Multi-user Calendar

Introduction to Multi-user Agenda

This plugin enhances multi-user agenda (multiple agendas) on the Calendar. You can add agendas and link them as default to the current user. For every agenda a tab will appear in the agenda in TurboCASH so you can see what the other agenda´s have for appointments. You may also create invoices for each of these all agendas.

You can have a agenda for each employee salesperson, user, etc. and create invoices directly from his / her agenda with a simple click. Each agenda has it's own calendar and task list.

If you create users in the Setup → Access control menu, you may link each of these users to their own Agenda on the Access Control - Others tab.

There are five (5) main categories of events which you can manage (add, edit, delete or change dates of events) for each users agenda.

In TurboCASH5 another five (5) categories for debtor appointments were added. These are:

• Appointment (general - i.e. with bank manager, lunches, etc.)
• Repeating Invoices - schedule when you need to copy / process repeating invoices.
• Debtors Appointment - schedule appointments with debtors / customers for specials, accounts, etc.
• Creditors Appointment - schedule appointments with creditors / suppliers for orders, accounts, etc.
• Hours - schedule the hours (time) to invoice debtors / customers. Once these are set you may generate Quotes for the hours. Once these Quotes are generated, you may edit them (if necessary) and convert them to Invoices.

An example of the Multi-user Agenda screen is as follows:                                                                

• User Dates - Displays only for the selected user. (e.g. Russell - Sunday, 8 March 2009, 10:00 - 12:00 Yellow colour).
• General Dates - Displays for all users - (e.g. Russell, Danie, Tracy, TurboCASH - Tuesday, 10 March 2009 - Pink color 18:00 - 19:00). This means that everybody in the team (all users) will be informed of a specific event (e.g. to Play Action Cricket). You may use this to schedule meetings that everybody should attend. (You may also use this to schedule overtime).
• Appointments- Five (5) appointments (events) have been scheduled for this day (e.g. 9 March 2009).
  • General appointment - Bank Manager (e.g. 8:00 - 9:00).
  • Repeating invoices - process repeating invoices (e.g. 10:00 - 11:00).
  • Debtors appointment - Mike Davies (e.g. 12:00 - 13:00).
  • Creditors appointment - A-ONE Suppliers (e.g. 14:00 - 15:00).
  • Hours - Consulting with Roger Smith (a debtor (customer)). (e.g. from 16:00 - 18:00). This could indicate that the user has done some after hours consulting (overtime) if the workday ends at 16:00.
• Flexi-time - Time may be set different for each working day. You may also use colours to display the working hours for each different working day. For example, on Tuesdays, the user may work longer hours e.g. from 6:00 - 17:00 while working from 08:00 - 16:00 on other days.
• Tasks - Each user has its own task list. Once a task is completed, the user may tick the task as completed. The task will be displayed with a line through the text. Overdue (unattended) tasks will be indicated in a red font colour.

License

Activate the Multi-user Agenda plugin

Adding users to the Multi-user Agenda plugin

1. On the Action ribbon, select Calendar.
2. Click on the add / edit button. The Resource Maintenance screen is displayed:                           
3. Click on the button to add a user.                                                                                         
4. Enter the name for the User. You may also add additional text for the user, if necessary.
5. Select (tick) the Use as default for this user option.
6. Click on the OK button to save this resource.
7. If you need to set colours or add / edit delete special day events for the user, click on the Edit special day events button.
8. Click on the Agenda button.
9. Click on the Tasks button or on the TurboCASH / osFinancials tab (or any of the User tabs, if already created). This will add the new user's tab.
10. Click on the New User's tab to view his / her agenda. An example of the Multi-user Agenda (after a few users have been added), is displayed as follows:             

Editing General and Special dates

To edit General and Special dates:

1. Launch the Calendar, if not already displayed.
2. Select the correct User on the tabs, if the correct user is not already selected.
3. Click on the Edit special days button to change the colors and to add, edit or delete user dates for the selected user. You may also change the colors and to add, edit or delete days applicable to all users on the General dates tab.
4. To select the colours, click on the Select color button.                                                              
5. Once finished, click on the Save button.
6. Click on the Tasks or Agenda button. The resources will be changed for the selected user.

Change events to another user

You may asign an event / appointment from a user to another user.

To do this, select an event / appointment and right-click.

On the context menu, select the Change to option.

Select an user and click on OK.

Delete a user

To delete a user from the Multi-user Agenda:

1. Launch the Calendar, if not already displayed.
2. Select the correct User on the tabs, if the correct user is not already selected.
3. Click on the add / edit button. The Resource Maintenance screen will be displayed.
4. Make absolutely sure that this is the correct user. If not, select a user from the Recource list or click on the correct User tab.
5. Click on the button to delete a user. The User will be removed from the list and the User tabs.

Bulk time entries

You may create hours events for a selected debtor (customer). To do this, click on the Print button on the sidebar of the calendar and click on the Bulk time entry button.

 The process is as follows:

1. Select a user and a timeslot on the calendar. 
2. Projects - I you have activated projects, you may select a project.
3. Week - This will list the days if the week or if this field is not selected, it will display the days. Enter the start and used times.
4. Select the Stock item(s).
5. Select the debtor (customer) account.
6. Click on the Create entries button. A confirmation message "Entries created!" will be displayed.You may then edit the Hours event, if necessary. You need to click on the Create invoices for hours button on top of the Calendar to generate invoices. 

These Bulk time entries will be listed on the Appointment tab of the selected debtor (customer) account. 

Reports for the Calendar

The Calendar report allows you to print the categories of events (i.e. Appointments, Debtor appointments, Creditor appointments and Hours) scheduled in the Calendar (Planner).

To print Calendar - Hours report:

1. On the Reports ribbon, select Reports → Calendar.

2. Select the period on the Per period tab. You may click on the Per date(s) tab to select a specific date or a range of dates.

3. Select the the following options:

a) Agenda - Select to include the general events (e.g. meetings, appointments, etc.).  

b) Debtor appointment - Select to include the appointments for debtor (customer / client) accounts. All appointments are also listed in the Appointments tab of the Action → Debtor menu.

c) Creditor appointment - Select to include the appointments for creditor (supplier) accounts. All appointments are also listed in the Appointments tab of the Action → Creditor menu.

d) Hours - Select to include the appointments for the hours event category. The are scheduled appointments for which quotes are generated and confirmed to invoices.  

4. Click on the OK button.

An example of the Calendar (all events) report, is as follows:

The colours for the events are as follows:

Settings for the Calendar

Set the Calendar as default

By default, the Welcome screen will be launched when opening a Set of Books. You may activate the Calendar to be displayed when opening a Set of Books.

When launching TurboCASH and you open the Set of Books, the Welcome screen will be displayed. When opening the Set of Books again, the Calendar will automatically be displayed. 

To set the Calendar as the default option when opening the Set of Books:

1. On the Setup ribbon, select Setup → Data parameters (System parameters).                                                         
   
2. Select (tick) the “Show calendar” field.
3. Click on the OK button. This will save your setting and close (exit) the Data Parameters screen.

Access control settings

To add Users and settings for the Multi-user Calendar:

1. On the Setup ribbpn, select Access control.                                                           
2. Add users, if necessary.
3. Click on the Others tab.
   
• Link to calendar - The resource can also be linked to an user in the Others tab of the Setup → Access control menu.
• Edit calendar - Allow or block user to add evens, tasks, contacts, etc. to the calendar
  
4. Click on the OK button.