Assigning Materials to a Task

When technicians go out to perform a maintenance task or subtask, they need to know what, if any, materials are required to do the job. In task code setup, you can specify which materials are required for specific tasks or subtasks.
Materials can be added from the Task Code Setup window at Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
If you wish to add subtasks or materials to a task only for a specific call, contract, or quote, you can make changes by opening the task code setup window from the task maintenance window:

• Service Call Task Codes
  Choose Cards > Service Management > Service Manager. Select a customer and choose New Call. On the Service Call window, use the Tasks button to open the Service Call Tasks window.
• Contract Task Maintenance
  Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and choose Coverage. On the Contract Coverage window, use the Tasks button to open the Contract Task Maintenance window.
• Quote Task Maintenance
  If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote and choose Coverage. In the Quote Coverage window, use the Tasks button to open the Quote Task Maintenance window. For more information on adding tasks to maintenance quotes, see the section Generating a maintenance contract quote.

If task materials are defined at the task code level in task code setup, you may still redefine them later at the quote, contract, or service call level when an item is unique to the quote, contract, or call by zooming to and editing the task code directly from that record.

To add materials from the Task Code Setup window:

1. Open the Task Code Setup window.
2. If you are defining materials for a task, use the Task Materials button to open the Contract Task Code Materials window. If you are defining materials for a subtask, select the Subtask tab, then use the Task Materials button to open the Task Code Materials window.

3. Under Filter by, select a filtering method to determine which items display for inclusion with this task code. You can filter by Item Number, Description or Type.

   

   When you select a filter, the Items Available area populates accordingly.

   Types include:

   • Sales Inventory
   • Discontinued
   • Kit
   • Misc charges
   • Services
   • Flat Fee
4. Filter the list by Site ID, if necessary, or include ALL sites (default).
5. After filtering, choose Redisplay. The list will refresh per the filters you selected.
6. To include an item, select an available item and choose Insert >>. The item moves to the Current Task Items area. Repeat this step for other items to include:
   • To change the quantity of an item needed for a task, select the Quantity field beside the item in the Current Task Items list. When the cursor appears, delete the current item quantity and enter a new value.
   • To mark an item as required for the task or subtask, mark the Required checkbox. Materials that are required will appear on the printed tasking report so that the technician can gather all materials before the appointment. An item that is not marked as required will appear on the list as a recommended item. The technician will know to bring the item to the appointment if it is available, but that the service could be performed even if the item is not available.
   • To include non-inventory items, choose the Insert Non-Inventory Item button, enter an item, then choose OK.
   • To remove all items from inclusion, choose << Remove All.
   If additional materials are needed for a service call, in addition to those inherently required by a task or subtask, you can add materials unique to the service call using the same process in the Service Call Tasks window.

Rolling down task code materials

Roll down task code materials if you would like equipment to remain assigned to a task code in all contracts, service calls, or quotes.

1. On the Task Code Materials window, choose Roll Down.
2. Choose the types of records where you would like the materials to roll down, then choose Roll Down. This process may take a few seconds and is monitored by the progress bar on this window.
3. When processing is complete, choose OK to save your changes.
4. Save and close the window.