Booking Appointments

The Booking Appointments frame allows an individual or team of resources (for example, a call center) to schedule booking appointments for a customer and their unit (for example, a vehicle). The customer and the unit must exist in the system prior to booking an appointment.

How to:

Create a new Booking

Note: You are unable to create a booking appointment for a unit with a Sold status. The status is defined on the Unit Status Codes frame that has Allows Sales Info option as Yes. If you enter a unit with one of these statuses, you receive the warning message, "This unit has been sold. You will not be able to create a NEW Booking Appointment for this unit, but you may view historical data." The New Booking button will be read-only.

Enter the Unit number.
Enter the Customer from Customer Main, if applicable.
Note: Customer is required only when System Flag 5245 is set to Y.
Select a Location, if applicable. The default location is based on the unit record.
Alt Unit No. Read-only field. Automatically populates or requires entry when applicable.
Select New Booking. The system generates a booking number.

Booking Status

Inquiry - The initial booking status.

Pending - More information is required prior to confirming the appointment.

In Progress - A work order has been opened for the appointment.

Completed - The required work has been completed.

Closed - The booking appointment is closed.

Cancelled - The booking appointment was cancelled.

Declined - The booking appointment was declined (for example, the shop was booked for the date or time requested, and the user was unable to reschedule).

Booking Dates

Created Date/Time, Last Change, and Last Booking Status Change automatically populate. If required, you will manually enter information.

Booking Details

Equipment Profile - The profile based on the unit location.

Booking Reference - Free form field.

Booking Source - Required field. User-defined codes which describe the booking appointment.

Booking Type - Required field. User-defined codes which describe the booking appointment.

Caller Name - Name of the caller.

Caller Email - Email address of the caller.

Caller Phone Number - Phone number of the caller.

Genuine Parts - Checkbox for customer-specific functionality.

Cancelled Reason - Read-only field. Automatically populates or requires entry, as applicable.

Declined Reason - Read-only field. Automatically populates or requires entry, as applicable.

SLA

Populates any notes on an existing customer contract.

Job Information

Select the Contract Jobs or Work Requests link to view or add to the appointment.
You can enter a job to be performed as part of the appointment.
You can add a Job Quantity for each job line.
Labor Time (Hours) and Shop Time (Hours) carryover for an established job or work request with the same values configured.

Request Details

You can enter up to three requested dates for an appointment.
The Period field relates to the shift during which the appointment would occur. If there is not an available time during the shift, the Period field will be red. If there is available time during the shift, the Period field will be green.
If the appointment shift does not have available resources, but another shift on the same day can perform the appointment, the Period field will be amber. You can select the Planning View link to view available dates and time for the shop.
The Booking Date field indicates the confirmed appointment date.
The Promised Date field indicates the date the work will finish and the appointment completed.

Customer Information

Select Address indicates the customer address information based on the location value.

System Flags

Flag No.	Description	Notes
5001	Adopting 3-char SYSTEM code/10-char JOB code?	This flag allows the user to define how they wish their job codes to display. If "Y", a 3-char system code is needed with the job code like 02-013-001. If "N" (the default), M5 utilizes the standard job code like 02-13-001.
5007	Default country code	The default country code is "1" for the U.S. Valid codes are in the System State/Country Code frame.
5249	Use Validated Email Addresses and Email Group Only (Y/N)?	If this flag is Y, only email addresses created in the EMAIL ADDRESS MAINTENANCE frame OR an Email Group can be used. Otherwise, any email address can be entered within the application, but Email Groups will not function. NOTE: When this flag and 5410 = Y, if the entered value is an email address (without the domain) AND corresponds to an email group, we will use the Email GROUP, not the singular email address. WARNING: If you are using LDAP authentication setting this flag to Y will prevent you from logging on to the system if your email address has not been entered into the EMAIL ADDRESS MAINTENANCE frame.
5410	Append Default Email Domain to email addresses? (Y/N)	If the value is set to "Y", the default email domain will be appended to email addresses within text fields. The default value is Y.
5427	Unit Creation Interface code	This will vary per client and be determined based on custom integration requirements. The interface that is used when creating a unit.
5433	Display Primary Job Status Description? Y/N	The default value is "N". When set to "Y", the wo lead job status field will be displayed on commercial work order entry, work order query and booking appointments screens; For work order main/express, the field visibility is controlled by the 'WO Leading Job Status' attribute on the screen designer work order information control.
5434	Validate Location Equipment profile configuration against Unit Y/N	Default is set to N. If value is set to "Y", then Booking Appointment location entry will perform a comparison to see if the Unit Asset and/or Category matches with the Location Equipment profile configuration. If it doesn’t match then the user will be presented with a message.
5442	Allow Booking Decline or Cancellation for jobs with source equal to "W"? (Y/N)	Allow Booking Decline or Cancellation for jobs with source equal to "W" within booking appointment screen. Default will be set to Y. This flag applies at both the header level and/or job line level.
5466	Add additional fields for the age of vehicle on standard job tech spec. (1/2/3)	1 - No changes at all. This is the default value to preserve the current functionality. 2 - The new fields are visible and editable, but do not have any system impact. 3 - The new fields are visible, editable and alter the way in which Standard Jobs are created.
5467	Shop Time is calculated from Labor Time plus Contingency Time? (Y/N)	The Shop Time may be left blank on Standard Job Tech Spec, when this flag is set to Y, and when a Standard Job is generated, the Shop Time will be calculated at the point of creation from the Labor Time plus the Contingency Time, taking into consideration any modifiers to the Labor Time and Contingency Time. Default value is N to preserve the current functionality.
5478	Use Enhanced Job Quantity functionality? (1, 2, 3)	The default will be 1 to preserve the existing functionality. The Job Quantity field will be present and editable on the Booking, Work Request and Work Order, but have no enhanced functionality. The standard functionality of Job Quantity is that when it is amended on Work Request Main, it recalculates part quantities proportionately; and when 'Recalculate Estimates' is selected, it will recalculate the parts costs (if part costs are calculated.) When system flag is set to 2: The Job Quantity will be present on the Booking, Work Request and Work Order Main. When it is updated on Booking Appointments or Work Request Main, it will automatically recalculate the Labour Time and Shop Time by an amount proportionate to the Job Quantity change. When it is updated on Work Order Main, it will automatically recalculate the Labour Time only by an amount proportionate to the Job Quantity change. Additionally, on the Booking, Job costs will be recalculated if the Job is Contract Job. The existing functionality on Work Request Main (described above) will also still apply. Note: The Job Quantity on Work Order Main, in the Change Job Visit Reason popup, is always read-only. When system flag is set to 3: All of the changes from option #2 will occur, and additionally the System/Assembly Code frame will have a new validated column where jobs are granted the ability to allow changes to Job Quantity on a row by row basis. The default setting for each row will be N; the setting will only need to be changed for jobs which do allow a Job Quantity of greater than 1. When the setting for a System/Assembly is N, a user will not be able to amend the Job Quantity for that job on any screen.

Role Privileges

Role No.	Privilege	Description
55	EDIT METER 1	Authority to update Meter 1.
56	EDIT METER 2	Authority to update Meter 2.
92	CE EMAIL EXTERNAL	Allows Crystal Reports to be emailed to internal and external domains.