Difference between revisions of "How do I create a diary appointment?"

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== Summary ==
 
== Summary ==
The following article explains how to create a new diary appointment in {{PP}}.  
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The following article explains how to create a new diary appointment in {{PP}}.
  
 
== More Information ==
 
== More Information ==
*Go to {{Menu|{{PP}}|Diary Entries}}.
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Go to {{Menu|{{PP}}|Diary Entries}}.
*Click {{Button|Add}} or press {{KeyPress|F6}}.
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*In the {{DataPrompt|Person}} field, enter the employee code.
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{{Tip|text=There are two screen views for the diary; {{Tab|List}} and {{Tab|Summary}}. Use the view that suits you best as each has very similar options.}}
*In the {{DataPrompt|Date}} field, enter the date you want the appointment to be created.
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*In the {{DataPrompt|Start time}} and {{DataPrompt|End time}}, enter the relevant times for the appointment.
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* Click {{Button|Add}} or press {{KeyPress|F6}}.
*If the appointment relates to a customer, select {{DataValue|S}} from the {{DataPrompt|Account}} drop down, or {{DataValue|P}} if it relates to a supplier.  
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* At {{DataPrompt|Person}} enter the {{DataPrompt|Employee}} the appointment will be for. You may use {{KeyPress|C-F1}} to search for their employee code. If they are a new employee they must have first been added to the system - see [[How do I set up a new user?]].
* In the {{DataPrompt|Account}} field, enter the account code or [[Do I have to remember all these Account Codes?|search]] for the customer or supplier.
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* Enter the {{DataPrompt|Date}} for the appointment. You may use the dropdown to select a date from the calendar.
*If the diary appointment is for a prospective customer, enter the prospect number in the {{DataValue|Prospect}} field.
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* Enter the {{DataPrompt|Start time}} and {{DataPrompt|End time}} for the appointment.
*In the {{DataPrompt|Type}} field, enter the appointment type, such as {{DataValue|HOL}} for holiday.
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* If the appointment relates to a customer, select {{DataValue|S}} from the {{DataPrompt|Account}} drop down, or {{DataValue|P}} if it relates to a supplier.
*Enter any notes relevant to the appointment in the {{DataPrompt|Notes}} field.  
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* In the {{DataPrompt|Account}} field, enter the account code or [[Do I have to remember all these customer and supplier codes?|search]] for the customer or supplier.
*Enter the appointment status in the {{DataPrompt|Status}} field, such as {{DataValue|CON}} for Confirmed or {{DataValue|PRO}} for Provisional.  
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{{Tip|text=You may also add a new account at this stage by clicking {{Button|Add}} when in the search screen. See [[Creating a new customer or supplier]].}}
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* If the diary appointment is for a prospective customer, enter the [[How do I create a new prospect?|prospect]] number in the {{DataValue|Prospect}} field. You must have {{SP}} enabled for this option to be available.
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* Enter the appointment {{DataPrompt|Type}} e.g. {{DataValue|HOL}} for holiday.
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* Enter any notes relevant to the appointment in the {{DataPrompt|Notes}} field. You may continue into the {{Tab|Notes}} tab if you need more room to record information.
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* Enter the appointment {{DataPrompt|Status}} e.g. {{DataValue|CON}} for Confirmed or {{DataValue|PRO}} for Provisional.
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{{Tip|text=If this appointment is a regular diary entry, or spans a specific period of time such as a holiday for an employee, you may wish to use the option to create a repeated appointment.}}
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=== Repeated Appointments ===
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You may repeat an appointment as you are creating it. For example; when entering an employee holiday you may wish to repeat the appointment for the entire holiday period to save you having to create each day as a separate entry.
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* Click {{Tab|Repeating}}.
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* Tick {{DataPrompt|Appointment repeats?}}.
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* Specify how often this {{DataPrompt|Repeats}}, the {{DataPrompt|Occurance}} and the days to apply it to.
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* Specify the date range for the appointment e.g. a single week for a holiday or a 12 month period if you are creating an entry to appear on the first Monday of every month.
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{{Tip|text=Check your settings before clicking {{Button|Done}}. Once the appointments are generated you will have to manually amend or delete each one if you create appointments in error!}}
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* Once the entry is ready to save click {{Button|Done}} and {{Button|Accept}}.
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{{Tip|text=If you forget to enter the repeating details see [[How do I repeat an appointment?|this]] article.}}
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== Editing an appointment ==
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If you need to amend an appointment go to {{Menu|{{PP}}|Diary Entries}}.
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* Find the appointment that you want to amend using the {{Button|Advanced}} search options e.g. search on a date range, employee, account etc.
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* Click {{Button|Edit}] on the appointment to amend and make your change.
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* Click {{Button|Done}} and {{Button|Accept}] the changes.
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== Deleting an appointment ==
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Follow the steps for editing an appointment but click {{Button|Remove}} to delete the entry. Please note: This will not delete a series of appointments.
  
 
== See also ==
 
== See also ==
*[[How do I Set up Appointment Types?]]
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* [[How do I share an appointment?]]
*[[How do I Set up an Appointment Status?]]
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* [[How do I repeat an appointment?]]
*[[How do I Set an Employee's Working Hours?]]
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* [[How do I make a private appointment?]]
*[[How do I Share an Appointment?]]
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* [[How do I set an employee's working hours?]]
*[[How do I Repeat an Appointment?]]
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* [[How do I set up appointment types?]]
*[[How do I make a Private Appointment?]]
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* [[How do I set up an appointment status?]]
  
{{KB_Tags|new, appointment, diary, entry}}{{KB_PP}}
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{{KB_Tags|new, appointment, diary, entry, app}}
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{{How}}{{KB_PP}}

Latest revision as of 05:29, 12 October 2021

Summary

The following article explains how to create a new diary appointment in Personnel Planning.

More Information

Go to " Personnel Planning Diary Entries".

There are two screen views for the diary; [List] and [Summary]. Use the view that suits you best as each has very similar options.
  • Click [Add] or press <F6>.
  • At "Person" enter the "Employee" the appointment will be for. You may use <Ctrl+F1> to search for their employee code. If they are a new employee they must have first been added to the system - see How do I set up a new user?.
  • Enter the "Date" for the appointment. You may use the dropdown to select a date from the calendar.
  • Enter the "Start time" and "End time" for the appointment.
  • If the appointment relates to a customer, select 'S' from the "Account" drop down, or 'P' if it relates to a supplier.
  • In the "Account" field, enter the account code or search for the customer or supplier.
You may also add a new account at this stage by clicking [Add] when in the search screen. See Creating a new customer or supplier.
  • If the diary appointment is for a prospective customer, enter the prospect number in the 'Prospect' field. You must have Sales Prospecting enabled for this option to be available.
  • Enter the appointment "Type" e.g. 'HOL' for holiday.
  • Enter any notes relevant to the appointment in the "Notes" field. You may continue into the [Notes] tab if you need more room to record information.
  • Enter the appointment "Status" e.g. 'CON' for Confirmed or 'PRO' for Provisional.
If this appointment is a regular diary entry, or spans a specific period of time such as a holiday for an employee, you may wish to use the option to create a repeated appointment.

Repeated Appointments

You may repeat an appointment as you are creating it. For example; when entering an employee holiday you may wish to repeat the appointment for the entire holiday period to save you having to create each day as a separate entry.

  • Click [Repeating].
  • Tick "Appointment repeats?".
  • Specify how often this "Repeats", the "Occurance" and the days to apply it to.
  • Specify the date range for the appointment e.g. a single week for a holiday or a 12 month period if you are creating an entry to appear on the first Monday of every month.
Check your settings before clicking [Done]. Once the appointments are generated you will have to manually amend or delete each one if you create appointments in error!
  • Once the entry is ready to save click [Done] and [Accept].
If you forget to enter the repeating details see this article.

Editing an appointment

If you need to amend an appointment go to " Personnel Planning Diary Entries".

  • Find the appointment that you want to amend using the [Advanced] search options e.g. search on a date range, employee, account etc.
  • Click {{Button|Edit}] on the appointment to amend and make your change.
  • Click [Done] and {{Button|Accept}] the changes.

Deleting an appointment

Follow the steps for editing an appointment but click [Remove] to delete the entry. Please note: This will not delete a series of appointments.

See also


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Keywords AND Misspellings
new, appointment, diary, entry, app