Updated: 12.05.2026

Service Power BI App for Aptean Equipment DMS

The Service Power BI App for Aptean Equipment DMS provides valuable insights into service and workshop processes. It helps users analyze service orders, processing times, revenues and resource utilization. This provides a solid basis for continuously enhancing service quality, increasing operational efficiency and improving overall profitability.

This chapter describes the following report pages:

Shared Filters

The following page filters are displayed on multiple pages. They work the same way throughout the report and are documented here once.

Filter Function Available on
Fiscal Year Selects the fiscal year shown on the page. All pages except Billing Efficiency and Location View, which use a time-period selector instead
Customer Filters to a specific customer. Service Invoice Statistics, Service Invoice Lines, Service Order Statistics, Maintenance Contract Overview, Maintenance Contract Statistics
Shortcut Dimensions 3–8 Additional dimension filters. Labels follow the dimension names configured in your system. Service Invoice Overview, Service Invoice Statistics, Service Order Overview, Credit Memo Overview
Global Dimension 1 & 2 Filters by your two main analysis dimensions (typically Department and Project/Cost Center) Service Invoice Overview, Service Invoice Statistics, Service Order Overview, Credit Memo Overview

Service Invoice Overview

The Service Invoice Overview page provides a summary of invoiced service revenue. It shows how revenue is distributed across service order types and technicians, and how invoiced amounts develop month by month.

Page-Specific Filters:

  • Service Order Type – Filter by service order type.
  • Cancelled and corrective service invoices are excluded. The technician chart counts only labour resource lines. These are background filters.
Visual KPI/Field Description
Invoiced Amount per Service Order Type Invoiced Amount The invoiced amount split by service order type.
Service Order Type Service order type (category).
Invoiced Amount per Technician Invoiced Amount The invoiced labour amount per technician (bar chart).
Resource Code Technician identifier (axis).
Service Order Type Colour-coded legend by service order type.
Resource Name Technician name (shown on hover).
Invoiced Service Orders Invoiced Amount The invoiced amount of service orders per month (column chart).
Invoiced Amount Previous Year The invoiced amount for the previous fiscal year.
Year/Month Monthly time axis.

Service Invoice Statistics

The Service Invoice Statistics page lists all posted service invoices with detailed cost and profit data. You can drill through to view individual invoice lines.

Page-Specific Filters:

  • Invoice No. – Filter to a specific posted service invoice.
  • Order No. – Filter to a specific order number.
  • Service Order Type – Filter by service order type.
Visual KPI / Field Description
Service invoices No. / Customer No. / Name / Document Date Identifying details of each posted service invoice.
Labor / Parts / Resources/Costs The invoice amount broken down into labour, parts, and other resources/costs.
Unit Cost The total adjusted cost of the invoice in local currency.
Amount The invoice total amount.
Adjusted Profit (LCY) The adjusted profit of the invoice in local currency.
Adjusted Profit % The adjusted profit margin of the invoice.

Service Invoice Lines (Drill-Through)

Drilling through from an invoice opens this detail view showing the individual line items.

Visual KPI / Field Description
Invoice header No. / Customer No. / Name / Document Date / Person In Charge / Service Order Type Header details of the invoice being viewed.
Amount The invoice total amount.
Invoice lines Service Item No. / Serial No. / Service Item Description The machine (service item) the line relates to.
No. / Description / Quantity / Unit of Measure Identifying fields for each line item.
Unit Cost / Unit Price / Line Discount % The cost, price, and discount of the line.
Amount The line total amount.
Adjusted Profit (LCY) / Adjusted Profit % The adjusted profit and margin of the line.

Service Order Overview

The Service Order Overview page gives you a forward-looking view of open service orders. It shows the total open amount by order type and technician, a monthly service order forecast, and how the open order volume develops over time.

Page-Specific Filters:

  • Only open service orders are included. The technician chart counts only labour resource lines. These are background filters.
Visual KPI / Field Description
Open Amount per Service Order Type Open Amount The open amount split by service order type.
Order Type Service order type (category).
Open Amount per Technician Open Amount The open labour amount per technician (bar chart).
Resource Code Technician identifier (axis).
Order Type Colour-coded legend by service order type.
Resource Name Technician name (shown on hover).
Service Order Forecast Amount The forecast incoming service-order amount per month, split by category (column chart).
Quantity The number of incoming orders (shown on hover).
Category Colour-coded legend by forecast category.
Month Monthly time axis.
Open Service Orders Open Amount The open service-order amount per month (area chart).
Year / Month Monthly time axis.

Billing Efficiency

The Billing Efficiency page helps you understand how efficiently your workshop converts available hours into billed hours. It shows billing efficiency per location and lets you model the P&L benefit of reaching a higher target efficiency. The page uses a time-period selector (WTD/MTD/QTD/YTD) instead of the fiscal-year page filter.

Page-Specific Filters:

  • Time period (WTD / MTD / QTD / YTD) – Sets the period for which billing efficiency is calculated (Week to Date, Month to Date, Quarter to Date, or Year to Date).
  • Target Billing Efficiency % – Slider that lets you model the P&L benefit of reaching a higher billing efficiency.
  • Global Dimension 1 & 2 – Filters by your two main analysis dimensions.
Visual KPI / Field Description
Billing Efficiency % per Location Billing Efficiency Billed hours divided by available hours per location/responsibility centre (bar chart).
Responsibility Center Location or responsibility centre (axis).
Key figures (cards) Billing Efficiency The overall billing efficiency for the selected period.
Average Labour Sales Rate Per Hour The average labour sales rate per hour.
P&L Benefit The modelled P&L benefit of reaching the target billing efficiency, set with the Target Billing Efficiency % slider.

Location View (Drill-Through)

Drilling through from a location on the Billing Efficiency page opens this detail view showing billing efficiency broken down by service order type for that specific location.

Visual KPI / Field Description
Location header Name / City / County The location being viewed.
Billing Efficiency % per Location & Class Billing Efficiency Billing efficiency for the selected location, broken down by service order type or class (bar chart).
Responsibility Center Location or responsibility centre (axis).
Order Type Service order type or class (rows).
Key figures (cards) Billing Efficiency / Average Labour Sales Rate Per Hour / P&L Benefit The same key figures as on the Billing Efficiency page, shown for the selected location.

Workshop Utilization

The Workshop Utilization page helps you track how your workshops use their available capacity. It shows billed hours and utilization rates per month, planned hours by location, and lets you switch between a weekly and monthly breakdown.

Page-Specific Filters:

  • Resource No. / Resource Group No. – Filter to a specific technician or resource group.
  • Service Order Type – Filter by service order type.
  • Location – Filter by location.
  • Only labour resource groups are included. The Utilization chart covers open service orders. These are background filters.
Visual KPI / Field Description
Billed Hours Billed Hours Billed workshop hours per month (column chart).
Month Monthly time axis.
Utilization Utilization Workshop utilization (worked vs. available hours) per month (column chart).
Month Monthly time axis.
Planned Hours Planned Hours Scheduled or planned hours.
Location Location (rows).
Day of Week / Month Time breakdown – the Weekly/Monthly view toggle switch switches the columns between day of week and month.

Workshop Utilization Details (Drill-Through)

Drilling through from a resource or period opens this detail view showing individual technician performance and the split between worked and billed hours.

Page-Specific Filter:

  • Debited Cost Center – Filter by debited cost center.
Visual KPI / Field Description
Resource utilization Resource Code / Resource Name / Resource Group No. Each technician and the workshop team they belong to.
Worked Hours Hours the technician actually booked on service work in the period, regardless of whether they were invoiced to a customer.
Billed Hours The share of worked hours that was invoiced to customers – the chargeable hours that reached a service invoice. The gap between Worked Hours and Billed Hours represents non-billable time.
Billed Amount Labour revenue invoiced for the billed hours (hours × labour sales rate) – what the technician's billed time actually earned.

Credit Memo Overview

The Credit Memo Overview page helps you monitor the volume and reasons for service credit memos. It shows how the credit memo rate develops over time, breaks down credited vs. refunded quantities and amounts by type, and visualizes the distribution of fault reason codes per location.

Page-Specific Filter:

  • Service Order Type – Filter by service order type.
Visual KPI / Field Description
Open Service Credit Memos Amount Open Service Credit Memos Amount The total value of currently open service credit memos.
Open Service Credit Memos Open Service Credit Memos The number of currently open service credit memos.
Number of Service Cr. Memos & Credit Memo Rate Cr. Memo Number / Cr. Memo Number PY The number of service credit memos per month for the current and previous year (columns).
Cr. Memo Rate / Cr. Memo Rate PY The credit-memo rate (credit memos as a share of invoices) for the current and previous year (line).
Month Monthly time axis.
Credited vs. Refunded per Type Quantity total / Quantity refunded Quantity invoiced vs. refunded per category. A companion chart shows the same comparison as amounts.
Category Line category (axis).
Service Cr. Memos per Fault Reason Code Cr. Memo Number The number of credit memos per fault reason code.
Fault Reason Code Fault reason code (category).
Credit Memo Rate per Location Cr. Memo Rate The credit-memo rate per location.
Location Location (grouping).

Credit Memo Statistics

The Credit Memo Statistics page provides a line-by-line listing of all service credit memos with their fault reason codes and amounts.

Page-Specific Filters:

  • No. / Service Item No. – Filter to a specific credit memo or service item.
  • Service Order Type – Filter by service order type.
  • Fault Reason Code – Filter by fault reason code.
Visual KPI / Field Description
Service credit memos No. / Description / Service Item No. / Ext. Document No. Identifying fields for each credit-memo line.
Service Order Type / Customer No. / Name / Posting Date Header details and customer fields.
Amount The credit-memo line amount.
Fault Reason Code The fault reason code assigned to the credit memo.

Warranty Claim Overview

The Warranty Claim Overview page gives you a visual summary of warranty claim activity. It shows how claims are distributed across warranty types, how costs break down between submitted, recovered, and written-off amounts, and how long the claims process takes at each stage.

Page-Specific Filters:

  • Manufacturer / Manufacturer Vendor No. – Filter by manufacturer.
  • Analyze by (Amount / Number) – Switch the warranty-type charts between Amount and Number.
Visual KPI / Field Description
Warranty Claims Amount per Warranty Type Warranty Claims Amount The total warranty-claim amount per warranty type.
Warranty Type Warranty type (category).
Number of Warranty Claims per Warranty Type Number of Warranty Claims The number of warranty claims per warranty type.
Warranty Type Warranty type (category).
Cost & Recovery Total / Submitted / Recovered / Expensed Out The warranty cost split into total amount, amount submitted to the manufacturer, amount recovered, and amount written off as expense.
Category Cost category (axis).
Processing Time by Warranty Type Downtime / Time until submit / Time until credit memo creation / Time until credit memo posting Average processing-time metrics in days per warranty type – helps identify where bottlenecks occur in the claims process.
Warranty Type Warranty type (axis).

Warranty Claim Statistics

The Warranty Claim Statistics page provides a detailed listing of all warranty claims with their status, balances, and classification data.

Page-Specific Filters:

  • No. – Filter to a specific warranty claim.
  • Manufacturer / Warranty Type / Status – Filter by manufacturer, warranty type, or claim status.
Visual KPI / Field Description
Warranty claims No. / External Claim No. / Order Description / Service Item No. Identifying fields for each warranty claim.
Status / Warranty Type / Submitted Date / Manufacturer Status and classification fields.
Customer No. / Name The customer's identifying fields.
Original Total Amount The original total claim amount.
Customer Balance / Manufacturer Balance / Dealer Balance Outstanding balances split by party (customer, manufacturer, and dealer).

Maintenance Contract Overview

The Maintenance Contract Overview page shows revenue, costs, and margins for your maintenance contracts. Summary cards display current contract and service interval counts, while charts break down results by contract category and manufacturer.

Page-Specific Filters:

  • Service Order Type – Filter by service order type.
  • Contract Status – Filter by contract status.
  • Person in Charge – Filter by the person responsible for the contract.
Visual KPI / Field Description
Revenue by Contract Category Invoiced Amount The invoiced revenue per contract category (column chart).
Cost The total cost per contract category.
Contract Category Contract category (axis).
Margin per Manufacturer Margin The contract margin per manufacturer (bar chart).
Manufacturer Manufacturer (axis).
Key figures (cards) Open Contracts / Ongoing Contracts The number of open and ongoing maintenance contracts.
Closed Service Intervals / Pending Service Intervals The number of closed and pending service intervals.
Revenue & Cost Cost Cost vs. revenue per category (bar chart).
Revenue Planned revenue (shown on hover).
Category Revenue/cost category (axis and legend).

Maintenance Contract Statistics

The Maintenance Contract Statistics page provides a detailed listing of all maintenance contracts with their amounts, costs, and profitability figures.

Page-Specific Filters:

  • Service Order Type / Contract Category – Filter by service order type or contract category.
  • Contract Status – Filter by contract status.
  • Person in Charge – Filter by the person responsible for the contract.
Visual KPI / Field Description
Maintenance contracts No. / Service Order Type / Contract Category / Customer No. / Customer Name Identifying details of each maintenance contract.
Starting Date / Est. End Date / Contract Status / Person In Charge Contract term and status fields.
Amount / Invoiced Amount The contract total amount and the amount invoiced so far.
Labor Cost Amount / Item Cost Amount / Resources/Costs The cost breakdown into labour, parts, and other resources/costs.
Adjusted Profit (LCY) / Adjusted Profit % The adjusted profit and profit margin of the contract.

Maintenance Contract Details (Drill-Through)

Drilling through from a maintenance contract opens this detail view showing the contract's headline figures and its individual lines.

Visual KPI / Field Description
Contract summary (card) Contract Category / Amount / Invoiced Amount / Cost / Adjusted Profit (LCY) / Adjusted Profit % Headline figures of the contract being viewed.
Contract lines No. / Service Order Type / Customer No. / Customer Name Identifying fields for each contract line.
Amount / Invoiced Amount The contract amount and the amount invoiced so far.
Labor Cost Amount / Item Cost Amount / Resources/Costs The cost breakdown into labour, parts, and other resources/costs.
Adjusted Profit (LCY) / Adjusted Profit % The adjusted profit and margin of the line.