Editing Service & Install Orders
Jump to navigation
Jump to search
Warning: You are not logged in. Your IP address will be publicly visible if you make any edits. If you log in or create an account, your edits will be attributed to your username, along with other benefits.
The edit can be undone. Please check the comparison below to verify that this is what you want to do, and then save the changes below to finish undoing the edit.
Latest revision | Your text | ||
Line 148: | Line 148: | ||
<h3>Add labor to an order:</h3> | <h3>Add labor to an order:</h3> | ||
− | On the Order Items tab, click '''Labor''' and the Labor Editor window will open. This is where you will enter the estimated hours required for your technicians, the hours you are billing the customer, the type of service they are performing, select the technician (if you know the technician) and the date of the service. | + | On the Order Items tab, click '''New Labor''' and the Labor Editor window will open. This is where you will enter the estimated hours required for your technicians, the hours you are billing the customer, the type of service they are performing, select the technician (if you know the technician) and the date of the service. |
− | |||
[[File:LaborEditor.jpg]] | [[File:LaborEditor.jpg]] | ||
Line 164: | Line 163: | ||
'''Billable Qty''' – Enter the hours you need to bill your customer for. If Equal Billable is checked, this field will be grayed out. | '''Billable Qty''' – Enter the hours you need to bill your customer for. If Equal Billable is checked, this field will be grayed out. | ||
− | |||
− | |||
− | |||
'''**NOTE**''' If a price book is set for the customer, the Unit Price field will be auto-populated with the price defined in the price book. The price book overrides the service items, so changing the service item will not change the unit price. | '''**NOTE**''' If a price book is set for the customer, the Unit Price field will be auto-populated with the price defined in the price book. The price book overrides the service items, so changing the service item will not change the unit price. | ||
Line 174: | Line 170: | ||
<h3>Add material to an order</h3> | <h3>Add material to an order</h3> | ||
− | + | ||
− | <br>1. On the Order Items tab, click '''Material''' and the '''Select Inventory Item''' window will open. | + | <br>1. On the Order Items tab, click '''New Material''' and the '''Select Inventory Item''' window will open. |
<br>2. Double click on the item you need to add to the order. | <br>2. Double click on the item you need to add to the order. | ||
<br>3. The '''Add Items to Order''' window will open. Notice the description of the material and the price and cost at the bottom. The cost is determined by the inventory item. The Price is determined first by the price in the inventory item, but if your customer has a price book assigned, the price book drives the cost. | <br>3. The '''Add Items to Order''' window will open. Notice the description of the material and the price and cost at the bottom. The cost is determined by the inventory item. The Price is determined first by the price in the inventory item, but if your customer has a price book assigned, the price book drives the cost. | ||
Line 181: | Line 177: | ||
<br>5. Click '''OK'''. | <br>5. Click '''OK'''. | ||
− | The material is added to the order. You will need to | + | The material is added to the order. You inventory manager will need to select stock or place a PO for material if you do not have stock for this item. |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
+ | '''**NOTE**''' Your SME Administrator may have associated labor hours with a material. If so, when you click OK on the Add Items to Order window, the Labor Editor window will open with the Scheduled Qty field populated with the hours. | ||
<br><h4>Add new material on the fly</h4> | <br><h4>Add new material on the fly</h4> | ||
If you want to create a new inventory item from the service order, follow the steps below. The material will be added as an inventory item in the Inventory module. You will have to go to the Inventory item to enter the remaining details. | If you want to create a new inventory item from the service order, follow the steps below. The material will be added as an inventory item in the Inventory module. You will have to go to the Inventory item to enter the remaining details. | ||
− | + | # On the Materials Tab, click '''New Material''' | |
− | |||
− | # On the | ||
# Click '''Cancel''' on the Search View window | # Click '''Cancel''' on the Search View window | ||
# A blank Material Editor window will open | # A blank Material Editor window will open | ||
Line 206: | Line 192: | ||
<br> | <br> | ||
<h3>Reserve Stock for Material on the Order</h3> | <h3>Reserve Stock for Material on the Order</h3> | ||
− | <videoflash>rFFy8FvqzWo</videoflash | + | <videoflash>rFFy8FvqzWo</videoflash> |
<br> | <br> | ||
− | + | ||
− | |||
− | |||
<h3>Add a service to an order</h3> | <h3>Add a service to an order</h3> | ||
Line 219: | Line 203: | ||
'''**NOTE**''' When you add a service to an order, it will not show on the dispatch calendar. Only adding labor will show on the Order Dispatch window. | '''**NOTE**''' When you add a service to an order, it will not show on the dispatch calendar. Only adding labor will show on the Order Dispatch window. | ||
− | + | <br>Add text to order items<br> | |
− | |||
− | <br> | ||
− | |||
− | |||
− | <br> | ||
− | |||
+ | You can add text to your order as shown in the image on the right. This can be used to group items on your order together under a description. | ||
− | < | + | <br>1. Click '''New Text'''. |
− | + | <br>2. A text line is entered on the Order '''Items tab'''. Note the '''Item Type''' is Text. | |
− | <br> | + | <br>3. On the line that was created, click in the '''Item Text''' column and type your text. |
− | + | [[File:textOnOrderItems.jpg]] | |
− | + | <h3>Rearrange order on Order Items tab</h3> | |
− | < | ||
− | + | # Click on the line you want to move. | |
− | + | # Click your cursor in the Sequence column. | |
− | + | # Use the to change the order. | |
− | |||
− | |||
− | + | [[File:OrderOnOrderItems.jpg]] | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | [[File: | ||
+ | '''**NOTE**'''If you don’t see a column for Sequence on the Order Items tab. | ||
+ | # Right click the column header on the Order Items tab. | ||
+ | # Select '''Add Columns to Grid'''. | ||
+ | # In the window that opens, drag the '''Sequence''' field and drop it in place on the Order Items tab. | ||
<h3>Labor, Material and Services tabs</h3> | <h3>Labor, Material and Services tabs</h3> | ||
The labor tab only shows labor for the order, the Materials tab only shows material for the order, and Services tab only shows service for the order. SME users that are responsible for dispatch may want to use the labor tab and only see labor items. SME users that are responsible for inventory and ordering parts may want to use the Materials tab to only see material on the order. | The labor tab only shows labor for the order, the Materials tab only shows material for the order, and Services tab only shows service for the order. SME users that are responsible for dispatch may want to use the labor tab and only see labor items. SME users that are responsible for inventory and ordering parts may want to use the Materials tab to only see material on the order. | ||
− | |||
− | |||
− | |||
− | |||
== Item Repair Tab == | == Item Repair Tab == | ||
Line 287: | Line 254: | ||
[[File:OrdersTotalsTab.jpg]] | [[File:OrdersTotalsTab.jpg]] | ||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
== Rates and Assignments Tab == | == Rates and Assignments Tab == | ||
Line 540: | Line 482: | ||
− | + | [[File:QuickInvoiceButton.jpg]] | |
Line 555: | Line 497: | ||
<videoflash>b4ETBOoSBkU</videoflash> | <videoflash>b4ETBOoSBkU</videoflash> | ||
− | + | Before you generate the invoice, you can select the invoice type. | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | + | [[File:InvoiceType.jpg]] | |
− | + | '''$- Dollar Amount''' - Will allow conversion to multiple orders based on dollar amounts. It will keep track of how much has been converted towards the total. | |
− | + | '''% - % of Total''' - Convert based on percentage of the order. | |
− | + | '''Combined''' - This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. | |
− | + | '''Fixed''' – Fixed Total - The totals will be fixed and will NOT use the itemized details. | |
− | + | '''Full – Itemized''' - Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing. This will give more flexibility in changing the invoice after it’s created. | |
− | + | '''Partial''' - This allows selection of individual items for the order or invoice. This is good for converting a proposal to multiple install orders that will be a multiple phase project. | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
+ | <span style="color:orange"> '''**NOTE**''' </span> For more information on invoicing, refer to the Receivables guide. | ||
== Creating Order Templates == | == Creating Order Templates == | ||
Line 612: | Line 535: | ||
== Applying Prepaid Services and Prepaid Hours == | == Applying Prepaid Services and Prepaid Hours == | ||
− | |||
− | < | + | <span style="color:#ED872D"> '''Prepaid Hours''' </span> |
− | |||
− | |||
+ | If a customer prepaid for hours, you will need to enter the amount they prepaid in the customer record. When adding labor to any service or install order, if there is a balance left on the prepaid hours you will be able to reference it. | ||
− | + | <br>1. Go to the customer record. | |
− | + | <br>2. Select the '''Customer Activities''' tab. | |
+ | <br>3. Select '''Prepaid Hours''' tab. | ||
− | + | [[File:PrepaidHoursTAb.jpg]] | |
− | |||
− | + | <br>4. Click '''New'''. | |
+ | <br>5. Enter the customers prepaid amounts in the Prepaid Hours window. | ||
+ | <br>'''Date and Taken By''' will be auto-populated. Change as necessary. | ||
+ | <br>'''Quantity''' – hours of labor pre-paid for | ||
+ | <br>'''Rate'''- hourly rate | ||
+ | <br>'''Total''' – this field calculates the total amount paid. | ||
+ | <br>6. Click '''OK'''. | ||
+ | |||
+ | If a customer has prepaid hours available, when adding labor to a work order, the prepaid balance will display (circled in the image below). Fill out the Labor Editor as you normally would, but make sure you update the hours used in the circled field. This will reduce the prepaid hours balance. | ||
+ | |||
+ | [[File:PrepaidHours.jpg]] | ||
+ | |||
+ | <span style="color:#ED872D"> '''Prepaid Services''' </span> | ||
+ | |||
+ | <br>1. Go to the customer record. | ||
+ | <br>2. Select the '''Customer Activities''' tab. | ||
+ | <br>3. Select '''Prepaid Services''' tab. | ||
+ | <br>4. Click '''New'''. | ||
+ | <br>5. Enter the customers prepaid amounts in the Prepaid Services window. | ||
− | |||
− | + | [[File:PrepaidServicesWindow.jpg]] | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | + | <br>'''Date and Taken By''' will be auto-populated. Change as necessary. | |
+ | <br>'''Quantity''' – hours of service | ||
+ | <br>'''Rate'''- hourly rate | ||
+ | <br>'''Total''' – this field calculates the total amount paid. | ||
+ | <br>6. Click '''OK'''. | ||
− | + | Next time you add a service to an order for this company, there will be an additional field (circled below) showing Prepaid Items in the '''Service Item Editor'''. | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | + | [[File:PrepaidServiceItems.jpg]] | |
− |