Service Management Setting

One record per company. It switches columns and header fields of the service documents on and off, names the journals that the service order confirmation uses to issue parts and raise invoices, and holds the default field values for every service screen.

Where

Service Management › General › Service Management Setting

Who uses it

The implementation consultant

When

Once, before the first service order; again when the company changes how it works

Needs first

Journals in General Ledger, categories in Company Setup, cost elements in Receivables

What it is for

Most service screens read this record when they open. A tick here shows a column on the order lines; it does not make the column required. The journals and cost elements are read by the service order confirmation and by the release of a service order: without them those saves are refused.

The one rule people get wrong: the settings are per company (legal entity). A second company starts with nothing set and its confirmations are refused until its own setting is saved.

Every field in plain words

General

Field	What it means	What to put
Service Object Required On Header	The service object is named once in the header	Tick for one object per order; clear for one per line
Cost And Sales Required On Line	Cost and sales on line	Recorded only
Service Center	Shows Service Center on the order	Tick to show it
In-House Repair	Shows In-House Repair on the order	Tick to show it
Movement Reference	Shows Movement on the order	Tick to show it
Symptom Required On Line	Shows the symptom columns on operation lines	Tick to show them
Fault Required On Line	Shows the fault columns on operation lines	Tick to show them
Damage Required On Line	Shows the damage columns on operation lines	Tick to show them
Service Area Required On Line	Shows Service Area on operation lines	Tick to show it
Bay Required On Line	Shows Bay on operation lines	Tick to show it
Discount	Shows the discount columns on lines	Tick to show them
Taxzone	Shows Tax Zone on lines	Tick to show it
Currency	Shows Exchange Date and Exchange Rate on the order	Tick to show them

Default Category

Field	What it means	What to put
Category Item	Category new item lines start with	Pick a category
Category Worker	Default worker category	Recorded only
Category Machine	Default machine category	Recorded only
Category Expense	Default expense category	Recorded only
Category fee	Default fee category	Recorded only

Transfer Request

Field	What it means	What to put
Auto Create Transfer Request Automatically	Release of a service order creates a transfer request for its parts	Tick to switch on
Auto Transfer Request Journal	Journal of that transfer request	A journal code. Required when the tick is on

Confirmation Journal

Field	What it means	What to put
Journal For Issuance	Journal of the parts issue made by a confirmation	Pick a journal
Invoice Journal	Journal of the invoices raised from a confirmation	Pick a journal

VOD Depreciation

Field	What it means	What to put
VOD Cost Element on Insurance	Cost element for the VOD on the insurer invoice	Pick a cost element
VOD Cost Element on Customer	Cost element for the VOD on the customer invoice	Pick a cost element

Default Parameters

One line per field to fill, lock, require or hide on a service screen.

Column	What it means	What to put
Processcode	The screen the line applies to	Pick a screen code
Object No	The field on that screen	Pick a field
Value	The value the field starts with	Free text
Mandatory	The field must be filled	Tick to require it
Disable	The field is shown but locked	Tick to lock it
Hidden	The field is not shown	Tick to hide it

Validation

Special validations listed against a screen.

Column	What it means	What to put
Processcode	The screen the line applies to	Pick a screen code
Special Validation	A special validation	Pick from the list

How to configure it

• Tick only the columns the workshop really fills in. Each tick shows the column on the operation or item lines of Service Order, Service Quotation, Service Agreement and Service Order Confirmation.
• Service Object Required On Header decides where the service object is named. Ticked: one object for the whole order, in the header. Clear: the header block is hidden and a Service Object column appears on every line instead, so one order can cover several objects.
• Service Center, In-House Repair, Movement Reference and Currency show those header fields on the service order.
• Category Item is the category new item lines start with. The other four default categories (Worker, Machine, Expense, Fee) are stored but nothing reads them today.
• Auto Create Transfer Request Automatically with Auto Transfer Request Journal: when a service order with item lines is released, a posted item transfer request is created to move the parts from each item's default warehouse to the order's warehouse. Without the journal the release is refused.
• Journal For Issuance is the journal of the goods issue the confirmation creates for parts used. Invoice Journal is the journal of the customer invoices raised from a confirmation.
• VOD Cost Element on Insurance and VOD Cost Element on Customer are needed only when service orders carry a VOD amount (a deduction the insurer passes to the customer; see Service Order).
• Default Parameters: one line per field you want to fill, lock, require or hide on a service screen for the whole company. Pick the screen in Processcode, the field in Object No, then Value and the ticks. A user's own default for the same field replaces the company one.
• Validation: special validations listed per screen.

Scenarios

• A workshop repairs one vehicle per job. Tick Service Object Required On Header, Symptom, Fault and Damage Required On Line.
• A contractor maintains many machines of one customer under one order. Leave Service Object Required On Header clear so each line names its own object.
• Parts should move to the workshop store as soon as a job is released. Tick Auto Create Transfer Request Automatically and pick the transfer request journal.

What it is connected to

• Service Order - reads the ticks, the default item category and the transfer request switch.
• Service Order Confirmation - reads the issuance journal, the invoice journal and the VOD cost elements.
• Transaction Journal - where the journals are set up.
• Customer Invoice - the customer invoices raised with the Invoice Journal; Cost Element - the cost elements.

If something looks wrong

• Saving a confirmation is refused with "Please Define Issuance Journal in Setting". Journal For Issuance is empty here. Pick it and save.
• Releasing a service order is refused with "Transfer Request Journal is not defined in setting". Auto Create Transfer Request Automatically is ticked but Auto Transfer Request Journal is empty.
• The Invoice button on a confirmation does nothing. Invoice Journal is empty here, or no confirmed line is billable.
• A ticked "required" column is not required. These ticks show the column; they do not force a value. Use a Default Parameters line with Mandatory to require it.