Related topics
This panel displays all service order lines with status 40 and 45 defined for the service job. The time transactions that have been entered in the Work with time transactions program, and which are defined as finished, are displayed as well. If not finished, an information message will be displayed.
The quantity to invoice (Charge qty field) that is displayed for the order line is updated according to the charge methods defined on the order job header. If the charged methods fields Fixed price parts (for spare parts) or Fixed price svc item (for service items) are set to YES, the recommended quantity is defaulted to the Charge qty displayed on this panel. If set to NO, the actual quantity is defaulted to Charge qty. Note: You can change the charge method either for the whole job by clicking Charge method, or for the individual line by selecting the Change option.
Sales prices for the customer on the service order will be used if no debit code is defined on the order line. Sales prices for the internal customer will be used if a debit code is defined on the order line. The internal customer to use is defined for the debit code in the Debit code table. The sales prices are retrieved when the service order is closed.
Note: You can change the debit code either for the whole job by clicking Change debit code, or for the individual line by selecting the Change option for the line.
When all order lines for the job are closed, the order will automatically be released for invoicing, meaning that it is possible to invoice the order.
Note: You cannot close a service order job if the order is in error. No changes can be made to a service order job once the job is closed.
Options
| Close individual line | Select this option for the order line you want to close and click OK. |
| Return parts | Select this option for the order line if you want to enter spare parts not used. This option is only allowed if the order line has been printed on a pick list. |
Function keys
| Shift info | Toggle between: Item description, Recommended quantity, Actual quantity, Charge quantity and Item, Unit, Price, Debit code. |
| Fold | View the related service engineer. |
| Close all lines | Close all lines for the selected job. |
| Service order enquiry | Access the Service order enquiry program. |
| Charge method | Change the charge methods for all order lines. |
| Change debit code | Add a debit code or change the debit code for all order lines. |
Selection fields
- Customer
- Indicates the customer number and description.
- Order val
- Indicates the total value of the order lines, after deduction of order header discount, and including VAT if the order includes VAT. Free of charge order lines are not included in this value. Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, this field will display the last 10 digits in the amount. However, the database will be updated correctly. Only the displayed value will be truncated. The full amount will be correctly updated to the database.
- Order type
- Displays the order type used on the order.
- Order/job
- Indicates the service order number and job number.
- Cred lim
- Displays the debtor’s credit limit in system currency.
Work with service orders, Job close/line maintenance (SOR50004)
On this panel you can change the quantity to be invoiced (To be charged), as well as the sales price and debit code for the order line to be closed. The charge methods can also be changed for the order line. Note: No changes can be made to a service order job once the job is closed.
Function keys
- Customer
- Indicates the customer number and description.
- Order val
- Indicates the total value of the order lines, after deduction of order header discount, and including VAT if the order includes VAT. Free of charge order lines are not included in this value. Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, this field will display the last 10 digits in the amount. However, the database will be updated correctly. Only the displayed value will be truncated. The full amount will be correctly updated to the database.
- Order type
- Displays the order type used on the order.
- Order/job
- Indicates the service order number and job number.
- Cred lim
- Indicates the debtor’s credit limit in system currency.
- Line
- Displays the line number of the order line.
- Item
- Displays the item on the order line.
- Description
- Displays the description of the item on the order line.
- Unit
- Displays the unit in which the price is defined.
- Engineer
- Displays the engineer on the order line.
- Ordered quantity
- Displays the quantity of the item. The ordered quantity is the quantity used when a sales order line is created.
- Recommended quantity
- Displays the recommended quantity which is the quantity that will be used as the quantity to invoice (displayed in To be charged), if Fixed price parts (applies for spare parts) or Fixed price svc item (applies for service items) is set to YES. The quantity cannot be changed. Note: To be charged, however, can be changed if Fixed price parts or Fixed price svc item is set to YES.
For spare parts this field is blank if the order line has been manually created, i.e. the order line has not been created from a recommended kit. For service items this field is blank if the order line was created in the Work with time transactions program.
- Actual quantity
- Displays the actual quantity which is the quantity that will used as the quantity to invoice (displayed in To be charged), if Fixed price parts (applies for spare parts) or Fixed price svc item (applies for service items) is set to NO. The quantity cannot be changed. Note: To be charged, however, can be changed if Fixed price parts or Fixed price svc item is set to YES.
For spare parts, this is the actual quantity that has been withdrawn from stock. For service items, this is the actual quantity of the transaction. For example, for working hours, displays the actual number of hours defined when the time transaction that created the order line was entered.
- To be charged
- Enter the quantity to be invoiced. This field can only be changed if Fixed price parts (applies for spare parts) or Fixed price svc item (applies for service items) is set to YES. If this field is blank, no bookkeeping transactions are created for sales values. Only bookkeeping transactions for cost of goods sold and stock value are created.
- Sales price
- For spare parts and for service items for which no debit code is defined, the price can be retrieved automatically using the customer on the order.
For service items for which a debit code is defined, the price can be retrieved automatically using the internal customer (not the customer on the order). The internal customer is defined for the entered debit code, in the Debit code table.
When closing the order, the system will perform the final price retrieval for all lines for which a debit code is defined.
Note: If you change the price manually, the system will not perform the normal price retrieval when closing the order, even if you have entered/changed the debit code.
- FOC
- Indicate if the order line will be free of charge.
- Price unit
- Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.
- Price unit quantity
- Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the price unit quantity (i.e. the sales quantity presented according to the price unit). See About price unit handling for more information.
- Debit code
- Displays the debit code defined on the Service order job header panel, but can be changed. Enter a code from the Debit code table. If a debit code is entered, the order line is considered as being internal. This means that the debtor and invoice customer on the invoice generated from the order line will be the internal customer defined for the debit code in the Debit code table. Every time a debit code is changed a new price is retrieved.
Note: If the item is a component in an order structure and the sales price calculation code for the structure type is not 2, the debit code will be updated according to the debit code for the parent item in the structure.
Charge method
- Fixed price parts
- Indicates if recommended or actual quantity is to be used as the invoicing quantity for spare parts. This field can only be changed if the item on this order line is a spare part (stock item), i.e. not a service item. If set to YES, To be charged can be changed.
- Fixed price svc item
- Indicates if recommended or actual quantity is to be used as the invoicing quantity for service items. This field can only be changed if the item on this order line is a service item. If set to YES, To be charged can be changed.
Work with service orders, Service order line close (SOR50005)
Charge method update (SOR50008)
In this window you can change the charge methods of the whole job, including all the order job lines displayed.
- Fixed price parts
- Indicates if recommended or actual quantity is to be used as the invoicing quantity for spare parts. The value is retrieved from the Service order job, but can be changed. If set to YES, the recommended quantity will be suggested as the quantity to invoice. If set to NO, the actual quantity will be suggested as the quantity to invoice. Note: If set to YES, To be charged on the Job close/Line maintenance panel can be changed.
- Fixed price svc item
- Indicates if recommended or actual quantity is to be used as the invoicing quantity for service items. The value is retrieved from the Service order job, but can be changed. If set to YES, the recommended quantity will be suggested as the quantity to invoice. If set to NO, the actual quantity will be suggested as the quantity to invoice. Note: If set to YES, To be charged on the Job close/Line maintenance panel can be changed.
Order line debit code update (SOR50009)
In this window you can change the debit code of the whole job, including all the order lines and time transactions. All order lines, for which a debit code is defined, will be considered as being internal. This means that the debtor and invoice customer on the invoice generated from the order lines will be the internal customer defined for the debit code in the Debit code table.
- 1. Change all fields with debit code
- Enter a code from the Debit code table, indicating the debit code you want to change. All service order lines with this debit code are changed to the debit code defined in to debit code.
- to debit code
- Enter a code from the Debit code table, indicating the debit code that should exchange the debit code entered in the Change all lines with debit code field. All order lines defined with the debit code entered in Change all lines with debit code will be changed to the debit code entered in this field.
- 2. Change all lines to debit code
- Enter a code from the Debit code table, indicating the debit code that should update all order lines.
Update object to service job (SOR50010)
This window is displayed if not all lines on the orders are closed and the mandatory object is missing (Object handling is set to 1 or 2). You must then enter the missing object on this panel.
- Object
- The entry in this field depends on the setting of Object handling. If object handling is set to 1, enter the serviced object (item) from the Service object file, together with the serial number. If object handling is set to 2, enter the missing serial number of the serviced object (item).
Several jobs can be entered on one service order, but if Allow multiple obj in the Work with Sales order types, Service information panel is set to NO, then the object has to be the same for all jobs. This means that the item entered in this field has to be the same for all jobs. The serial number, however, can differ. Note: If Cust/object control is set to NO 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.
Work with service orders, Job close (SOR50011)
This is the final job close panel. On this panel you maintain information that needs to be completed before you can close the job.
- Customer
- Indicates the customer number and description.
- Order val
- Indicates the total value of the order lines, after deduction of order header discount, and including VAT if the order includes VAT. Free of charge order lines are not included in this value. Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, this field will display the last 10 digits in the amount. However, the database will be updated correctly. Note: Only the displayed value will be truncated, the full amount will be correctly updated to the database.
- Order type
- Displays the order type used on the order.
- Order number
- Displays the service order number of the transaction.
- Cred lim
- Displays the debtor’s credit limit in system currency.
- Job
- Displays the job number.
- Object handling
- Indicates how the service object should be handled in the Service order job.
Code Description Additional information 1 Mandatory Both item and serial number must be entered. Note: The mandatory check is done in the Service order close; otherwise a warning message is displayed.
2 Serial number optional Serial number may be left blank until the job is closed. 3 Optional Both item and serial number may be left blank.
- Object
- Enter the object (item) to be serviced (from the Service object file), together with the serial number.
- Location
- Displays the location of the object, if defined in the Service object file. Both the location description and the first address line are displayed.
- Meas read
- Displays the measurement type(s) retrieved from the Item file for the object. The lead text for a maximum of four measurement types can be displayed and for each of the types one input field is also displayed.
Enter the measurement readings for the applicable measurement type. If the Measurem. mandatory field in the Sales order type table is set to YES and the measurement type information is defined as mandatory in the Item file, measurement readings must be defined when the job is closed.
- Job priority
- Displays the job priority retrieved from the Sales order type table. Valid codes are 1-9, where 1 is the highest priority.
- Agreement
- This field only applies to agreement orders. Displays a valid agreement from the Agreement file to which the object is connected.
- Req SVC time
- Indicates the Requested service date and time required by the customer.
- Service code 1
- Calling time
- Indicates the Calling date and time when the customer contacted your company requiring service of the object.
- Service code 2
- SVC time
- Mandatory entry. This field is automatically updated from time transactions when the order job is closed. The date and time will be retrieved from the first time transaction entered. If no time transactions were entered, or if you want to change the service time, enter the Service date and time when the service job was performed.
- Service code 3
- Resp time
- This field only applies for agreement orders. The response time indicates within which time span your company has promised to reply the customer which is defined for the object in the Agreement file.
- Service code 4
- Compl time
- This field only applies for agreement orders. The completion time indicates within which time span your company has promised to complete the servicing of the object which is defined in the Agreement file.
- Debit code
- This debit code from the Debit code table indicates that the order line is internal. The code is retrieved from the Sales order type table. This 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 in the Debit code table.
- Warr type
- Displays the warranty type to which the object is connected in the Service object file (if any warranty is currently being valid).
- Engineer
- This code from the Service engineer table indicates the main engineer responsible for this job. The code will be defaulted on the service order.
- Rec kit
- This code from the Recommended kit table indicates the spare parts (items) created on order lines on this order. One order line is created on this service order for each of the items defined in the kit.
- Est job val
- The estimated job value, in system currency, is automatically calculated when service order lines are created from a recommended kit. This includes the prices of the items (spare parts, labour, mileage allowance, etc.) used for the job. The value is only used to check if the service order should be held because the credit limit has been exceeded.
If automatically calculated from the recommended kit, 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.