A service work order is a work order that creates no product. It does however consume all types of items. The typical use is for recording work and other costs associated with installation and maintenance activities. It can also be used for recording operators times to non-production activities such as training or sick leave, or for booking office staff costs for instance to sales or design work.
Service work orders can be linked to other parts of the system as follows:
| Projects. | Can group multiple service work orders (and also other documents such as sales orders) under one project |
| Agreements. | Service work orders can be linked to an agreement, and pricing information retrieved from the agreement. |
| Invoicing. | Items used on a service work order can be invoiced from the customer. |
| PRM | PRM Activities can be linked to a service work order to keep general text information. |
| Cells | There is no routing of service work orders, but a service work order can be linked to a single cell. |
| Product tracking | A service work order can be linked to a serial numbered product that is in the Product tracking module. |
For instance, if maintenance work is being carried out under a service work order, the operator can record hours, mileage and any spare parts used. Then the appropriate costs can be billed to the customer via the sales invoice section. Note that when a service work order is invoiced, all the relevant component lines will appear on the invoice.
Licensing
The following optional license modules affect service work order (See the Admin->Licensing section for more details):
| Service work orders | This module is needed to use this feature. |
| Projects | To group multiple service work orders under one project. |
| Agreements | To link service work orders to agreements. |
| PRM | To link activities to a service work order. |
| Product tracking | To link to a serial numbered product that is shipped to a customer |
Using
On the Production home section and click on the ‘New service work order’ button in the blue bar.
Enter a name for the work order and either enter a number for it or get the next system number by clicking the Get work order number button. Optionally enter other data on the screen.
After using the service work order, press the Mark as complete. This will close the work order and if required, move to invoicing any item lines that are marked as such.
| Name | Text name for this order |
| Word order number | Can be manually set or automatically set to the next sequential number by pressing the Get work order number button |
| Estimated completion date | |
| Customer | Optionally select a customer |
| Actual start date | Set to today’s date when opened |
| Actual finish date | Date the work order was completed |
| Status | Under construction, Complete or Invoice queue |
| Responsible person | Select from a list of users |
| Cell | Optionally select a work cell |
| Complete % | A manually entered estimate of the completion of the order |
| Project | Select from a list of open projects |
| Agreement | Select from a list of open agreements. Any pricing entered on an agreement will have priority over other price lists |
| Status code | Select from a list of user entered status codes. These codes are specified in the company section |
| Product tracking | Select a serial numbered product from the product tracking data |
| Invoice co | Invoice company and person |
| Currency | Currency for the invoice |
| Customer order number | Will be shown on the invoice |
| Customer ref | Customer reference |
| Customer email | |
| Priority | Number between 0 and 100. Unlike production work orders, this does not affect scheduling |
| Subcontractor | Can be used to specify an agent or subcontractor who has carried out the work |
| Pricelist | Pricelist to be used in invoicing. Has lower priority than any prices specified on a linked agreement. When a customer is selected, the direct sales prices list from the partner card is updated to the service work order. When an agreement is selected, the price list specified on the agreement is updated to the service work order. |
| Order date | For reference only. This does not refer to a sales order in the system |
| Work instruction | Can be a URL that will open in a new window |
| Internal comments | Comment not printed on customer reports. Is the order is invoiced the text is copied to the internal comments of the invoice. |
| Comments | Will be printed on customer reports such as the invoice. |
Recording item usage
Enter items to the service work order to record their costs. If they are materials, they will be removed from inventory.
Optionally record an invoice quantity. The used and invoiced quantities do not have to be the same. If no invoice quantities are specified, then the order will not cause a sales invoice to be created when it is closed.
The cost and revenues tab shows a summary of revenue from invoiced quantity and costs from used quantity. Materials are costed using the FIFO cost from inventory. Other items are invoiced at the value specified in the item card.
Invoicing a service work order
If the service work order is to be invoiced, note the following:
- At least one item must be recorded with an invoice quantity greater than zero
- The invoice prices will be selected first from the agreement, second from the price list specified in the service work order and third from the default price list on the system.
- A customer must be specified
When the service work order is closed, an invoice will be created with only those items that have an invoice quantity specified. Customer comment will be copied to the invoice. It is still necessary to activate the invoice from the Invoice menu.
If the lines on a service work order are not invoiced, it is possible to cancel the invoicing requirements by pressing the Cancel uninvoiced amounts button. This will set the work order status to Complete.