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.

Creating a Service Order

To create a service order, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Items.
  • The page Service Items is displayed.
  • Select the service item for which you want to create a service order.
  • Select Actions > New Service Order from the menu bar.

Note

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 fields Customer No., Customer Name, Bill-to Customer No. and Bill-to Customer Name 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.
  • To confirm, please click on Yes.
  • The newly created Service Order is displayed.
  • Information as for example the Customer No., the Contact No., as well as the Service Item No. has already been transferred into the respective fields from the service item.
  • Click on the register Fault Comments > Edit.
  • The page Edit - Notepad is displayed.
  • Enter the problem of the service item to be fixed here.
  • Click Close to confirm the details.
  • Complete the remaining fields on the registers as desired.
  • Navigate to the Lines register.
  • Select Line > Worksheet from the menu bar in the Lines register.
  • The page Edit - Worksheet is displayed.
  • The fields of the General register have automatically been filled with the information of the service item by the system.
  • Complete the remaining fields of the General register as desired.
  • Navigate to the Lines register.
  • Enter here the required items, resources, costs and/or G/L accounts for the service.
  • Your changes will be saved automatically.

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 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) in TRASER DMS 365 to find the page Service Quotes.
  • The page Service Quotes is displayed.
  • Select the service quote you would like to create a service order from.
  • The page Service Quote is displayed.
  • Click on Home > Make 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.
  • Depending on the setup, another dialog window is displayed asking whether you want to archive the quote.
  • Select the desired option.
  • The quote is created. A dialog window is displayed asking whether you want to open the new service order.
  • To confirm, please click on Yes.
  • The page Service Orders is displayed.
  • Check all details and add more as required.

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

Posting Service Orders

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) in TRASER DMS 365 to find the page Service Orders.
  • The Service Orders page is displayed.
  • Select the open service order you would like to post.
  • The page Service Orders is displayed.
  • Click on the register Resolution Comments > Edit.
  • The page Edit - Notepad is displayed.
  • Enter here how and which faults from the fault comments were resolved.
  • Click Close to confirm the details.
  • Navigate to the Lines register.
  • Select Line > Worksheet from the menu bar in the Lines register.
  • The page Edit - Worksheet is displayed.
  • Navigate to the Lines register.
  • Here, adjust the actually required items, resources, costs and/or G/L accounts for the service.
  • Enter here also the personell and the working hours.
  • Navigate to the General register.
  • Click on the Repair Status Code field and set it to Done.

Note

If the spare parts for the service order are not in stock, set the repair status code to Waiting for Spare Parts and order the required spare parts.
For more information on purchase orders, go here.

  • Close the Edit - Worksheet page.
  • The page Service Orders is displayed.
  • Click Home > Post in the menu bar.
  • A dialog window is displayed.
  • Select the fitting option. In this example, select Ship and Invoice.
  • Click OK to confirm your selection.
  • A dialog windowis displayed asking whether you want to open the created invoice.
  • To confirm, please click on Yes.
  • The Posted Service Invoices page is displayed.
    Click Print/Send > Print in the menu bar.
  • The Print Wizard is displayed.
  • Customize the settings of the Options register 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.