Updated: 20.01.2023

Service Worksheets

This chapter describes how process service worksheets in TRASER DMS 365. It is divided into the following sections:

Service Worksheet Overview

As a service manager or technician, you can quickly and easily access an overview of all service item worksheets for service orders in the system. To view this list, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Worksheets page. This contains the following information:
Column Description
Document No. In this column, the document number of the service order is displayed. Clicking on the document number will not open the service order. Instead, the worksheet for the respective service order line will be opened.
Description In this column, the description of the service order is displayed.
Work Type Code In this column, the work type code is displayed.
Service Item No. In this column, the service item number is displayed. Clicking on the service item number will open the service item card.
Serial No. In this column, the serial number of the service item is displayed.
Vendor Item No. In this column, the vendor item number is displayed. This number is used to manage the item in the vendor's system.
Repair Status Code In this column, the repair status code is displayed. The status code provides insight into the current status of the service order.
Customer No. In this column, the number of the customer is displayed. The customer number is relevant for later invoicing.
Responsibility Center Code In this column, the responsibility center is displayed. The responsibility center codes provides insight into e.g. the area of responsibility of your company departments that the worksheet belongs to.
Service Item Group Code In this column, the service item group code is displayed.
License Plate Number This column shows the license plate of the service item connected to the selected service item worksheet. You can find more information on this in the License Plates section.
Warranty This checkbox indicates whether the services in the service item worksheet are covered by warranty. You can find more information on this in the Warranty chapter.
Service Price Group Code In this column, the service item group code is displayed.
Fault Area Code In this column, the fault area code is displayed.
Symptom Code In this column, the symptom code is displayed.
Fault Code In this column, the code of the fault is displayed.
Resolution Code In this column, the code of the resolution is displayed.
Priority In this column, the priority of the service order/service item worksheet is displayed.
No. of Previous Services In this column, the number of previous services is displayed. Click on the number to get an overview of the previously performed service orders (posted service shipment item lines).
Amount In this column, the amount for the respective service order line or the amount for the service item worksheet is displayed.
Amount incl. VAT In this column, the amount incl. VAT for the respective service order line or the amount incl. VAT for the service item worksheet is displayed.
  • In addition to the data mentioned above, you can get more information in the FactBox area, which can be accessed via ALT+F2. The FactBox area contains the following information:
Area Description
Resolution Comments This area shows the resolution comments.
Fault Comments This area shows the fault comments.
Internal Comments This area shows the internal comments.

You have successfully accessed the service item worksheet overview.

Opening a Service Order via the Service Item Worksheet List

This section describes how to open a service order via the Worksheets overview.
To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • From the displayed list, select the worksheet assigned to the service order you want to open. The service orders that are linked to the worksheet are displayed in the Document No. column.

Note

Selecting a number in the Document No. column will not open the service order, but the service item worksheet assigned to the respective service item or service order line.

  • Click on Order > Open Service Order in the menu bar.
  • The service order is displayed.

You have successfully opened a service order via the Worksheets page.

Filling in Worksheets

This section describes how to add service lines to a worksheet and how to fill them in. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • Select the desired worksheet.
  • Navigate to the Lines FastTab.
  • Enter here the Items, Resources, Costs and/or G/L Accounts required for the service and fill in the fields as needed according to the following table:
Field Description
Hide Line Activate the checkbox if the line should be hidden in prints.
Page Break Activate the checkbox if a page break should be included for this line in prints.
Bold Activate the checkbox if the line should be displayed in bold in prints.
Italic Activate the checkbox if the line should be displayed in italic in prints.
Underline Activate the checkbox if the line should be underlined in prints.
Type Specify if the line contains an Item, Resource, Cost or G/L Account. Only Item and Resource may be selected for internal invoicing.
No. Select the desired number depending on the Type of the service line.
Vendor Item No. This field specifies the number that the vendor uses for an Item. It is automatically filled in by the system once you select an item number in the No. column.
P/S/I This field specifies if a substitution (S), an interchangeable substitution (I), a previous substitution (P) or all three (S/I/P) are available for the current line. It is automatically filled in by the system once you select an item number in the No. column.
Fulfillment Status This field displays the fulfillment status of the current line if Item was selected in the Type column. It is automatically filled in by the system once you select an item number in the No. column.
Item Reference No. You can optionally enter a referenced item number in this field.
Description This field contains the description of an item, a resource or costs. It is automatically filled in by the system once you select a corresponding number in the No. column.
Purchasing Code Enter here the desired purchasing code, e.g. DIREKT.
Drop Shipment This checkbox is automatically activated by the system if you selected direct shipment in the Purchasing Code column.
Purchase Order No. You can optionally enter a purchasing order number in this field.
Purchase Order Line No. You can optionally enter a purchasing order line number in this field.
Location Code Use this field to enter the location code of an item.
Bin Code Use this field to enter the bin code of an item.
Unused Parts This checkbox is automatically activated by the system if unused parts exist.
Unit of Measure Code This field displays the base unit of measure code of the selected item or resource.
Quantity Enter here the quantity of the item units, resource hours or costs.
Reason for Change You can optionally enter a reason for changing the service hours in this field, to better understand changes.
oc Quantity This field is only relevant when working with orderbase Time Management and displays the quantity of item units, resource hours or costs.
oc Dif. This field is only relevant when working with orderbase Time Management and displays if there is a difference between the Quantity and oc Quantity fields.
oc Time Management This field is only relevant when working with orderbase Time Management relevant and displays resource hours.
oc Factor This field is only relevant when working with orderbase Time Management and displays the oc factor.
oc Balance Group Label This field is only relevant when working with orderbase Time Management and displays the description of the work type.
oc Time of Supply This field is only relevant when working with orderbase Time Management and displays the time of supply.
Qty. to Ship Enter the item or resource quantity to be shipped in this field.
Qty. to Invoice Enter the item, resource, cost or G/L account payment quantity to be invoiced in this field.
Fault Reason Code You can optionally enter a fault reason code in this field.
Fault Area Code You can optionally enter a fault area code in this field.
Symptom Code You can optionally enter a symptom code in this field.
Fault Code You can optionally enter a fault code in this field.
Resolution Code You can optionally enter a resolution code in this field.
Unit Price Excl. VAT Enter the unit price excluding VAT of an item or resource in this field. It is automatically filled in by the system once you select an item or resource number in the No. column.
Price Factor This field displays the price factor by which the line amount is divided and is automatically filled with 1 by the system.
Unit Cost This field displays the unit cost of the item or resource. It is automatically filled in by the system once you select an item or resource number in the No. column.
Unit Cost (Margin Calculation) This field displays the item unit costs that are used to calculate the margin. It is automatically filled in by the system once you select an item number in the No. column.
No Payment Discount Activate this checkbox, if the payment discount shall not be applied to this line.
Line Discount % This field displays the percentage of the line discount, if a line discount was granted. You can change its value manually. The value in the Line Discount Amount field is automatically adjusted.
Line Discount Amount This field displays the line discount amount, if a line discount was granted. You can change its value manually. The value in the Line Discount % field is automatically adjusted.
Line Discount Type This field displays the type of the line discount, if a line discount was granted.
Line Amount Excl. VAT This field displays the type of the line amount, if a line discount was granted.
Inflation Surcharge (%) This field displays the inflation surcharge in percent.
Subtotal Amount This field displays the subtotal amount of the line amount.
Margin % This field displays the percentage of the margin, which is calculated based on the unit cost price as well as granted discounts.
Sum Gross Weight This field displays the summed up gross weight of the items in this line, if a grossed weight was stored on the item.
Salesperson Code Use this field to enter the name of the vendor that has been assigned to the customer.
Exclude Warranty Activate this checkbox, if a warranty discount shall be excluded for this line.
Exclude Contract Discount Activate this checkbox, if a contract discount shall be excluded for items, resources or costs in this line.
Warranty This checkbox is automatically activated by the system if a warranty discount is available for items or resources in this line.
Labor This checkbox is automatically activated by the system if the line contains a resource with the Labor value.
Fix Price allowed Activate this checkbox, if a fix price shall be allowed for this line.
Contract No. Enter here the contract number, if the service order originates from a service contract.
Planned Delivery Date Enter here the planned delivery date to the address of the customer.
Needed by Date Enter here the date on which an item or resource has to be available for a service order.
Used Parts Tax Activate this checkbox, if the line is a used parts tax line.
Maintenance Contract No. You can enter a corresponding maintenance contract number in this field.
Maintenance Contract Line No. You can enter a corresponding maintenance contract line number in this field.
Warranty Claim No. You can enter a corresponding warranty claim number in this field.

You have successfully filled in the service lines of a worksheet.

Uploading Files via Worksheet

You can attach files to a service document via the worksheet. To do so, please proceed as follows:

Note

If the Activate toggle switch on the Azure Blob Storage Setup page is not activated for certain file types, they cannot be uploaded as media files. More information on this can be found here.

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • Select the desired worksheet.
  • Navigate to the Media Files FastTab.
  • Click on the action field under the tab heading.
  • Click on Upload File.
  • Upload the desired file using drag & drop or via the explorer. Your changes are saved automatically.

You have successfully attached a file to a service document.

Adding Checklists to a Service Item via Worksheet

You can add checklists to a service item worksheet. To do so, please proceed as follows:

Note

When printing worksheets, you can attach the linked checklists to the print. To do so, activate the Print Checklists toggle switch in the Checklist tab when printing the worksheet.

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • Select the worksheet you would like to add a checklist to.
  • Click on Related > Checklists in the menu bar.
  • Click on New > New in the menu bar of the Checklists page.
  • Select the desired checklist template in the Template No. field.
  • Confirm the dialog box to open the newly created checklist.
  • Edit the checklist as required. Your changes are saved automatically.

You have successfully added a checklist to a service item worksheet.

Printing Worksheets

You can print a worksheet as a report. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • Select the worksheet you want to print.
  • Click on Actions > Other > Print... in the menu bar.
  • The Print Wizard is displayed.
  • Customize the other settings as needed.
  • Click on Print to print the worksheet.
  • Make further printer settings as needed.

You have successfully printed a worksheet.

Moving Worksheets

You can move worksheets from an existing service order to a new service order. In doing so, information such as the responsibility center, service order type, booking groups, prices and order-type-specific information will be transferred.

To move a worksheet, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Orders page.
  • Open the service order from which you want to move the worksheet.
  • Navigate to the Lines FastTab.
  • Click on Line > Move Worksheet to a new Service Order in the menu bar.
  • In the Service Order Types dialog, select the service order type of the new service order.
  • The newly created service order is displayed.
  • Fill in the service order as usual.

You have successfully moved a worksheet to a new service order.

Changing the Repair Status of multiple Worksheets

You can change the repair status of multiple worksheets simultaneously in the overview. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Worksheets page.
  • Select all worksheets of which you want to change the repair status.
  • Click on Actions > Functions > your desired repair status in the menu bar.
    • You can select Set to in Process, Set to on Hold or Set to finished.
  • The repair status of the selected worksheets has been changed.

You have successfully changed the repair status of multiple worksheets simultaneously.