Production Module - Services
Overview
The Production module is used to manage Projects and Tasks using different Views and Actions and is useful for companies that provide a computer-based Service at an hourly rate. Incl. Software Development, Architects, Designers, Writers, Accountants, etc.
This module integrates with two Transaction Types:
Projects - Header + Items (Tasks) - ie. One Project contains many Tasks (Items). Tasks can be Items or Items on an Estimate
Tasks - Each Task (Transaction) consists of a header and one Item. The Item Qty field is used for the Hr/s. The Tasks can be copied from the Project transactions, or they can be created in the Production module. Note: The Task Transactions should only be edited in the Production module to make sure the Assign to and Status on Item and Header are synchronised.
Items Master
To use this model efficiently, you must add your recurring Tasks to the Item master. Items must contain a Note (customer-facing for use in Quotations) and a Specification that will be assigned to the operator. The Unit = Hr/s, and the Selling Price = Hourly Rate.
Assemblies can be added to group Services and assigned the Hours for each Service. These can be added to a Quotation as an Estimate.
Projects View
Select Menu (button) > View Projects to open this view.
This view displays a list of Projects on the left, linked Tasks (Pending and Active) are displayed in the centre and the Timekeeping Detail linked to the Project is displayed on the right.
A Filter is provided to filter Projects on the Assign to field.
Batch Update functionality is provided for both the Projects and Tasks gridviews. See Actions (button).
Context Menu
Open Tasks View - Opens the Task view filtered to the Project and shows Pending/Active Tasks.
Add a new Task - Automatically assigns the Project to the New Task dialogue.
Project Transaction Type Settings
Contacts - Customers
Tasks View
Select Menu (button) > View Tasks to open this view.
This view displays a list of Tasks on the left and the Task detail (Notes and Specification) and Timekeeping records linked to the selected Task on the right.
Tasks Transaction Type Settings
Contacts - Customers
Item Pricing - Cost Price or Selling Price
Ordering Tasks
Tasks are explicitly ordered when an Operator is assigned and the Task is Active. When a Task is assigned to a different Operator, it is moved to the bottom of the new Operator's list. The Ordering of Tasks in the Tasks View is only enabled when the following data filters are set:
Date = No Date
Assign to - User selected
Status = Active
When Tasks are in an ordered view, the Acc Hr/s (accumulated hours) field is populated, and sorting/filtering is disabled in the Grid View.
Menus
Right-click on a Task to open the context menu which includes items to Edit Task, Move Up, Move Down, Start Timekeeping, and Open Transaction.
The Menu (button) > Link to Project function can be used to add/edit the Project that the Task is linked to.
Actions
Open Transaction - Opens the transaction
Create a new Task - Used to create a new Task. The Task Edit form provides actions to create/update linked Items.
Order by Start - Explicitly orders the Tasks and can only be used when filtered on Assign To.
Actions on the Task Edit form:
Copy
Link to Project
Create an Item - Select an Item Category and create a new Item.
Update linked Item - The Description, Note and Specification will be updated to the linked Item.
Copy Tasks
The Copy function does not copy the Assign to and the link to a Project. The Project filter remains intact.
Delete Tasks
Delete a Task (Subject to User Access) - This will delete the Transaction Item and Header.
Output
Output functionality is enabled on the Task form - Templates can be linked in General Settings > Output > Production.
Task Start and End Times
The Task Start and End Times are automatically updated as follows:
Start changed - End set to Start + Est. Hr/s
End changed - Start set to End - Est. Hr/s
Est Hr/s changed - End set to Start + Est. Hr/s
Filters
A Data Filter can be used to filter Tasks by Date, User (Assign to), Project and Status. Functionality is available to add or remove named Data Filters. eg. Peter - Active; All - Active. The default filter is Today and it cannot be deleted. When the Data Filter is edited directly, the Filter lookup is set to Custom.
Fields
Required - The date when the Task was initially scheduled to Start
Start - The date on which the Task is scheduled to Start
Moved (d) - The days between Required and Start
Var Hr/s is the difference between Est Hrs and Act Hrs, when this field returns a negative number, it indicates an overrun of the Est Hrs.
Progress - Measures Actual Hr/s to Est Hr/s
Actual Start - The date on which Timekeeping started.
Act. Hr/s - Actual time recorded against the Task to date. This field is highlighted in yellow when there is an open Timekeeping record linked to the Item.
Week - The week of the Start Date
Month - The month of the Start Date
Board Views
The Board Views display the Pending and Active Tasks in columns of Operators (Assign to) and Categories.
Functionality is provided to group these Boards with various fields.
Actions
Various Actions are available on the right-most panel and are grouped as follows:
Batch Updates
Projects
Tasks
Timekeeping
The Timekeeping Actions allows you to add live Timekeeping using the Start/Stop button and notes to the active Timekeeping record.
Start/Stop - When a Timekeeping record has been started, the Act Hr/s field is highlighted in yellow. The selected Task will automatically be linked to the Timekeeping record - you are able to select a different Task on the Timekeeping edit form, however.
Start (Unlinked) - This allows you to log Timekeeping which is not linked to a specific task.
Edit- Edit the open Timekeeping record.
Note - You can only log time against one task at a time.
The Timekeeping edit form opens when you select Start, Stop or Edit. The Actions allow you to Delete the Timekeeping record or Unstop the record - eg. when you have accidentally created a new record or unintentionally stopped your timekeeping.
After you Stop, you can click the same button to start a new Unlinked Timekeeping record.
Settings
Due Date Color indicators
Colour can be used to indicate the hours before a Project or Task is due. The colours can be set as follows:
Select Menu > Set Due Date Colours
Add a Description and Hr/s and select a colour, ideally a light colour which won't hide the black text. The Hr/s are the hours before the Due Date is reached, enter -1 to highlight tasks that are late.
Save Grid
Select Menu > Save Grid - This will save the Grid views according to the View that has been selected.
Role Settings > Production
Access to the Production module is controlled by the Role Setting > Production - Access Allowed - Options include:
N/A - Default
User - Can Create/Edit all Projects and Tasks and use the Timekeeping functionality.
Administrator - Can, in addition, use the Batch Update Actions
General Settings > Production
Projects Transaction - Select the Customer Transaction type which contains the Projects which will be displayed at a Header level.
Tasks Transaction - Select the CustomerTransaction type which contains the Tasks and Services (If Estimates are used) which will be displayed at an Item level. This can be the same Transaction Type as the Projects or it can be a direct parent Transaction.
Default: Assignee User ID's (eg. '= 2', 'in (1,2,3)') - List of User ID's (STAFFID) to which Tasks can be assigned using the Action
Default: Item Categories used for Tasks (eg. '=2', 'in (1,2,3)') - Add the Category IDs where Tasks are located - used in the Task lookup when a new Task is created.