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Service Order Example and Work Flow - Page 3 - Taking Responsibility for Repair Items

This example describes receiving an Item requiring servicing into your workshop. Before doing so, create a Service Order as described here.

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After saving the Service Order, you can receive the Amplifier in to the workshop. This signifies that it is now the company's responsibility. To do this, select 'Service Stock Transaction' from the Create menu (Windows/macOS) or + menu (iOS/Android). This creates a record in the Service Stock Transaction register, which is opened in a new window:

Allocate responsibility for the Amplifier to a member of staff using the Employee field, and enter a quantity of one to the In Qty field in the first row in the grid on the 'Items' card. Using the In Qty field signifies that you have signed the Amplifier in (when you return it to the Customer, you will create a similar Service Stock Transaction with an Out Qty to record that it has left the workshop). You can then mark the Service Stock Transaction as OK, save it and close the window.

In addition or as an alternative to the Service Stock Transaction, if you are subscribing to the Internal Stock module you can create an Items In record to receive the Item that is to be repaired into your workshop or Service Location. The Items In record will add the Item being repaired to your internal stock so you will be able to use the Internal Stock List report in the Internal Stock module to list the Items you currently have in for repair. To do this, go back to the Service Order window and select 'Items In' from the Create or + menu. This creates a record in the Items In register (in the Internal Stock module), which is opened in a new window:

As you created the Items In record from a Service Order and its purpose is therefore to record the signing in of an Item to be repaired, the To Service field will contain the appropriate quantity. If the Item is under warranty, enter the Purchase Date and the Warranty End date on flip B. Mark the record as Accepted and save.

If the Item to be repaired is not one originally sold by your business, the Service Stock Transaction or the Items In record (whichever one you mark as OK or Accepted first) will create a record for the Item/Serial Number in the Known Serial Number register. Warranty information will be copied from an Items In record to the Known Serial Number record. It will not be copied from a Service Stock Transaction but you can add this information to a Known Serial Number record yourself.

Service Order Example and Work Flow:

• Introduction
  

• Linking Items Sold to the Service Orders Module
  

• Entering Service Orders
  

• Taking Responsibility for Repair Items
  

• Instructing Technicians - Raising Work Orders
  

• Labour and Spare Parts - Work Sheets
  

• Creating Purchase Orders for Spare Parts
  

• Work Sheet Transactions
  

• Invoicing
  

• Returning Repair Items to Customers

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Go back to:

• Home page for Service Orders manual
  

• Home page for Standard ERP manual

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