Setting Up Service Order Templates

SRO

Select the unique alphanumeric used to identify the service order.

Incident

Select the incident number. In some cases, the incident number is displayed.

Partial Billing

Select this check box if you want the SRO Invoice Print/Post program to bill a service order or service order transaction with a status of bill hold. If the check box is selected at the header level, the system ignores the entire service order. If the check box is selected at the transaction level, only the transaction is ignored and all other transactions not on hold are invoiced.

Note: A default value for new service orders can be set on the Service Order tab of the Service Parameters form.

Bill Manager

Specify the billing manager.

SRO Type

Select the type of the service request order. These types are set up and maintained on the Service Order Types form.

Salesperson

Price Code

Select the price code for this customer. Select the salesperson associated with the SRO or contract.

Ship Via

Select the salesperson associated with theSpecify the ship via code to use for this SRO. The ship via code is used to identify the preferred shipping method of the customer. The default value is based on the customer selected but can be overwritten. The codes are set up and maintained on the Ship Via Codes form.

End User Type

Select the end user type for the service order.

Terms Code

Select the terms code for this customer. The terms code is used to identify specific billing terms that apply to this customer or this order. This value is displayed as the default when you enter invoice and debit transactions. The terms code is used when determining the transaction due date and the discount information. The code entered here must be in the terms code file.

Cust PO

If the PO Required check box is selected, specify the identification of the customer purchase order.

Lead Partner

Select the partner responsible for the service order.

Warehouse

Select the default warehouse to use for the service order.

Department

Select the department out of which the partner works.

Include Demand

Select this check box to include the material used for the service order in inventory calculations. These service order material transaction types are considered in the calculation:

• Inventory Issue
• Exchange Shipment
• Customer Shipment

Note: This applies to actual, planned, and line material transactions at time of posting.

To Be Scheduled

Select this check box to indicate that the current incident or service order is to be included in the scheduling process for partner assignment. If selected, the incident or service order is displayed on the Calendar Scheduling form when you do select a task and click All To Be Scheduled. If cleared, the incident or service order can still be manually scheduled but is not automatically displayed on the Calendar Scheduling form.

Product Code

Select the product code for the service order. This code contains all of the General Ledger Accounts that are used for posting Material, Labor, and Miscellaneous expenses to a SRO. The product code also contains the accounts that are used by the SRO Invoicing program for posting Cost of Goods Sold and Revenue amounts.

A default value for new service orders can be set on the Service Order tab of the Service Parameters form.

Region

When a new service order record is created, the region defaults based on the region assigned to the selected service customer. If a line is added to the SRO for a unit with a region specified, then the region on the service order will be changed to match that of the unit.

Remote ID

Specify the ID for the item at the remote site (may be different than the ID for the same item at the local site). Leave this field blank if the item ID is the same at both sites.

End Date

The date and time that work was completed is displayed.

Priority Code

Select the priority code for the service order.

Working Status

Specify a user-defined name to signify the service status code.

History Button

Click this button to open the Service Order Working Status History form.

Shift ID

Select a valid shift from the drop-down list. The resource will be available for work during the intervals specified on this shift. You can set up shift intervals on the Scheduling Shifts form. If you do not assign a shift to the resource, the resource is considered available 24 hours per day, seven days per week.

Duration

Specify the length of down time for the maintenance.

Schedule Down Time

Select this check box to schedule down time when creating SROs of this type.

Billing Type

The billing type determines the total price for a service request order. Specify the billing type at the line or operation level of the SRO. A default value for billing type can be set on the Service Parameters form. Select one of these options:

• Calculated/Time and Material: Add all Material, Labor, and Miscellaneous items issued to calculate the price.
• Project/Fixed: Price is based on a manually entered, fixed amount.

Bill Customer Override

Optionally, select a different customer to bill for the operation than the one specified at the SRO header level.

Freight

Specify the amount of freight charges to be invoiced.

Currency

The type of currency to be used for the SRO is displayed. The default value is based on the SRO customer. The values are set up and maintained using the Currency Codes form.

Misc Charges

Specify any miscellaneous charges associated with the SRO.

Not To Exceed

Specify the maximum amount that the service request order is not to surpass. As new transactions are added for time and material type SROs, the system checks this field along with the amount of the transactions to determine if the Not To Exceed amount has been surpassed. If the amount has been exceeded, a message is displayed. The system then checks the Not To Exceed settings on the Service Parameters form to determine how to handle the overage.

The default value of this field on new records is 0.00. If the value is zero, the system does not perform any NTE calculations.

Discount Percent

Specify the discount percentage to be given if payment is made by the discount date.

Material Cost

The running total of material costs issued to the SRO, SRO Line, SRO Operation, or SRO Transaction is displayed.

Labor Cost

The running total of labor costs issued to the SRO, SRO Line, or SRO Transaction is displayed.

Miscellaneous Cost

The running total of miscellaneous costs issued to the SRO, SRO Line, SRO Operation, or SRO Transaction is displayed.

Total Cost

The accumulated total cost amount for the SRO Line or SRO Operation is displayed.

Auto Close SRO After Invoicing

Select this check box to set the SRO status to Closed when invoicing is complete (regardless of the Close Date value).

Note: If this field is not checked, manually populating the Close Date field of the SRO will cause it to close after invoicing.

The Service Order field value will default from the Template if created via SRO template and if not, from the Service Parameters form.

Cost/Price Summary Button

Click this button to open the SRO Cost/Price Summary modal form, filtered to show the information from the currently selected SRO record.

Details Button

Click this button to open the Notes form to create, delete, or edit note records.

Total Deposit Required

Specify the total amount of down payment required from the customer.

Deposit Received

The accumulated deposit amount received from the customer is displayed.

Deposit Due

The amount outstanding for the total deposit on the SRO is displayed.

Deposit Applied

The deposit amount that has been applied to the SRO is displayed.

Deposit Remaining

The outstanding deposit amount for the SRO is displayed.

Deposit Expiration

Select the date that the customer deposit needs to be received by.

Deposits Button

Click this button to open the Order Deposits form.

For many of these fields, a default value for new SROs can be set on the Service Order tab of the Service Parameters form.

Material Account Location

Specify whether the accounts used for material will be assigned at the operation or transaction level.

Labor Acct Location

Specify whether the accounts used for labor will be assigned at the operation or transaction level.

Misc Account Location

Specify whether the accounts used for miscellaneous issues will be assigned at the operation or transaction level.

Billing Code

See Billing Code.

Planned Transaction Required

Select this check box if a planned transaction must exist before the line or operation can be invoiced.

Accumulate WIP

Select this check box to store costs issued to the SRO in WIP accounts. A default value for new SROs can be set on the Service Order tab of the Service Parameters form.

Use Planned Pricing

Select this check box to use planned pricing instead of pricing based on partner, codes, and customer. A default value for new SROs can be set on the Service Order tab of the Service Parameters form.

Extend Qty On Matl Trans

Use this check box to multiply out transaction quantities by the quantity being copied or created for a SRO. For example, the quantity on the transaction is two and you specify five on the Service Order Quick Create form. If the check box is selected, then the transaction has a quantity of 10 (5x2). If the check box is cleared, the transaction copies the original quantity of two.

Extend Qty On Labor Trans

Use this check box to multiply out transaction quantities by the quantity being copied or created for a SRO. For example, the quantity on the transaction is two and you specify five on the Service Order Quick Create form. If the check box is selected, then the transaction has a quantity of 10 (5x2). If the check box is cleared, the transaction copies the original quantity of two.

Extend Qty On Misc Trans

Use this check box to multiply out transaction quantities by the quantity being copied or created for a SRO. For example, the quantity on the transaction is two and you specify five on the Service Order Quick Create form. If the check box is selected, then the transaction has a quantity of 10 (5x2). If the check box is cleared, the transaction copies the original quantity of two.

Maint Duration

Specify the length of down time for the maintenance.

Credit Hold

Select this check box to put the SRO customer on credit hold. If selected, no invoicing is allowed for that SRO.

Reason

Select the reason for the credit hold. This value is required to execute the credit hold. The selections available are set up and maintained through the Credit Hold Reason Codes form.

Credit Hold Date

Select this check box to put the SRO customer on credit hold. If selected, no invoicing is allowed for that SRO.

User Name

Select the user that placed the SRO on credit hold. The current user name is used when Credit Hold is selected.

Approval Date and Approved By

Specify the approval information.

Estimate Locked

This field indicates if the estimate is locked.

Transactions Button

Click this button to open the Service Order Transactions form.

Lines Button

Click this button to open the Service Order Lines form.

Operations Button

Click this button to open the Service Order Operations form.

The grids show line and operation information for the SRO.

Subject

Specify a brief summary of the note record.

The subject grid shows all the existing note records for the SRO. Clicking the left side of the grid area below any existing note adds the next sequence number and allows for entry of an additional note record defaulting with the information described above.

Internal

Select this check box to specify that the notes are internal.

Notes

Specify any notes pertaining to the currently selected record.