Enter a service order and add a job and lines

Related topics

A manually entered service order is entered with a sales order type marked as service type in the Sales order type table. The service order entry routine is similar to the sales order entry routine. For more information about sales order entry, see About sales order entry.

Note: If you want to add a job to a previously created service order, select the Work with service orders menu item. Select the order to which you want to add a job and click Jobs/Agr lines.

To enter a service order and add a job and lines, do as follows:

Select the Work with service orders menu item.
You access Work with service orders, Header view. Click Add.
You access Work with service orders, create new. Complete the following fields:

Handler
Customer number
Order type

For information about other fields on this panel, see the Panel help.

Click OK.

Add job

You access Service order jobs. Click Add.
You access Service order job header. Complete the following fields:

Job: The next available job number is automatically retrieved, but can be changed.
Obj mandat: Indicates if object information is mandatory, meaning that you must define the object (item) to be serviced, as well as the serial number in the next field. The value in this field is retrieved from the service order type you are using as defined in the Sales order type table.; Note: You can define the object information at a later time (in the Object field) if you are entering a new job, but the information will have to be defined before you can close the job.
Object: Enter the object (item) to be serviced (from the Service object file), together with the serial number. Note: If the Cust/object control field is set to YES for the service order type, then you are allowed to enter a service object that belongs to another customer than the one on the order.
Job priority: This code denotes the priority of the job and is retrieved from the service order type you are using as defined in the Sales order type table. The code can be changed. Valid codes are 1-9, where 1 is the highest priority.
Req SVC time: Enter the requested service date and time required by the customer. The date field is defaulted with today’s date.
Calling time: Enter the calling date and time when the customer contacted your company requiring service of the object. The date field is defaulted with today’s date and the time field with the time when the order was created. Both values can be changed.
Debit code: This code from the Debit code table indicates that the order line is internal. The code is retrieved from the service order type you are using as defined in the Sales order type table, but can be changed. The code entered in this field will be defaulted to all order lines entered on the service order job.; If an order line is internal, it means that the debtor and the invoice customer on the invoice(s) generated for the order lines will be the internal customer defined for the debit code.; Internal invoices are normally not sent to the customer. However, the bookkeeping transactions that are generated through the invoicing are created so that you may correctly book the company’s costs that arose when the object was serviced.
Engineer: The engineer from your user profile is defaulted, but can be changed. Enter a code from the Service engineer table, indicating the engineer responsible for this job. The engineer entered will be defaulted on the service order lines and can be considered as the main engineer for the job.
Est job val: This field is only applicable if credit check handling is activated in the system. The estimated job value is used to check if the service order should be held because the credit limit has been exceeded. This value, in system currency, is automatically calculated when service order lines are created from a recommended kit (defined on this panel). Then, this value is the total value of the order lines (items in the recommended kit), after deduction of any order header discount and line discount, and including any VAT. If a recommended kit is not entered on this panel, this field has to be completed manually. Enter the estimated value, in system currency, for the job. This includes the prices of the items (spare parts, labour, mileage allowance, etc.) used for the job. Note: If the credit limit is exceeded, you will only get a warning message. No credit hold is performed at this stage.

Click OK.

You remain on the same panel and other fields may now be filled in; for example, Agreement or Warr type may contain data if this object had been assigned earlier to an agreement or warranty type.

Click OK.

You remain on the same panel and can add another job to the order if needed. When ready, click Back to return to Service order jobs.

Add job lines

On the Service order jobs panel highlight the applicable job and click Lines to add job lines to the service order.
You access Work with service orders, Order lines. Complete the following fields:

Item/assortment: Enter an item from the Item file.
Quantity: Enter the item quantity.
Unit: Enter a unit. If you leave this field blank, the system will retrieve the default sales unit from the Item file.

For information about other fields on this panel, see the Panel help.

Click OK to register the item on the order. When all items are entered, click OK.

Note: If the item is defined as parent item within an order structure, you will access Work with service orders, Structures. The information entered on the Work with service orders, Order lines panel is defaulted to that panel. For instructions on how to continue the process, see the Panel help and Setting up order structures.

Exit the routine.