When adding a new agreement or modifying a new agreement prior to activation of the agreement, if you schedule a visit for the same month in which the agreement starts, a checkbox labeled First Visit in Agreement Start Month? will display above the visit schedule grid. First Visit in Agreement Start Month? always defaults to true (checked). If you performed, or will perform, the visit when the agreement is sold/started, leave First Visit in Agreement Start Month? checked. If the visit will be performed in the final (anniversary) month of the agreement, uncheck the box and the visit will be projected for the last month of the agreement.
Examples:
|
Agreement No |
A111 |
B222 |
|
Visits/Year |
2 |
2 |
|
Months |
March, September |
March, September |
|
Years |
2 |
2 |
|
Start Date |
3/12/2008 |
3/12/2008 |
|
First Visit in Agreement Start Month |
Y |
N |
|
Resulting Visit Schedule |
3/2008 9/2008 3/2009 9/2009 |
9/2008 3/2009 9/2009 3/2010 |
Note: Previous to the
addition of this feature, the day number of the agreement start date had to be
manipulated in order to force a visit in the month the agreement starts (and
ends) into either the beginning or end of the agreement. An agreement start date between day 1 and 15
would result in a visit in the beginning month of the agreement, a day between
16 and 31 would cause the visit to be projected for the final month of the
agreement.
You can reassign projected visit months for active agreements. To do this,
1) Open the agreement
2) Right-click in the visit scheduling grid, and select "Modify Visit Schedule'
3) Make your changes
a) Edit the months assigned to the visit types. You can only modify the assigned months, visit type records cannot be deleted or inserted.
b) Modify Resume Month/Year, if necessary. See below for a discussion of Resume Month/Year.
c) While modifying the visit schedule you may also modify Visit Notes and Task Code, if necessary.
4) Save/cancel changes
a) To save your changes, right-click in the visit scheduling grid, and select 'Post Visit Schedule Changes'.
b) To cancel changes, right-click in the visit scheduling grid, and select 'Cancel Visit Schedule Changes'
5) After posting changes, projected visits can be reviewed by right-clicking and selecting 'Open Visits…'.
When saved, by default the system will create visits beginning in the first assigned month after the last prior completed visit. If you must skip an available month for some reason, increase visit Resume Month/Year. For example, say your visit months are March (cooling) and September (heating). You just completed the March cooling visit and the customer wishes to reschedule to May and October. You already did the spring visit this year so you need to skip May of this year and resume with the October visit. Increase Resume Month/Year to June (or greater) and the month of May for this year will be skipped.
Fixed term agreements: Skipping visit months may result in visits after the end date of a fixed term agreement. This is allowed, but when this situation occurs you will be prompted for confirmation.
Perpetual agreements: In order to maintain a balance between number of visits performed and length of the agreement, skipping is limited to a time period that will only allow one visit to be skipped. If you are not going to perform a required visit, you can always Cancel the visit via Open Visits which will realize deferred revenue for the visit and keep your maintenance balance and deferred revenue balance at a reasonable level.