User's Manual - Drake Software

Scheduler
Drake Software User’s Manual
To clear a selection, click the preparer’s name a second time.
IMPORTANT
In order to save the appointment, a client name must be entered.
Batch
Appointment
Generator
The batch appointment generator reviews client and recurring appointments from the
previous tax year and creates new appointments in the current year’s Scheduler. You
can set workday and holiday information that will roll forward (or backward) to an
available appointment date.
NOTE
This feature is available for users with administrative rights. Appointments
marked “private” (see “For an Individual” on page 90) are
excluded from the batch process.
To set up appointments using the batch appointment generator:
1. From the Appointment Scheduler toolbar, click Batch Appts and select Generate
batch appointments. The Batch Appointment Generator dialog box is displayed.
2. If necessary, select a location from the Use last year’s appointments found on
drive drop list.
3. Enter (or select from the calendar) a Begin date and an End date.
4. Select the days that should be available for appointments for this year.
5. Under Dates Not Available for Appointments, click Add to add any holidays or
other days on which appointments should not be scheduled.
Figure 4-16: Example of dates entered that are not available for appointments
To edit or delete an entered date, select the date and click Edit or Delete.
6. Select your preference for Appointment Date Criteria. Your preference applies
when a rolled-forward appointment falls on a weekday or holiday. You can also
select to keep the day of the week (for example, if a client wants a Monday
appointment each year) or the date (for example, if a client wants to meet on the
first day of a month).
7. Click OK to begin the batch appointment process.
The program creates appointments as defined by your specifications and preferences.
Next, it displays the “Scheduler - Batch Created Appointments” report, which displays
the following information:
• Summary of appointments that could not be generated (explanations provided)
• Number of appointments that had conflicts
92 Tax Year 2012