Creating Service Items and Templates

In this chapter contains everything you need to know regarding the creation of service items and service item templates. It is divided into the following sections:

Creating Service Item Templates
Creating Service Items With Service Item Templates
Creating Service Items Without Service Item Templates
Setting up Automatic Service Item Creation

Creating Service Item Templates

In TRASER DMS 365, you can create and use service item templates. This facilitates and standardizes the creation of service items. To create a service item template, please proceed as follows:

Use the quick search (ALT+Q) to find the Service Item Templates page.
Click on New in the menu bar.
Fill in the fields of the service item template according to the following table:

FastTab	Option	Description
General	Code	Enter a service item template code.
	Description	Enter a description for the service item template.
	In Stock As	Enter if the service item should be considered a Current Asset, Fixed Asset or an External Machine.
	State	Select if the service item is new or used.
	License Plate Country	Enter the license plate country of the service item.
Attributes	Manufacturer	Enter the manufacturer of the service item.
	Category	Enter a category for the service item template.
	Subcategory	Enter a subcategory for the service item template.
	Model	Enter the model of the service item.
Details	Calc. Finance Charge Terms Code	Enter the calculatory finance charge terms code for the service item template, e.g., B2B.
Vendor	Vendor No.	Enter a vendor number.

You have successfully created a service item template. Your changes are saved automatically.

Creating Service Items With Service Item Templates

To create a new service item using a service item template, please proceed as follows:

Use the quick search (ALT+Q) to find the Service Items page.
Click on New > New in the menu bar to create a new service item.
To apply a service item template, click on Home > Apply Template in the menu bar of the service item card.
Select the desired service item template.
Confirm the dialog window with Yes if fields that have already been filled in shall be overwritten with the values from the service item template. Click on No to retain the already entered values.
Fill in the remaining fields of the service item card as needed. More information on this can be found in the Creating Service Items Without Service Item Templates section.

Tip

You can also apply service item templates to service items that have already been created. To do so, open the desired service item card, then click on Home > Apply Template in the menu bar and confirm the dialog window with Yes.

You have successfully created a service item using a service item template. Your changes are saved automatically.

Creating Service Items Without Service Item Templates

To create a new service item without using a service item template, please proceed as follows:

Note

For more information on the following FastTabs, click here.
The Rental, Rental Purchase, Linked Rent Classes and Linked Rent Objects FastTabs will only be displayed if you own a license for TRASER Rental 365. For more information about rental processes, click here.

Use the quick search (ALT+Q) to find the Service Items page.
Click on New > New in the menu bar to create a new service item card.
Navigate to the General FastTab and fill in the fields according to the following table:

Option	Description
No.	This field specifies the number of the involved entry or record according to the specified number series.
Trade No.	This field shows the current trade number.
Assigned Equipment	This field shows the number of assigned equipment for your service item.
Assigned To	Specifies the machine that this service item is assigned to.
Description	Enter a description for the service item.
Description 2	Enter another description for the service item.
In Stock As	Enter if the service item should be considered a Current Asset, Fixed Asset or an External Machine.
Serial No.	Enter the serial number of the service item.
License Plate Number	Enter the license plate of the service item.
License Plate Country	Enter the license plate country of the service item.
Operating Hours	Enter the operating hours.
Deductible Amount	Enter the deductible amount.
Upper Counter Limit	Enter the upper counter limit for the first counter.
Preferred Resource	Enter the number of the resource preferred by the customer for your item.
Status (Purchase)	This field shows the purchase status of your service item.
Status (Sale)	This field shows the sale status of your service item.
Service Item Status	Select the status of the service item-
State	Select if the service item is new or used.
Calculation Review Status	This field shows the status of the calculation review.
Extended Financing	This field shows the number of extended financings related to the service item. You can open the Ext. Financing page by clicking on the field.

Navigate to the Attributes FastTab and fill in the fields according to the following table:

Option	Description
Manufacturer	Enter the manufacturer of the service item.
Category	Enter a category for the service item.
Subcategory	Enter a subcategory for the service item.
Series	Enter the series of the service item.
Model	Enter the model of the service item.

Navigate to the Technical Data FastTab and fill in the fields according to the following table:

Option	Description
Health and Safety Measures	This field shows the health and safety measures for your service item.
General Inspection	This field shows the general inspection details for your service item.
Brake Test	This field shows the details to the brake test of your service item.
Inspection	This field shows the inspection details for your service item.
Year of Construction	Enter the year of construction of your service item.
Registration Date	Enter the registration date of your service item.
Last Service Date	This field shows the last service date of your service item.
Warranty Starting Date	Enter the start date of the warranty of your service item.
Warranty Ending Date	Enter the end date of the warranty of your service item.
Counter 1	Choose the type of the first service item counter.
Counter 2	Choose the type of the second service item counter.

Navigate to the Customer FastTab and fill in the fields according to the following table:

Option	Description
Customer Machine No.	Enter the customer-specific machine number.
Service Invoices to Customer	Specify the customer who shall receive the service invoices for the service item, especially if the person who placed the service order differs from the designated bill-to customer.
Customer No.	Enter the customer number.
Name	Enter the name of the customer of your service item.
Address	Enter the address of the customer of your service item.
City	Enter the city of the customer of your service item.
Service Location	This field shows the last service location of your service item.
Location of Service Item	This field shows the current service location of your service item.
Differential Taxation (§ 25a)	Select whether your service item can be used for differential taxation.
Agency Business	Select whether your service item can be used for agency business documents. For more information on processing agency businesses, click here.

Navigate to the Vendor FastTab and fill in the fields according to the following table:

Option	Description
Vendor No.	Enter a vendor number.
Vendor Name	Enter the name of the vendor.

Navigate to the Detail FastTab and fill in the fields according to the following table:

Option	Description
Unit Cost	Enter the unit cost of your service item at the time it was sold.
Unit Cost of Service Item	Enter the current unit cost of your service item.
Unit Price	Enter the unit price of your service item at the time it was sold.
Sales Date	Enter the sales date of your service item.
Delivery Date	Enter the delivery date of your service item.
Calculation Unit Cost	This field shows the calculation unit cost of the service item. The value in this field is transferred from the approved Calculation Review Sums.
Calculation Sales Amount	This field shows the calculation sales amount of the service item. The value in this field is transferred from the approved Calculation Review Sums.
Absolute Contribution Margin	This field shows the absolute contribution margin of the service item. The value in this field is transferred from the approved Calculation Review Sums.
Profit %	This field shows the contribution margin % of the service item. The value in this field is transferred from the approved Calculation Review Sums.
Purchase Date	This field shows the purchase date of the service item.
Purchase Price	Enter the purchase price of your service item. This is the price paid without item charges or other payments.

Navigate to the Rental FastTab (if available) and fill in the fields according to the following table:

Option	Description
Rent Class	Select the rent class of your service item that is used when this service item is rented. More information on rent classes can be found here
Object Category Code	Select the category you want to assign to the rent object.
Rented To Customer	Specifies the name of the customer to which the service item is currently rented.
Current Rent Location	Specifies the current rent location of the service item.
Current Owner Location	Specifies the current owner location of the service item.
Available for Rent	Activate the toggle switch if the service item shall be available for rent.
Rent Status	Specifies the rent status of the service item.
Replacement Price	Enter a price that will be considered when the service item has to be replaced.

Navigate to the Rental Purchase FastTab (if available) and fill in the fields according to the following table:

Option	Description
To Be Purchased For Contract No.	Specifies whether the service item was created for a specific contract.
Rental Purchase State	Specifies whether the service item has been received or returned.
Rented Long-Term	Activate the toggle switch if the service item has been rented long-term from the vendor. The service item can then be added to a rental contract even if the Available for Rent toggle switch is activated. The rental purchase contract serves as information for the vendor as to when the service item is rented to a customer.

Navigate to the Pictures FastTab and optionally add images to your service item using drag & drop or via the explorer.
Navigate to the Media Files FastTab and optionally add media files to your service item.
- To do so, click on Upload file in the menu bar and upload the desired file using drag & drop or via the explorer.

Tip

You can print a Word file from the Service Item Card or Service Item List with service item details that have been predefined in templates. To do so, click on Actions > Apply Word Template in the menu bar. You may need to set up the appropriate templates beforehand on the Word Templates page.

You have successfully created a service item. Your settings are saved automatically.

Setting up Automatic Service Item Creation

In TRASER DMS 365, you can configure the system to automatically create a service item at a predefined stage during the sales or purchase process. To set up the automatic service item creation, please proceed as follows:

Use the quick search (ALT+Q) to find the page Service Item Creation Setup.
To set up the automatic service item creation for a certain manufacturer, click New in the menu bar.
Fill in the fields according to the following table:

Column	Description
Manufacturer Code	Select a manufacturer for whom you want to set up the automatic service item creation.
Category Code	Select a category code if the automatic service item creation should only apply to a specific service item category.
Subcategory Code	Select a subcategory code if the automatic service item creation should only apply to a specific service item subcategory.
Series Code	Select a series code code if the automatic service item creation should only apply to a specific series.
Model Code	Select a model code if the automatic service item creation should only apply to a specific service item model.
Service Item Creation	Choose the predefined state within the sales or purchase process at which you want the automatic service item creation to be initiated.
Document Line Splitting	Select whether purchase line shall be split automatically or if a line with the respective amount should be added if the action Add Service Item is used with an amount > 1.

You have successfully set up the automatic service item creation. Your settings will be saved automatically. If you now create the document specified under Service Item Creation for this manufacturer, the system will automatically create the service item.