Creating Service Orders

You can create service orders in TRASER DMS 365. In service orders, you can provide all information regarding the service (repair and maintenance) of a service item and specify the working hours. This allows you to send this service order to the customer to invoice the service. This chapter is divided into the following sections:

• Creating a Service Order
• Creating a Service Order from a Service Quote
• Creating a Service Order from a Calculation Worksheet
• Creating a Rent Contract from a Service Order

Creating a Service Order

To create a service order, 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 create a service order.
• Select Actions > New Service Order from the menu bar. If the Actions options is not displayed, click on More Options in the menu bar.
• The Service Wizard is displayed.
• Select the desired order type in the Order Type field.
• The Customer No., Customer Name, Bill-to Customer No. and Bill-to Customer Name fields are automatically filled by the system according to the data stored on the service item card. The Active Maintenance Contracts and Open Worksheets fields are displayed and automatically filled by the system, if corresponding documents exist. You can access an overview of these documents by clicking in the fields.
  • Optionally select the desired customer in the Bill-To Customer No. field, if the invoice for the future service order shall be sent to a different customer.
• Click on Next to open the next page of the service wizard.

• Fill in the fields according to the following table. Mandatory fields are highlighted in bold, optional fields in italic.

• Click on Next to open the next page of the service wizard.
• The Last Meter Reading field is automatically filled in by the system with the last operating hours specified for the service item. This value is for overview purposes only and is not transferred to the service item lines. Optionally click on the selection field to view the Service Item History.
• Select the checkboxes of the Service Intervals you want to link to the service order.
• Click on Next to open the next page of the service wizard.
• The Shop toggle switch is activated by default. Deactivate the toggle switch to enter a different Location. In this case, fill in the now displayed fields according to the following table:

• Optionally activate the Use Second Location toggle switch if a service requires two locations, e.g., because a crane needs to be dismantled at one location and reassembled at another. In this case, fill in the now displayed Address 2, Post Code 2 and City 2 fields. You can use a second location independently of the status of the Shop toggle switch.
• The Coordinates field is filled in automatically by the system with the telematics data for the service item, if telematics has been activated for this service item. More information on this can be found under Telematics.

Tip

You can view the location of the service item by clicking Show on Map on this page of the service wizard. Select one of the following options and confirm your selection with OK:

• The Current Location option shows the current location of the service item and is only usable with activated telematics data.
• The Address from customer option shows the address specified on the customer card.
• The Direction from my location option shows the route to the service item location, starting from your current location.

• Finally, click on Create Order to create the service order.
• Confirm the dialog with Yes to open the created item. Several fields in the General and Lines FastTabs were automatically filled by the system according to the data stored on the service item card and the entries from the service wizard.
• Complete the remaining fields in the General FastTab as well as the FactBox FastTabs as needed.

• Navigate to the Lines FastTab.
• Fill in the columns as needed. If you are working with orderbase Time Management, ensure that the oc Service Order column is filled in. This is essential to enable time recording via orderbase Time Management for the service order.

Note

You can enter more service items here, if needed. To do so, please proceed as follows:

• In the menu bar of the Lines FastTab, click on the selection field in the Service Item No. field.
• Select more service items from the list by holding Control and clicking on the service items you wand to add.
• Click OK to confirm your selection.

• Select Line > Worksheet from the menu bar in the Lines FastTab.
• The worksheet of the service item opens. The fields of the General FastTab have automatically been filled by the system with the information of the service item and the entries from the service wizard. Fill in the remaining fields of the FastTab as needed.
• Navigate to the Lines FastTab.
• Enter here the Items, Resources, Costs and/or G/L Accounts required for the service. For more information about filling in the worksheet, click here. Your entries are saved automatically.
• If needed, also enter the Unit Price Excl. VAT and the Qty. to Ship or Qty. to Invoice into the lines.
• Optional To grant a discount on the entire service order, enter the desired percentage in the Invoice Discount % field or the desired fixed amount in the Invoice Discount Amount (EUR) field.

You have successfully created a service order.

Creating a Service Order from a Service Quote

You can also create a service order from a service quote. In this case, all details from the service quote are transferred to the service order. An exception to this are labor lines, which are only transferred if you have specified a fix price for labor in the service quote. More information on service quotes can be found here To create a service order from a service quote, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Quotes page.
• Select the service quote from which you want to create a service order.
• Click on Home > Make Order in the menu bar.
• Confirm the dialog with Yes if you want to convert the quote into an order.
• Confirm the dialog with Yes if you want to archive the quote.
• Confirm the dialog with Yes to open the newly created service order.
• Check all information and add more as needed

You have successfully created a service order from a service quote.

Creating a Service Order from a Calculation Worksheet

You can create a service order from a calculation worksheet, provided that it is an internal service order type or a capitalized service. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Calculation Worksheets page.
• Open the desired calculation worksheet.
• Click on Services in the menu bar to display the Services FastTab.
• In the Services FastTab, select the service line for which you want to create a service order.
• Click on Service > Create Service Order in the menu bar of the FastTab.

• Check all information in the following window and click on Create Order to create the service item.
• Confirm the dialog window with Yes if you want to open the service order.

You have successfully created a service order from a calculation worksheet.

Creating a Rent Contract from a Service Order

When creating a service order, you also have the option of creating a rent contract that is linked to this service order. This functionality can be used, e.g., to provide customers with a loaner machine while a service item is being repaired. To create rent contract from a service order, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Quotes page.
• Open the service order from which you want to create a rent contract, or create a new service order as described under Creating Service Orders
• Click on Order > Create Rent Contract in the menu bar of the FastTab.
• Confirm the dialog window with Yes to open the created rent contract.
• Complete the information on the rent contract card as described in the Creating a Rent Contract section.
• Then, click on Status > Release in the menu bar of the rent contract card and follow the steps for releasing a rent contract as described in the Releasing a Rent Contract section.

You have successfully created a rent contract from a service order. The Rent Contract No. field is displayed in the General FastTab on the service order card and the corresponding rent contract number is stored there. In addition, the Loaner Contract FastTab is displayed in the FactBox area (ALT+F2), which contains relevant rent contract data such as Contract Status, Requested Rent Period Start Date, Estimated Contract End Date, and address data. To open the linked rent contract, click on Order >Open Rent Contract in the menu bar. You can now process the service order and the rent contract as usual. More information on processing service orders or rent contracts can be found under Service Order Processing or Rental Processing.