The Item Register and the Service Orders Module
Please refer
here for full details about the Item register.
You should enter separate records to the Item register for every Item that you will repair. You must enter them as Stocked Items and you should mark them as carrying Serial Numbers at Unit or Batch level (using the options on the 'Stock' card). These Item records will already exist if your company repairs the same Items as it sells (in which case you should specify a warranty period in each Item record).
You will also need to enter Item records for time-based services such as labour, which should be
Service Items, and for spare parts. Spare parts should be
Stocked Items if you wish to maintain stock levels for them or
Plain Items otherwise. If they are Stocked Items, you will need to receive them into stock in the usual way using Goods Receipts before you will be able to use them in the repair process.
You can optionally specify a dedicated Service Invoiceable Sales Account and dedicated Service Invoiceable Cost, Service Warranty Cost, Service Contract Cost and Service Goodwill Cost Account fields in your Item or Item Group records. Usually you would do this for the Items that you will use as spare parts and labour in repairs and maintenance.
- Serv. Invoiceable Sales A/C
- Paste Special
Account register, Nominal Ledger/System module
- This field allows you to specify a dedicated Account to be used as the Sales Account when you sell Items in Invoices created from Service Orders.
- When you sell an Item this way, the Service Invoiceable Sales Account will be taken from the Item record or from the Item Group to which the Item belongs, as follows:
- If you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting in the Stock module, the Service Invoiceable Sales Account will be taken from the Item Group to which the Item belongs. If that is blank or the Item does not belong to an Item Group, the Service Invoiceable Sales Account will be taken from the Item record.
- If you are not using the Use Item Groups for Cost Accounts option, the Service Invoiceable Sales Account will be taken from the Item record. If that is blank, the Service Invoiceable Sales Account will be taken from the Item Group to which the Item belongs.
- If you have not specified Service Invoiceable Sales Accounts in the Item record or in the Item Group, then Sales Accounts in Invoices created from Service Orders will be chosen in the same way as in other Invoices i.e. they will be chosen as listed here (but omitting points 2 and 6).
- Serv. Invoiceable Cost A/C, Serv. Warranty Cost A/C, Serv. Contract Cost A/C, Serv. Goodwill Cost A/C
- Paste Special
Account register, Nominal Ledger/System module
- These Accounts will be used in place of the standard Cost Accounts in outgoing cost of sales postings originating from Work Sheets.
- The choice of Service Cost Account will depend on the Item Type specified on flip B of the Work Sheet row. For example, if the Item Type is "Warranty", the Service Warranty Cost Account will be debited. If the Item Type is "Goodwill", the Service Goodwill Cost Account will be debited.
- If you have specified that outgoing cost accounting postings will be made from Invoices with Accruals from Deliveries, it is particularly important that you specify Service Warranty Cost, Service Contract Cost and Service Goodwill Cost Accounts because otherwise costs from Warranty, Contract and Goodwill Work Sheets will not be posted correctly, because these Work Sheets will not be invoiced.
- The Service Cost Account of the appropriate type will be taken from the Item record or from the Item Group to which the Item belongs, as follows:
- If you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting in the Stock module, the Service Cost Account will be taken from the Item Group to which the Item belongs. If that is blank or the Item does not belong to an Item Group, the Service Cost Account will be taken from the Item record.
- If you are not using the Use Item Groups for Cost Accounts option, the Service Cost Account will be taken from the Item record. If that is blank, the Service Cost Account will be taken from the Item Group to which the Item belongs.
- If you have not specified Service Cost Accounts in the Item record or in the Item Group, then Cost Accounts for spare parts and other Stocked Items used in Work Sheets will be chosen in the same way as in other removals from stock (e.g. Deliveries and Invoices) i.e. they will be chosen as described here.
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