Service Orders

You have the option of creating 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 page is divided into the following sections:

• Creating a Service Order
• Creating a Service Order from a Service Quote
• Splitting Service Order
• Posting a Service Order
• Accessing Resource Statistics Page

Creating a Service Order

To create a service order, please proceed as follows:

• Use the quick search (ALT+Q) to find the page Service Items.
• Open the service item for which you would like to create a service order.
• Select Actions > New Service Order from the menu bar. If the Actions buttom is not displayed, click on More Options in the menu bar.
• In the Service Wizard, select the desired order type in the Order Type field.
• The fields Customer No., Customer Name, Bill-to Customer No., and Bill-to Customer Name are automatically filled according to the data stored for the service item.
• Click OK to confirm the details.
• A dialog is displayed asking whether you want to open the created order. To confirm, click on Yes.
• The new service order is displayed.
• Certain information such as the Customer No., the Contact No., as well as the Service Item No. has already been transferred from the service item into the respective fields of the service order.
• In the Fault Comments FactBox, click on Edit to enter the fault comments to the service case.
• Navigate to the Lines FastTab.
• Fill in the columns as needed. If you are working with orderbase Time Management, ensure that the column oc Service Order is filled in. This is essential to enable the recording of times via orderbase Time Management for the service order.

Note

If required, you can enter more service items here. Proceed as follows:

• In the menu bar of the Lines FastTab, click on the selection field in the Service Item No. field.
• Select one or multiple service items from the list.
• Confirm your selection by clicking OK.

• In the menu bar of the Lines FastTab, click on Line > Worksheet to open the worksheet.
• The fields of the General FastTab have automatically been filled with the information of the service item and the service order.
• Complete the remaining fields of the General FastTab as required.

• Navigate to the Lines FastTab.
• Enter the required Items, Resources, Costs and/or G/L accounts for the service into the lines.
• If required, also enter the Unit Price Excl. VAT and the Qty. to Ship as well as Qty. to Invoice into the lines.
• Your changes will be saved automatically.

• If you wish, you can also print the worksheet. To do so, click on Start > Print... in the menu bar of the worksheet.
• You have various setting options in the print wizard. Customize these as required. For example, you have the option of activating the Ignore Labor Grouping toggle switch to hide this information on the printout. You can also activate the Print work type description instead of resource description toggle switch if you prefer the work type description to be displayed on the printout.
• Then, click on Preview to display a preview of the printed worksheet or click on Print to print the worksheet.
• You can also send the worksheet online via Send to....

You have successfully created a service order with a corresponding worksheet.

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 page Service Quotes.
• Open 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, please click on Yes.
• Another dialog window is displayed asking whether you want to open the new service order.
• To confirm, please click on Yes.
• The new service order is displayed.
• Check all details and add more as required.

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

Splitting Service Order

In TRASER DMS 365, you have the option of splitting a service order into two orders. This can be useful if, for example, you want to create an internal and external invoice for the service order. To split a service order, proceed as follows:

• Use the quick search (ALT+Q) to find the page Service Orders.
• Open the service order that you would like to split.
• Click on Order > Split Order... in the menu bar.
• The Splitting Wizard is displayed.
• In the Order Type field, enter the service order type for the new service order.
• Activate the Recalculate Lines toggle switch so that the lines are recalculated and correctly inserted into the new service order.
• Optional Activate the Include Comments toggle switch if you want service faults, solutions or internal comments to be inserted into the new service order.
• Then, click Next.
• Activate the Split Order checkbox for the lines that should be included in the new service order.
• In the Split Order Quantity field, enter the quantity for the lines that should be included in the new service order. If you activate the Split Order checkbox and do not adjust the order quantity, the entire quantity will be transferred to the new service order.
• Then, click Finish.
• A dialog window is displayed in which you can specify whether you want to open the newly created service order. Confirm the dialog window with Yes.
• The newly created service order is displayed. The lines that you have transferred from the old service order are displayed in the Lines FastTab. These lines have also been removed from the original service order.

You have successfully split a service order into two service orders.

Posting a Service Order

Once you have created a service order, you can post it and create and print an invoice. Please proceed as follows:

• Use the quick search (ALT+Q) to find the page Service Orders.
• Open the service oder you would like to post.
• Click on Edit in the Resolution FactBox tab.
• Enter here how the issues from the fault comments were addressed and resolved.
• Click Close to confirm your information.
• Navigate to the Lines FastTab.
• Select Line > Worksheet from the menu bar in the Lines FastTab.
• On the worksheet, navigate to the Lines FastTab.
• Adjust the Items, Resources, Costs and/or G/L accounts that were actually needed for the service.
• Also enter the personnel and the working hours.
• Navigate to the General FastTab.
• Click on the Repair Status Code field and set it to Done.

• If you wish, you can also print the worksheet. To do so, click on Start > Print... in the menu bar of the worksheet.
• You have various setting options in the print wizard. Customize these as required. For example, you have the option of activating the Ignore Labor Grouping toggle switch to hide this information on the printout. You can also activate the Print work type description instead of resource description toggle switch if you prefer the work type description to be displayed on the printout.
• Then, click on Preview to display a preview of the printed worksheet or click on Print to print the worksheet.
• You can also send the worksheet online via Send to....
• Close the Edit - Worksheet page.
• In the service order, click on Start > Post in the menu bar.
• A dialog window is displayed.
• Select the right option for your process. In this example, select Ship and Invoice.
• Click OK to confirm your selection.
• A dialog window is displayed asking whether you want to open the created invoice.
• To confirm, click on Yes.
• Click Print/Send > Print... in the menu bar.
• The Print Wizard is displayed.
• Customize the settings in the Options FastTab as required.
• Click Print to print the invoice.
• Now make further printer settings as usual.

You have successfully posted a service order and printed the associated invoice.

Accessing Resource Statistics Page

To keep an overview of the type and number of services in a service order, you can access the resource statistics page. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the page Service Orders.
• Open a service order.
• Navigate to the Lines FastTab in the open service order.
• Click on Order > Resource Statistics in the menu bar of the Lines FastTab.
• The Resource Statistics page is displayed. The page provides an overview of the type and number of services performed and the resources involved.

You have successfully opened the resource statistics page.