Refresh Schedule Calendars (Delivery and/or Sales)
- Calendars are split up into "1st half" (Jan-Jun) and "2nd half" (Jul-Dec)
- Tickets and Rentals are dictated by Delivery Calendar dates
- Outbound calling and sales tickets are dictated by Sales Calendar dates
When do I need to refresh calendars?
1. At the end of the calendar year, preparing for the next year
Usually done late November or in December, to refresh either:
a) The 1st half (Jan-Jun) reflect the upcoming year OR
b) The Entire Year (Jan-Dec) reflect the upcoming year
2. In the middle of the year
Usually done late May or in June
a) The 2nd half (Jul-Dec) would refresh to reflect the current year
How do I refresh calendars? (Dependent on user app-permissions)
1 - Open refresh calendar maintenance
2 - choose calendar type to refresh
3 - choose Refresh Year
4 - choose 1st half, 2nd half, or Entire year
5 - click Refresh
1. Maintenance --> Calendar Maintenance --> Refresh New Year Calendar
2. You can choose to refresh Delivery or Sales Calendar individually or at the same time
If you are uncertain, refresh BOTH calendars
3. Choose Year to Refresh
NOTE: If refreshing for current year, click current year check box. If you are refreshing for any other year than the current year, leave unchecked.
USE CASES:
1. Entire year refresh (ONCE A YEAR)
a) Always done end of year in December
b) Always done AFTER all tickets for December have been generated
c) Never click "current year"
| When to refresh | What to Refresh | Current Year |
| December 2022 | Both calendars, Entire year for 2023 | unchecked |
| December 2023 | Both calendars, Entire year for 2024 | unchecked |
2. Partial Refresh (TWICE A YEAR)
a) Always done end of year in December and again end of mid-year in June
b) Always done AFTER all tickets have been generated for that month dec or jun
c) Click current year on mid-month refreshed only
| When to refresh | What to Refresh | Current Year |
| December 2022 | Both calendars, 1st half for 2023 | unchecked |
| June 2023 | Both calendars, 2nd half for 2023 | checked |
| December 2023 | Both calendars, 1st half for 2024 | unchecked |
| June 2024 | Both calendars, 2nd half for 2024 | checked |
EXAMPLE
Today is December 7th, 2022, we are planning for next year
--> Refresh 1st half of calendar for upcoming year
- This will leave Jul-Dec on schedules showing dates with year 2022 (necessary since you still need to generate tickets for Dec 8 - Dec 31, 2022)
- This will leave Jan-Jun on schedules showing dates with year 2023
Common issue#1 - if you do not refresh for Jan-Jun to reflect 2023, and we are now in Jan 2023, tickets might not be generated OR they will be created for different dates than what you are expecting. Always keep calendars up to date!
Common issue#2 - if you refresh Entire year and haven't finished Dec, tickets generated for Dec will seemingly have the "wrong date"
If you have generated all tickets for Dec / have "finished" 2022 with regards to dates on schedules/tickets, etc. then refreshing for the entire year is ok
Now partial refresh for 2nd half
It is June 7th, 2023, we are planning for next year
--> Refresh 2nd half of calendar for upcoming year
- This will leave Jul-Dec on schedules showing dates with year 2023
- Jan-Jun on schedules already had dates with year 2023 when we refreshed back in December 2022
DO NOT REFRESH FOR ENTIRE YEAR IN THE MIDDLE OF THE YEAR
Common issue#1 - if you do not refresh for Jul-Dec to reflect 2023, and we are now in Jul 2023, tickets might not be generated OR they will be created for different dates than what you are expecting. Always keep calendars up to date!
Common issue#2 - if you refresh Entire year and haven't finished Jun
1. Tickets generated for remainder of June will seemingly have the "wrong date" AND
2. Potentially create duplicate tickets. If a user generates again, the entire calendar year was refreshed so all dates can potentially be generated again. Best practice is to only reset the 2nd half of the year