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This text refers to program version 8.5  

Create Menu - Service Order - Work Sheet

This page describes the 'Work Sheet' function on the Create menu in the Service Order record window. If you are using iOS or Android, the 'Work Sheet' function is on the + menu.

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The Work Sheet is the mechanism by which the time spent and the spare parts used in a repair are registered against a Service Order. You can enter Work Sheets directly to the Work Sheet register or you can generate them from a Work Order or a Service Order. If you need to quote a Customer for a repair, you can create a Quotation from a Service Order and then create the Work Sheet from the Quotation.

A typical workflow might be for the Person carrying out the repair work to create Work Sheets from Work Orders as they work, in order to record the spare parts and the labour that they have used. However, there may be occasions when you need to create Work Sheets directly from Service Orders, bypassing the Work Order. If so, open the Service Order in a record window and select 'Work Sheet' from the Create menu (Windows/macOS) or + menu (iOS/Android).

When you select this function, a new record will be created in the Work Sheet register and opened immediately in a window entitled 'Work Sheet: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Customer information will already be completed, copied from the Service Order, and the current user's Signature will be placed in the Employee field. The 'Items' card will be empty: list here the Items for labour and any spare parts that you will use or have used to complete the repair.

On flip B, you should relate each Work Sheet row to the item of equipment being repaired (known as the "Main" item), i.e. to an item on the Service Order. If there is only one item on the Service Order, this will be done automatically. Otherwise, you should do this by specifying the Serial Number of the Main Item in the Main Serial No field. You can use 'Paste Special' to open a selection list showing the Serial Numbers of Main Items on the Service Order. Once you have done this, the Item Type (warranty status or otherwise) will be brought in automatically from the connected row in the Service Order, but you can change it in an individual Work Sheet.

If the spare parts specified on the Work Sheet are not in stock, you can create a Purchase Order from the Work Sheet by selecting 'Purchase Order' from the Create menu.

When you have carried out the work, mark the Work Sheet as OK and save. Work Sheet Transaction records will be created (one for each Work Sheet row). These Work Sheet Transactions will be used to construct the eventual Invoice for the time spent and spare parts used. If the Update Stock box on the 'Date' card of the Work Sheet is ticked, stock levels of any Stocked Items (i.e. spare parts) will be amended. If you have determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Work Sheets setting that Cost of Sales transactions are to be created from Work Sheets (i.e. if you are maintaining a stock valuation in the Nominal Ledger), a stock Transaction in the Nominal Ledger will also be raised if you have used any Stocked Items in the Work Sheet.

There is no limit to the number of Work Sheets that can be created from a particular Service Order, but you cannot create Work Sheets from Service Orders that you have marked as Completed. Also, the function will not create a Work Sheet if there is no valid record in the Number Series - Work Sheets setting. This problem will usually occur at the beginning of a new year.

The Service Order and the Work Sheet will be connected to each other through the Link Manager facility. This allows you to open the Service Order quickly and easily when reviewing the Work Sheet, and to open the Work Sheet from the Service Order.

If you need to prevent particular users from creating Work Sheets from Service Orders, assign them to Access Groups in which you have granted Full access to the 'Disallow Work Sheets from Service Order' Action.

For a full description of the Work Sheet register, please refer here.

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The Service Order register in Standard ERP:

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