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

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 Counter 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 Workshop 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. For 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 or click on Create Order and Send to Dime if you are using Dime.Scheduler for scheduling.
• Confirm the dialog with Yes to open the created service order. 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 changes are saved automatically.
• If needed, also enter the Unit Price Excl. VAT and the Qty. to Ship or Qty. to Invoice into the lines.

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. 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 Start > Create Service 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.