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How to Set Up a Callout Project and Move a Callout Job in FieldInsight

Written by Jeffry Juni
Updated this week

This guide explains how to:

  • set up a Callout Project in MYOB Acumatica

  • configure FieldInsight so technician callout timesheets default to that project and job

  • log time, materials, allowances, and expenses against the callout job

  • move the callout job to another project when needed

Overview

A Callout Project acts as a holding project for technician callout work. When a technician logs a timesheet using the Callout activity type, FieldInsight can automatically assign that entry to the nominated callout project and job.

Later, if the work needs to be linked to a different project, the callout job can be moved, and the related timesheets, materials, and expenses will move with it.

Before You Start

Before setting this up in FieldInsight, you need to create a project in MYOB that will act as your callout project.

In the example shown in the transcript:

  • a customer was selected

  • the admin task/cost code was used

  • the project was created as a bucket for technician callout timesheets

  • the project was named Callout Project

  • a Callout Task was added

Once the project and task are fully activated in MYOB, they will sync through to FieldInsight.

Part 1: Set Up the Callout Project in MYOB

Step 1: Create the project in MYOB

Create a project in MYOB that will be used as the default project for callout work.

When setting it up:

  1. Select the relevant customer

  2. Choose the required admin/cost code setup

  3. Name the project something clear, such as Callout Project

  4. Add a task, such as Callout Task

  5. Complete the activation process in MYOB

Once activated, the project and task will sync into FieldInsight.

Step 2: Confirm the project has synced to FieldInsight

After the sync completes, check that the project is available in FieldInsight.

You should be able to find:

  • the Callout Project

  • the related Callout Job

This is the project and job that technicians will use when entering callout timesheets.

Part 2: Configure Timesheet Settings in FieldInsight

Step 3: Set the default callout project and job

To make sure callout timesheets automatically default to the correct project and job:

  1. Go to Settings

  2. Open Job Manager

  3. Select Timesheets and Payroll

  4. Click General

  5. Scroll down to the Callout Project section

  6. Select your Callout Project

  7. Select the related Callout Job Visit

  8. Click Save

Once this is configured, technicians who choose the Callout activity type on a timesheet will automatically default to this project and job.

Part 3: Log Time Against the Callout Project

Step 4: Enter a callout timesheet as a technician

To log time against the callout project:

  1. Log in as a Technician

  2. Click + Timesheet

  3. In Activity Type, choose Callout

When you select Callout, FieldInsight will automatically populate:

  • the Callout Project

  • the Callout Job

This saves the technician from needing to manually choose the project and job.

Step 5: Add time and other costs

From the timesheet screen, the technician can then enter the relevant details, such as:

  • hours worked

  • allowances such as meal allowance

  • materials consumed

  • expenses

For expenses, the technician can select the relevant item code, apply it, and continue filling out the record.

Once everything is entered, click Save.

Part 4: View the Callout Job in Scheduler

Step 6: Find the callout job

To review callout jobs:

  1. Go to the Scheduler

  2. View the jobs created for the day

  3. Use filters if needed to search by project

  4. Search for the Callout Project

This allows you to see the main callout job and any related callout job visits created from it.

Step 7: Review time, materials, and expenses

Open the callout job and go to Time and Materials.

From here, you can review everything logged against the callout job, including:

  • timesheets

  • products/materials

  • expenses

This confirms that the technician’s callout entry has flowed through correctly.

Part 5: Move the Callout Job to Another Project

Step 8: Move the job

If the callout work needs to be reassigned to another project:

  1. Open the callout job

  2. Click the down arrow next to the date

  3. Select Move

  4. Choose the project you want to move the callout job to

  5. Click Select

FieldInsight will then move the callout job to the selected project.

What happens when the job is moved?

When a callout job is moved to another project, FieldInsight automatically transfers the related records to the new job, including:

  • timesheet entries

  • products/materials

  • expenses

The system also keeps a record of the relationship between the original callout job and the new job.

In the Visits tab, you can see:

  • the original selected job

  • the newly created visit under the target project

  • the recreated timesheet, product, and expense entries

This gives you traceability from the original callout entry through to the final project it was assigned to.

Expected Outcome

After completing this setup:

  • technicians can log Callout timesheets quickly

  • timesheets automatically default to the nominated callout project and job

  • time, materials, allowances, and expenses are captured in one place

  • callout work can later be moved to the correct project without re-entering information

Summary

Using a callout project in MYOB and FieldInsight helps standardise how unplanned or callout work is captured.

The workflow is:

  1. create a callout project and task in MYOB

  2. let it sync to FieldInsight

  3. configure the default callout project and job in timesheet settings

  4. have technicians log time using the Callout activity type

  5. move the callout job to another project when needed

This makes callout work easier to track while still allowing it to be assigned to the correct project later.

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