Purchase Orders in Service

In our ERP solution, you can create purchase orders for service orders directly from the service order card. General information on purchase orders can be found here. This chapter contains all important information on purchase orders in service and is divided into the following sections:

• Creating Purchase Orders for Item from Service Orders
• Creating Purchase Orders for Resources from Service Orders
  • Updating Resource Prices from Purchase Orders

Creating Purchase Orders for Item from Service Orders

You can create purchase orders for items that are needed in a service order. The following instructions presuppose that you have already created a service order with item lines. To create a purchase order for an item from a service order, proceed as follows:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Open the service order for which you want to create a purchase order.
• Navigate to the Lines FastTab.
• Click Line > Worksheet in the menu bar of the FastTab.
• Then, click Actions > Functions > Create Purchase Documents > Create Purchase Orders in the menu bar of the worksheet.
• The purchase order is calculated and a new window displays the planned line(s).
• Click OK to create the purchase order.
• The newly created purchase order is displayed.
• Enter the Vendor Invoice No. in the General FastTab. You can specify on the Purchases & Payables Setup page via the Ext. Doc. No. Mandatory toggle switch whether an external document number should be mandatory or optional.
• Enter more information as required.
• Click Home > Release in the menu bar of the purchase order.
• The status of the purchase order is set to Released.

You have successfully created a purchase order for an item from a service order. You can now further process the purchase order as usual, e.g., post it.

Creating Purchase Orders for Resources from Service Orders

You can create purchase orders for items that are needed in a service order. The following instructions presuppose that you have already created a service order with resource lines. To create a purchase order for a resource from a service order, proceed as follows:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Open the service order for which you want to create a purchase order.
• Navigate to the Lines FastTab.
• Click Line > Worksheet in the menu bar of the FastTab.
• Then, click Actions > Functions > Create Purchase Documents > Create Resource Purchase Orders in the menu bar of the worksheet.
• A new window opens that shows the planned purchase line(s).
• Select the desired vendor for the respective resource in the Vendor column.
• Click OK to create the purchase order.
• The newly created purchase order is displayed.
• Enter the Vendor Invoice No. and the Vendor Shipment No. in the General FastTab. You can specify on the Purchases & Payables Setup page via the Ext. Doc. No. Mandatory toggle switch whether an external document number should be mandatory or optional.
• Enter more information as needed.
• Click Home > Release in the menu bar of the purchase order.
• The status of the purchase order is set to Released.

You have successfully created a purchase order for a resource from a service order. The purchase documents are linked automatically to the corresponding service order. You can now further process the purchase order as usual, e.g., post it.

Updating Resource Prices from Purchase Orders

After you receive the purchase invoice for a resource order from a service order, you must update the resource prices in order to invoice the customer for the actual costs. This can be done using the Adjust Resource Price action, which transfers the purchase costs to the service document. Proceed as follows to update a resource price from a purchase order:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Open the service order for which you want to update the resource prices based on a purchase order.
• Navigate to the Lines FastTab.
• Click Line > Worksheet in the menu bar of the FastTab.
• In the worksheet, navigate to the Lines FastTab.
• Click Home > Adjust Resource Price in the menu bar of the worksheet.
• The Service Line Price Adjustment page opens and displays the previous price information from the service order as well as the new price information from the purchase invoice.
• Click Adjust Resource Price in the menu bar. The prices and amounts from the purchase invoice are transferred to the corresponding fields in the service order.
• Click Close to return to the worksheet of the service order.

You have successfully updated the resource price from a purchase order in a service order and can now process the service order as usual.

Tip

You can automate the update of resource prices using the job queue to reduce manual effort and keep service calculations permanently up to date. Consider that the job queue entry must be created via the Service Line Price Adjustment page to ensure that the purchase and service documents are correctly linked. To do so, proceed as follows:

• Follow the previously described steps to open the Service Line Price Adjustment page.
• Click Schedule Resource Adjustment in the menu bar.
• In the following window, enter the desired Date and Time for executing the job queue.
• Confirm your entries with OK.

The job queue entry is created and will be executed once automatically at the specified time. You can view the job queue entry on the Job Queue Entries page.