Creating Service protocol


Also read:
– 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)

Perform a service and a service protocol is created automatically.

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.

SERVICE COMPONENTS

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.

Service object

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.

Next service interval

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.

The QR symbol

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.

Material/work

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.

TOTALT PRICE *

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.

Comments regarding the service object

Here you can comment on the service object and you will see any comments from the previous service protocol.

Other material

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

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.

Next service

The next service is generated automatically based on the service object’s set service intervals.

E-mail the protocol

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 to several addresses, write them with a comma in between and without any spaces. Example: finance@mittforetag.se,customer@customer.se

Any remarks? Create a Work order!

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.

Time to invoice? Create invoicing data.

Once you have saved the protocol, you can generate an invoicing basis.

Module settings – Service protocol settings you select which fields are to be included in a printout. See Information till administrators below.

Where can I find the protocol?

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.

Remove-list-of-service-protocol

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.

Information to administrators
User permissions concerning Service protocol

View, View assigned,  Create,  Edit, Edit assigned,  Delete,  Invoice, Generate invoice,  E-mail protocol, Remove check points, Sign, Remove uploaded fileQR-verification.

Module settings – Service protocol settings

  • Collapse service points when performing service.
    Choose this setting to save space. When you perform a Service Order the Service Components/points will collapse into one line. If you need to make a change just click om the service point to open again.
  • Use date as default name for added service components during creation or edit of a service protocol.
    The name can of course be edited when adding the service component.
  • Search for the check point value.
    If, in a service, you want to use a tool that should be searchable, you can enter a number for the tool in the Value field under service points on the protocol.

Mail settings
  • Include machine number in PDF filename.
    Check the box if you want the number of the machine that has been serviced to be included in the file name on the service protocol.

Comment suggestions

Here you add description and comment suggestions. Can for example be such descriptions and comments you use often.

Mandatory self checks

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.

Print settings
  • Show performed by.
    The name of the person who executed and signed the order is added to the printout.
  • Show facility.
    The name of the facility is added to the printout.
  • Show the next service.
    The date of the next service is added to the printout.
  • Show cost center at the top.
    If you select this variant, the cost center is displayed in the right part of the “head”. By default, it appears in a row at the bottom of the printout. See picture below.
  • Show order number at the top.
    If you select this variant, the customer’s order number is displayed in the right part of the “head”. By default, it appears in a row at the bottom of the printout. See picture below.
  • Show service name.
    Display the name you entered on the service object’s service interval, eg “weekly service”.
  • Include the serial number of the service object.
  • Show pictures.
    Attached photos are included in the printout.
  • View full self-checks.
    All fields of a self-check are included in the printout.
  • Separate Service objects when printing.
    If you have several service objects on an order, a separate page is created for each object, with all information (customer name, order number, articles, etc.)

Other Print Settings that are recommended to do

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.

Comment settings
  • Transfer comments to new protocol
    If you checked here and just want to include today’s comments, previous comments must be actively deleted.
Signature settings
  • Use customer signatures.
    Allows a customer to sign after a regular signature has been made. Logic performed under a regular signature will instead be performed after the customer has signed.