– How to add a customer
– How to add a facility on a customer
– Add a service object
– Module settings for service protocol (print out settings and Comment suggestions)
Click the Service order in the To-Do list that you want to manage.
Go to the bottom of the page. By clicking Perform service or, if service has started, Continue, you will be taken directly to a service protocol and can start performing service and fill in the information about the service.
Click Edit to change the information or add something.
Click Upload documents to upload documents, photos, take photos and the like.
If there are several service items on an order, you can choose to partially execute the order. In the example below, 124035: Laundry has been started and a protocol has been created.
If you choose to only perform work on one of the objects/assignments, it will be marked with an info button Show protocol directly connected to the object. The protocol receives the number of the service order + a serial number: ex 107_1.
By clicking on the red cross in the right corner, you can create a separate service order for the service item.
NOTE: This is a setting made by your admin account.
If you have two or more service items on a service order, the ones you are done with are marked with a green ring around a blue tick (see image below). The information about the service object is “folded together” to save space on your mobile/computer.
If you want to open the information about the object, click on the plus sign to the left of the object’s name.
If you want to quickly complete or change the information about the service object, click on the “pen” after the object and a box will open where you fill in the new information.
The service components and materials needed for the service are retrieved from the service order itself, but you can add both service points and materials by clicking on + Add service point and / or + Add part.
Enter the operating time, if applicable for the service object. “Grayed out”, you see the operating time that the system has calculated based on the previous service and the set service intervals on the service object. Operating time for the next service is calculated automatically and transferred to the next service order.
If you want to quickly supplement or change the information about the service item, click on the “pen” symbol to the right of the item name and a box will open where you fill in the new information.
Here you see which service interval exists for the service object.
Click on the blue symbol on the right and you will see which articles are required for the service. If there are several service intervals, you can see articles for each individual service.
If you use QR verification, you scan the code on the service object when you do the service. When you read the QR symbol, with your mobile phone’s camera, the dot changes from red to green.
If you would like to change back, if for example you did not have time for the service for some reason, you can click on the QR symbol and choose to remove the validation.
If you scan a QR code on an object before clicking Perform service on an order, the code leads directly to the information about the service object.
Here you add material linked to the service object. If you see the symbol for layers, you can specify from which layer you pick the material.
Click in the box under TOTAL PRICE and a field will open where you can enter more information about the price.
Prices are retrieved from the item register, or you can enter the price yourself. If agreements, customer items or discount letters are linked, the price is automatically adjusted accordingly. The system searches for information in that order: agreements, customer articles and lastly discount letters.
Permissions for users concerning price: View net pricing, View gross pricing and View discount.
Here you can comment on the service object and you will see any comments from the previous service protocol.
Here you can enter items that you do not want to link to the service object or the assignment.
If you have entered articles here but want the article to be included in the service object’s articles instead, click on the green arrow and the item will be moved to Material / Work.
Comments about the service performed are posted here and automatically transferred to the next service if you have selected that setting (see Information for administrators). For example, about something that should be checked next time. The technician who will perform the next service will then see your comment. These comments are not displayed to the customer. Keep in mind that previous comments may need to be cleared from the protocol so only current comments are included in the next service.
When the service is completed, click Save. A protocol is created that you can send via email or print as a pdf.
If you have missed a service point, they are marked in red and the protocol cannot be saved until the points have been rectified.
The next service is generated automatically based on the service object’s set service intervals.
If you have ticked the contact person on the customer card – Send service report: Yes – you will be asked if the report should be sent.
The protocol is given the service order’s name / number, eg S022.pdf. You can change this when you e-mail it.
Note that you can set the protocol to have the machine number in the file name. See Administrator Information below.
If the protocol is to be e-mailed again or to other persons click E-mail protocol at the bottom of the page. If sending to several addresses, write them with a comma in between and without any spaces. Example: email@example.com,firstname.lastname@example.org
If there are remarks, you can immediately create a work order to remedy the remarks. Click Create Work Order and select the actions to be included in the work order.
Once you have saved the protocol, you can generate an invoicing basis.
I Module settings – Service protocol settings you select which fields are to be included in a printout. See Information till administrators below.
You can then find the protocol under Menu> Service> Service protocol, in the Customer Register of the current customer and on the current Service object.
It is possible to extract / export lists of service protocols.
Start by selecting if you want to filter your list by clicking the filter button and make your selection.
Then click on this button. The list is created as a csv file.
View, View assigned, Create, Edit, Edit assigned, Delete, Invoice, Generate invoice, E-mail protocol, Remove check points, Sign, Remove uploaded file, QR-verification.
Here you add description and comment suggestions. Can for example be such descriptions and comments you use often.
Here you specify which self-check(s) should be mandatory, ie the self-check must be performed before the technician can proceed with the service.
Here you enter what should be in the header when printing service protocols.
Here you see where the header is placed and when you set the cost center and the customer order number to be displayed at the top.