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Module Synopsis

This Module is designed to assist you with setting up routine or scheduled tasks within AroFlo. At the conclusion of this module you will be able to

  • Creation of a Periodic Template
  • View and modify existing Periodic Templates .
  • Setup a schedule for a periodic task.
  • Creation of a Periodic Invoice

Session Time & Resources

This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in Management Positions.

Pre-Requisite Modules


It is assumed that you have already completed the below modules.
Module 1.0 – Initial Walkthrough
Module 1.3 – Calendar Scheduling
Module 2.4 – Asset Register


Periodic Template


A Periodic Task is a recurring task that happens on a set frequency. This means that the work occurs on a regular basis each week/month/quarter. AroFlo can be configured to setup a template that will ensure that a task is created for the ongoing work. This is called a periodic template.
This template is what AroFlo will use to generate the tasks created for specific site visits for this periodic. This means that every site visit performed has a unique job can allow profit and loss reporting down to the specific visit.


Creating a Periodic Task


The process for creating a periodic task is similar to creating a new task. For this module we're going to use the 'Create' button on the main navigation and then select Periodic Task.

Select our Training client in the clients list. You can begin typing the name in or use the magnifying glass to select from a list of clients. We're also going to select an asset and have it registered against the task.




For this module we're going to use the below information.
Client – 'Training Company'
Asset – 'Sample Asset' Location – '53 New Street Ringwood'

Select a task type that would be appropriate for a maintenance type of task and then select a Task To person. The 'Task To' person is quite important to a periodic as it is used to define who is managing or responsible for the on-going work.


Task Identifier for Periodic Work

By default the task identifier field is populated from the client/location address. While this is normally useful for a periodic you might want to put a little more description into the identifier. This will help to distinguish this periodic task from the rest of your task list.
Modify your task identifier to include ' – MONTHLY indicating that this periodic will be monthly. Complete the rest of the task information (Problem/Request & Reported by/Contact).
Problem/Request: 'Monthly Maintenance Inspection'
Reported by – 'Accounts Payable'

Periodic Task

At the base of the task creation screen is a drop down box that allows you to specify the length of your periodic. This is an essential step and it is how you specify that this task is to be a periodic rather than a normal task.

Select Monthly from the dropdown list.

It is also important to take note of the 'Due Date' field this is the date that the periodic will generate for the first time.

AroFlo will then use this date as a guideline for when the next periodic task is to be generated. For instance, if you have selected a monthly periodic and you have selected the 17th. Then on the 17th of every month this periodic will generate a new task.

AroFlo will automatically keep track of weekdays and insure that the newly created periodic is always generated on the closest working day to the requested date. (This feature can be turned off by your Site admin if complete accuracy is required.)

You have now created a periodic template.


The information presented on the template reflects the data entry that we've just completed however there are some additional fields that are related to the template specifically.


Asset – This is the first/Primary Asset associated with this periodic. This asset will be added onto each task that this periodic generates. It is possible to have multiple assets added to the periodic using the Assets tab.
Due Date – This field is populated when you create a new task. In relation to a periodic it is set to the date that the periodic is due to generate. This date can be modified should the generation date change.
Review Date – This field allows you to populate in a date that you wish to review this periodic. This is usually done when there is a contractual component associated with the periodic. There are filters within the Periodic list to easily identify jobs via review date.
Start Date – This field gives you an area where you can record a start date for any contract/agreement relating to this periodic. This is an informational field only – it does not affect generation of tasks.
Expiry Date – Similar to the Start Date, this field allows you to record an end date for any contract/agreement relating to this periodic. This field does not affect generation of tasks.



Details/Description – This field is the default description field that will be applied to any task created using this periodic. Reported by/Contact – This field will determine who the contact person for each task generated by this template will be.
Project – Determines if this periodic is part of a Project. Any Task created by this template will also be linked to that project.
Status – This field determines if the periodic is still active or not. If you choose to archive the periodic template then no further tasks will be generated from this periodic.
Delete Button – Used to remove the periodic from AroFlo. This will not leave any record of the periodic for archive purposes.
Save Button – Use the save button to confirm any changes that you've made to the periodic template.

Checklists on Periodic Tasks


It is important to note that any modifications to a checklist done via the 'View Checklist' button will only affect THIS periodic task and not the default checklist for all tasks. This functionality allows you to make specific checklist items that relate only to this periodic.
This means that each individual periodic can have a checklist that has been customised to the specific requirements of that task.


Periodic Controls


The View Button – This button allows you to view your periodic task history. This means it will show you any tasks that have been previously generated by this periodic.



The Create Button – This button allows you to manually override your periodic and cause it to generate now. This will also affects your Due Date, changing it to the current date for future periodic tasks.



Generation of Tasks


The periodic template will continue to create tasks until you archive the periodic. The only thing that will prevent the periodic from running is if the previous task created by the periodic is still in a current status. The previous periodic task must have a status of completed before the new periodic can generate.

Extras
There are some additional options that can be set for your periodic template. These are controlled by the tab options on the right hand side. These settings can help you customise the behaviour of your periodic to suit your needs.

Frequency Details


The Frequency Details tab allows you to update the frequency at which this periodic will generate. For instance you are able to change your periodic from a monthly periodic to a week using the frequency dropdown box. You are also able to set a specific day of the month/week that you wish the periodic to actually generate. This gives you a very detailed level of control over the tasks being generated.



Frequency – This setting allows you to determine what period of time that the next periodic will be set to after the current periodic has been generated.

Baseline Date – This date is used to keep the original frequency time set. YOU SHOULD NOT EVER NEED TO EDIT THIS DATE. It is used to ensure that the original date is set should the system need to make changes to account for a specific set day or to account for a non-work day.

Set Day – This setting allows you to set the periodic to run on a specific day of the week/month rather than a specific date. This setting will cause the "Due Date" to update to the new date as specified by your selection. For instance, you may have selected the first Monday of the Month which might fall upon the 6th of June. In this instance the Baseline Date would remain 3/5/2013 but the due date would now be set to 6/5/2013. The periodic will generate on the 6th rather than the 3rd and the system will then use the baseline and set day values to determine when the periodic should then schedule for July.

Frequency editable in Field – This feature allows you to control if your field staff are able to edit your frequency settings from the field interface.

Generated By – This setting determines how this periodic will generate. Do you want manual control over the periodic or do you want the system to automatically generate when a set date occurs. If you tick "System (Overnight") the periodic will automatically generate. If you tick "Manual" You have the facility of manually overriding the periodic to generate straight away.

Next Due Date Calculated Using – This setting determines when the next instance of this periodic will generate. There are three options that can be set here.


Due Date – this is the default behaviour of the periodic. It indicates that one a periodic has run that the next instance of the periodic should occur determined by the frequency (or set day) values calculated form the current due date.

Due Date (Do not generate if Open task exists) – similar to above, this feature will however only generate if the previous periodic task. If the task created by the last instance of the periodic is still in an open status a new periodic will not be generated.

Last Completed Date – This periodic indicates that the "Due Date" field needs to be recalculated when the task from the last generated periodic has been completed. For instance if the frequency has been set to Monthly and the previous job was closed on the 14th of May 2013 the new periodic will be set to generate on the 14th of June 2014. If the task generated in June is then closed on the 18th of June, then the next periodic generated by this template would be generated on the 18th of July.

This indicates that you're always going to re-visit the periodic exactly one month (or set frequency) from the last time that you attended the site.


Dynamic Frequencies


Dynamic Frequencies allows you to set different frequencies for different time periodics. For instance you might want this work to be weekly during summer and then monthly for the rest of the year. To set a dynamic frequency simply click on the "Add Frequency" button.



Set a start Date and an End Date and the frequency that you wish to use between these dates. For instance if you wanted to change to a weekly periodic over the Christmas period you would simply set the Start Date to the 1st of December and the end Date to the 1st of January. This indicates that your previously monthly periodic would then generate at least four times in December.

Variable Service templates


Variable Service templates allow you to set different requirements for a certain times that the periodic is due to generate. For instance, let's assume that we're doing a monthly periodic, but every three times the periodic generate (so every quarter) we want to do a full service, rather than a standard maintenance visit.


To do this we would simply click on the "Edit Variable Service Template" button a nd then click on the Add Service Template button.



We will need to give this variable template a name, so lets call it
"Quarterly Visit"


And then you will need to tell the periodic how regularly it needs to use this template rather that the default. This can be done with the dropdown at the top. We have specified that we want this periodic to quarter, so let's select "3rd (3 Monthly)"
We can now add in a description for this periodic template that will be used in preference of the standard description. This is where we would specify that a full service is needed. We are also able to modify, the Priority, Checklist, Documents, Materials, Assets and Compliance settings for this periodic.

The system will then use this template rather than the default upon the 3rd time that this periodic is run. The system will then calculate every multiple of 3 (in this case) to determine when this variable template needs to be applied.

You can set as many variable templates as you need per periodic. The system will always apply the highest number variable (this means that a six monthly variable template will run on the 6th generation of the task and not a three monthly variable template) lets assume that we have a periodic template that has been set to monthly with three Variable templates set for 3 month, 6 month and 12 month.

The table below indicates when the variable templates will be applied.

1st visit

Standard Monthly template will be generated.

2nd visit

Standard Monthly template will be generated.

3rd Visit

Three Month variable template will be generated.

4th Visit

Standard Monthly template will be generated.

5th Visit

Standard Monthly template will be generated.

6th Visit

Six Month variable template will be generated

7th Visit

Standard Monthly template will be generated.

8th Visit

Standard Monthly template will be generated.

9th Visit

Three Month variable template will be generated

10th Visit

Standard Monthly template will be generated.

11th Visit

Standard Monthly template will be generated.

12th Visit

Twelve Month variable template will be generated

Notice that the 6th month variable template has been generated on the 6th visit rather than the 3 monthly, but the 3 month template has been run on the 9th visit. The system will always select the highest number variable template appropriate to run.
This training module uses a "Monthly" frequency as an example. Variable frequencies can be set for any frequency available.

Schedule

The schedule tab allows you to automatically schedule the periodic in as well. This means that you can schedule the task automatically to a resource. 


There are two sections to this. The Baseline Schedule determines the default behaviour of this schedule. The Next Due Schedule indicates when the next logical instance of this periodic has been scheduled for.
It is important to note that you can create an exception to your default behaviour by modifying the Next Due field.

To add a Schedule you need to click on 'Add Schedule' for the Baseline Schedule.

This allows you add Resources, Assets or Crews into the schedule by clicking on the button.

Simply select the user(s) you wish to schedule as the default resources for this periodic task.

This will then update the calendar for these resources with a periodic placeholder to indicate that they are scheduled to this template.

Once you've selected your resources click Save to update your schedule.


You will notice that this will now populate a 'Next Due Schedule' for this template.


We can see that the Baseline Schedule no date is specified. This is because the baseline Schedule is defined by the Frequency. For instance if the job is monthly then this task will generate every month at this time for this user on the date specified by the Due Date.
The Next Due Schedule does however have a Date specified. This is because this is referring to a specific instance of this template. We can change the details for this schedule, including changing the date, time or Resources and it will only affect this instance of the periodic template.

This allows us to create exceptions to our default routine for the periodic template. This could be useful if your client needs to alter the details to allow for public holidays or other commitments.

Material


The Material tab is used to pre-populate any material components that you know are going to be consumed on the task. This means that your field technicians are saved the data entry for items that are going to be used for every periodic generated.
For instance if your periodic is for a maintenance job and during that maintenance you are going to replace a filter as part of the standard servicing procedure. You can add the filter into your periodic here to save time for your technician on site.


Periodic Materials & Billing


In the event that each site visit requires an invoice to your client, it's a good idea to add any charges towards your client as material items onto the task. This means that your billing information is added to the task at the moment of creation. This is incredibly useful if each site visit has the same charge (Such as a portion of an annual total.) This could also be handled via a Periodic Invoice which will be discussed later in this module.


To add material on to the periodic you can either click on "Multi-search" to add an Inventory item or click on "Add Line Item" to add in to ad-hoc item. It's also important to note that you set what holder this stock is supposed to have come from using the "Take Stock from" drop down.

Assets


The Assets tab can be used to add as many assets onto the periodic as required. During the template creation process we can only add ONE asset onto the task. From this tab we're able to add as many as we need.
To add an Asset click on 'Add Assets' to select your asset. (Note: your asset will need to exist in your register before it is able to added onto the periodic.)



Documents (OPTIONAL)

The Documents tab is only available if you've activated Document Storage. If you're interested in this feature please consult your AroFlo Support Technician to discuss this further. Once activated this feature allows you to specify documents that will be added onto the task at the moment of creation. This is useful for adding in service manuals or paperwork that might be required by your field technicians.



Sequence

The sequence tab is used to keep track of the number of periodic tasks that have been generated when there is a set limit required. Set the Sequence Number to set the current number of periodic tasks generated and set the Sequence Target to select the required limit.


It is important to note that If you're going to use this feature neither the Sequence No or Sequence Target can be set to 0. (So it's a good idea to start at 1 for the sequence No.) Once this feature is activated the Periodic task will be suffixed with the sequence number.


Compliance

This section allows you to specify compliance forms that are required by this periodic. any compliance forms listed within this tab will be available within the 'Spec Forms' section when adding a compliance form for any tasks created by this template.


Scheduled jobs within the Calendar


Once you have selected a resource in the schedule tab we should be able to see an entry in the calendar for that periodic.

There is a setting we need to confirm are set for periodic jobs to show in calendar
Ensure that the show Periodic Tasks check box is checked.

You can now see an entry marked as a Periodic in the calendar for your specified resource. It is important to note that this is place holder only indicating the periodic is due to be generated for this time/date. The actual task won't be generated until the periodic is run.

It is useful to know that you can change your scheduled time for the next periodic to be run without changing the details in your template. This gives you the functionality of being able to make modifications to your next periodic visit without changing your regular details.

This will modifiy when the periodic generates.

Assigned (Unscheduled) Jobs within the Calendar

If you have selected an Assigned person for your periodic a notification is also put into your calendar telling you that the periodic has been generated. This is marked as a U-Periodic or an Unscheduled Periodic.



Periodic Invoicing

A Periodic Invoice can be used to easily manage regular recurring payments that need to be paid to you. This will allow you to create a template that will generate invoices for pre-set amounts.
To create a periodic invoice we can simply click on 'Create' and then 'Periodic Invoice'.

Once you have created the Invoice Template the first thing you need to specify is who the client is. This can be specified by typing the client name into the 'Client' Field or by clicking on the search tool to bring up a list of clients. Once we've set a client we're then able to specify a location.

You can also specify a Customer Order Number for this invoice in the CUST ON field.



For this training module we're going to use the below Information
Client – 'Training Client' Cust ON – '12345'


We're now going to specify the Invoice Date and Frequency. Similar to Periodic Tasks the Frequency will determine how regularly this invoice template needs to generate.
For our Frequency we're going to set it as a Monthly Periodic and we're going to set our Invoice Date to the first of next month.


Once we've determined the frequency we can then populate the description for the Invoice. It's important to note that this description will appear on any invoice generated by this template so it's important to keep it generic. We can always modify this description once the invoice has been created. In our Description line we're going set the below information
Description – Invoice for Monthly Maintenance


Adding Line Items onto a Periodic Invoice


Similar to a regular service invoice we're able to add ad-hoc items onto the invoice using the 'Add Line Item' button at the base of the screen.



We can also use the 'Multi-Search' button to add in Inventory Items. It should be noted that by default any items added onto a Periodic Invoice will not affect your stock levels. You may need to confirm with your Site Administrator if AroFlo has been configured to run Stock Control at a Sales Invoice level.


For this training module we're going to add an Adhoc Line Item with the below information
Ref/Order Code – 'MAINT01'Description – 'Monthly Fee' Qty – '1'Sell – '100'


Click Save to confirm. We should now see the item has been added onto our Periodic Invoice.


We can delete the item using the "del' button the right hand side of the row or use 'Multi-Delete' to remove multiple rows if we need to.


It is important to note that you don't necessarily need any line items on the invoice for the invoice to generate. Once you have set the client and clicked Save this invoice will generate depending on the frequency set.

If we want to find this invoice template we can find it under the Service Track Invoicing Menu. (This menu will also show you any Invoices created by the Template.


We can click on the link to Periodic Invoices to list any Periodic Invoice templates that we have registered. We can then simply click on the Invoice date field to go back in to modify the template.



Once the Invoice is ready to invoice a new invoice with the next logical invoice number will appear in your Invoices – Current Invoices list ready for you to verify and send to your customer.


If an Invoice template no longer needs to run you can simply go back into the Periodic Invoice template and archive the invoice template.



This concludes this Training Module. If you have any further questions or queries please don't hesitate to contact your AroFlo Support Staff to resolve them.

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