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This text refers to program version 8.5  

Introduction to the Service Order Register

All work carried out in the Service Orders module has its roots in the Service Order register. As soon as you accept a repair job, you should enter a record to this register that lists the Items to be repaired together with the work required. The job can be in-house or on the Customer's premises. From this Service Order record, you can sign the repair items in to the workshop (in the case of an in-house repair), inform a technician of the work required, raise an Invoice for the work and finally sign the repair items out of the workshop and hand them back to the Customer.

You can enter Service Orders directly to the Service Order register, and they can also be generated automatically from Activities. The second option is controlled by the Activity Consequences setting in the CRM module.

To open the Service Orders register, first ensure you are in the Service Orders module. Then, if you are using Windows or macOS, click the [Registers] button in the Navigation Centre and double-click 'Service Orders' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Service Orders' in the 'Registers' list.

The 'Service Orders: Browse' window will be opened, listing that Service Orders that you have already entered.

The Word column will contain a "√" if at least one Work Order has been created from a Service Order. The WS column will be blank for Service Orders with no connected Work Sheets, or will show "√" when a Service Order has at least one Work Sheet that has been marked as OK and "-" when at least one Work Sheet has been created but none have been marked as OK yet. The Invd column will contain a "√" if at least one Invoice has been created from a Service Order or if a Service Order is not invoiceable (all Items are under Warranty or Contract).

If you are using Windows or macOS, you can change the sort order by clicking on the column headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To search for a particular Service Order, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top of the window (in the top right-hand corner if you are using Windows/macOS) and press the Return key (macOS) or Search (iOS/Android). The first record containing a match for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for a particular Customer Name, sort by Name before entering a Customer Name (or the first few characters) in the Search field.

If you are using Windows or macOS, there will be three buttons in the top left-hand corner of the 'Service Orders: Browse' window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, macOS on the right):

Lists all Service Orders.

Lists Service Orders belonging to members of the same Sales Group as the current user (i.e. Service Orders in which the Salesman belongs to the same Sales Group as the current user).

Lists Service Orders belonging to the current user (i.e. Service Orders where the Salesman field contains the Signature of the current user).
You can also prevent a user from seeing all Service Orders in the list by restricting their view to their own Service Orders or to those of their Sales Group.

Please refer to the page describing the 'Access' card in the Person register for full details about the Limited Access feature.

Please refer to the following pages for more details about the Service Order register in Standard ERP:

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