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:
-
- Service Item Counter
- Setting Default Service Item Counter
- Entering Operating Hours Counter in Service Item Card
- Entering Operating Hours Counter in Service Order
- Removing Incorrect Operating Hours Counter
- Setting up Prompts for Counter Readings
- Deactivating Counters for Specific Service Item Categories
- Setting up Service Item Counter for Categories
- Service Item Counter
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 Item Ledger Entries page.
- 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 dropdown 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 Value Entries page.
- 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 dropdown 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
The following sections contain more information regarding serial numbers of service items.
Creating Serial Number Types
You have the option to define different serial number types which you can later assign to service item categories. Proceed as follows to create serial number types:
- Use the quick search (ALT+Q) to find the Serial No. Types page.
- Click on New in the menu bar.
- In the Code field, enter a significant code for the serial number type.
- In the Description field, enter a significant description for the serial number type.
- Your entries will be saved automatically.
You have successfully created a serial number type. You can assign serial number types on the Service Item Categories page. You can find more information on the service item categories here.
Changing Serial Numbers
Note
Before you can change serial numbers, you have to select the Change Serial No. checkbox for the applicable user on the User Setup page.
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. 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) to find the Service Items page.
- Select the service item you would like to change the serial number for.
- Click on Home > 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 successfully changed the serial number of the 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) to find the User Setup page.
- 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) to find the Service Items page.
- Select the service item you would like to change the serial number for.
- Click on Home > Change Item No. in the menu bar.
- A new page is displayed.
- Select 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 successfully 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, please proceed as follows:
- Use the quick search (ALT+Q) to find the License Plate Setup page.
- Click on New in the menu bar.
- Click in the Country/Region Code column on the input field.
- From the dropdown 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 significant name for the name.
- 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 select 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.
Adding License Plate Numbers via Service Item Cards
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) to find the Service Items page.
- 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 in the General FastTab. You may need to add the country in the License Plate Country field first.
- A window opens in which you have to enter the date from which this license plate is valid for the service item in the Active From Date field.
- Clicking on the three dots in the License Plate Number field opens the License Plate History. Here you can view all previous license plates and their validity periods. To delete the current license plate from the license plate history, select Delete Current License Plate from the menu bar.
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) to find the Service Orders page.
- 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 the service item for which you want to add a license plate in the Lines FastTab.
- Click on Line > Worksheet in the menu bar in the Lines FastTab.
- Enter the license plate in the License Plate Number input field in the General FastTab.
- 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.
Status (Purchase) Field
The following statuses are possible for the Status (Purchase) field:
Status | Description |
---|---|
In Quote | This status is displayed once the service item is added to a purchase quote. |
In Order | This status is displayed once the service item is added to a purchase order. |
In Stock | This status is displayed once a service order with this service item is posted. |
In Trade-In | This status is displayed once a trade-in with this service item is created. |
Status (Sale) Field
The following statuses are possible for the Status (Sale) field:
Status | Description |
---|---|
In Quote | This status is displayed once the service item is added to a sales quote. |
In Order | This status is displayed once the service item is added to a sales order. |
Shipped | This status is displayed once a sales order with this service item is posted. |
Sold | This status is displayed once 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.
Status Field
The following statuses are possible for the Status field:
Status | Description |
---|---|
Empty | If you have not yet 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 Service Item Status page.
- To create a new service item status, click New in the menu bar.
- 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 in the Service Item Status field on the service item card.
Attributes
This section contains all information regarding the fields in the Attributes FastTab 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 relevant information regarding service item attributes.
Create Service Item Attributes
To create a service item attribute, proceed as follows:
- Use the quick search (ALT+Q) to find the Service Item Attributes page.
- Click on 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 selection field in the Values column 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.
To assign service item attributes to a service item subcategory, proceed as follows:
- Use the quick search (ALT+Q) to find the Service Items page.
- Open an existing service item.
- Navigate to the Attributes tab.
- Open the dropdown list for the Subcategory field.
- In the dropdown list, click on Select from full list at the bottom of the window.
- The window Select Subcategories is displayed.
- Click on the selection field in the menu bar, then click on Attributes.
- The Attribute Mapping window is displayed. In this window all service item attributes are displayed which are mapped to the selected service item subcategory.
- Click on New in the menu bar.
- A new line will be added to the list.
- In the Code column, enter the code for the attribute 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 select the Promoted checkbox 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
Maintaining service item attributes in service items is very useful because it allows you to record additional information about the service item and filter it accordingly. 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 desired category or subcategory does not exist, it must be created. In this case, please contact our Support.
- Use the quick search (ALT+Q) to find the Service Items page.
- Open the service item card for the service item to which you want to add service item attributes.
- 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. |
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) to find the Service Items page.
- Select the service item that you want to change an attribute value of.
- Click on Select Attribute in the menu bar of the Attribute Values FastTab.
- The Service Item Attributes Editor window 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.
Filtering 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) to find the Service Items page.
- 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 your selection.
- 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) to find the Service Items page.
- 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) to find the Service Item Models page.
- 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 following table:
Column | Description |
---|---|
Manufacturer Code | Use this column to enter the manufacturer code for the machine. |
Manufacturer Name | This column will be filled in automatically by the system once 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 by the system 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 by the system 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. |
No. of Calc. Depreciation Months | This field displays the number of calculated deprecation months. |
You have successfully set up a new model for a service item.
Service Item Categories
The following sections contain more information regarding service item categories of service items.
Creating Service Item Categories
To create service item categories, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Item Categories page.
- Click on New in the menu bar.
- Complete the columns according to the following table:
Column | Description |
---|---|
Code | Enter a code for the service item category. The code can be freely selected. |
Name | Enter a code for the service item category, e.g., Tractor or Crane. |
Approve Calculation Review | Select this checkbox if the user must always approve the calculation review after the service item is sold. You can find more information on calculation reviews here. |
Show Calc. Review on Calc. Review List | Select this checkbox if calculation reviews for service items of the selected service item category should be shown in the calculation review list. You can find more information on calculation reviews here. |
Item Template | Select the item template you want to link to the 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 (in the linked sections). This item template is automatically selected if there is no item in the system which fits the combination of Manufacturer, Category, Subcategory and Model. |
Has Counter | Select this checkbox if the service item category has a counter. If a service item category has a counter, the user will be reminded in service orders to enter a value. |
Counter 1 Type | Enter the counter type. Service items in this category will have this counter set as the default counter type 1. |
Counter 2 Type | Enter the counter type. Service items in this category will have this counter set as the default counter type 2. |
Serial No. Type 1 | Enter a Serial Number Type. Once added, it will be displayed in the header of the service item card, allowing you to enter a serial number. |
Serial No. Type 2 | Enter another Serial Number Type, if needed. Once added, it will be displayed in the header of the service item card, allowing you to enter a serial number. |
You have successfully created a service item category. The next section explains how to add service item data defined by category as a comment line to sales documents.
Adding Service Item Data by Category as Comment Lines to Sales Documents
This chapter describes how to define which service item data should be displayed as a comment line on sales and transfer documents based on the service item category. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Item Categories page.
- Select a service item category line.
- Click on the selection field in the menu bar, then click on Actions > Service Item Document Data.
- The Service Items Document Data page is displayed. Fill in the fields according to the following table:
Column | Description |
---|---|
Table Relation Code | Optional You can create a relation between a service item and another table, e.g., the customer or item table. This is helpful if you want to print information as a comment line on sales documents that isn’t available on the service item card, but is found in a related table. Alternatively, you can leave this column blank. |
Table Name | If you have not set up a table relation, this column is automatically filled with the value Service Item. |
Field ID | Select the field that you want to transfer as a comment line to sales documents. |
Field Name | This column is automatically filled with the value of the field ID. |
Sales | Select this checkbox so that the document data is correctly transferred to the sales document as a comment line. |
Transfer | Select this checkbox so that the document data is correctly transferred to the transfer document as a comment line. |
Sequence | Enter a number to define the order in which the lines are added to the document. |
Description | Optional You can enter a description for the comment line. |
- Repeat this process for any information you want to add as a comment line in the sales or transfer document.
- Your changes are saved automatically.
You have successfully specified which service item data should be transferred as comment lines to sales documents or transfer documents based on the service item category. Once you add a service item from the corresponding category to a sales or transfer document, the defined fields will automatically be transferred to the sales or transfer documents as comment lines.
Technical Data
This section contains all information regarding the fields in the ** Technical Data** tab 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
- Inspection
- 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 so, 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) to find the Service Management Setup page.
- In the Defaults panel, click in the Default Counter input field.
- Select the default counter from the dropdown list.
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) to find the Service Items page.
- Open an existing service item.
- 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 dropdown list.
- A field with the applicable counter will be added in the General FastTab. 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) to find the Service Items page.
- 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 FastTab, click in the Operating Hours field.
- Enter the operating hours counter reading.
- A dialog window opens. Enter the date and time of the operating hours counter.
- Confirm the dialog with Yes.
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) to find the Service Orders page.
- 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 FastTab for which you want to enter the operating hours counter.
- Click on Line > Worksheet in the menu bar of the Lines FastTab.
- The worksheet is displayed.
- In the General FastTab, click in the Operating Hours field.
- Enter the operating hours counter reading.
- A dialog window is displayed.
- Enter the date and time.
- Click OK to exit the entry.
You have successfully 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) to find the Service Items page.
- 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 FastTab, click on the selection field in the Operating Hours field.
- The list of entered operating hour counters will be displayed.
- Select the incorrect operating hours counter in the list.
- Click on Delete in the menu bar.
- A dialog window opens. Confirm the dialog with Yes to remove the value.
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) to find the User Setup page.
- If you want to activate or deactivate the counter reminder for a user, click on the applicable checkbox 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) to find the Service Item Categories page.
- To deactivate the counter for a specific service item category, deactivate the related checkbox in the Has Counter column.
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.
Setting up Service Item Counters 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) to find the Service Item Categories page.
- 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** tab 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 (ALT+Q) to find the Service Items page.
- Open the service item card of the respective service item.
- Navigate to the Customer FastTab.
- 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) to find the Service Items page.
- Select the service item for which you want to record a damage.
- The service item card is displayed.
- To record a damage, click on Home > Show Damages in the menu bar.
- Click on Damages > Record New Damages in the menu bar.
- Complete the following information:
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.
- 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).
Linking Damages to a Service 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) to find the Service Orders page.
- 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.
- In the Lines FastTab, click on the line with the service item which has an open damage.
- Click on Lines > Worksheet in the menu bar of the Lines FastTab.
- The Worksheet page is displayed.
- Click on Damages > Show and Link Damage in the menu bar.
- Select the open damage and click on Link to Order in the menu bar.
- A new line with the damage description will be added to the Lines FastTab on the Worksheet.
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) to find the Service Items page.
- 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. 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.
Unlink Service Item Damage from 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) to find the Service Items page.
- 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. 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) to find the Service Items page.
- 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. 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 contains all important information regarding equipment for service items. You can specify customized equipment as well as standard equipment for a service item. You can edit already created (standard) equipment for service items via the service item card, the forecast, or purchase orders.
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) to find the Service Management Setup page.
- Navigate to the Traser FastTab.
- Please fill in the journal information under Assign Equipment as well as Remove Equipment.
You have successfully made the required settings for assigning or removing service item equipment. Your changes are saved automatically.
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. Also note that any attributes added through the equipment page of the service item are automatically transferred to the Attribute Values table on the service item card – and vice versa. Additionally, a service item cannot be assigned to more than one other service item. Once a service item has been assigned to another item, it is no longer displayed in the list of assignable service items.
To add equipment to a service item, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Items page.
- 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 Equipment FastTab.
- Click on an empty line.
- Complete the columns according to the following table:
Column | Description |
---|---|
Status | This field will be filled in automatically with the status of the equipment line and cannot be edited. You can only remove equipment lines with the Assigned or Empty status. |
Type | Select the type of equipment. |
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 automatically by the system with the description of the added item. |
Description 2 | This field will be filled in automatically by the system with the description 2 of the added item. |
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. |
Unit Cost | This field will be filled in automatically by the system with the unit cost of the item. |
Unit Price | This field will be filled in automatically by the system with the unit price of the item. |
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. |
Select this checkbox to print the line on documents. |
- Your changes are saved automatically. You can close the page once you have filled in all fields.
- To post the assigned equipment, select the lines you want to post, then click on Manage > Post Selected Lines in the menu bar of the Equipment FastTab.
- The equipment will be posted.
- The Assigned Equipments field in the General FastTab of the service item card will be updated and now displays the amount of assigned equipments. In addition, the field Unit Cost of Service Item on the service item card will also be adjusted.
Tip
If you want to add comments to an equipment line, select a line, then click on Manage > Add equipment text in the menu bar of the Equipment FastTab. Once you have entered your text in the text editor, confirm your entry with Add lines. The equipment text is then displayed in the lines below the equipment line you selected previously.
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) to find the Service Items page.
- 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 Equipment FastTab.
- In this FastTab, click on Remove Equipment in the menu bar.
- Select the equipment you would like to remove from the service item.
- Then, select one of the following options from the menu bar:
Option | Explanation |
---|---|
Remove Selected Built-In Equipment | Select this option if you want to remove equipment that is already built-in. |
Remove Unassigned Equipment | Select this option if you want to remove equipment that has not yet been assigned. |
- The Remove Equipment page is displayed. Fill in these fields as desired.
Note
If you want to remove equipment of the Option type, please make sure to fill in the Option Removal Type, Option Removal No., and Unit of Measure columns.
- To remove the equipment, click on Post in the menu bar.
- The removal is posted. The removed equipment is now displayed in the Removed Equipment FastTab on the Add / Remove Equipment page.
You have successfully removed equipment from the service item.
Assigning Standard Equipment via Service Item Card
You can assign standard equipment via the service item card or via the Forecast. The added standard equipment will be transferred to the corresponding documents as comment lines. Please proceed as follows to assign standard equipment via the service item card:
- Use the quick search (ALT+Q) to find the Service Items page.
- 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.
- Click in the Standard Equipment field. This field shows if standard equipment exists for the service item.
- To add a new standard equipment, click on New in the menu bar and fill in the fields according to the following table:
Column | Description |
---|---|
Code | Enter a significant code for the standard equipment. |
Description | Enter a significant description for the standard equipment. |
Print In Purchase Document | Activate this toggle switch if the standard equipment should be listed as a comment line in purchase documents. |
Print In Sales Document | Activate this toggle switch if the standard equipment should be listed as a comment line in sales documents. |
You have successfully added standard equipment via the service item card. Your changes are saved automatically. When you create a forecast for the service item, the standard equipment will be transferred automatically and displayed in the selected documents.
Additional Information
Adding 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 proceed as follows:
- Use the quick search (ALT+Q) to find the Service Items page.
- 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 > Service Item > Other > Hints in the menu bar.
- To add a hint text, click in an empty field in the Hint Text column.
- Enter the text that shall be displayed in the relevant documents for this service item.
- Select the checkboxes for the areas in which the hint text should be displayed.
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 will be displayed in the relevant documents 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 Hint 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) to find the Service Management Setup page.
- Activate the Show Note Texts option in the Traser FastTab.
- 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. Hint texts are displayed until their status is changed to processed.
Add Service Item Comments
This chapter will cover all information on service item comments.
Creating a Fault Comment
This section describes how to create a fault comment. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- 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 FastTab to which you want to add a comment.
- To add a new fault comment, click on Line > Comments > Faults in the menu bar of the Lines FastTab.
- 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 displayed in the FactBox area (ALT+F2) on the right side of the screen 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 so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- 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.
- In the Lines FastTab, select the service item 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.
- Navigate to the Fault Comments FactBox FastTab.
- 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.
Copying Fault Comments to Worksheets
You can copy fault comments to multiple worksheets. This facilitates entering the same fault comment in multiple worksheets. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- Select the service order of which you want to copy the fault comment.
- Navigate to the Fault Comments FactBox FastTab.
- In the dropdown menu, click on Copy Fault Comments to Worksheets.
- Click on Copy to all Worksheets in the menu bar or select the desired worksheets and click on Copy to selected Worksheets.
- The fault comment has been copied.
You have successfully copied a fault comment to multiple worksheets.
Creating a Resolution Comment
This section describes how to create a resolution comment. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- Select 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 FastTab to which you want to add a comment.
- To add a new resolution comment, click on Line > Comments > Resolutions in the menu bar of the Lines FastTab.
- 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 displayed 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 so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- Select 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.
- In the Lines FastTab, select the service item 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.
- Navigate to the Resolution Comments FactBox FastTab.
- Select the Copy Fault Text option from the menu.
- The texts from the Fault Comments FactBox FastTab are copied into the Resolution Comments FactBox FastTab.
You have copied one or more texts into the Resolution Comments FactBox FastTab.
Creating an Internal Comment
This section describes how to create an internal comment. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- 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 FastTab to which you want to add an internal comment.
- To add a new internal comment, click on Line > Comments > Internal in the menu bar of the the Lines FastTab.
- 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.
- The Date column is filled in automatically by the system with the workdate.
- 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 so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Orders page.
- Select from the table the service order for which you want to create an equipment comment.
- The service order card is displayed.
- In the Lines FastTab, select the service item to which you want to add an equipment comment.
- To add a new equipment comment, click onLine > Comments > Equipment in the menu bar of the Lines FastTab.
- 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.
- The Date column is filled in automatically by the system with the workdate.
- 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 displays open service orders, posted service invoices, credit memos, checklists and warranty claims. This is useful, e.g., to see all the service work carried out at a glance. The FactBox area (ALT+F2) contains further useful information, e.g., stored fault and resolution comments. To view the service history, please proceed as follows:
- Use the quick search (ALT+Q) to find the Service Items page.
- Select the desired service item.
- The service item card is displayed.
- Select Start > Show Service History... from the menu bar.
You have successfully accessed the service history of a service item. To open a document directly, click on the relevant document line and click on Open document... in the menu bar.
Owner History
The owner history of a service item shows an overview of all owners associated with the respective service item. This is useful, e.g., for Trade-ins and for service items from secondary dealers. Please proceed as follows to view the owner history of a service item:
- Use the quick search (ALT+Q) to find the Service Items page.
- Select the desired service item.
- Display the Factbox area (ALT+F2) on the open service item card.
- Navigate to the Owner History FactBox FastTab in the FactBox area.
In this FactBox FastTab, you will find information on all owners of the service item. You can also manually add new lines to the owner history. To do so, please proceed as follows:
- Click on New in the FactBox menu of the Owner History FactBox FastTab.
- Enter a contact in the Contact field in the dialog window. The other fields are filled in with the information from the contact card.
- Confirm the dialog with Yes.
You have manually added lines to the owner history.
Upload Files via the Service Item Card
You can attach files to a service item via the service item card. To do so, please proceed as follows:
Note
If the Activate toggle switch on the Azure Blob Storage Setup page is not activated for certain file types, they cannot be uploaded as media files. For further information, click here.
- Use the quick search (ALT+Q) to find the Service Items page.
- Select the desired service item.
- Navigate to the Media Files FastTab.
- Click on the action field under the tab heading.
- Click on Upload File.
- Upload the desired file using drag & drop or via the explorer.
You have successfully attached a file to a service item. Your changes are saved automatically.