A fleet order is the job card of the fleet workshop: one piece of equipment, the services done with their resources and answered attributes, and the parts.
- Where
- Fleet Maintenance › Order › Fleet Maintenance Order
- Who uses it
- The fleet workshop advisor, the workshop controller
- When
- When the work is decided
- Needs first
- Equipment, Fleet Service
What it is for
Lines are on two tabs:
- Services: picking a service fills its resources (open Resources on the line) from the Fleet Service for this equipment.
- Items: parts.
Tax is worked out per line for the posting date. The totals panel shows cost, sale and profit for services and items, and the tax-inclusive total.
- At least one service line is required ("Service Lines Data cannot be Empty").
- Copy From › Quotation brings the services or items of a Fleet Maintenance Quotation not yet ordered.
- Service Attribute on a service line opens the questions of its attribute group; required answers are checked on save.
- After Create, the order number, posting date, customer, customer for invoice, equipment and currency are locked.
- Execution and Sign Off: ticking Sign Off ticks Execution; clearing Execution clears Sign Off. Both are recorded only.
The order posts nothing, reserves nothing and issues no stock. It is billed through Billing Proposal.
Every field in plain words
Totals. The Total button (or the totals panel) shows Gross Amount, Discount Amount, Net Amount, Tax Amount, Amount Including Tax, Service Cost, Item Cost, Total Cost, Service Sale, Item Sale, Total Sale, Service Profit, Item Profit, Service Profit %, Item Profit %, Total Profit %. They are worked out from the lines and cannot be typed.
General
| Field | What it means | What to put |
|---|
| Maintenance Order | The code or number of this record | A short unique code, or the next number when a number range is set up. Required. Cannot be changed once saved |
| Posting Date | The date of the document | A date. Taxes on the lines are worked out for this date. Required. Cannot be changed once saved |
| Controller | The person in charge of the job | Pick from the responsible persons list |
| Field | What it means | What to put |
|---|
| Customer | The customer the work is for | Pick from the customer list. Required. Cannot be changed once saved |
| Name | The customer name | Fills in from the customer. Required |
| Customer for Invoice | The customer the invoice goes to, when it is not the same as the customer | Pick from the customer list. Cannot be changed once saved |
| Field | What it means | What to put |
|---|
| Equipment | The vehicle or machine of the fleet | Pick from Equipment. Required. Cannot be changed once saved |
| Name | Name of the equipment | Fills in by itself |
| Notes | A note on the document | Free text |
| Execution | The work is being carried out | Tick it; clearing it clears Sign Off |
| Sign Off | The order is signed off | Tick it; Execution is ticked with it |
| Field | What it means | What to put |
|---|
| Currency | The currency of the prices | Pick a currency. Required. Cannot be changed once saved |
| Exchange Date | The date the exchange rate is read for | A date. Required. Cannot be changed once saved |
| Exchange Rate | Rate from the document currency to the company currency | Fills in from the rates for the exchange date; change it if your rate differs. Required. Cannot be changed once saved |
Internal Reference
| Field | What it means | What to put |
|---|
| Quotation | The quotation the order came from | Pick a quotation. Cannot be changed once saved |
External Reference
| Field | What it means | What to put |
|---|
| Customer Order No. | The customer's own order or job number | Free text, for example the customer purchase order number |
| Customer Order Date | The date of the customer's order | A date |
| Site | The site | Pick a site |
| Warehouse | The warehouse | Pick a warehouse |
| Service Center | The workshop or service center doing the work | Pick from Service Center |
Estimate Date
| Field | What it means | What to put |
|---|
| Estimate Start Date | When the work is expected to start | A date |
| Estimate End Date | When the work is expected to finish | A date |
| Estimate Start Time | Expected start time | A time |
| Estimate End Time | Expected finish time | A time |
Actual Date
| Field | What it means | What to put |
|---|
| Actual Start Date | When the work really started | A date |
| Actual End Date | When the work really finished | A date |
| Actual Start Time | Actual start time | A time |
| Actual End Time | Actual finish time | A time |
Services
| Column | What it means | What to put |
|---|
| Service | The fleet service (job) | Pick from Fleet Service |
| Name | Name of the service | Fills in by itself |
| Required Date | When the line is needed | A date |
| Standard Hours | Standard hours for the operation | A number of hours |
| Price | Price per unit before discount | An amount |
| Gross Amount | Quantity times price | Calculated |
| Discount Amount | Discount on the line as an amount | An amount, or leave it to the percentage |
| Discount % | Discount on the line as a percentage | A percentage, at most 100 |
| Net Price | Price per unit after discount | Calculated |
| Net Amount | Line amount after discount | Calculated |
| Tax Group | Tax group of the line | Pick a tax group. With the tax zone it decides the tax lines |
| Tax Zone | Tax zone used to find the tax rates | Pick a tax zone |
| Resources | Resources of the service line | Open it; it fills in when the service is picked |
| Sign Off | The order is signed off | Tick it; Execution is ticked with it |
| Line Text | A note on the line | Free text |
Resources (opened from a service line)
| Column | What it means | What to put |
|---|
| Resource Group | The resource group | Pick a resource group |
| Name | Name of the resource group | Fills in by itself |
| Resource | The resource: a machine, a person, a tool | Pick a resource |
| Name | Name of the resource | Fills in by itself |
| Standard Hours | Standard hours for the operation | A number of hours |
| Standard Cost | Standard cost of the line | Calculated from the resource group rates |
| Standard Sale | Standard sale value of the line | Calculated from the resource group rates |
| Line Text | A note on the line | Free text |
Items
| Column | What it means | What to put |
|---|
| Item No | The item (part or material) | Pick an item |
| Name | Name of the item | Fills in by itself |
| Unit | Unit of measure | Pick a unit |
| Required Date | When the line is needed | A date |
| Quantity | How many | A number greater than zero |
| Price | Price per unit before discount | An amount |
| Gross Amount | Quantity times price | Calculated |
| Discount Amount | Discount on the line as an amount | An amount, or leave it to the percentage |
| Discount % | Discount on the line as a percentage | A percentage, at most 100 |
| Net Price | Price per unit after discount | Calculated |
| Net Amount | Line amount after discount | Calculated |
| Tax Group | Tax group of the line | Pick a tax group. With the tax zone it decides the tax lines |
| Tax Zone | Tax zone used to find the tax rates | Pick a tax zone |
| Sign Off | The order is signed off | Tick it; Execution is ticked with it |
| Line Text | A note on the line | Free text |
The columns shown follow Fleet Maintenance Setting.
Scenarios
- A truck comes in for its 30 000 km service and new tyres. Order for the truck with the service "PM-B" (resources fill in) and the tyre service with its position attributes; tyres on the Items tab.
What it is connected to
If something looks wrong
- Save is refused with "Service Lines Data cannot be Empty". Add a service line.
- Save is refused with "Basic Data - Line ID : … - … - Service Attribute … cannot be empty". Answer the required attribute with the Service Attribute button.
- Service Attribute says "No Service Attribute Found". The service has no attribute group, or the group has no attributes.
- Copy From says "No Data selected in Lines". Tick at least one line in the copy window.