Entering a Service Order - Header
This page describes the fields in the Header in the Service Order record window. Please follow the links below for descriptions of the other cards:
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- No.
- Paste Special
Select from another Number Series
- The Service Order Number is the unique identifying number of each Service Order. In a new Service Order record, the default will be chosen as follows:
- It will be taken from the first valid row in the Number Series - Service Orders setting.
- It will be the next number following on from the last Service Order entered.
- You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Service Orders setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Service Order if its Number does not belong to a valid number sequence. A valid number sequence is one for the period in which the Order Date of the Service Order falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year.
- If you are working in a multi-user system, the Service Order Number will be assigned when you save the Service Order for the first time, chosen as described above and providing you have not already specified a number yourself.
- Customer
- Paste Special
Customers in Contact register
- Enter the Contact Number of the Customer or use the 'Paste Special' function. When you move to the next field, the Customer's name, address and other information will be entered into the appropriate fields.
- If the Item being repaired is one originally sold by your business and if you are using the Update Known Serial Number Register option in the Stock Settings setting, you do not need to enter a Customer Number. Instead, you can enter the Item's Serial Number in the Serial No. field in the first row on the 'Items' card, the Customer Number and Name (and Item Number and Name) will then be brought in from the Known Serial Number register automatically. You can change any of these details if the Item has been sold on.
- Name
- The Customer Name will be placed here automatically after you have entered the Customer Number above.
- Completed
- When you have finished working on a Service Order and you have returned the Items concerned to the Customer, you should mark the Service Order as Completed.
- You will not be able to mark a Service Order as Completed until you have marked all connected Work Orders as Finished or Cancelled, all connected Work Sheets as OK and all connected Activities as Done.
- After marking a Service Order as Completed and saving, you will not be able to create additional , Work Sheets or Quotations from the Service Order. You can choose to include or exclude Completed Service Orders from the Service Order Journal report.
- You can use Access Groups to prevent certain users from marking Service Orders as Completed. To do this, deny them access to the 'Complete Service Orders' Action.
- If a Service Order was created automatically from a Rental Item Inspection record in the Rental module, marking the Service Order as Completed and saving will cause a second Rental Item Inspection record to be created. A Service Order will be created automatically from a Rental Item Inspection record when you save it after marking it as OK and if the Create Service Order option is ticked in the Inspection Status record representing the Result in the Rental Item Inspection.
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The Service Order register in Standard ERP:
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