Table of Contents

Service Documents

Service documents are used to execute and support customer orders for work and/or services.

Settings

Before working with service documents, check the settings on the Service Management Setup, Service Contract Setup, Service Order Status Setup pages and complete the Service Order Types directory. To make Service orders in the system, in addition to the standard Customer Agreement, you must create a customer's Service Contract. When you receive service items that you want to register as service items, you can create them as service items directly in the lines of the Service Order or Service Quote document or through the Service Items directory.

Creating a document

To create a Service Order:

  1. Click Search which opens the Search function and enter Service Orders.
  2. Click the appropriate link and use the New button to add a new Service Order.

Alternatively, you can create a new order using the Make Order button in the Service Quote document. The newly created document is filled according to the customer's request for repairing or maintenance of service items. When you create a Service Order from a Service Quote, most fields of the document are filled in automatically. When you create a quotation-independent order, the system populates the fields with data for the selected customer if it already exists in the system at the time of creation.

  1. Select values for the Service Order Type and Service Contract No fields in the document. To create a new Service Contract, click Search and enter Service Contracts. On the list of the contracts that opens, create a new card of the new customer's Service contract via the New button.
  2. In the lines, select the Service item from the directory or create it directly in the lines.

Note The Service contract in its essence can be either one of the conditions of the Customer Agreement or an independent contract. In either case, create separate cards in Customer Agreements and Service Contracts. Whether Agreement No. is required depends on Agreement Posting on the customer card: with Mandatory, the field must be filled in; with No Agreement, it must be left blank; and with Optional, you can fill it in as needed. The Agreement No. field can be filled in automatically on the document if the customer has a default agreement. When an agreement is selected manually, it must be active, and its expiration date must not be earlier than the service document's posting date.

You can create a Service Invoice from the Service Invoices list by adding a new document using the New button, from the Service Order document by posting this order, or from the Service Contract card using the Create Service Invoice button.

Document Reversal

The reversal document for service transactions is the Service Credit Memo document. There are two ways to create a Service Credit Memo:

  1. From the list of Service Credit Memos by adding a new document using the New button.
  2. From the card of the Service Contract under the Create Service Credit Memo button.

Note To create a Service Invoice and/or a Service Credit Memo from the Service Contract card, the status of such a contract must be Signed.

In documents related to service operations, the sequence of transfer of data related to service order signatories in the posting process to the documents is stored. In the service sales documents Service Order, Service Invoice, Service Credit Memo, you can select the signatories by executing the selection sequence Related > Order|Invoice|Credit Memo > Employee Signatures.

Set up default signatures for service documents

The system allows you to set up default signatures for service documents. To do this, click Search which opens the Search function and enter Default Signature Setup, click the appropriate link. Through the New button, add a new record. For the Table ID field, select the object of the required document. For service documents, this is table ID 5900 Service Header. Through the interactive value in the Document type field, select the document for which you want to set the default signer. Fill in the Employee Type and Employee Code fields, choosing a position and a name of employee, respectively. Also, if necessary, in specially designated fields, you can specify the data of the Warrants.

Applying payments to unposted service documents

You can apply a customer payment to an unposted Service Order or Service Invoice before posting the document. For the general procedure for creating, applying, and posting advance payments, see Applying advance payments to unposted documents.

Setting up payment creation for service documents

  1. Open General Ledger Setup and go to the Application FastTab.
  2. Turn on Apply Serv. Orders to show service orders in Open Documents in the Bank Payment Journal.
  3. Turn on Apply Serv. Invoices to show service invoices in Open Documents.

To select an unposted service document for payment in Open Documents, its Release Status must be Released to Ship.

For detailed instructions on creating a payment, applying an existing payment, dividing payments, foreign currency advance payments, and cancelling an application, see Bank Payment Journal.

To review or cancel a payment application for an unposted document, open its service document page and choose Order > Applied Payments or Order > Unapply applied payment, respectively.

Service Management Bank Payment Journal

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