Additional Service Item Information

On this page you will find more information on service items. For more information on how to create a service item, click here. This chapter is divided into the following sections:

General Information

This section contains all information regarding the fields in the General tab on the service item card.

Trade Numbers

In TRASER DMS 365 the service item card shows so-called trade numbers.
A trade number reflects the life cycle of a machine in the system.
Using the trade number you can tell if a machine has already been involved in a process in the system.

The following sections contain more information regarding trade numbers.

Filtering in Item Ledger Entries

On the service item card you will find few information on the trade numbers associated with ledger entries and documents. For a more detailed overview on the service item we recommend filtering using either the Item Ledger Entries or the Value Entries. For this purpose, write down the service item number.
Please proceed as follows to filter the item ledger entries:

  • Use the quick search (ALT+Q) to find the page Item Ledger Entries in TRASER DMS 365.
  • The page Item Ledger Entries is displayed.
  • Press SHIFT+F3 to open the filter area.
  • In the filter area, click on Filter… to define a new filter criteria.
  • Select Service Item Number from the drop-down list.
  • Enter the service item number in the filter field Service Item No..
  • The list containing the item ledger entries is filtered according to the entered service item number.

Using the filtered table you will receive a detailed overview about the service item including the trade numbers.

Filtering in Value Entries

On the service item card you will find few information on the trade numbers associated with ledger entries and documents. For a more detailed overview on the service item we recommend filtering using either the Item Ledger Entries or the Value Entries. For this purpose, write down the service item number.
Please proceed as follows to filter the value entries:

  • Use the quick search (ALT+Q) to find the page Value Entries in TRASER DMS 365.
  • The page Value Entries is displayed.
  • Press SHIFT+F3 to open the filter area.
  • In the filter area, click on Filter… to define a new filter criteria.
  • Select Service Item Number from the drop-down list.
  • Enter the service item number in the filter field Service Item No..
  • The list containing the value entries is filtered according to the entered service item number.

Using the filtered table you will receive a detailed overview about the service item including the trade numbers.

Serial Numbers

TRASER DMS 365 provides the possibility to change the serial number of a service item in case a wrong serial number was assigned to the service item.

The following sections contain more information regarding serial numbers.

Give User Permission to change Serial Number

This section describes how to give permission to a user to change the serial number of a service item.

To grant the permission to a user to change the serial number of a service item, proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page User Setup.
  • The page User Setup is displayed.
  • Activate the check box Change Serial No. for the applicable user.

You have granted this user the permission to change the serial number of a service item.

Change Series No.

This section describes how to change the serial number of a service item. You can change the serial number for service items that are in stock as current assets as well as for service items that are in stock as fixed assets. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item you would like to change the serial number for.
  • Click Process > Change Serial No. in the menu bar.
  • A new page is displayed.
  • In the New Serial No. input field enter the new serial no. of the service item.
  • Click OK to save the changes.
  • A dialog appears asking whether you really want to change the serial number.
  • Confirm the dialog by clicking on Yes.

You have changed the serial number of this service item.

Item Numbers

TRASER DMS 365 provides the possibility to change the item number of a service item in case a wrong item was assigned to the service item.

The following sections contain more information regarding item numbers.

Give User Permission to change Serial Number

To grant the permission to a user to change the item number of a service item, proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page User Setup.
  • The page User Setup is displayed.
  • Activate the check box Change Item No. for the applicable user.

You have granted this user the permission to change the item number of a service item. The next sections explains how to change the item number of a service item.

Change Item Numbers

To change the item number of a service item, please proceed as follows:

Note

You can only change the item number if the service item is a current asset and the item is not in stock.

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item you would like to change the serial number for.
  • Click Process > Change Item No. in the menu bar.
  • A new page is displayed.
  • Choose a new item from the list.
  • Click OK to save the changes.
  • A dialog appears asking whether you want to change the item number.
  • Confirm the dialog by clicking on Yes.

You have changed the item number of the service item.

License Plates

In TRASER DMS 365 you can define license plate numbers for service items. This is not only useful for large fleets of identical or similar vehicles or construction machines, but it also is an additional help for customers and employees to easily match a virtual service item card with a physical object.

The following sections contain more information regarding license plates.

Set up a License Plate Format

This section describes how to set up a license plate format.
The setup of a license plate format is necessary, if you want to add a license plate number to a service item. Additionally, you can define license plates with this setup which are not valid and can not be saved.
To set up a License Plate Format, proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the page License Plate Setup.
  • The License Plate Setup page is displayed.
  • Click the New button.
  • Click in the Country/Region Code column on the input field.
  • From the drop-down list select the code for the country in which the license plate should be created.
  • Click in the Dimension Code column on the input field.
  • Enter a unique code for the license plate format.
  • Click in the Name column on the input field.
  • Enter a unique name for the license plate format.
  • Click in the License Plate Format column on the input field.
  • Define the license plate format.

Note

Specify a hash (#) for each character/letter in the license plate. Separate logical areas with blanks. The following table will show possible license plate formats.

License Plate Formats Explanation
### ## #### This license plate format includes 3 characters/letters in the first logical area, 2 characters/letters in the second logical area, and 4 characters/letters in the third logical area. Possible license plates: PLÖ NE 123 or MTK DG 123.
## ## ### This license plate format includes 2 characters/letters in the first logical area, 2 characters/letters in the second logical area, and 3 characters/letters in the third logical area. Possible license plate: KI EL 123.

Note

If you enable the checkbox in the Default column, the system automatically applies this license plate format to customers from this country.

You have defined a license plate format and you can enter a license plate for a service item.
The following section describes how to enter a license plate for a service item.

Add a License Plate Number to a Service Item Card

This subsection describes how to add a license plate via the service item card item.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click in the list on the service item for which you want to add a license plate.
  • The service item card is displayed.
  • Enter the license plate in the License Plate Number input field.

You have added the license plate for the service item.
The following subsection describes how to add a license plate via a service order.

Add a License Plate Number by Service Order

This subsection describes how to add a license plate via the service order.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select the service order from the list which contains the service item for which you want to add the license plate number.
  • The service order is displayed.
  • Select in the Lines pane the service item for which you want to add a license plate.
  • Click in the Lines pane on the Line menu option.
  • Click on Worksheet in the sub-menu.
  • The page Worksheet is displayed.
  • Enter the license plate in the License Plate Number input field.
  • Click Close to save the license plate number.

You have entered the license plate.
The entered license plate will be saved and transfered to the service item card.

Service Item Status

In TRASER DMS 365, every service item receives a status. This status is shown on the service item card. The fields Status (Purchase), Status (Sales) and Status are pre-filled by the system and linked to documents. You can set up the status values for the Service Item Status field.

Field Status (Purchase)

The following statuses are possible for the field Status (Purchase):

Status Description
In Quote This status is displayed when the service item is added to a a purchase quote.
In Order This status is displayed when the service item is added to a purchase order.
In Stock This status is displayed when a service order with this service item is posted.
In Trade-In This status is displayed when a trade-in with this service item is created.

Field Status (Sale)

The following statuses are possible for the field Status (Sale):

Status Description
In Quote This status is displayed when the service item is added to a sales quote.
In Order This status is displayed when the service item is added to a sales order.
Shipped This status is displayed when a sales order with this service item is posted.
Sold This status is displayed when a sales order with this service item is invoiced.

Note

You can define the statuses for the Service Item Status field. You can find more information about this in the chapter Create Service Item Status.

Field Status

The following statuses are possible for the field Status:

Status Description
Empty If you haven’t defined a status for the service item, this field will be empty.
New You can select this value to mark a new service item.
Used You can select this value to mark a used service item.

This section describes how to create a service item status.

Creating Service Item Status

This section describes how to set up selectable values for the Service Item Status field on the service item card.

To add a value for the Service Item Status field, proceed as follows:

  • Use the quick search (ALT+Q) to find the page **Service Item Status **.
  • The page Service Item Status is displayed.
  • To create a new service item status, click New in the menu bar.

Creating Service Item Status

  • Complete the following information:
Column Description
Code Use this field to enter a unique code for the service item status.
Description Use this field to enter further information on the service item status.

You have successfully created a new service item status. You can use this service item status for the Service Item Status field on the service item card.

Attributes

This section contains all information regarding the fields in the Attributes tab on the service item card.

Service Item Attributes

You can create, edit, delete, filter or add attributes for service items. The service item attribute values are in accordance with the Manufacturer, Category and Subcategory information. Depending on the service item attributes and the connected categories and subcategories, you can portray the full configuration of the service Item (e.g. of a tractor).

Note

If you know the exact model of the service item (e.g. 6175R), you can enter it directly into the Model field. The remaining data of the fields Manufacturer, Category and Subcategory will be added by the system (in case it’s already included in the system). You can find more information about this in the Service Item Models section.

The following sections contain all information regarding service item attributes.

Create Service Item Attributes

To create a service item attribute, proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the page Service Item Attributes.
  • The page Service Item Attributes is displayed.
  • Click New in the menu bar.
  • A new Line will be created in Service Item Attributes table.
  • Enter a unique description of the attribute in the Attribute column.
  • Select the Data Type for the attribute.

You can choose between the following data types:

Data Type Utilization
Text This data type is used for attributes whose value must have an entered text. A typical example would be the attribute Manufacturer.
Boolean This data type is used for attributes that can have two states. A typical example would be a yes/no selection for the attribute.
Option This data type is used for attributes whose value can be selected from a list with several options. A typical example would be the propulsion method of a vehicle (rear wheel drive, front wheel drive or all-wheel drive). Click the ellipse () in the column Values to define the possible option values. If you want to select an option value on the service item card, press ALT + down arrow key.
Integer This data type is used for attributes whose value is specified with an integer. A typical example would be the number of gears of a vehicle. In the column Unit, specify the corresponding unit of measurement for the attribute value.
Decimal This data type is used for attributes whose value is specified with a decimal number. A typical example would be the permitted total weight of a truck with the unit tons. In the column Unit, specify the corresponding unit of measurement for the attribute value.
Date This data type is used for attributes with date values.

If you want to save the created attribute, de-select the Edit List option from the menu bar.

Assign Service Item Attributes to a Subcategory

This section describes how to assign service item attributes to a service item subcategory. If you create a service item card and entered date into the fields Manufacturer, Category and Subcategory, the assigned service item attributes are inserted automatically and can then be filled in.

Service Item Attributes

To assign service item attributes to a service item subcategory, proceed as follows:

  • Open a Service Item Card.
  • Navigate to the Attributes pane.
  • Open the picklist for the Subcategory field.
  • In the picklist, click on Select from full list at the bottom of the window.
  • The window Select Subcategories is displayed.
  • Click Attributes in the menu bar.

Note

If the Option is not shown, click (). This feature displays additional menu options.

  • The window Attribute Mapping is displayed. In this window all service item attributes are displayed which are mapped to the selected service item subcategory.
  • Click New in the menu.
  • A new line will be added to the list.
  • In the column Code, enter the code for the attribute which you want to allocate to the subcategory.
  • A dialog window is displayed. Confirm the dialog window, if you want to retrospectively add the attribute for all service items in this subcategory.
  • The selected service item attribute will be viewed in the Attribute Mapping window.

The service item attribute is allocated to this subcategory. If you activate the check box Promoted for a service item attribute, it will be displayed in bold letters on the service item card.

Add Service Item Attributes to a Service Item

If you want to store attributes for a service article, you must specify a category and a subcategory on the item card. The service item attributes that correspond to the combination of these two categories are then displayed on the service item card and can be filled with information.

Note

If the category or subcategory you require does not exist, it must be created. In this case, please contact our Support.

  • Use the quick search in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Open the service item card for the service item that you want to add a service item attribute for.
  • In the Attributes tab, select a category.
  • In the Attributes tab, select a subcategory.
  • The service item attributes which are mapped to the combination of category and subcategory are displayed in the Attribute Values tab.
  • In the Attribute Values tab, select a line in the Value column and enter the attribute values.
Data Type Description
Text You can enter texts for attributes of this data type.
Boolean You can enter Yes and No values for attributes of this data type.
Option You choose between available options for attributes of this data type.
Integer You can enter a number for attributes of this data type. You cannot use a decimal number.
Decimal You can enter a decimal number for attributes of this data type.
Date You can enter a date for attributes of this data type.

Maintaining service item attributes in service items is very useful because you can read additional information about the service item and filter it accordingly.

Edit Service Item Attributes

This section describes how to edit the values of attributes for a service item.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item that you want to change an attribute value of.
  • Click Related > Attributes > Show/Edit attribute values in the menu bar.
  • The window Service Item Attributes Editor is displayed.
  • Click the Attribute Value column for the attribute whose value you would like to change.
  • Change the value of attribute.

You have changed the attribute value.

Filter Service Items by Attribute

This section describes how to filter the service item list based on attributes.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click Related > Attributes > Apply Filter in the menu bar.
  • The window Edit – Filter Service Items by Attribute is viewed.
  • Click in the Attribute column on the selection field.
  • The window Service Item Attributes is displayed.
  • Select in the window the attribute which you want to filter the service item list by.
  • Click OK to confirm the changes.
  • The window Edit – Filter Service Items by Attribute is viewed.
  • The selected attribute is added to a line in this window.

Note

You can expand this filter by as many attributes as needed and further filter the service items this way. Please proceed as described above to expand the filter.

  • Enter a value or select an option in the Edit - Filter Service Items by Attribute window in the Value column for every attribute which you want to filter the service item list by.
  • Click OK to apply the filter to the service item list.
  • The Service Items page will be updated by the system and only display the filtered service items.

If none of the service items are displayed, either no attribute value was entered or no service items match with the defined filter. If you want to clear the filter on the service item list, use the instructions in the Clear Attribute Filter on Service Item List section.

Clear Attribute Filter on Service Item List

This section describes how to clear the attribute filter used on the Service Items list.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click Related > Attributes > Clear Filter in the menu bar.
  • The attribute filter will be deleted.
  • The Service Items list will be updated.

You have removed the attribute filter. All of the service items which are saved in the system should be displayed.

Service Item Models

Models make it easier to select a Manufacturer, Category and Subcategory during the process of setting up data records for machines. The following sections explains how to create service item models.

Create Service Item Models

Proceed as follows to set up a service item model in the system:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Item Models.
  • The page Service Item Models is displayed.
  • To create a new model for a machine, click New in the menu bar.
  • An empty line is added to the table.
  • Fill in the empty fields according to the corresponding columns:
Column Description
Manufacturer Code Use this field to enter the manufacturer code for the machine.
Manufacturer Name This field will be filled in automatically when you select a Manufacturer Code.
Category Code Use this field to enter a code for the category this machine belongs to.
Category Name This field will be filled in automatically when you select a Category Code.
Subcategory Code Use this field to enter a code for the subcategory this machine belongs to.
Subcategory Name This field will be filled in automatically when you select a Subcategory Code.
Code Use this field to enter the code for the model.
Name Use this field to enter the model name.

You have successfully set up a new model for a service item.

Service Item Categories

You can create different service item categories. The following sections contain all information regarding categories.

This chapter describes how to link an item template to a service item category. The link allows you to create an item via an item template which is linked with the service item category by using the Add Service Item function. To link an item template to a service item category, proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Item Categories.
  • The page Service Item Categories is displayed. The table displays all service item categories and associated subcategories saved in the system.
  • in the Item Template column, enter the item template that you would like to link for the applicable service item category or service item subcategory.
  • You have linked an item template to a category or subcategory.

This item template is automatically selected when you add a service item to one of the documents mentioned above via the Add Service Item function. However, please make sure that there is no item in the system which fits the combination of Manufacturer, Category, Subcategory and Model.

Technical Data

This section contains all information regarding the fields in the Technical Data register on the service item card. This chapter describes how you can add technical data to your service articles and how you can benefit from this in practice.

You can add or display the following technical data for a service item:

  • APR
  • General Inspection
  • Brake Test
  • Year of Construction
  • Registration Date
  • Last Service Date
  • Warranty Starting Date
  • Warranty Ending Date
  • Counter Values

Service Item Counter

When editing a service order, it is helpful to know when the service item (the machine) had a specific counter value. Based on the data the system can predict maintenance dates to prevent downtime during harvest season.

Note

You will be reminded by the system to enter the counter for service items belonging to certain service item categories. In the section Set up Prompt for Counter Readings and Deactivate Counter for specific Service Item Categories is explained how to activate or deactivate the system sided dialogs.

The following sections contain all information regarding counters.

Set Default Service Item Counter

This section describes how to set up the default counter for service items.
To do this, please proceed as follows:

Note

Besides the general setting of the service item counter, it is also possible to setup individual counters for specific service item categories. For more information, go to the section Set up Service Item Counter for Categories.

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Setup.
  • The page Service Setup is displayed.
  • In the Defaults panel, click in the Default Counter input field.
  • From the picklist, select the default counter.

You have set up the default counter for service items.

Create a Second Counter

This section describes how to set up a second counter for a service item. The second counter will be displayed (like the first one) in the General tab of the service item card. This is helpful, for example, when a harvester has two separate counters.

To set up a second counter to a service item, proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • In the list, click on the relevant service item displayed below the No. column.
  • The Service Item Card of the selected service item is displayed.
  • Scroll to the Technical Data tab.
  • Click in the input field Counter 2.
  • Select the second counter from the picklist.
  • A field with the applicable counter will be added in the General tab. You can enter the counter readings in this field.

Enter Operating Hours Counter in Service Item Card

This section describes how to enter the operating hours counter for a machine in the service item card.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item from the list that you want to enter the operating hours counter for.
  • The service item card is displayed.
  • In the General panel, click in the Operating Hours field.
  • Enter the operating hours counter reading.

You have successfully entered and saved the operating hours counter in the system.
If entering the operating hours counter reading causes an error message, it might be the case that there is another entry with a higher counter reading. The Remove the Incorrect Operating Hours Counter section describes how to edit the operating hours counter readings.

Enter Operating Hours Counter in Service Order

This section describes how to enter the operating hours counter for a machine in a service order.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select the service order from the list which contains the service item for which you want to enter the operating hours counter.
  • The service order is displayed.
  • Select the service item in the Lines pane for which you want to enter the operating hours counter.
  • In, the Lines pane, click on the Line menu option.
  • From the sub menu, select the Worksheet option.
  • The worksheet is displayed.
  • In the General panel, click in the Operating Hours field.
  • Enter the operating hours counter reading.
  • A dialog window is displayed.
  • Enter the date.
  • Click OK to exit the entry.

You have entered the operating hours counter.

Remove incorrect Operating Hours Counter

This section describes how to delete an incorrect operating hours counter from the counter history.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item from the list that you want to enter the operating hours counter for.
  • The service item card is displayed.
  • In the General pane, click on () in the Operating Hours field.
  • The list with the entered operating hour counters will be displayed.
  • Select the incorrect operating hours counter in the list.
  • In the menu bar, click on Remove.

Note

By pressing the Remove button, the entry will not be deleted but will be hidden. By default, a filter is applied to the list. If you want to show a hidden operating hours counter, reset the filter.

The operating hours counter is hidden.

Set up Prompt for Counter Readings

This section describes how to set up a counter reminder for a user. This counter reminder will show up whenever the user tries to create a new document.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page User Setup.
  • The page User Setup is displayed.
  • If you want to activate or deactivate the counter reminder for a user, click on the applicable check box in the Counter Reminder column.

You have activated or deactivated the counter reminder. More information on the user setup can be found under User Setup Card.

Deactivate Counter for specific Service Item Categories

This section describes how to deactivate the counter function for specific service item categories.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select a service item which belongs to a category for which you want to deactivate the counter function.
  • The service item card is displayed.
  • In the Attributes panel, open the picklist for Category.
  • The picklist is displayed.
  • Click the option Select from full list at the bottom of the window.
  • The window Select - Categories is displayed.
  • Click Edit List in the menu.
  • To deactivate the counter for a specific service item category, deactivate the relevant check box in the Has Counter column.

Deactivate counter

You have deactivated the counter function for one or more service item categories.
You will not be prompted to enter a counter when a service item of this service item category is used in a document.

Set up Service Item Counter for Categories

This section describes how to set up a service item counter for a service item category. The counter you are setting up will be used for this service item category by default.

To set up a service item counter for a category, do the following:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Item Categories.
  • The page Service Item Categories is displayed.
  • In the Counter 1 Type and Counter 2 Type columns, enter the service item counters that should be used as the default for the service item categories.

You have set up the counter for a service item category. The set counter will automatically be added to the service item card when a service item of this category is created.

Customer

This section contains all information regarding the fields in the Customer register on the service item card.

Add Machine Numbers

You can add a customer-specific label/number to a service item.
This can be useful when you have more than one machine/vehicle with the same/similar configuration and your customer uses their own labels/numbers for their vehicles. To add these numbers/labels to your system, please proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Open the service item card of the respective service item.
  • Scroll down to the Customer tab.
  • In the Customer Machine No. field, enter the machine label/number used by the customer.

The label/number used by your customer will be saved automatically. You can also use this customer-specific number to search for a specific service item in the service item list. To do this, select Customer Machine No. as the filter option.

Process

This section contains all information regarding the options under the menu item Process on the service item card.

Service Item Damages

The following sections contain all information regarding service item damages.

Record Service Item Damages

This section describes how to record a service item damage.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item that you would like to record a damage for.
  • The service item card is displayed.
  • If you want to record a damage, click on Process in the menu bar.
  • Click on the menu option Show Damages.
  • The page Service Item Damages is displayed.
  • Click Damages in the menu.
  • Click on the menu option Create New Damages.
  • The window Edit – Service Item Damages is displayed.
  • Click New in the menu.
  • Fill in the following fields:
Column Description
Date Recorded Enter the date on which the damage was recorded in this column. Type in h, to use the current date.
Damage Description Enter a description of the damage in this column.
No. of Pictures This column shows the number of pictures for the damage. Since you just created the damage there are no pictures saved yet. Add pictures by executing the following steps:
  • Click Close to close the window.
  • The damage is displayed in a new line in the list. The damage is already allocated to the selected service item.
  • To add pictures to the damage, click Damages in the menu.
  • Click on Modify Damage in the menu.

Modify Damage

  • The window Edit – Add or modify damage is displayed.
  • Click on the Import option in the Damage Pictures panel.
  • In the displayed dialog window, click on the Choose… option to upload a picture. Repeat these steps if you want to upload more pictures. The first uploaded picture will automatically be used as the cover picture of the damage.
  • Click on Close to close the Edit – Add or modify damage… window and get back to the Service Item Damages page.

You have created a damage and added damage pictures to the recorded damage.
This section describes how to link a damage to a service order (e.g. Repair order).

This section describes how to link a damage to a service order. The link will be displayed on the Service Item Damages page. The link allows you to switch directly from the Service Item Damages page to the linked document (e.g. to the repair order).
To link a damage to a service order, proceed as follows:

Note

There has to be an open damage recording for the service item to proceed with the following description. How to record a damage to a service item is described in the Record the service item damages section.

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Create a new service order for the repair of the damage at the service item or select an already existing service order.
  • The service order is displayed.
  • Click in the Lines panel on the line with the service item which has an open damage.
  • In the Lines panel, click on Line.
  • Click on the Service Worksheet menu option.
  • The page Worksheet is displayed.
  • Click Damages in the menu.
  • Click on Link Damage.
  • The page Service Item Damages is displayed. All open damages at this service item are displayed in this list.
  • Select the open damage and click OK.

Link Damage

  • In the Service Worksheet window in the Lines pane a new line with the damage description will be added.

You have linked an open damage with a service order.
If you post a service order, the date of repair will be added automatically and the value in the Service Document Type column in Invoice will be changed.

Open Document linked with Damage

This section describes how to search and open a document which is linked to a damage (e.g. Repair order).
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click on the service item which you are associating with a document linked to a damage.
  • The service item card is displayed.
  • Click Process in the menu.
  • Click on the menu option Show Damages.
  • The page Service Item Damages is displayed. All damages recorded for this service item are displayed here.
  • Use the information in the Damage Description column to find the damage that you want to open the applicable document for.
  • Click Damages in the menu.
  • Click on the menu option Open Service Document.
  • The document linked to the damage is displayed.

You have opened the service document linked to the damage.
This section describes how to remove the link between a recorded damage and a service document.

This section describes how to remove the link between a service item damage and a document.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click on the service item for which you want to remove the link between the damage and the document.
  • The service item card is displayed.
  • Click Process in the menu.
  • Click on the menu option Show Damages.
  • The page Service Item Damages is displayed. All damages recorded for this service item are displayed here.
  • Use the information in the Damage Description column to find the damage for which you want to remove the link to the document.
  • Click Damages in the menu.
  • Click on the menu option Open Service Document.
  • The service document is displayed.
  • In the Lines pane, select the service item for which you want to remove the link between the document and the damage.
  • In the Lines panel, click on Line.
  • Click on the Service Worksheet menu option.
  • The page Worksheet is displayed.
  • In the Lines pane, delete the line with the damage description.
  • Close the window Service Worksheet.

You have deleted the damage line from the service order. Note down or keep the damage description / service order number in mind to remove the damage link. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click on the service item for which you want to remove the link between the damage and the document.
  • The service item card is displayed.
  • Click Process in the menu.
  • Click on the menu option Show Damages.
  • The page Service Item Damages is displayed. All damages recorded for this service item are displayed here.
  • Select the damage by the noted damage description or service order number.
  • Click on the menu option Remove Damage Service Order.
  • The damage link between documents and damage is removed.

The damage can now be linked to a different service document.

Equipment

This chapter covers everything you need to know about equipment for service items.

Setting up Equipment in Service Management Setup

Before you can assign/remove equipment from a service item, you have to set up certain parameters. To set up these parameters, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Management Setup.
  • The page Service Setup is displayed.
  • Navigate to the Traser tab.
  • Please fill in the journal information under **Assign Equipment
    ** as well as Remove Equipment.
  • Your changes will be saved automatically. You can close the page once you have filled in all fields.

Assigning Equipment via Service Item Card

Note

You can only assign equipment to a service item if the service item is in stock as an asset or current asset.

To add equipment to a service item, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • A list containing all service items is displayed.
  • Open an existing service item or create a new one.
  • Click on Navigate > Equipment in the menu bar.
  • The page Assign / Remove Equipment is displayed.
  • Navigate to the Assign Equipment tab.
  • Click on an empty line.
  • For this, complete the columns according to the specifications in the table below.
Column Description
Status This field will be filled in with the value Assigned by the system once you have selected an equipment and entered all relevant information.
Type Select the type of equipment. You can choose between Item, Service Item or Asset. You may also select an Attribute if you want to link the equipment to an attribute.
No. Choose the item you would like to add as equipment.
Variant Code The field will be filled in by the system if the item has a variant code.
Description This field will be filled in by the system.
Quantity Choose the item quantity.
Attribute Value This field will be filled in by the system with the attribute values of the item.
Unit Of Measure Choose the unit of measure for the item.
Location Code If needed, select a location code.
Bin Code If needed, select a bin code.
Amount This field will be filled in by the system with the item amount. You can change the value in this field if needed.
Line Amount This field will be filled in by the system with the line amount. The line amount is made up of the amount in relation to quantity and will be calculated automatically.
Apply-to Entry If needed, select an item ledger entry.
Serial No. This field will be filled in by the system with the serial number of the item.
Lot No. This field will be filled in by the system with the lot number of the item.
  • Your changes will be saved automatically. You can close the page once you have filled in all fields.
  • To post the assigned equipment, click on Manage > Post Selected Lines in the Assign Equipment tab.
  • The equipment will be posted.
  • The field Assigned Equipments on the service item card will be updated. In addition, the field Unit Cost of Service Item on the service item card will also be adjusted.

The next section describes how to remove assigned equipment.

Removing Equipment via Service Item Card

To remove equipment from a service item, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • A list containing all service items is displayed.
  • Open an existing service item or create a new one.
  • Click on Navigate > Equipment in the menu bar.
  • The page Assign / Remove Equipment is displayed.
  • Navigate to the Remove Equipment tab.
  • In this tab, click on Manage > Dismantle Equipment.
  • The page for removing equipment is displayed.
  • Click Assigned Equipments in the menu bar.
  • A list containing all assigned equipments is displayed.
  • Select the equipment you would like to remove from the service item.
  • Then, click OK.
  • The equipment line will be shown in the table on the removing equipment page.
  • Now, select Post from the menu bar to remove the equipment.
  • The equipment will be removed from the service item and the page will be closed.
  • The removed equipment will be shown in the Remove Equipment register on the Assign / Remove Equipment page. The line with the removed equipment will receive the status Removed. In addition, the field Unit Cost of Service Item on the service item card will also be adjusted.

Additional Information

Add Hint Texts to Service Items

This chapter describes how a hint text is added to a service item. When a service item is used in a service order or quote, the hint text is shown.

To add a hint text to a service item, please do the following:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Click in the list on the service item for which you want to save a hint text.
  • The service item card is displayed.
  • Click on Related in the menu bar.
  • Select Service Item from the submenu.
  • Click on the Hints option.
  • The page Hint Texts is displayed.
  • To add a hint text, click in an empty field in the Description column.
  • Enter the text that should appear in the next service order for this service item.

Note

The factbox (ALT+F2) on the right side of your screen contains information about when the hint text was written and who wrote it. The factbox also contains information about the last person that changed the hint text. If a hint text has the Processed status, you can assume that the person who did last modify the hint text is also the person who processed the hint text.

The hint text will be shown in the next service order for this service item.

Note

If the hint text is not shown, it is either marked as processed or the notification of hint texts is deactivated in the setup. The section Setting up notifications for hints texts per user describes how to activate notifications for hints texts per user.

Setting up notifications for hints texts per user

This section describes how to set up a notification when using the respective service item in a document.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Management Setup.
  • The page Service Setup is displayed.
  • Activate the Show Note Texts option under the Traser register.
  • You have set up the notifications for hint texts per user.

If a service item with a stored hint text is used in a document, the user will now see these hint texts. The hint texts are shown until their status is changed to “processed”.

Add Service Item Comments

This chapter will cover all information on service item comments.
The contents of this chapter are divided into the following sections:

Creating a fault comment

This section describes how to create a fault comment.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service item for which you want to create a fault comment.
  • The service order card is displayed.
  • Select the service item from the Lines register for which you want to add a comment.
  • To add a new fault comment, select Line > Comments > Faults from the Lines register.
  • The window Edit –…– Fault Service Comment Sheet is displayed.
  • To enter a new comment, click New in the menu bar.
  • A new line is added to the table.
  • Enter the text for the comment in the Comment column.

You created a fault comment.

Note

The fault comments for the selected service item are shown in the FactBox area on the right side of the screen (ALT + F2) and can also be edited there.

Copying a fault comment from hints

This section describes how to copy the lines from master data hints as a fault comment.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service order for which you want to create a fault comment from the master data hints.
  • The service order card is displayed.
  • Select the service item in the Lines register for which you want to copy the text from the master data hints as a fault comment.
  • Open the FactBox area (ALT+F2) on the right side of the screen.
  • Scroll down inside the FactBox area to the Fault Comments section.
  • Extend the menu.
  • Select from the menu the Copy from Hints option. For more information on master data hints, see the Master Data Hints section.
  • The page Hint Texts is displayed. Click OK to copy the texts from the hints into the fault comments.

You have copied one or more hint texts into the Fault Comments section.

Creating a resolution comment

This section describes how to create a resolution comment.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service order for which you want to create a resolution comment.
  • The service order card is displayed.
  • Select the service item from the Lines register for which you want to add a comment.
  • To add a new resolution comment, select Line > Comments > Resolutions from the Lines register.
  • The window Edit –…– Resolution Service Comment Sheet is displayed.
  • To enter a new comment, click New in the menu bar.
  • A new line is added to the table.
  • Enter the text for the comment in the Comment column.

You have created a resolution comment.

Note

The resolution comments for the selected service item are shown in the FactBox area on the right side of the screen (ALT + F2) and can also be edited there.

Copying a fault comment text for resolution comments

This section describes how to copy the lines from the Fault Comments factbox area into the Resolution Comments factbox area.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service order for which you want to copy the fault comment text into the Resolution Comments factbox area.
  • The service order card is displayed.
  • Select the service item in the Lines register for which you want to copy the fault comment text as a resolution comment.
  • Open the FactBox area (ALT+F2) on the right side of the screen.
  • Scroll down inside the factbox area to the Resolution Comments section.
  • Extend the menu.
  • Select from the menu the Copy Fault Text option.
  • The texts from the Fault Comments section are copied into the Resolution Comments section.

You have copied one or more texts into the Resolution Comments section.

Creating an internal comment

This section describes how to create an internal comment.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service order for which you want to create an internal comment.
  • The service order card is displayed.
  • Select the service item from the Lines register for which you want to add an internal comment.
  • To add a new internal comment, select Line > Comments > Internal from the Lines register.
  • The window Edit –…– Internal Service Comment Sheet is displayed.
  • To enter a new comment, click New in the menu bar.
  • A new line is added to the table.
  • Enter the text for the comment in the Comment column.

You have created an internal comment.

Note

The internal comments for the selected service item are shown in the FactBox area on the right side of the screen (ALT + F2) and can also be edited there.

Creating an equipment comment

This section describes how to create an equipment comment.
To do this, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select from the table the service order for which you want to create an equipment comment.
  • The service order card is displayed.
  • Select the service item from the Lines register for which you want to add an equipment comment.
  • To add a new equipment comment, select Line > Comments > Equipment from the Lines register.
  • The window Edit –…– Equipment Service Comment Sheet is displayed.
  • To enter a new comment, click New in the menu bar.
  • A new line is added to the table.
  • Enter the text for the comment in the Comment column.

You have created an equipment comment.

Service Item History

The service item history of a service item shows you open service orders, posted service invoices, credit memos, and warranty claims. This is useful, for example, to see all service work carried out at a glance. To access the service history of a service item, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The Service Items page is displayed.
  • Select the desired service item.
  • The service item card is displayed.
  • Select Home > Show Service History... from the menu bar.
  • The Service History page is displayed.

On this page you will find the related documents for the service as well as more useful information on deposited fault and resolution comments, for example. The documents can be opened directly by marking the respective document line and selecting Open Document... from the menu bar of the Service History page.

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