Versions Compared

Version Old Version 2 New Version 3
Changes made by

Matt Romeo

Matt Romeo

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Info

This article details the processes associated with completing a Service Appointment, including creation of a Time Sheet Entry record and creation of an Invoice Line Item when a Time Sheet Entry is approved.

Table of Contents

SUMMARY

A Service Appointment is typically updated to Status = Completed via the Check Out flow which is available on the Field Service mobile app for support workers. This will trigger a process to create a Time Sheet Entry based on specific rules that are included in the Check Out flow logic.

...

TSE FIELD

SA FIELD

NOTES

TimeSheetId

Retrieve Time Sheet for specified Service Resource which has a StartDate before TODAY and an EndDate after TODAY.

If a Time Sheet does not exist that meets this criteria, then create a new Time Sheet record with a Monday Start Date and Sunday End Date.

Service_Appointment__c

ID

StartTime

ActualStartTime

EndTime

ActualEndTime

Unit_Variance__c

Calculate the variance between Scheduled Date/Times and Actual Date/Times.

(SchedEndTime - SchedStartTime)

-

(ActualEndTime - ActualStartTime)

= Unit_Variance__c

Unit_Variance_Percent__c

Calculate the percentage of the variance compared to the overall scheduled time.

Unit_Variance__c / (SchedEndTime - SchedStartTime)

= Unit_Variance_Percent__c

Status

Create a Custom Setting called Approval Percentage Threshold, this will hold a percentage value.

When a Time Sheet Entry is created, we will check if Unit_Variance_Percent__c <= Approval Percentage Threshold.

Set to Approved, if Unit_Variance_Percent__c <= Approval Percentage Threshold Service Appointment Tolerance Setting OR to Submitted if Unit_Variance_Percent__c > Approval Percentage Threshold Service Appointment Tolerance Setting.

Created_by_CheckOut__c

TRUE

...

INVOICE LINE ITEM CREATION

An Invoice Line Item is created when a Time Sheet Entry is updated to Status = Approved OR Approved - Scheduled.

  • If a Time Sheet Entry is automatically approved because the Service Resource has checked in and out on time then Status = Approved - Scheduled.

  • If a Time Sheet Entry is not automatically approved a manager must review the Time Sheet Entry and approve the record, Status = Submitted in this scenario.

A sample report to review submitted Time Sheet Entries is available here.

Info

A manager can update the Status of a Time Sheet Entry directly in the report by using Enable Field Editing.

The following flow will run when a Time Sheet Entry is updated or created to identify if an Invoice Line Item should be created.

Create Invoice Line Item When Time Sheet Entry is Approved

  • Invoice Line Item Quantity will be added based on EndTime - StartTime for Products where QuantityUnitOfMeasure = Hourly.

  • Invoice Line Item Quantity will be added based on Quantity for Products where QuantityUnitOfMeasure = Each.

...

To understand how Maica manages Invoices please review https://knowledge.maica.com.au/welcome-to-maica/claim-management/invoice-management in the Maica knowledge base.