Service Order Confirmation
The confirmation closes the loop on a service order: how much of each part was used, what will be billed. Its Save issues the parts from stock; its Invoice button raises the invoices.
- Where
- Service Management › Order › Service Order Confirmation
- Who uses it
- The workshop controller, the service accountant
- When
- When the work is finished
- Needs first
- Service Order (released, with Site and Warehouse), Service Management Setting journals
What it is for
The confirmation records what was really done on a service order and is what moves stock and money:
- Create checks the Confirmation Date is not before the service order date ("Confirmation Date cannot be earlier than Service Order Date."), then copies the order's operation, item and category lines.
- On each item line, Utilized Quantity starts at the planned quantity. Lower it to what was really used; Variance Quantity shows the difference. Billable Quantity is what will be invoiced; it cannot exceed the utilized quantity.
- Save creates a posted goods issue (movement IIS054) for the utilized items, from the order's site and warehouse, on the Journal For Issuance, dated the confirmation date. The expense account is the service debit account of each line's category.
- Invoice (toolbar) raises one parked customer invoice per billable customer on the Invoice Journal, plus one for the insurer when the order is split, all dated the confirmation date and referring to the service order. Payment term and method come from the order, else from the customer.
- Invoices (toolbar) opens the customer invoices of this service order.
- Delete removes the confirmation and its goods issue, as long as no invoice (not reversed) exists for the service order.
Every field in plain words
General
| Field | What it means | What to put |
|---|
| Confirmation | The code or number of this record | A short unique code, or the next number when a number range is set up |
| Confirmation Date | Date of the confirmation. The goods issue and the invoices take this date | A date, not before the service order date. Cannot be changed after Create. Required |
| Notes | A note on the document | Free text |
| Responsible | The person responsible | Pick from the responsible persons list |
| Service Order | The service order being confirmed | Pick a service order that has no confirmation yet, dated on or before the confirmation date. Required. Cannot be changed once saved |
| Service Order Date | Date of the service order | Fills in from the order |
| Field | What it means | What to put |
|---|
| Customer | The customer the work is for | Pick from the customer list. Cannot be changed once saved |
| Name | The customer name | Fills in from the customer |
Object Identification
| Field | What it means | What to put |
|---|
| Service Object | The thing being serviced: a vehicle, a machine, a container | Pick from Service Object. Cannot be changed once saved |
| Name | Name of the service object | Fills in from the service object |
| Identification No | Identification number of the service object, such as a registration or serial number | Fills in from the service object |
Operation
| Column | What it means | What to put |
|---|
| Operation | The operation (a unit of work) | Fills in by itself |
| Name | Name of the operation | Fills in by itself |
| Required Date | When the line is needed | Fills in by itself |
| Standard Hours | Standard hours for the operation | Fills in by itself |
| Requirement | The labour, machine and part lines confirmed for the operation | Open it to see them |
| Line Text | A note on the line | Free text |
Item
| Column | What it means | What to put |
|---|
| Item No | The item (part or material) | Fills in by itself |
| Name | Name of the item | Fills in by itself |
| Unit | Unit of measure | Fills in by itself |
| Plan Quantity | Quantity planned on the service order | Fills in from the order |
| Utilized Quantity | Quantity really used | Starts at the planned quantity. At most the planned quantity |
| Variance Quantity | Planned minus used | Calculated |
| Billable Quantity | Quantity to invoice | At most the utilized quantity. 0 for goodwill |
| Line Text | A note on the line | Free text |
Category
| Column | What it means | What to put |
|---|
| Category | The category of the line. The category carries the revenue account and the tax group | Fills in by itself |
| Name | Name of the category | Fills in by itself |
| Quantity | How many | A number greater than zero |
| Line Text | A note on the line | Free text |
- Set Journal For Issuance and Invoice Journal on Service Management Setting.
- Every category used on the lines needs a service debit account (for the issue) and a service credit account (for the invoice).
- The customer and insurer need a payment term and a payment method, unless the service order gives them.
Scenarios
- The mechanic used 3 litres of oil instead of the planned 4. Set Utilized Quantity to 3 and Billable Quantity to 3; save. The issue takes 3 litres from stock.
- A part was replaced under goodwill. Set Billable Quantity to 0 on that line; it is issued but not invoiced.
- An insurance job. After saving, press Invoice: one parked invoice for the customer's share, one for the insurer's.
What it is connected to
If something looks wrong
- Create is refused with "Confirmation Date cannot be earlier than Service Order Date." Use a later date.
- Save is refused with "Line ID …: Utilized Quantity (…) cannot be greater than Plan Quantity (…)." You cannot use more than planned; add the extra on the service order first.
- Save is refused with "Line ID …: Billing Quantity (…) cannot be greater than Utilized Quantity (…)." Lower the billable quantity.
- Save is refused with "Please Define Issuance Journal in Setting". Set Journal For Issuance on Service Management Setting.
- Save is refused with "Site is not defined in Service Order" or "Warehouse is not defined in Service Order". Fill them on the service order.
- Save is refused with "Category - … Expense Account not Defined". The category of a used item has no service debit account.
- Invoice is refused with "Payment Term is not defined for Customer …" or "Payment Method is not defined for Customer …". Set them on the customer or on the service order.
- Invoice is refused with "Payment Term is not defined for Insurance Invoice" or "Payment Method is not defined for Insurance Invoice". Set them on the insurer.
- Invoice is refused with "Please Define Customer CostElement in Setting", "Please Define Issuance CostElement in Setting" or "Cost Element '…' is not properly configured." The order has a VOD amount and the VOD cost elements are missing or wrong.
- Delete is refused with "Invoice has already been created for this service order." Reverse the invoice in Receivables first.
- The Invoice button is greyed. Every invoice for this order already exists.