Services: Production Board

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.

Settings

Navigation: Main Menu > Setup > Settings.

General (tab)

• Production > Projects Transaction: Select a Transaction Type from the dropdown list in the Value column (e.g. Sales Orders). Once a Transaction is set to an Active status, the Project will appear on the Production Board > Projects View.

• Production > Tasks Transaction: Select a Transaction Type from the dropdown list in the Value column (e.g. Task Orders). Once a Transaction and Task (Item) is set to an Active status, the Task will appear on the Production Board > Tasks View.

• Projects Transaction:  Select the Customer Transaction Type, which contains the Projects which will be displayed at a Header level. 

• Tasks Transaction:  Select the  Customer Transaction 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: 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.

Users (tab)

• General > Production - Access Allowed:  The options are:

  • None: No Access

  • User: Can Create/Edit all Projects and Tasks and use the Timekeeping functionality.

  • Administrator: Full control, including Batch Update Actions.

View: Projects

Navigation: Main Menu > Operations > Production > Menu (button) > Projects.

Buttons Explained

• Actions

  • Timekeeping:

    • Start (Unlinked): Starts a timekeeping record that is not linked to a task.

    • Start: Starts the timekeeping for the selected task.

    • Stop: Stops the active timekeeping record.

    • Edit: Allows users to add notes to the timekeeping.

  • Tasks

    • Batch Update: Allows the following changes to all the selected tasks (middle section) when Update (button) is clicked:

      • Assign to: Assigns or removes the task to / from the User selected in the adjacent block.

      • Status: Changes the Status to the one selected in the adjacent dropdown list.

      • Category: Changes the Category to the one selected in the adjacent dropdown list.

      • Start Date: Changes the Start Date to the date selected on the calendar.

      • Due Date:  Changes the Due Date to the date selected on the calendar.

    • Add a new Task: Allows users to add a new task.

  • Projects

    • Batch Update: Allows the following changes to all the selected Projects (left section) when Update (button) is clicked:

      • Status: Changes the Status to the one selected in the adjacent dropdown list.

      • Due Date:  Changes the Due Date to the date selected on the calendar.

• Menu

  • Refresh: Refreshes the view to incorporate the latest changes.

  • View: Changes the display to Projects, Tasks, Board (Operators) or Board (Categories).

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Projects section

  •  Assign to: Filters the projects to include only a specific user (or All).

• Tasks section 

  • Status checkboxes: Will only show tasks that match the checked statuses.

  • Show Hr/s: If checked will include the Timekeeping Hours on the list of tasks.

Fields Explained: Projects Section

• Field Chooser (*): Allows users to add or remove fields.

• ID: The system-generated number allocated to the entry.

• Status: The Status of the project.

• No: The Project's Number.

• Date: The Date on which the project was created.

• Company: The name of the Customer or Supplier.

• Reference: The project's Reference.

• Assign to: The User the task was assigned to.

• Menu (...): A submenu allowing users to:

  •  Open Transaction

  • Open Tasks View

  • Add a new Task

• Required: The Date on which the project is required.

• @: The Time by which the project is required.

• Progress: The percentage progress of the project.

Fields Explained: Tasks Section

• ID: The system-generated number for the task.

• Status: The Status of the task.

• Order ID: The customer's Order Number, if applicable.

• Assign to: The User the task is assigned to.

• Group: The Group selected for the task, if applicable.

• No: The task's number.

• Date: The Date on which the task was created.

• Company: The name of the Customer or Supplier.

• Description: A description of the task.

• Category: The task's Category.

• SM No.: The linked Service Manager ticket number.

• Required: The Date on which the task is required.

• Week: The Week (date) in which the task should be performed.

• Month: The Month (date) in which the task should be performed.

• Required Time: The Time by which the task is required.

• Start: The Date on which the task should be started.

• Start Time: The Time by which the task should be started.

• Due: The Date on which the task is due.

• Actual Start: The Date on which the task was actually started.

• Due Time: The Time by which the task is due.

• Est Hr/s: The Estimated Hours the task is expected to take.

• Acc Hr/s: The Actual Hours the task took.

• Var Hr/s:  The difference between the Estimated and Actual Hours.

• Moved (d): The number of days by which the start date was moved.

• Progress: The progress of the task so far.

• Act Hr/s: The time spent on the task so far.

Fields Explained: Timekeeping

• Lists Timekeeping records in the form of notes with the following information:

  • User Name - Date - Time spent in Hours.

  • The Note typed in by the user.

View: Tasks 

Navigation: Main Menu > Operations > Production > Menu (button) > Tasks.

ℹ️ Output functionality is enabled on the Task form. Templates can be linked in General Settings > Output > Production.

Buttons Explained

• + : Allows users to add an additional custom filter to the filter options to the left of the sign.

• - : Allows users to remove a filter from the filter options to the left of the sign.

• View: Displays a list of tasks based on the selected filters.

• Actions

  • Timekeeping:

    • Start (Unlinked): Starts a timekeeping record that is not linked to a task.

    • Start: Starts the timekeeping for the selected task.

    • Stop: Stops the active timekeeping record.

    • Edit: Allows users to add notes to the timekeeping.

  • Tasks

    • Batch Update: Allows the following changes to all the selected tasks (middle section) when Update (button) is clicked:

      • Assign to: Assigns or removes the task to / from the User selected in the adjacent block.

      • Status: Changes the Status to the one selected in the adjacent dropdown list.

      • Category: Changes the Category to the one selected in the adjacent dropdown list.

      • Start Date: Changes the Start Date to the date selected on the calendar.

      • Due Date:  Changes the Due Date to the date selected on the calendar.

    • Add a new Task: Allows users to add a new task.

    • Order by Start: Order the tasks by their Start Dates.

• Menu

  • Reset Data Filters: Resets all the filters.

  • Refresh: Refreshes the view to incorporate the latest changes.

  • Email Excel: Opens the default email template and attaches the list of tasks in .xlsx format.

  • Export Grid: Opens a file chooser for users to select where to save the list of tasks in .xlsx format (The file chooser is situated on the server, not the local desktop).

  • View: Changes the display to Projects, Tasks, Board (Operators) or Board (Categories).

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

A Data Filter can be used to filter Tasks by Date, User (Assign to), Project and Status. Functionality is available to add or remove custom Data Filters (e.g. 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. 

• Custom filter (top row): Allows the records to be filtered based on multiple options (e.g. User name and Active status).

• Date: A field to select a date option (e.g. Today, This Week).

• Date fields: An option to further refine the date selection if applicable.

• Project: A dropdown list of available Projects for users to select a specific Project or All.

• Assign to: A dropdown list to select a specific User or All.

• Status Buttons: Only includes tasks that have the status of the checked Status buttons. The status selections refer to the main Status Groups. For example, if Assigned was set up to be an active status, then checking the box next to Active will display Assigned statuses.

Fields Explained

• ID: The system-generated number for the task.

• Order ID: The customer's Order Number, if applicable.

• Assign to: The Users the task was assigned to.

• Week: The Week (date) in which the task should be performed.

• Status: The Status of the task.

• Group: The Group assigned to the task, if applicable.

• No: The task's Number.

• Date: The Date on which the task was created.

• Company: The name of the Customer or Supplier.

• Description: A Description of the task.

• Category: The task's Category.

• SM No.: The linked Service Manager ticket number.

• Month: The Month (date) in which the task should be performed.

• Required Time: The Time by which the task is required.

• Required: The Date on which the task is required.

• Start: The Date on which the task should be started.

• Start Time: The Time by which the task should be started.

• Due: The Date on which the task is due.

• Due Time: The Time by which the task is due.

• Actual Start: The Date on which the task was actually started.

• Est Hr/s: The Estimated Hours the task is expected to take.

• Acc Hr/s: The Actual Hours the task took.

• Var Hr/s:  The difference between the Estimated and Actual Hours.

• Moved (d): The number of Days by which the start date was moved.

• Progress: The Progress of the task so far.

• Act Hr/s: The Time spent on the task so far.

• Menu (...): A submenu that can be accessed by right-clicking an entry. The menu options are:

  • Start / Stop Timekeeping: Starts or stops the Timekeeping for the entry clicked on.

  • Edit Timekeeping: Edits the Timekeeping (allows users to add notes)

  • View/Edit Task: Open the Task details.

  • Add Attachments/Links: Allows users to add attachments or links.

  • Move Up: Moves the task one line up the list of tasks.

  • Move Down: Moves the task one line down on the list of tasks.

  • Open Transaction: Opens the linked transaction if applicable.

  • Open SM Ticket: Opens the Service Manager Ticket, if applicable.

View: Board (Operators)

Navigation: Main Menu > Operations > Production > Menu (button) > Board (Operators).

Buttons Explained

• Group: Options to sort the records by Start Date, Due Date, or Status.

• Columns: A dropdown list of all the users. Each checked User is allocated a column. Options also exist for All and All (not empty).

• Menu:

  • Refresh: Refreshes the view to incorporate the latest changes.

  • Standard View: Displays all the information on the task notes as explained under Fields.

  • Compact View: Only displays the Task Number and Description.

  • View: Changes the display to Projects, Tasks, Board (Operators) or Board (Categories).

Filters Explained

• Transaction filter (shows All): Allows users to select a specific Transaction or All.

• Column width (shows a number): Makes the columns wider or narrower.

Fields Explained

• Tabs: Each tab states the user the tasks were assigned to at the top or Unallocated if it is unassigned.

• Below each tab, the tasks are shown in note form. The information on each Task note  is as follows:

  • Task Number

  • Task Description

  • Type of Task

  • Customer or Supplier

• Sub-menu (right-click an entry): 

  • Task

    • Edit

    • Open Transaction

  • Timekeeping

    • Stop / Start

    • Edit

View: Board (Categories)

Navigation: Main Menu > Operations > Production > Menu (button) > Board (Categories).

Buttons Explained

• Group: Options to sort the records by Start Date, Due Date, or Status.

• Columns: A dropdown list of all the Categories. Each checked Category is allocated a column. Options also exist for All and All (not empty).

• Menu:

  • Refresh: Refreshes the view to incorporate the latest changes.

  • Standard View: Displays all the information on the task notes as explained under Fields.

  • Compact View: Only displays the Task Number and Description.

  • View: Changes the display to Projects, Tasks, Board (Operators) or Board (Categories).

Filters Explained

• Transaction filter (shows All): Allows users to select a specific Transaction or All.

• Column width (shows a number): Makes the columns wider or narrower.

Fields Explained

• Tabs: Each column states the Category the task falls under at the top or Unallocated if it is unassigned.

• Below each tab, the Tasks are shown in note form. The information on each Task Note  is as follows:

  • Task Number.

  • Task Description.

  • User the task was assigned to.

  • Name of the Customer or Supplier.

• Sub-menu (right-click an entry): 

  • Task

    • Edit

    • Open Transaction

  • Timekeeping

    • Stop / Start

    • Edit

Edit View: Add a New Task Popup

• Create Task (button): Creates the task once the details as described below are filled in.

• Cancel (button): Closes the task popup without creating a task.

• Project: A dropdown list of Projects for users to select one.

• Company: A dropdown list of Customers for users to select one.

• Contact: A dropdown list of Contact People related to the selected Company.

• Radio buttons: This selection determines the list that will appear next to Item (Project, Items and Custom).

• Item: A dropdown list of items for users to select one. Only available if the radio button next to Items is checked.

Related Topics

• Tutorial: Timekeeping and Tasks

• Tutorial: Production Board Views