Record Service

Order Processing (Module 6)

Order Entry & Editing (Task 1)
- Enter new/change existing order (Sub-task 1)

Field 1 order #: Press F3 key for Owner inquiry.

Please enter owner #:

Last 4 digits of phone # + ‘0,1,2 etc’

If the new owner # isn’t known, follow the prompts on the bottom of the screen:

F1 key – name search F2 key – phone # search F3 key – serial # search

Say Y to the correct owner # & serial #.
At the bottom of the screen, the following prompts will appear:

Enter option (left arrow to exit):

“Y-Put owner info. On order S-service records W-work needed M-Memo”.

By selecting Y, the system will put this owner’s name, address, phone #, correct customer # and the serial # on the next order opened up.

Once the order is started, select field 8 Department #: the correct service department on the first screen of the order is the key to having the items on this order go to the customer service module as a service record. The correct service department is determined by a parameter discussed in the document titled: Overview and Setup of Customer Service.
- If the correct service department is NOT used on the front screen of the order, when the order is invoiced, the following message will appear: “Set Department on front screen to “Service” for C/S tracking”. The operator will not be allowed to leave the order until the correct department is used.
Add all the service line items to the order.
Invoice the order.
Make any entries or changes to the shipping screen.
The year, make, model, meter & serial # will be on the shipping screen from the customer service module.
The invoice will need to be moved to the Task 2 Invoiced order holding file, either automatically during the night processing or manually using Task 25 Move invoiced order (1->2). When the invoice is posted out of Task 2 Invoiced order holding file to the A/R module, the service items are recorded in the customer service module.

Recording Service to a Serial # & Machine You Didn’t Sell

There are two different options to record the first service order to a machine you didn’t sell.

Option 1:

Find the owner the same way as above using the F3 key for owner inquiry OR the F1 to search by owner name. Say Y to put the owner info on the next order.
- If this is a brand new owner, just open up the order & put the correct customer # on the order. Make sure the correct information is on the shipping screen of the order, correct owner name, phone #, address, etc…. Later the owner # will be automatically created when the invoice is moved to Task 2 Invoiced order holding file.
Put the service department in field 8 of the order.
Put the service items on the order.
Invoice the order.
On the shipping screen fill in fields 20 – 24:
- Field 20 Year: type in the last 2 digits of the year of the machine.
- Field 21 Make: type in the make of the machine
- Field 22 Model: type in the model of the machine. This will show up as the item # of the machine when searching for the serial # in the future.
- Field 23 Serial #: type in the serial #
- Field 24 Meter: type in the meter reading.
  - When this invoice is posted all the way to A/R these fields will transfer to the customer service module for this serial #. The next time you do a service order for this serial #, (if you find the serial # on the first screen) these fields will be automatically filled out the same way as on this invoice.

Option 2:

Find the owner the same way as above using the F3 key for owner inquiry OR the F1 to search by owner name. Say Y to put the owner info on the next order.
- If this is a brand new owner, just open up the order & put the correct customer # on the order. Make sure the correct information is on the shipping screen of the order, correct owner name, phone #, address, etc…. Later the owner # will be automatically created when the invoice is moved to Task 2 Invoiced order holding file.
Sell the serialized machine on the order. Type the serial # on the line item just like you were selling it to the customer. You will get a message: “Warning – serial number not on file, do you want to add? Y.
- The price of the item will be zero.
- Invoice the order.
- When the invoice is posted all the way to A/R the customer service module will have this item # & serial #. Then you can start selling service orders for this item & serial #.

NOTE: All items entered on this order will be recorded as “service”, for this serial #, after the invoice is posted out of the ‘Invoiced Order Holding File’ into A/R.