Service Orders Worksheet

This chapter describes how to process the Worksheet of a service order in Aptean Equipment Mobile Service. It is divided into the following sections:

• Accessing Worksheets
• Changing Repair Status
• Entering Operating Hours
• Adding Work Templates (Standard Service Codes)
• Adding Images
  • Editing Images
  • Removing Images
• Adding Documents
• Adding Resources
  • Changing Resource Quantity
• Spare Parts
  • Adding Spare Parts
  • Changing Spare Parts Quantity
  • Transferring Spare Parts
  • Removing Spare Parts
• Filling in Checklists
• Adding Costs
• Entering Resolution Description
• Adding Signature
• Open as PDF
• Send as Email
• Finishing Worksheets

Accessing Worksheets

To open the worksheet of a service order in Aptean Equipment Mobile Service, please proceed as follows:

• Tap on the tile of the desired service order.
• The service order overview is displayed.
• Tap on the Worksheet tab.
• The worksheet of the service order is displayed.

Here you can track working hours and travel time as well as display tracked time records and working hours assigned to the service order. How to track time using these fields is described under Starting Time Tracking.

On the worksheet, you can also change the repair status, enter the operating hours of the service item, and add work templates (standard service codes). Further actions are available in the Tasks and Functions tabs, which are described in more detail below.

The following section describes how to change the Repair Status of a service order.

Changing Repair Status

By changing the repair status, you can communicate different phases of a service order to office staff, e.g., if an order is already in process. How to set up customized repair statuses in Microsoft Dynamics 365 Business Central is described here. To change the repair status, proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Repair Status line.
• Select the relevant status and confirm with OK.

You have successfully changed the repair status of the service order.

Entering Operating Hours

The Operating Hours line displays 0 BS by default and must be updated to the current operation hours of the service item for each service order. To enter the operating hours of a service item, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Operating Hours line.
• Enter the current operating hours of the service item. Tap on the + icon or – icon to increase or decrease the value by 1.

You have successfully entered the operating hours of the service item.

Adding Work Templates (Standard Service Codes)

Über Arbeitsvorlagen bzw. Standard-Servicecodes können Sie standardisierte Aufgaben (z. B. Inspektionen) als Servicepakete zu einem Serviceauftrag hinzufügen. Relevante Verbrauchs- und Ersatzteile können in dem entsprechenden Servicepaket hinterlegt werden und müssen dadurch nicht manuell vom Monteur angegeben werden. Um eine Arbeitsvorlage zu einem Serviceauftrag hinzuzufügen, gehen Sie wie folgt vor:

• Navigate to the Worksheet of the desired service order.
• Tap in the Work Template (Standard Service Codes) line.
• A list of all available work templates is displayed.
• Tap on the + icon of the desired work template to add it.

You have successfully added a work template to a service order.

Adding Images

You can store images on a worksheet to document damage or repair work.

To add images to a worksheet, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Images line in the Tasks FastTab.
• A overview of the stored images is displayed.
• Tap on the Camera icon to take a picture with the camera of your mobile device or to add a picture from the gallery.
• Tap on the green checkmark icon to add the image to the worksheet. Tapping on the grey X icon discards the image.

You have successfully added an image to a worksheet. The number of stored images is displayed in the line with an indicator. The following section describes how you can edit stored images.

Editing Images

You can edit stored images in the app. To do this, proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Images line in the Tasks FastTab.
• Tap on the image you want to edit.
• In the Image Editor, tap on the pen icon in the top right screen corner to begin editing.
• Select one of the colors on the right side of the screen by tapping on it.
• Tap on one of the three line icons in the bottom section of the screen to select the desired line thickness.
• Add customized highlights or notes to the image. You can revert unwanted changes by tapping on the reverse arrow icon at the top of the screen.
• Tap on the Done button in the top right screen corner to save your changes.
• You can cancel editing the image by tapping on the X icon in the top left corner of the screen.

You have successfully edited a stored image. The following section describes how to remove a stored image.

Removing Images

To remove images from a worksheet, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Images line in the Tasks FastTab.
• Tap on the image you want to remove.
• In the Image Editor, tap on the trashcan icon in the top right screen corner to delete the image.

You have successfully deleted a stored image.

Adding Documents

You can store relevant documents (e.g. external invoices for consumables and spare parts that should be invoiced via the worksheet) on a worksheet.

To add a document to a worksheet, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Documents line in the Tasks FastTab.
• Tap on the paperclip icon and select the image icon for documents in an image file format or select the document icon for documents in a text file format.
• Select the file you want to upload.

You have successfully added a document to a worksheet. The number of stored documents is displayed in the line with an indicator.

Adding Resources

You can add different resources to a worksheet, e.g., working hours, travel charges, or consumables. To do so, the resource must be set up for use in Aptean Equipment Mobile Service. Please proceed as follows to add a resource to a worksheet:

• Navigate to the Worksheet of the desired service order.
• Tap in the Resources line in the Tasks FastTab.
• An overview of the allocated resources including quantity is displayed.
• Tap on the + button in the bottom right corner of the screen to add a new resource.
• A list containing allocatable resources is displayed.
• Select the resource you want to add from the list or via the search field. To do so, tap on the + icon in the respective line.
• A dialog window opens.
• Enter the correct quantity of the allocated resource. Tap on the + icon or – icon to increase or decrease the value by 1.
• Confirm your entries or tap on Cancel to cancel the changes.

You have successfully added a resource to a worksheet. The number of assigned resources is displayed in the line with an indicator. The following section describes how to change the quantity of an allocated resource.

Changing Resource Quantity

To change the quantity of an allocated resource, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Resources line in the Tasks FastTab.
• An overview of the allocated resources including quantity is displayed.
• Tap on the pen icon to change the displayed quantity.
• Enter the correct quantity of the allocated resource. Tap on the + icon or – icon to increase or decrease the value by 1.
• Confirm your entries or tap on Cancel to cancel the changes.

You have successfully changed the quantity of a resource.

Spare Parts

With Aptean Equipment Mobile Service, you can view spare parts stored in your service vehicle as well as in other locations directly in the app and add spare parts to a service order as needed. This facilitates service processes, as no external inventory inquiry is required. Additionally, allocated or ordered spare parts are stored in the local memory of the app and can therefore also be accessed offline, i.e., without network access.

To view the stored spare parts, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Spare Parts line in the Tasks FastTab.
• A list of the stored spare parts is displayed. In addition to the name of the spare part, the following information is displayed:

The number of stored spare parts is displayed in the line with an indicator. The following section describes how to add spare parts to a service order.

Adding Spare Parts

To add spare parts to a service order, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Spare Parts line in the Tasks FastTab.
• A overview of the stored spare parts is displayed.
• Tap on the + button to add a spare part.
• A list of all available spare parts is displayed.
• Select the spare part you want to add from the list or via the search field. To do so, tap on the + icon in the respective line.
• Optional Tap on the carton icon to select a different location (e.g. due to a stockout) from a list.
• Tap on the + icon in the line to select the desired spare part and/or the desired location.
• Enter the desired quantity of the spare part. Tap on the + icon or – icon to increase or decrease the value by 1.
• Optional Tap on Select Location to select a different location (e.g. due to a stockout) from a list.
• Confirm your entries or tap on Cancel to cancel the changes.

You have successfully added spare parts to a service order. The following section describes how to change the quantity of a stored spare part.

Changing Spare Parts Quantity

To adjust the quantity of a stored spare part, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Spare Parts line in the Tasks FastTab.
• A overview of the stored spare parts including quantity is displayed.
• Tap on the pen icon to change the displayed quantity.
• Enter the correct quantity of the allocated spare part. Tap on the + icon or – icon to increase or decrease the value by 1.
• Confirm your entries or tap on Cancel to cancel the changes.

You have successfully changed the quantity of a spare part. The following section describes how to change the bin of a stored spare part.

Transferring Spare Parts

To change the bin of an allocated spare part, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Spare Parts line in the Tasks FastTab.
• A overview of the stored spare parts including quantity is displayed.
• To transfer the entire quantity of the spare part to an internal bin in the service vehicle, tap on the bag icon with +.
  or
  To transfer the entire quantity of the spare part back to the default bin, tap on the bag icon with –.
• Confirm the dialog window with OK or tap on Cancel to cancel the transfer.

You have successfully changed the bin of a spare part. The following section describes how to delete a stored spare part.

Removing Spare Parts

To completely remove a spare part, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Spare Parts line in the Tasks FastTab.
• A overview of the stored spare parts including quantity is displayed.
• Tap on the selection field (three dots) to display further options.
• Tap on the trashcan icon to remove the spare part.

You have successfully removed a spare part.

Filling in Checklists

Checklists can be stored on service orders to ensure and standardize certain work processes. The number of stored checklists is displayed in the line with an indicator. To fill in a stored checklist, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Checklists line in the Completion FastTab.
• An overview of the stored checklists is displayed.
• Tap on the checklist you want to fill in.
• Select the checkboxes in the lines of the tasks you completed.
• Optional Enter the required values in the input fields, e.g., current meter values.
• Tap on the Complete Checklist button in the bottom section of the screen to finish the checklist.

You have successfully filled in a checklist.

Adding Costs

You can store service costs incurred during the fulfillment of a service order on the worksheet. To do so, the costs must be set up for use in Aptean Equipment Mobile Service. Please proceed as follows to ass service costs to a worksheet:

• Navigate to the Worksheet of the desired service order.
• Tap in the Costs line in the Tasks FastTab.
• An overview of the already allocated costs is displayed.
• Tap on the + button in the bottom right corner of the screen to add additional service costs.
• A list of all selectable costs is displayed.
• Select the service costs you want to add from the list or via the search field. To do so, tap on the + icon in the respective line.
• A dialog window opens.
• Enter the correct amount of the stored service costs, e.g., 2 for round-trip travel costs. Tap on the + icon or – icon to increase or decrease the value by 1.
• Confirm the dialog window or tap on Cancel to cancel the changes.

You have successfully added service costs to a worksheet. The number of stored service costs is displayed in the line with an indicator.

Entering Resolution Description

A resolution description is required to complete a service order. Please proceed as follows to enter a resolution description:

• Navigate to the Worksheet of the desired service order.
• Tap in the Resolution Description line in the Completion FastTab.
• The Resolution Description page is displayed.
• Tap on the pen icon to enter a resolution description. Your changes are effective immediately.

You have successfully entered a resolution description.

Adding Signature

A customer signature is usually required to complete a service order. To add a signature to a worksheet, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Signature line in the Completion FastTab.
• Optional Tap on the Service Order Contents FastTab to show the signatory important service order information, e.g., billable hours, installed spare parts and resources, as well as the resolution description. You can display more detailed information by tapping in the desired line.
• Tap in the Contact Person line and enter the name of the contact person.

• Tap on the lock icon to activate the drawing field.
• Let the customer sign in the drawing field.

• Tap on the lock icon again to lock the drawing field.
• Then, tap on the Confirm Signature button.

You have successfully added a signature to a worksheet.

Open as PDF

In Aptean Equipment Mobile Service, you can display a print preview of the worksheet as a PDF. To do so, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Open as PDF line in the Completion FastTab.
• The worksheet is downloaded from the ERP solution as a PDF and opened in your default app to display PDF files.

You have successfully opened a worksheet as a PDF. The following section describes how to send a worksheet via email.

Send as Email

You can send a worksheet directly via email with the Aptean Equipment Mobile Service app. To do so, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Tap in the Send Report as Email line in the Completion FastTab.
• The worksheet is downloaded as a PDF and attached automatically to a new email. Your default app for sending emails opens.
• Compose the email as usual, then send it.

You have successfully sent a worksheet via email.

Finishing Worksheets

Once you have completed the worksheet, you can finish it in the app.

To finish a worksheet, please proceed as follows:

• Navigate to the Worksheet of the desired service order.
• Navigate to the bottom of the screen and tap on the I am done! button.
• A dialog window opens.
• Confirm the dialog window with Yes or tap on No if you do not want to finish the worksheet yet.

Once you confirm the dialog, the service order data is synchronized with our ERP solution. Once all allocated resources have finished the worksheet, the service order automatically receives the Repair Status Work Done (e.g. FINISHED), as configured in Microsoft Dynamics 365 Business Central, and is removed from the order overview in Aptean Equipment Mobile Service at the next synchronization. You have successfully finished a worksheet.