Service and maintenance questions
The questions clients actually ask about service and maintenance. Each answer is short and ends with the page that goes further. The table at the end lists every message a save can refuse with.
Can one service order cover several vehicles?
Yes. Clear Service Object Required On Header on Service Management Setting. The header object is hidden and every line names its own service object.
Does the service order take parts out of stock?
No. The Service Order Confirmation does, on Save, for the Utilized Quantity of each item line. The release of the order can only create a transfer request to bring the parts to the workshop warehouse.
Is the invoice posted automatically?
No. The Invoice button on the confirmation creates parked customer invoices. Post them on Customer Invoice in Receivables. See How do I invoice a service order?
Can I bill a long job in parts?
Yes, with a Billing Proposal per stage, each invoiced in Receivables. The order lines cannot then be reduced below what was proposed.
How does the insurance split work?
On the service order Split tab, Part % and Labour % are the shares the customer pays; the insurer pays the rest. The confirmation's Invoice button raises one invoice for each. See How do I split a repair between the customer and an insurer?
Does a part under warranty become free automatically?
No. Warranty dates and percentages are recorded on the service object, but no service document reads them when pricing. Give a 100 % discount, or set Billable Quantity to 0 on the confirmation.
Where does the price of a labour line come from?
From the Operation: its Resource Mapping lines carry a sale price. Customer-specific operation prices cannot be entered in this release (the Service Price tab has no column set-up). Item prices come from the sales pricing for the customer, unit and quantity.
Can a service object change owner?
Yes. Change the customer on the next service order of that object; when the order is saved, the object's customer is changed to match.
Can sold products become service objects by themselves?
Yes. Tick Create Service Object On Sales Delivey on the Service Object Group and give the item that object group. Each delivery line creates one service object, with warranty dates counted from the delivery.
Do service requests turn into orders?
Not in this release. A Service Request is a record on its own; retype what the order needs.
Can preventive maintenance be triggered by running hours?
Not in this release. Schedules are worked out by time on Maintenance Plan - Time Based. Readings are recorded but do not make work due.
Does a maintenance order use spare parts from stock?
No. Neither the maintenance order nor its confirmation issues stock. Post an inventory issue (Item Issue).
How are storage days counted?
On a Storage Order, from the IN movement (or the day after the last billed period) to the OUT movement or the till date, plus any Adjustment. The days are worked out again from the two dates on save.
Which screens of this area are broken as shipped?
Maintenance Notification, Resolution, Service Object Reading and Service Object Reading Setup open with another screen's layout. The Service Price tab of Operation, the Component tab of Resource, the user-group tab of Service Origin and the Item tab of the fleet Billing Proposal have no column set-up. Each page says what to do instead.
If something looks wrong
Every message a save or a button of this area can refuse with. "…" stands for the line number or value the screen fills in.
| Message | Cause | Fix |
|---|---|---|
| Site is Mandatory | Release of a service order without Site | Fill Site on Basic Data |
| Warehouse is Mandatory | Release without Warehouse | Fill Warehouse |
| Basic Data - Split Customer is not Defined | Insurer given, a share below 100 %, no Customer For Invoice | Pick Customer For Invoice |
| Basic Data - Split Customer Cannot be same | Insurer is the order customer | Pick the real insurer |
| Basic Data - Split Percentage is not correctly defined | Part % or Labour % outside 0 to 100 | Correct the percentage |
| Basic Data - Split of Labour cannot be negative / Basic Data - Split of Part cannot be negative | A negative share | Use 0 to 100 |
| Service Order: Requirements - VOD Amount cannot be less than 0. | Negative VOD | Enter 0 or more |
| VOD amount cannot be greater than Insurance amount. | VOD above the insurer's share | Lower it |
| Service Order: Operation Lines - Line ID: … - Operation cannot be Empty | Operation line without operation | Pick one or delete the line |
| Service Order: Operation Lines - Line ID: … - Labour % is not correctly defined | Line Labour % outside 0 to 100 | Correct it |
| Service Order: Operation Lines - Line ID: … - Part % is not correctly defined | Item line Part % outside 0 to 100 | Correct it |
| Service Order: Requirments - Line ID: … - Category Cannot be Empty | Requirement line without category | Pick a category |
| Service Order: Requirments - Line ID: … - Account Cannot be Empty (also Item Lines, Category) | The category has no service credit account | Set it on the category |
| Service Order: Requirments - Line ID: … - Quantity cannot be Zero or Negative | Zero quantity | Enter the quantity |
| Service Order: Operation Lines - Line ID: … - Customer Cannot be Empty (also Item Lines, Category) | Billable line without customer | Pick the customer |
| Service Order: Requirments - Line ID: … - Net Amount cannot be Zero (also Item Lines) | Billable line priced at zero | Give a price, or a 100 % discount |
| … Net Amount cannot be Negative | Discount larger than the amount | Correct the discount |
| … Discount percentage cannot be greater than 100. | Discount above 100 % | Correct it |
| Service Order: Category - Line ID: … - Net Amount cannot be Zero or Negative | Category line with a price but no net | Correct price or discount |
| Service Object is mandatory | The operation requires a service object | Name the object on the line |
| Service Order: Item Lines - Line ID: … - Item cannot be Empty / Required Unit / Inventory Unit / Factor / Inventory Quantity … | Incomplete item line | Complete the line |
| Service Order: Reading Lines - Line ID: … - ReadingId Cannot be Empty | Reading line without reading ID | Pick the reading ID |
| Line ID : … - Category (…) cannot be removed. It was already referred in Billing Proposal. | The line is on a billing proposal | Remove it from the proposal first |
| Items Lines - Line ID: … Quantity: … cannot be less than Quantity: … already processed. (also Category Lines) | Quantity below what a proposal took | Raise the quantity or reduce the proposal |
| Split Information cannot change because Service Order Confirmation is created | An invoice exists for the order | Keep the split, or reverse the invoices first |
| Service Order: … cannot be deleted. | A billing proposal refers to it | Delete the proposal first |
| Transfer Request Journal is not defined in setting | Auto transfer request on, no journal | Set Auto Transfer Request Journal |
| Item … - … it's default warehouse is not defined | Item without a default warehouse in the order's site | Set it on the item |
| You don't have rights | No origin line for the copy-from source | Check Service Origin or Fleet Origin |
| Confirmation Date cannot be earlier than Service Order Date. | Confirmation dated before the order | Use a later date |
| Line ID …: Utilized Quantity (…) cannot be greater than Plan Quantity (…). | Used more than planned | Add it to the order first |
| Line ID …: Billing Quantity (…) cannot be greater than Utilized Quantity (…). | Billing more than used | Lower it |
| Please Define Issuance Journal in Setting | No Journal For Issuance | Set it on Service Management Setting |
| Site is not defined in Service Order / Warehouse is not defined in Service Order | The order lacks them | Fill them on the order |
| Category - … Expense Account not Defined | Category without service debit account | Set it |
| Payment Term is not defined for Customer … / Payment Method is not defined for Customer … | Customer and order lack them | Set them |
| Payment Term is not defined for Insurance Invoice / Payment Method is not defined for Insurance Invoice | Insurer lacks them | Set them on the insurer |
| Please Define Customer CostElement in Setting / Please Define Issuance CostElement in Setting | VOD amount without VOD cost elements | Set both on Service Management Setting |
| Cost Element '…' is not properly configured. | The VOD cost element's accounts are not as expected | Correct the cost element |
| Invoice has already been created for this service order. | Deleting a confirmation after invoicing | Reverse the invoice first |
| Service Quotation: … cannot be deleted, Already referred in Service Order: … | Quotation copied into an order | Keep it |
| Operation Lines - Line ID : … - Operation (…) cannot be removed. It was already referred in … (and the Requirement, Item, Category versions) | Quotation line copied into an order | Keep the line |
| Service Quotation: … / Service Agreement: … Operation cannot be Empty, Customer Cannot be Empty, Item cannot be Empty, Required Unit cannot be Empty, Inventory Unit cannot be Empty, Factor cannot be Zero, Inventory Quantity cannot be Zero or Negative | Incomplete quotation or agreement line | Complete the line |
| Line ID : … - Category (…) cannot be removed. It was already referred in Invoice. | Billing proposal line invoiced | Keep it |
| Billing Proposal Lines - Line ID: … Quantity: … cannot be less than Quantity: … already processed. | Below the invoiced quantity | Raise it |
| Billing Proposal: … cannot be deleted, Invoice is already created: … | Proposal invoiced | Reverse the invoice first |
| cannot make out document | Object not in | Record its IN first |
| cannot make in document | Object already in | Record its OUT first |
| Service Object: Category - Line ID: … - Customer Cannot be Empty | Billable movement charge without customer | Pick the customer |
| Inspection … cannot be empty | Required inspection question unanswered | Answer it |
| Line ID: … is duplicated with Line ID: … | Heading twice on an inspection template | Remove one |
| Attributes - Line ID: … there is Same Inspection Attribute in - Line ID: … is duplicated with Line ID: … | Attribute twice under a heading | Remove one |
| Attribute - Line ID: … in Attributes - Line ID: … - Required Mandatory Cannot be Mark. | Required on a yes/no attribute | Clear Required Mandatory |
| Line ID: … - Reading value cannot be less than last Reading value … / … cannot be greater than last Reading value … | Counter going the wrong way | Check the reading |
| Pricing - Line ID: … - Date From cannot be greater than Date To / … duplicating with Line ID: …, Please check date range | Operation price dates wrong or overlapping | Correct the dates |
| Pricing - Line ID: … - Category / Customer cannot be empty, Price cannot zero or negative, Date From / Date To cannot be empty | Incomplete operation price line | Complete it |
| Basic Data - Line ID: …- Unit cannot be empty / Inventory Unit cannot be empty / Factor cannot zero or negative / Quantity cannot zero or negative | Incomplete Resource Mapping line on an operation | Complete it |
| Service Area Cannot be Duplicate | Area code exists | Use another code |
| Service Lines Data cannot be Empty | Fleet order without service lines | Add a service |
| Basic Data - Line ID : … - … - Service Attribute … cannot be empty | Required fleet attribute unanswered | Answer it with Service Attribute |
| No Service Attribute Found | The fleet service has no attributes | Give the service an attribute group |
| No Data selected in Lines | Copy From with nothing ticked | Tick lines |
| Line ID: … - Category is mandatroy | Storage line without category or movement | Fill both |
| Line ID: … - Days cannot be zero or negative | Storage dates give no days | Correct Date To |
| Line ID: … - Service Object is out, you can select date to … | Date To after the object left | Use the date given |
| Maintenance Order - Planned Start Date cannot be greater than Planned End Date / … Planned Final Date | Planned dates reversed | Correct them |
| Maintenance Order - Actual Start Date cannot be greater than Actual End Date (and the Actual Final Date version) | Actual dates reversed | Correct them |
| Maintenance Order: Operation Lines - Line ID: … - Date From cannot be greater than Date To | Line dates reversed | Correct them |
| Maintenance Order: Operation Lines - Line ID: … - Operation cannot be Empty / Duration cannot be Zero or Negative | Incomplete operation line | Complete it |
| Maintenance Order: Item Lines - Line ID: … - Item cannot be Empty / Quantity cannot be Zero or Negative / Required Unit / Inventory Unit / Factor / Inventory Quantity … | Incomplete item line (order or confirmation) | Complete it |
| Operation Lines cannot be empty | Maintenance order without operations | Add one |
| Maintenance Category - cannot delete this Maintenance Category as it's predefined | Deleting a delivered category | Keep it |
| Resource Group Cannot be Duplicate / Resource Cannot be Duplicate | Code exists | Use another code |
| Date From cannot be after Date To / Calendar - Line ID: … overlaps with Line ID: … | Resource calendar lines wrong | Correct the periods |
| Maintenance Strategy Lines cannot be empty | Strategy without cycles | Add a cycle |
| Line ID: … Plan is duplicated with Line ID: … | Same strategy plan code twice | Remove one |
| Basic Data - Line ID: … - Hierarchy cannot be greater than Sequence | Hierarchy above sequence | Lower it |
| Basic Data: Line ID: … - … - Remove Space From Strategy Plan | Space in the code | Remove it |
| Atleast one field select in Paramenters | Plan without parameters | Give one |
| Line ID: … Resource is duplicated with Line ID: … | Same resource and meter twice in one reading | Remove one |
| Line ID: … - Reading Transaction Type cannot be Opening for this Reading ID: … | Opening after readings exist | Use Current |
| Line ID: … - Reading Date cannot be smaller tha Opening Reading Date: … | Reading before the opening | Correct the date |