How to manage client work orders and authorisations using electronic ID's
A transaction in Mandalay has a field for capturing a client order number. This number can be made mandatory based on the client selected. However there is no validation on what is entered in this value, which may cause issues when reporting on the data or insuring that a transaction is authorised.
The Mandalay CS system has another feature that can allow the validation of codes for a particular client. This features makes use of electronic ID's assigned to a client and then an option to enforce code entry is turned on. The transaction cannot be captured unless a code in the electronic ID list is provided.
This feature was specifically designed so that clients could protect there accounts by having a code set against the client. This code could either be entered manually by an operator or scanned from an electronic ID reader or bar code scanner.
The following article explains how to setup clients to use electronic ID's to protect the use of a clients account without correct authorisation.
Locate Client
Identify the client in the Administration program that requires authorisation for usage of their account.
Click on the Manage Electronic IDs button once the client is selected.
Add new code
To add a new code do the following once the Manage Electronic IDs screen appears:
- Click on the Add button to create a new ID record/
- Enter the code required. This code can be any alphanumeric character.
- Select the type of electronic ID's. If the code is going to be entered manually by the operator then the Bar code option is the best.
- You can capture details about whom has received the Electronic ID.
- Add any notes necessary about the code.
- Click OK to save the new code.
- Click Close to go back to the client screen
Note: It is possible to bulk add codes to the list by using an electronic ID reader such as a Bar code scanner. You first select the EID reader to use (this needs to be configured in the local hardware layer) then just scan each code to be entered. Once entered you can then just change the details against the code.
Make Electronic ID's Mandatory
To make the system prompt for an ID and not allow the client to be used without a valid code the Electronic ID Mandatory settings needs to be set.
Client Electronic IDs in Ticketing
When a client is selected in ticketing that has the Electronic ID Mandatory setting turned on, the system will prompt the user to provide a valid code. This can either be typed in or provided via an EID reader.
Reporting on Electronic IDs
The Client Electronic ID used in a transactions can be reported on in Facility Management Data Exports using the Ticket Details WBR export. This will show the Electronic ID code that was used to authorise the use of the client record.
Financial interface exports can be configured to use this code instead of the order number field if necessary. This can be useful for processing internal client jobs.