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
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, initially 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 in the service item.
- Click OK to confirm the details.
- A dialog window is displayed, asking whether you want to open the created order.
- Click Yes to confirm.
- The newly created Service Order is displayed.
- Information such as Customer No., Contact No., as well as Service Item No. has already been transferred into the respective fields from the service item.
- In the FactBox in the Fault Comments FastTab, click on Edit.
- Enter the problem of the service item to be fixed here.
- Click Close to confirm the details.
- Fill in the remaining fields in the service order 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 fields of the General FastTab have automatically been filled with the information of the service item by the system.
- Complete the remaining fields of the General FastTab, if needed.
Tip
Should a service require two locations, such as when a crane needs to be dismantled at one site and reassembled at another, you have the option to specify the second location for the service in the General FastTab under Second Location.
- Navigate to the Lines FastTab.
- Enter here the required Items, Resources, Costs and/or G/L Accounts for the service.
- if needed, also enter the Unit Price Excl. VAT and the Qty. to Ship as well as Qty. to Invoice into the lines.
- Your changes are saved automatically.
Tip
Access the FactBox area (ALT+F2) to get an overview of the customer's last services in the Last 10 Services FactBox. You can also access the related documents directly from the FactBox by clicking on the corresponding document numbers.
- You can print the worksheet, if needed. To do so, click on Start > Print... in the menu bar of an open worksheet.
- The Print Wizard is displayed and offers various configuration settings. Adjust them as needed. You may e.g. activate the Ignore Labor Grouping toggle switch to hide this information in the print. You may also activate the Print work type description instead of resource description toggle switch, if the work type description shall be displayed preferredly.
- Click on Preview to view a preview of the worksheet printout or click on Print to print the worksheet report.
- You can also send the worksheet online via the Send To... option.
You have successfully created a service order.
Tip
If a service order is in the open status in the system for a long period of time, you have the option of updating the prices of the individual lines before posting. To do so, click on Line > Update Price in the menu bar of the Lines FastTab of an open worksheet. Afterwards, select which prices you would like to update and confirm your selection with OK. The corresponding prices are updated in the lines.
Creating a Service Order from a Service Quote
You can also create a service order from a service quote. In this case all information except the labor lines are transferred from the service quote into the service order. You can find more information on service quotes 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 you would like to create a service order from.
- Click on Start > Create Service Order in the menu bar.
- A dialog window is displayed, asking whether you want to convert the quote into an order.
- To confirm, click Yes.
- A dialog window is displayed, asking whether you want to archive the quote.
- To confirm, click Yes.
- A dialog window is displayed, asking whether you want to open the newly created service order.
- To confirm, click Yes.
- The newly created service order is displayed.
- Check all information and add more as needed
You have successfully created a service order from a service quote.