you indicate that the tasks are safety tasks that are handled differently than other task types. All job safety task lists must have a task list type of JSA.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task List Types. The Task List Type Setup window is displayed.
2. Enter JSA and choose Save.

Create task codes for JSA tasks

You must create task codes that will be assigned to JSA task lists. The task codes define the specific conditions that a technician must validate before starting work on a service call.

For information about recommended naming conventions, see Naming conventions for JSA task list IDs and task codes.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes. The Task Code Setup window is displayed.
2. Enter a task code and description.
3. You can also set up responses for each task. For information, see Set up responses for JSA tasks.
4. Complete the remaining fields, as necessary, and then choose Save. Repeat these steps for each task code that you need to set up.

Skill levels have no effect on JSA task codes.

Set up responses for JSA tasks

When you create task codes, you can also set up responses so technicians can respond to the tasks in the task list.
You can use either List or Text response types.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes. The Task Code Setup window is displayed.
2. Enter or select a task code.
3. Choose the Responses button. The Task Responses Setup window is displayed.

4. Select a response type: 

   • List: Provides the user with a drop-down list of user-defined responses in the service call.

   • Text: Provides the user the ability to enter a text response. Text responses are stored in the database, but are not displayed on the JSA report.

     

     The Text option can only be used once per task code and only as the last non-None row. All further rows will be set to None.

5. Enter a label for the response field. This typically is the condition that must be validated or the question that must be answered, such as Is there a sign-in and sign-out procedure?
6. If you selected the List response type, choose the Responses ID link. The Task Responses List Setup window is displayed.
   
   1. Enter or select a responses list ID.
   2. Enter Yes and No as the values that will appear in the list. Depending on your organization's policies, you can enter just Yes and No, or you can enter a longer value by typing Yes or No, a space, a hyphen, another space, and then the description. Example: Yes – Sign in and out using the appropriate procedure.
   

   Only values that include more than three characters are displayed in the Risk control measures section of the JSA report. Values of Yes and No will not be displayed.

    For more information about setting up responses, see "Setting up task responses" in the Service Management documentation.

7. Complete the remaining fields, as necessary, and then choose Save. Choose Save again in the Task Code Setup window.

Create JSA task lists and add task codes

For each category of safety tasks, you must specify an integer as the task list ID. For example, if the category is Electrical, the ID could be 1 and have a description of Electrical.
Task list IDs must be numeric. For information about recommended naming conventions, see Naming conventions for JSA task list IDs and task codes.
All job safety task lists must have task list type of JSA.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Lists. The Task List Maintenance window is displayed.

2. Enter a task list ID and description. 

   

   Task lists for personal protective equipment must have an ID of 99. In addition, JobSafetyTaskListType must be set to JSA in the Job Safety Tasks area of the setup options. Otherwise, values will not be displayed in the Personal Protective Equipment section of the JSA report.

3. Select JSA as the task list type.
4. Complete the remaining fields, as necessary, and then choose Tasks. The Task List Detail window is displayed.
5. Select the task codes to include in the list and choose Insert to add them to the task list. For more information about using the fields in this window, see "Creating a task list" in the Service Management documentation.
6. Choose OK, and then choose Save in the Task List Maintenance window.

Naming conventions for JSA task list IDs and task codes

When you set up JSA information, you will create task codes, and then assign those task codes to the JSA task lists that you create.

Task list IDs must be numeric, and we recommend that you use a naming convention that groups together the task codes that will be assigned to each JSA task list. This lets technicians navigate through categorized lists of tasks in the appointment details, so they can respond to the tasks without having to open and save each task individually.

For example, suppose you plan to create task lists for servicing electrical, elevator, and HVAC systems. You might categorize them in this way.

Set up sublocations for barcoding

The barcode functionality is available for equipment, sublocations, and inventory. The supported barcodes are those in the ZBar library including: EAN-13/UPC-A, UPC-E, EAN-8, Code 128, Code 39, Interleaved 2 of 5, and QR Code. 
The barcode feature allows the field technician to:

• Scan a barcode from a piece of equipment or a sublocation with the MobileTech device for easy navigation and accessibility to the assigned tasks.
• Scan a piece of equipment to add it to an existing service call or to add it to a new service call.
• Scan and record a barcode for a new piece of equipment at a customer site.
• Scan a barcode for an existing piece of equipment, if a barcode doesn't already exist, to update the equipment record with the barcode scanned.
• Automate the entry of an inventory part number during the appointment completion process.

Before technicians can scan a sublocation barcode from the Service Calls or Appointments lists, you must select sublocation validation in Service Management and set UseBarcoding to True in MobileTech Administration.

1. In Microsoft Dynamics GP, choose Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options. The Service Options window is displayed.
2. In the Premier Options section, mark Use Validation for Sublocations, and then choose OK. This makes the Sublocations button available in the Location window.
3. In Microsoft Dynamics GP, choose Cards > Sales > Customer. Enter or select a customer. Choose the Location button, enter or select a location, and then choose the Sublocations button. The Sublocation Maintenance window is displayed.
4. If a barcode is associated with the sublocation, add a sublocation barcode.
5. Save the changes.
6. In MobileTech Administration, choose Setup Options. Under Mobile Device Global Settings, make sure UseBarcoding = True.