With the Service Order module, you can record service requests such as repairs in xentral and either put the affected article back into storage or send it back to the customer. In the Service Order module, you can book the materials and/or labor for this service, and also log the times of the employees.
App Center > Service Order
Under App Center > Service Order all created service orders are displayed.
In the filter area you can filter according to the status of the service order. You create the various statuses beforehand in the Settings tab. You can find more information on this in the next section.
The individually created filters are then available to you. By checking one or more filters, you can filter the overview of the service orders according to the status associated with these orders.
In the Settings tab you can select different options for the service order.
You can define different statuses, which can then be marked in the service order itself and also serve as filters in the overview.
To do this, fill in the following fields:
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Name: Enter the name of the status. This then appears as a filter in the overview interface
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Description: Give a detailed description of the status
Finally click on Save.
If you have successfully created a status, you will find a barcode icon behind each status line. When you click on this, the code will be downloaded.
Within the Settings area in the Settings tab you can define different settings, i.e. for files and labels.
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Next service order number: The number range for service order receipts
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Copy files to offer: When continuing a service order as an offer, the files from the service order are copied to the offer (preselected option)
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Transfer files to the order: When continuing a service order as an order, the files from the service order are transferred to the order (preselected option)
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Transfer files to delivery note: When continuing a service order as a delivery note, the files from the service order are transferred to the delivery note (preselected option)
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Copy files to invoice: When continuing a service order as an invoice, the files from the service order are copied to the invoice (preselected option)
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Extended controlling functions: In the article table of a service order additional columns are displayed to see in how many receipts the article is available, as well as the stock quantity.
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Show sales prices on service order receipt: It shows the following additional columns in the service order: VAT, unit price, total price
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Label for goods receipt: When a service order is created based on the goods receipt, you can set a special label to be printed
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Label printer: The label printer to be used for the service order label
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Pre-populate activity: If a given time is booked on a service order via the “Start time recording” button, the “Activity” field is pre-populated with the value
A click on the All Status Barcodes button downloads all the statuses entered under Overview with barcodes as PDF.
There are two ways to create a service order. You can create one either through goods receipt or via the module.
You can accept a shipment from the customer via Fulfillment > Goods Receipt > Parcel Acceptance. It is important to activate the checkmark for Create service order.
You complete the process with Store items.
Via App Center > Service Order > +NEW you can create a new service order. A new interface appears.
Details
Here you can enter various information about the customer and the service order.
You can fill in the following fields:
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Customer: Enter the customer of the service order or select a created customer using the "magnifying glass" icon
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Date: Enter the date of the service order
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Project: Select a project from the drop-down menu
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Processor: Optionally enter a processor of the service order or select an already created employee via the "magnifying glass" icon
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Completion by: Optionally, enter a completion date for the service order
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Priority: By ticking this box, you prioritize this service order
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Your order number: Enter the order number from your xentral
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Cost center: Enter the cost center
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Ls no. From the customer: Enter the ls.no. of the customer entered above
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Process / reference: optionally enter a process
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Planned duration: Enter the planned duration in h
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Contact person: Enter the contact person on the customer side or select one using the "magnifying glass" icon
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Order: Enter the order number or select one using the "magnifying glass" icon
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Customer pays extra: by ticking the box, you activate the customer's extra payment
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Subject: Enter the subject of the service order
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Free field: Optionally, enter further comments in the free field
In the Actions and Status areas on the right, you can carry out various functions in the service order.
For the actions you can choose from four different buttons:
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Start time recording: It starts time recording for the service order. The button changes after clicking on “Stop time recording”. By clicking you can start recording time for the customer
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Time recording: It opens a popup to enter the time manually
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Article: Option to add an article to the service order. A popup appears
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Print labels: It prints an article label for all articles that have been entered as “Goods receipt” in the service order
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Status: Here you can change the status of the service order. These statuses are created in the settings in the service order overview
You can fill out the following fields in the popup for the Article action:
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Article number: Enter the article number manually or use the "magnifying glass" icon to select a number from the list that shows the article numbers that have already been created in the system
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Type: Select the type of article from the drop-down menu, goods receipt, material and service are available
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Quantity: Enter the quantity of the item that is required in the service order
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Purchase price: Either enter the purchase price manually or use the field filled out in front if you have already selected an article number from the list
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VK: Either enter the retail price manually or use the field filled out in front if you have already selected an item number from the list
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Outsource from: Enter a warehouse manually or use the "magnifying glass" icon to select a warehouse from the list from which you want to outsource the item for the service order
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Comment: Optionally, enter a comment
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Show in receipt: If you check this item, this item will be displayed in the receipt
Finally click on Save.
Serial numbers
Serial numbers are taken into account in the service order when a serial number item is added manually or requested from you:
By clicking on Use assistant, these fields appear, which you can also fill out:
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Start: Enter the starting number of the serial number
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Number of consecutive NVEs: Enter the number of consecutive NVEs
Finally, click on Create Serial Numbers Now.
When transferring the serial numbers from the service order to a delivery note or an invoice via the action menu, the serial numbers are passed on.
You can also link the status you previously specified in the settings to this service order by ticking the desired status.
Under the item filter or the product table you can see all products that you have previously entered via the article action.
You can filter these articles by incoming goods, material or service, depending on which type you have previously selected for the respective article in the Article action.
Selecting an action
Here you can select the products from the product table and then perform one of the following actions in the dropdown menu in the Bulk Batch Processing area.
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Create invoice: It creates an invoice from the service order
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Return delivery to the customer (delivery note): It creates a delivery note for the customer from the service order
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Create transfer for repair to supplier (delivery note): It creates a delivery note for the supplier from the service order
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Create quote: It creates a quote for the customer from the service order
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Create pickup order: It creates an order for the customer from the service order
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Outsource items: Remove articles from stock via the service order (also parts lists)
If you have selected Outsource items as the action and clicked the Create button on the right, the following overview appears, in which you enter the quantity to be outsourced and the warehouse:
When you have entered all of your details, click on Outsource.
If you have selected Create invoice as the action and clicked the Create button on the right, the following overview will appear:
This offers you the option to include files from the service order as an attachment in the invoice. If you tick this, the files belonging to the service order will be added to the attachment of the associated invoice and can also be viewed from there.
When you have completed all of the entries, click on create.
Accordion menu on the right side
On the lower right side you will find an accordion menu in which you can choose different actions:
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Time recording: Overview of the booked times
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Add photo: A photo can be added to the service order. On mobile devices, this activates the camera
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Files: All files of the service order are displayed here
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Receipts: Receipts created via the service order are displayed here
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Logbook: Logbook entries are displayed here
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Service Order PDF: Preview of the PDF of the service order
In the logbook, you can record the work steps required for service.
You can use the search field to search in the created logbook entries. In the menu column you can edit the entry using the pencil icon and delete the entry using the cross icon.
To create a new entry click on the New entry button
Fill in the following fields:
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Subject: Enter the reason for the logbook entry
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Text: Enter further information
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Editor: Enter the editor manually or select him from the list that then appears using the "magnifying glass" icon
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Date: Select the date from the calendar
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Repair report: by checking this box, you make it clear that it is a repair report
Finally click on Save.
In the tab Different addresses you can define a different billing address and a different delivery address for the service order. To do this, tick the fields Different delivery address and Different billing address:
Fill in the following fields:
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Name: Fill in the name
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Title: This field is optional. Enter the title that corresponds to the previously entered name
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Contact person: This field is optional. Enter the contact person
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Department: This field is optional. Enter the department
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Subsection: This field is optional. Enter the subdivision here
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Additional address: If necessary, enter the additional address here
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Street: Enter the street
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ZIP / City: Enter the ZIP and the associated location
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Country: Select the country from the drop-down menu
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GLN: This field is optional. Enter the GLN
Finally click on the save button above the fields.
Optionally, you can provide further information by either clicking on the delivery address, contact person or from master data and entering all the necessary information in the fields that then appear.
In the Files tab you can save images, PDFs, etc. for the service order.
In the Overview sub-tab you can see all files that have already been created in an overview.
In the menu column you can edit the entry using the pencil icon, download the entry using the arrow icon and delete it using the cross icon.
With Create Zip you can create a zip file from all the files available. With Open collective PDF you can combine and open all entries in the overview as a collective PDF.
In the Create new file sub-tab, you can add another file to the service order.
Here you have two options:
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Select a file and drag and drop it into the Insert files here box
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Click the Choose File button, then choose a file.
Optionally enter the following information:
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Title: Enter the title of the file, which will then also appear in the overview
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Description: Enter a description of the file
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Keyword: Select a keyword from the drop-down menu
Finally click on Save in the lower right corner.