Service order


Read also:

A service order is a planned maintenance and is the basis for creating a service protocol. On the service order, comments from the previous service automatically appear and what material should be used for the type of service it is time for. If you have links to a supplier of articles, prices for these will also rise automatically. You can adjust the prices for surcharges and discounts.

The service system itself keeps track of how often and what type of service should be done on your models and then generates the correct service order.

The service orders can be found under the menu option Perform.

Search Service order 

Click this button to filter your search.
Example: choose assigned to you, set date limits, customer and so on.

If you want to use the same filter multiple times, you can choose to Save settings, at the bottom of the box. Your selected filter will be viewed under the search box.

You can also choose to save the filter as Favorite. Read more about Save as favorite.

Bläddra-knappar

You can scroll between the service orders, partly by clicking on an order in the list, partly by scrolling with the arrows in the upper right corner inside an order.

If you used a filter for your search among orders, scroll through that selection.

If you want to search for a specific order and know the number, you can type one * before the number.

Add a service order

There are several ways to create a service order.

  1. Service order can be created automatically with intervals determined in the settings of a service object. Read more: Add Service object.

2. Add a service order by clicking on the plus sign under Service – Service order.

Note: his does not create a recurring service interval on the object. For that to happen you need to set the interval at the object as in point 1.

3. If there is a service plan on a service object that does not have a next service, you can find it by filtering “Without the next service” in Search. Open the service object. At the bottom you will find the button Generate service.


The different fields in a new service order.

SUB GROUPS

If your group or company has created subgroups, you see these at the top and can choose which subgroup the order is to be created for. Subgroups are created by an administrator. See Group settings – Modul settings – Edit group settings.

SELECT CUSTOMER

Required field.
Enter the customer’s name in the box or click on the magnifying glass in the search box to search in more detail. Recommended if you have many customers with the same name!

The search function helps you locate existing customers.
If the customer is not in the list, enter the customer’s name, and the customer is automatically added to the customer register.

If there are default service items associated with the customer, they will be loaded into the order automatically.

TIP: You can also go through the Customer Register to create an order for the customer. Click Customer and then Add… at the bottom of the Customer page.

Here you see all functions under Add to the Customer Register.


FACILITY

The search function (click on the magnifying glass) helps you locate the customer’s existing facilities.

If the facility is not included in the list, enter the name of the facility and it will be automatically saved in the Facility Register.

To enter adress to the facility click + Create facility.

To enter even more information about the facility, click the More button on the pop-up and the facility will open in your Facility Register in a new tab in your browser. Fill in and save the information.

If the billing address differs from the address of the service object, a facility should always be selected or added.

Status

The Status function helps you keep track of what is happening with the different orders.

Choose between:
Not handled
Waiting for delevery 
ready for service
Free text field

TIP: Via the search function (blue button with the check mark) at the top under Service order, you can quickly sort out / filter the orders based on status.

Planned

Required field.
Date for when a service is to be performed is calculated automatically by the system when you choose to generate a service, and when you perform a service and a service protocol has been created.

However, the date can be changed manually. When the date is changed, the system will check whether the service is close in time with other service occasions at the same facility and can thus merge services that are close to each other.

This is called service collision interval and helps you organize your service efficiently.

Person of contact

Place the cursor in the field and all contact information entered on the Facility will be listed. Select the appropriate contact and the information will be filled in automatically.

If contact information is missing, fill in the information. The contact is automatically added to the facility in the Facility Register.

Object

The system lists all objects from the selected FACILITY when you place the cursor in the Service object field. If you have not selected a facility, the service order will be created directly below the customer and you can not use the service collision interval function.

To add a new service object, click + Add new service object. A form opens where you can add the service object. The object can then be edited / supplemented under the menu Service – Service Object.

When you select a service object, all Service components associated with that item are retrieved. To complete the service points, expand the + Service component tab and then click on + Add service component.

Here you can also see and upload documents and pictures for the service object. The files you upload will automatically be added to the service object’s documentation in the Service Object Register.

Templates

We recommend that you create service templates with service points that recur frequently.
You create and edit templates under the menu Service – Service template.
You can add the service components from a template or replace existing service points from the object with those from the service template. The system asks which before adding the template.

Service components and status

For each service object, you can add service component and set the status of the points. These you can choose from:

– Measurement
– Status
– Heading
– Free text area

What you choose controls what the service components look like in the protocol. Here is an example of service components with explanations.

Headings can, for example, be used to divide a protocol into different parts to make it perspicuous. E.g. Electrical systems, Mechanics, Work environment, etc.

Do you want to enter a help text and service check point description to make it easier for the person performing the service, click on ? (the question mark at the far right of the Service check points field – see image below) and fill in a description of the service point. Thereby the person who is to perform the service receives support.

Click on the question mark to enter a help text or description of the service check point.

You can change the order of the service components by moving them. Hold the mouse pointer over the three dots on the far left, drag and drop the field where you want it.

If you, while performing the service, select Adjusted or Should be fixed, a comment field opens where you can enter comments.

Other materials

Here you add the need for other material. You can search by article number, description and most recently used articles.

The barcode symbol indicates that you can use mobile or scanner to add items via barcode. If you use a mobile phone, you need an app for barcode reading.

The barcode formats that can be read by are set by the administrator. See more Group settings – Modul settings – Edit article settings.

Supported formats: UPC, UPC-E, EAN, EAN-8, Code 128, Code 39

Booked

Select/assign a resource to carry out the assignment and specify the booked day and time. Click + Add a booking. The resource’s working hours are filled in automatically – if you have entered these under User settings.

A warning triangle appears if you try to book a resource that is already booked on another order.

When you create a booking, you will be asked if you want to send a booking confirmation to the contact person for the order. The date for when the booking confirmation has been sent and if the booking has changed after the confirmation has been sent is displayed. You can also send a booking confirmation directly from the detail view of the order.

The booking confirmation e-mail or text message includes the name of the technician, date of the booking and the order number. If the recipient of the booking confirmation has a login as customer user the e-mail also includes a link to the Work order.

Comments

Here you enter any comments regarding the service. Comments are automatically transferred if a comment was made on the previous service protocol.

Comment field

You can add comments to a service order. The comments can be changed or deleted, shown to the customer or only internally. The comment is attached to the service protocol. Read more about comments here.

Customers order number and Cost center

Fill in if required.

Save

Click Save. The Service order is created and is given a serial number. Until the service is started, you can click Edit and fill in or delete information.

While saving you can:

  • Assign the order to a technician/resource. 
  • Perform the service.

If a service has started, it says Continue at the bottom. In this mode, you can no longer change the service order. However, if you delete the protocol, you can change and execute the service order again.

Upload documents and pictures

If you want to add documents to the order, select Upload documents at the bottom of the page.

Create a Service Protocol

Click on the service order you want to handle. By clicking on Perform service or (if service has started) Continue (at the bottom of the page) the service protocol is created automatically and you can start filling in the information about the service.

Information to administrators

There are a number of settings for service orders and permissions that can be made. Sign in with the admin account – In Group settings you will find Module settings.

Module settings #Edit service order settings

  • Email address for articles to order. Here you enter the email address to the person who will receive information about which articles to order. The email is sent automatically when an order is saved.
  • Show custom info (Shows custom info of service object while viewing details of a service order.)
  • Show service interval name (Shows name of the service to be performed in the list of services.)
  • Show “Other articles”
  • Update planned date when booking.
  • List settings: Sort on serial number as default


User permissions concerning Service Order

View, View Assigned, Create, Edit, Edit Assigned, Delete, Assign, Assign to self, Perform Service, Perform Assigned Service, Perform Partial, Remove Uploaded Files.