Difference between revisions of "How do I create a diary appointment?"
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== More Information == | == More Information == | ||
| − | + | Go to {{Menu|{{PP}}|Diary Entries}}. | |
| − | *Click {{Button|Add}} or press {{KeyPress|F6}}. | + | |
| − | * | + | {{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.}} |
| − | * | + | |
| − | * | + | * 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. | + | * 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 | + | * 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. | + | * Enter the {{DataPrompt|Start time}} and {{DataPrompt|End time}} for the appointment. |
| − | * | + | * 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. | + | * 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 | + | |
| + | {{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]].}} | ||
| + | |||
| + | * 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. | ||
| + | * Enter the appointment {{DataPrompt|Type}} e.g. {{DataValue|HOL}} for holiday. | ||
| + | * 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. | ||
| + | * Enter the appointment {{DataPrompt|Status}} e.g. {{DataValue|CON}} for Confirmed or {{DataValue|PRO}} for Provisional. | ||
| + | |||
| + | {{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.}} | ||
| + | |||
| + | === 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 {{Tab|Repeating}}. | ||
| + | * Tick {{DataPrompt|Appointment repeats?}}. | ||
| + | * Specify how often this {{DataPrompt|Repeats}}, the {{DataPrompt|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. | ||
| + | |||
| + | {{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!}} | ||
| + | |||
| + | * Once the entry is ready to save click {{Button|Done}} and {{Button|Accept}}. | ||
| + | |||
| + | {{Tip|text=If you forget to enter the repeating details see [[How do I repeat an appointment?|this]] article.}} | ||
| + | |||
| + | == Editing an appointment == | ||
| + | If you need to amend an appointment go to {{Menu|{{PP}}|Diary Entries}}. | ||
| + | * Find the appointment that you want to amend using the {{Button|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 {{Button|Done}} and {{Button|Accept}] the changes. | ||
| + | |||
| + | == Deleting an appointment == | ||
| + | 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 | + | * [[How do I share an appointment?]] |
| − | * [[How do I | + | * [[How do I repeat an appointment?]] |
| − | * [[How do I make a | + | * [[How do I make a private appointment?]] |
| − | * [[How do I | + | * [[How do I set an employee's working hours?]] |
| − | * [[How do I | + | * [[How do I set up appointment types?]] |
| − | * [[How do I | + | * [[How do I set up an appointment status?]] |
{{KB_Tags|new, appointment, diary, entry, app}} | {{KB_Tags|new, appointment, diary, entry, app}} | ||
| − | {{KB_PP}} | + | {{How}}{{KB_PP}} |
Latest revision as of 05:29, 12 October 2021
Contents
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
- How do I share an appointment?
- How do I repeat an appointment?
- How do I make a private appointment?
- How do I set an employee's working hours?
- How do I set up appointment types?
- How do I set up an appointment status?
