The Service Maintenance function is used to manage service orders. You can either edit a current service order or create a new one.
The Service Maintenance function can be accessed from:
Service Center- Service
Order #. Enter an order number to search for. For more information on how the search works, see Search Settings.
Status. The status of the service order.
Created. The date and time the order was created.
Start. The date and time the order was started.
Estimated End. The date and time the order is expected to end.
Actual End. The actual date the order ends. NOTE. If the order status is current, the actual end is inapplicable at this time.
Number. The customer number.
Name. The customer name.
Address 1. The customer address.
Address 2. A second customer address (if applicable).
City, State. The city and state of customer address.
Zip. The customer address zip code.
Billing Phone. The phone number to be used for billing.
Preferred Contact. The way the customer prefers to be contacted.
Job #/Location. The job number/ location of the job.
Purchase Order #/DOB. The purchase order number or date of birth.
Agent. Select from the drop-down of persons that are authorized to rent.
Drivers License #. Customer driver’s license number.
Vehicle License #. Vehicle license plate number.
Free Form 1. Open field.
Free Form 2. Open field.
Inventory. Enter a inventory discount matrix number.
Parts. Enter a parts discount matrix number.
Taxes & Fees
Tax Jurisdiction. Select from the drop-down the tax jurisdiction to apply.
Check the boxes of each tax you want the customer to be subject to.
Search. Enter an equipment item to search for. For more information on how the search works, see Search Settings.
Common Name. Equipment common name.
Description. Description of equipment.
Serial #. Equipment serial number.
Manufacturer. Manufacturer of the equipment.
Model #. Equipment model number.
Quantity. Enter the quantity of the equipment item that needs to be serviced.
Meter. Enter a meter number.
Free Field Information. Enter the information that corresponds to each free field. These fields may be defined under Free Field Description. For more information on editing free fields, see Free Field Description.
Repair Type. Select the repair type from the drop-down box.
Description. Enter a repair description.
Parts Expense Type. Select a parts expense type from the drop-down box.
Parts Expense %. Enter an expense percentage for the service parts.
Parts Fixed Cost. Enter a fixed cost for the service parts.
Labor Expense Type. Select a labor expense type from the drop-down box.
Labor Expense %. Enter an expense percentage for the labor.
Labor Fixed Cost. Enter a fixed cost for the labor.
Estimated Elapsed Hours. Enter an estimate of the hours spend servicing the repair.
Warranty Work. Check if you want a warranty on the work.
Created By. Who created the service order.
Completed By. Who completed the service order. NOTE. This is inapplicable if the order is ongoing.
Reason. Select from the drop-down box the reason for the repair.
Warranty. Select from the drop-down a warranty to apply.
Service Priority. Select from the drop-down the level of priority to be placed on the repair.
Select an item from the drop-down box. The functions of each are described below:
Comment. Select a comment from the drop-down box. Check “Print” if you want the comment to print on the contract.
Select OK to save the comment, OK & New to save the comment and add another comment and Cancel to exit the comments section.
Inventory. Search for the item by typing a partial or full item number. The rest of the information will auto-fill. You can edit the quantity and cost of the item.
Select OK to save the inventory item, OK & New to save the item and add another item and Cancel to exit the Inventory section.
Labor. Select a labor type from the drop-down box. Then, enter the id number of the mechanic servicing the repair and the quantity and cost of labor.
Select OK to save the labor info, OK & New to save the info and add another labor service request and Cancel to exit the Labor section.
Parts. Search for the item by typing a partial or full item number. The rest of the information will auto-fill. You can edit the quantity and cost of the item.
Select OK to save the parts item, OK & New to save the item and add another item and Cancel to exit the Parts section.
Direct Sale. Search for a direct sale item. The rest of the information will auto-fill. You can edit the quantity and cost of the item, item description, and whether it is an inventory or parts item.
Select OK to save the direct sale item, OK & New to save the item and add another item and Cancel to exit the Direct Sale section.
Displays a list if all service order deposits.
Add Deposit. Select the Add Deposit button to add a deposit, then enter the payment information.
Estimated Parts. The estimated cost of parts.
Estimated Labor. The estimated cost of labor.
Estimated Totals. The estimated cost of parts plus labor.
Actual Parts. The cost of parts.
Actual Labor. The cost of labor.
Actual Totals. The cost of parts plus labor.
New. Select the New button to create a new service order. From here, select the type of repair order and what type of contract to create from the options provided.
Delete. Select to delete the service order.
Cancel. Select to exit the service order form.
Save. Select to save the service order.
The following are all located in the Navigation Bar:
Preview. Select to view a print preview of the service order.
Print. Select to print the service order.
Fax. Select to fax the service order.
Email. Select the email the service order.
Publish. Select to publish the service order.
Complete. Select to complete the service order. It will then turn into a contract that you can bill.
Wait List Alerts. Displays a list of all wait listed items. From here you can create a task.