Create Service Order Lines

This document explains how you enter and copy the work and repair material that will be used for a service assignment. This is also referred to as entering service order lines. You enter service order lines when you know even before the service assignment is carried out how much work and spare parts will be used for the repairs.

Outcome

You have created service order lines and connected them to a service assignment. The service order lines specify which repair material and work will be used for a specific service assignment, what the assignment will cost and whether the assignment involves replacing individual items or carrying out repairs.

The service order lines are used

The service order line updates the following files:

Before You Start

For exchange processing (Panel F)

Follow These Steps

Unless otherwise specified, all the steps in the instruction refer to 'Service Order. Open Line' (SOS120).

  1. Start 'Service Order. Open' (SOS100).

  2. Select option 15 = SO assignment for a service order to start 'Service Order. Open Assignment' (SOS110/B).

    It is also possible to select option 15 in 'Service Order. Plan' (SOS470) or option 13 in 'Service Assignment. Report' (SOS660).

  3. In (SOS110/B), select a service assignment and select option 15 = SO lines to start 'Service Order. Open Line' (SOS120).

    Note: The service assignment's status must be 50 or lower.
  4. In (SOS120/B), select one of the following options:

    • Copy Service Order Lines
    • Enter Service Order Lines

Copy Service Order Lines

  1. Specify 'Service order number' and, if necessary, 'Assignment number' for the line that will be copied, in the upper fields for copying. Press Enter for start 'Service Order. Copy Line' (SOS126).

  2. Copy all the lines in the service assignment via F14 or select the Copy option for one or several lines. Select F3 to return to (SOS120/B).

Enter Service Order Lines

  1. In (SOS120/B), select an sorting order.

    All sorting orders start with line, line suffix and identity (item identity, service item identity or service expense number). Depending on the sorting order the following information is displayed:

    1 = Name, ordered quantity, U/M, technician

    2 = Price list, sales price, price quantity, pricing origin, line amount, discount origin

    3 = Discount 1, discount 2, discount amount/ U/M, discount amount, discount origin

    4 = Warehouse, ordered quantity, remaining quantity, allocated quantity, date, U/M

    5 = Warehouse, reported quantity, quantity to be invoiced, invoiced quantity, date, U/M.

  2. Specify the warehouse from which the item that will be used for the service assignment is to be retrieved.

  3. Check and change the defaulted line type if the service order line will generate a purchase or distribution order.

    The valid alternatives are:

    0 = Normal order line

    1 = Order line creates a purchase order connected to the service order line. During deliveries from the supplier, the service order is allocated automatically.

    2 = Order line creates a purchase order connected to the service order line, but with a delivery address according to the service order. Direct delivery from supplier to customer requested. Through a phantom receipt, the service order line receives status 44 (reported).

    3 = Order line creates a distribution order connected to the service order line. The distribution is made from a specified supplying warehouse to the warehouse entered in the service order line. The delivery address is determined by the Address type field. The address can be the address of the warehouse, customer site or a manually entered address.

    4 = Service kit - main line or detail line included in the kit. Line type 4 is set automatically.

  4. Select contents of the service order line in the 'Item ID' field and specify quantity in the 'Ordered quantity' field.

    • To enter a Service kit - Select F15 to for a service kit in 'Service Kit. Open' (SOS450), continue with Enter Service Kit (Panel H and I).
    • To enter an Item - specify or select an item. Continue with Adjust Defaulted Values From (SOS100) and (SOS110).
    • To enter a Service expense - select F14 to search for service items in 'Service Expense. Open' (SOS408). Continue with Adjust Defaulted Values From (SOS100) and (SOS110).
    • To enter an Alias number- Select F16 to search in 'Alias Number SO. Connect Item/Serv Exp' (SOS465). Continue with Adjust Defaulted Values From (SOS100) and (SOS110).
  5. Press Enter to start to (SOS120/H).

Enter Service Kit (Panel H and I)

  1. In the 'Kit control' field in (SOS120/H), select whether the kit can be changed when an order line is entered.

  2. Select whether the service kit will update sales statistics and if so how.

    The valid alternatives are:

    0= No update

    1 = Statistics only on kit items

    2 = Statistics on included items, no updating.

  3. Select how the kit sales price is to be distributed among the detail lines. Press Enter.

    The valid alternatives are:

    1= The sales amount of the kit item is distributed among the detail lines. The distribution basis is the cost of the detail lines.

    2 = The sales amount of the kit item is distributed among the detail lines. The distribution basis is the line amount of the detail lines calculated with the sales price according to the price hierarchy.

    3 = The sales price of the kit item is the sum of the values of the detail lines.

  4. Check and, if necessary, adjust the quantity on the service kits' lines on panel I. Press Enter to return to (SOS120/B), where material and work can be added to or deleted from the service kit.

  5. Enter a line suffix. This is done in the same way as for a normal service order line, that is, by specifying the line number of the service kit and a line suffix for the kit line you want to create.

Adjust Defaulted Values From (SOS100) and (SOS110)

  1. If necessary, change the following values that were defaulted from 'Service Order. Open Assignment' (SOS110) and 'Service Order. Open' (SOS100).

    • Payer control, if you want to change the order in which a payer is searched for the line.
    • Technician, if you want to change the service technician that will carry out the work for the line.
    • Planned start date, if you want work on the line to have a different start date.
    • Function area, if the line refers to a limited part of the individual item.
    • Error and action, if these are unique for the line and do not match the ones that apply for the assignment generally.
    • Statistic identity 1 customer, if you want to enter line-specific comments that can be used for statistics.
    • Supplier, payer and sales price if you want to specify these manually, ignoring what it says on the item, service assignment and in price lists.

      These changes apply only to the particular line.

  2. Press Enter to display to panel E.

    If the registered item is not in stock, 'Material Plan. Check Shortages - AATP' (MMS165) is started automatically.

Check and, if necessary, Adjust Line Details (Panel E)

  1. In the 'Price adjustment line' field, specify whether the line is used only to adjust the price on the service assignment.

    'Price adjustment line' does not refer to a physical item or a work operation. Therefore, it does not update the statistics for full cost, quantity weight and volume.

    A price adjustment line is never considered as inventory accounted. The value of the inventory accounting field (see below) will therefor be 0=No.

  2. Specify the tax code and whether the price on the line will be retrieved anew if the quantity or delivery time is changed, in VAT code and 'Fetch new price - Order lines' fields.

  3. Specify cost price for the item or service item in the field.

    Standard cost is the standard price per price quantity and is specified always in local currency.

    If and how you can change cost price is determined by the settings in (SOS010).

    The other fields on the E panel are reflections of the B panel, with the exception of the following fields: 'Reported quantity' and Completed. These two fields are used when reporting. See Quoting Service Agreement (SA)

Replace Items/Individual Items (Panel F)

Panel F is displayed only if the item is registered for exchange processing in 'Item. Open Service Supplement' (SOS001/F).

  1. Specify whether the item/individual item will be replaced, in the 'Exchange processing' field.

  2. Specify the individual item number for the individual item that will be used as the exchange item, in the 'Individual item replacement' field.

    If the replacement item does not have an individual item number, leave the field blank.

    The individual item is searched for in 'Individual Item. Open' (SOS419).

  3. Specify how the replaced individual item is to be handled in the 'Return processing' field.

    The valid alternatives are:

    0 = No return processing

    1=Return to the return warehouse

    2=Return to the warranty warehouse

    3=Return to the repair warehouse

    4=Return to the shop (warehouse) after exchange at the customer site.

  4. Specify item number and/or individual item number for the item or individual item that is being replaced in the 'Item number issued' and/or 'Individual item issued' fields.

  5. Specify to which warehouse and warehouse location the replaced item/individual item will be returned.

    Warehouse location is used to determine which printer will be used for printing picking lists when a connection to warehouse location and stock zone is missing for an item, for example, for items that are not inventory accounted.

  6. Specify the transaction type that will be used for the stock transaction when the return is processed, in the 'Transaction type SSO' field.

    The transaction type is usually either standard transaction type 40 or 51. However, if you select transaction type 50, you move the returned item from a customer warehouse to a return warehouse.

  7. Specify return time and planned return date. Press Enter to display panel G where you record service order lines manually.

Record Service Order Lines Manually (Panel G)

  1. Specify how line will be revenue accounted by filling in an accounting string.

    The accounting string for cost sold goods (CSG) cannot be controlled from this panel.

  2. Specify whether the service order line will be connected or refers to a project and project elem ent.

  3. Specify a sorting term for the revenue in the 'User-defined accounting control object' field. Press Enter.

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