Exploring the Schedule Library

Objective

After completing this lesson, you will be able to navigate a Schedule Library admin object.

Schedule Library

The Schedule Library allows Administrators to create and maintain a list of schedules, or reoccurring payments, for use within the SOW and SOW Bid modules. Schedules are characteristics used for payments to the supplier according to predetermined dates or on a reoccurring schedule.

Examples include monthly payments, a final payment, or set fees to be paid on specific dates.

The Characteristics page of a statement of work being created emphasizing the Add Characteristics section. The section is comprised of four buttons: Events, Schedules, Fees, and Management Events. The Schedules button is selected and displaying the schedules that have been added to the SOW. For each schedule, columns indicate the Type, Name, Description, Frequency, Start Period, Start Date, End Date. Due On, Rate, Number of Units, Capitalized, Amount, and PO number. A column to the right displays icons to edit, copy, or delete the schedule.

Navigating the Schedule Library Admin Object

Services section of the Admin Menu, the Schedule Library link is highlighted.

1	To view the list of Schedules in the tenant, select Schedule Library from the Services section of the admin menu.

Schedule Library List Page

The supplier can only submit invoices on the defined intervals for agreed upon transactions.

Schedules must be defined in the schedule library before they can be used in SOW Bid templates. They can be added when creating an SOW or SOW Bid from a template, and they can be copied from the library.

2	Schedule Type indicates the interval at which the transaction will occur. Regular means the transaction occurs once, and a due date must be entered on the SOW. On the SOW, this field is called 'Single.' If Recurring is selected, the schedule recurs on a periodic basis.
3	To view the details of a Schedule, select an appropriate link in the Code column.

Schedule Library Details Page

Schedule Details page displaying the details of the schedule. In addition to the details indicated on the Schedule list page, fields for Frequency and Start Period are also displayed. The Frequency and Start Period field are highlighted.

A Schedule Library Details page displays the same information available on the list page, with a few additional details.

4	If the Schedule Type is Recurring, the Frequency of the schedule must be selected. The value in this field can be Daily, Weekly, Twice Monthly, Monthly, or Yearly.
5	If the Schedule Type is Recurring with the frequency Weekly, Monthly or Yearly selected, the Start Period displays. It is used to indicate when the schedule should trigger. For Weekly, the day of the week must be selected. For Monthly, Start or End must be selected.

Adding a Schedule Library

Configuring a schedule library is nearly as simple as that for an event, except there's one additional field: Schedule Type.

Schedule Type determines the schedule's frequency. Selecting the schedule type of recurring will add additional field(s) to be completed.

Add New Schedule Library creation page, showing text fields for Name, Code, and description, as well as Schedule Type and Frequency. Schedule Type contains two radio buttons, regular and recurring, while the Frequency field is a dropdown menu. Add and Cancel buttons are at the bottom of the page. The Schedule Type and Frequency fields are highlighted.

Schedule Type determines whether the schedule will occur on a regular or recurring basis. If Regular (Single) is selected, the schedule occurs once, and a Due On date is required on the statement of work. Regular is the term used in the Schedule Library. Single is the term used on statements of work. If Recurring is selected, the schedule recurs on a periodic basis.

The Frequency field appears if recurring is selected at the Schedule Type. The value in this field can be Daily, Weekly, Twice Monthly, Monthly, or Yearly. If monthly or weekly are selected, a Start Period field will appear, where you will choose when the schedule is to begin. For monthly, you indicated whether the schedule begins at the start of end of the month. For weekly, you choose the day of the week the schedule is to be triggered.

Summary

The Schedule Library allows administrators to create and manage schedules for payments in the SOW and SOW Bid modules.

Key Points:

Schedule Creation: Administrators can create schedules with predetermined dates for payments like monthly payments or final payments.
Schedule Types: Types include Regular (one-time) and Recurring (periodic) transactions. Recurring schedules can be Daily, Weekly, Twice Monthly, Monthly, or Yearly.
Schedule Details: View details by selecting a link in the Code column. Recurring schedules show Frequency and Start Period.
Schedule Usage: Schedules must be defined in the library before use in SOW Bid templates. They can be added during SOW creation or copied from the library.

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