How to define service providers and the associated catalogs of items

Concepts

The VisualTime Services module allows the integration of any type of requests and services be that from internal or external organizations.
In general any type of services can be defined via this module - such as AV Equipment, Room Setup, Catering, Food Services, Drinks and Beverages, Personnel, Inventory Supply, etc.


Each service provider or an administrator can define specific sets of items that can be ordered/requested through that particular service. 
The items are grouped into lists referred hereto as catalogs. In order to for a user to be able request an item from a particular service provider, the administrator of that service must first make the item available for ordering.

Defining the list of services / service providers

1. In order to define a service provider, open the Administration applet and select Services.




 2. Select the Add button to define a new service provider or select the Edit button to modify an existing one.



Note:
A service provider can be limited and available only to a specific site or it can be made available for all the sites in system. A service that is available to all the sites is called a Global service.
Select All from the Site list to define a Global service or select a specific site to define the service for that site only. 
Once a service is assigned to a particular site it can no longer be re-assigned to a different site. Likewise, once a service is defined as a global service it can no longer be re-assigned to a particular site.


3. On the service definition screen, enter the following information:

Name - the name of the particular service as it will be displayed to the users.
Site -  the specific site where the service will be available or Global (all sites)
Email - the email address of the service provider. Email notifications will be sent to that address when service requests are submitted by the users.
Description - a description of the service 
Available from -  the start time (hour and minute) when the service can be provided during the day
For (hh:mm) - the duration (in number of hours and minutes)  counting from the start time defined above when the service can be provided. Example: if the Available from is set to 6:00 AM and the For is set to 10:30 (10 hours and 30 minutes), then the service can be provided only between 6:00 AM and 4:30 PM (4:30 PM = 6:00+10:30 =16:30). Attempting to request the service for a a reservation or activity outside of these hours will result in a conflict.
To make a service request-able at any time set the Available from as 1:00 AM and set the For field to 24:00.
Charge Type - the type of charge  (available if the VisualTime Billing module is used) can be per hour or per unit of item requested.
Available - check this field on or off to make the service available or unavailable for requests. If Available is not checked, the service will not be visible to the users when scheduling activities.
Restrictedcheck this field on to make the service available to be requested only to user profiles which have the ability to requested restricted services.
Unavailability - select specific dates when the service will not be available for requests - such as holidays, weekends, planned maintenance, outages, etc.

Press the Save button to save the changes into the system.




Catalogs

4. From the Administration Applet select Catalogs to add or modify the list of items that can be requested from each service provider.




 5. Select the Site and the Service to filter the list of items available from that particular service provider.




 6. On the item definition screen, enter the following information:

Name - the name of the item as it will be displayed to the users.
Code - a particular code that can be used in the VisualTime Reports module for further reference or if the item is imported from an external system such as an ERP system. 
Price  - the price that can be used in the VisualTime Billing module to calculate charges.
Cost - the cost of the item that can be used in the VisualTime Billing module to calculate costs.
Tax - tax level that can be used in the VisualTime Billing module to calculate invoices.
Description - a description of the item.
Site and Service - the site and corresponding service provider that will provide the particular item.
Unavailable after date - the date after which the item will no longer be provided and can no longer be requested for activities after that date. This can be used for situations when an item will be discontinued after a particular date, will be retired, out of stock, planned maintenance etc.
Unavailable before datethe date before which the item is not provided and can not be requested for activities before that date.  This can be used for situations when an item will become available only after a particular date, currently out of stock, planned maintenance etc.

Press the Save button to save the changes into the system.



Article ID: 60, Created On: 7/12/2017, Modified: 7/12/2017