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Accountants Enterprise with Practice Manager only

* The following information is valid only for the Assignments, Schedules and Jobs and Assignments, Schedules, Jobs and Job Time Recording job modes.

To add an assignment and schedule or job from a template
  1. Open the Add Assignment Wizard. See Opening the Add Assignment Wizard.

  2. If the name of the client is not displayed, click the magnifying glass button on the Client field. The Find Client window opens.

  3. Find and select the client. The selected client’s name is reflected in the Client field.

  4. Ensure that the Add from template option is selected. When this option is selected, a list of existing templates is displayed in a table. You can use these templates to add assignments and schedules. All templates are displayed by default.

  5. Select a Job from the drop-down list or overtype the existing text.

    The Job field on the Create Assignment for Client window contains the default name for the schedule.
    Schedule names must be unique. A message informing you that the schedule name is already in use will be displayed if a newly created schedule name is not unique.
    Changing the schedule name in the Job field by overtyping the default year on the Create Assignment for Client (Step 1) window will only flow through to the Job/Schedule Details (Step 2) window if the change is made before you select the template name.
    If the template name is selected before you change the schedule name on the Create Assignment for Client window (Step 1), the schedule name can only be overwritten on the Job/Schedule Details window (Step 2).

  6. Select the Assignment Template Group for the assignment to filter the list of displayed templates. All templates are displayed by default.

  7. From the list of existing templates, select the template(s) you would like to add to the client. For every selected template a new tab is created beside the Client Details tab. For example, if you select a template called Audit, a tab called Audit is created. The window title updates from Step 1 of 1 to Step 2 of 2.

  8. Click the newly created tabs to enter the Job/Schedule details. If a schedule template has been created for the assignment template, the schedule template details will be displayed.

  9. Accept the default information displayed and click Finish to create the assignment.

    It is not mandatory to complete further details. The selected assignments, schedules or jobs are added to the client.

    If a schedule template has been added to the selected assignment template, a schedule will be created and added to the assignment using the schedule template details. If no schedule template is associated with an assignment template, a job will be created and added to the assignment.

To add schedule or job details
  1. If no schedule template exists for the assignment, specify the following details for the job:

    1. Enter the Job details. This field defaults to the current year but it can be overtyped or selected from the drop-down.

      The Job field contains the default name for the schedule.
      Schedule names must be unique. A message informing you that the schedule name is already in use will be displayed if a newly created schedule name is not unique.
      Changing the schedule name in the Job field by overtyping the default year on the Create Assignment for Client (Step 1) window will only flow through to the Job/Schedule Details (Step 2) window if the change is made before you select the template name.
      If the Template name is selected before you change the schedule name on the Create Assignment for Client window (Step 1), the schedule name can only be overwritten on the Job /Schedule Details window (Step 2).

    2. Enter the employee Assigned To the job or schedule. Click the magnifying glass button to find and select an employee from the Find Employees window.

    3. Specify the Budget for the job.

    4. Enter a Target completion date for the job. You will have the option to add a schedule to the assignment or you can create a schedule template for the assignment type. The next time the assignment template is used to add a new assignment to a client, a schedule is automatically added.

  2. If a schedule has been added:

    1. Enter a Description for the schedule.

    2. Enter a Start Date for the schedule. Enter the date in the format dd/mm/yyyy or select it from the drop-down calendar.

    3. Enter an End Date for the schedule. Enter the date in the format dd/mm/yyyy or select it from the drop-down calendar.

    4. Select a Frequency for the schedule from the drop-down.

    5. Enter the Fee Budget for the schedule. You will not be able to change the schedule stage details. Once the assignment and schedule have been created you have the option of editing the schedule details on the Assignment Details page > Schedule tab.

  3. Enter Notes, if required. The responsibility details will be taken from the assignment template. If the template does not contain the information, the details will be taken from the client. You can enter or edit the details.

  4. Specify the Partner, Manager, Company and Centre.

  5. Select the Department, Office and Nominal.

  6. Click Finish. The client page > Assignments tab opens where all the newly added assignments and schedules or jobs are displayed.

    You can click Finish at any point. It is not mandatory to view every tab.

To add an ad hoc assignment and schedule or job
  1. Open the Add Assignment wizard. See Opening the Add Assignment Wizard.

  2. If the name of the client is not displayed, click the magnifying glass button on the Client field. The Find Client window opens.

  3. Select the Create New Assignment option if you want to create a customised assignment. The table below updates to display blank cells that you can enter information into. The Assignment Template Group list will be unavailable.

  4. Enter the name of the Assignment.

  5. Enter the unique assignment Code that will identify the assignment.

  6. Select the Type from the drop-down list. This attaches the assignment to an assignment type.

    No job or schedule information is added for the assignment. You can add a job or a schedule to the assignment after it is created.

  7. Click Finish. The assignment is created. The client page > Assignments tab opens.