Adding SRO Lines

Service order lines are associated with a specific SRO and define which unit or item is going to be serviced. On the Service Order Lines form, you can create, update, and delete SRO lines. On the Service Order Lines form, specify this information for each line:

  1. In the SRO header section, specify this information:
    SRO
    Select or specify the SRO number.
    Description
    A description of the SRO is displayed.
    Customer
    The customer number and description associated with the SRO are displayed.
    Ship To
    The customer ship to location and a description are displayed.
    Status
    The status of the SRO is displayed. These are possible status options:
    • Template: Used as a generic setup for quickly creating new SROs.
    • Estimate: Used for estimating cost and price information for a customer.
    • Open: Indicates that no transactions are on hold and that the SRO may be invoiced. When first created, the status will automatically set to open.
    • Closed: SRO is complete and no invoicing can be performed.
    Partial Billing
    This check box determines whether the SRO Invoice Print/Post program bills a service order or service order transactions with a status of bill hold. If the check box is selected at the header level, the program ignores the entire SRO. If the check box is cleared at the transaction level, only the transaction is ignored and all other transactions not on hold are still invoiced.

    A default value for new SROs can be set on the Service Order tab of the Service Parameters form.

  2. In the Line header section, specify this information:
    Line
    The number assigned to the SRO line is displayed. Every item entered for a SRO requires a unique number. When adding lines to a SRO, the next available number is automatically populated if a specific value is not assigned.
    Status
    The current status of the SRO line is displayed. New lines have a default status of open.
    Line Type
    The type of the SRO line is displayed. Valid options are:
    • Service: Unit/item is in for service
    • Loaner: Unit/item is on loan
    • Adv Exch: Unit/item is part of an advanced exchange
    Unit
    Select the unit for the SRO line. The unit is the complete material composition, including all sub-components, replacement parts, and or add-ons. The unit ID may or may not be the serial number of the unit.
    Qty
    Select the quantity for the line. The default value is one when a unit is selected. The value can only be updated when there is no unit number.
    Inspection Type
    Select an inspection type for the line. The combination of the SRO Line item and inspection type determines the inspection tasks that are assigned to the SRO line.
    Note: After an inspection task has been measured, it cannot be changed on the SRO line. The measured values must be reset in order to associate the SRO line to a new inspection type.
    Initial Failed Inspections
    The number of failed inspections for the SRO line is displayed.
    Adjusted Failed Inspections
    The number of adjusted inspections for the SRO line is displayed.
    Item
    Select the item for the SRO line. If there is a unit specified for the line, then the item in stock that is associated with that unit number is displayed.
    U/M
    Select the unit of measure for the line. The default value is based on the unit or item selected.
    Customer Item
    Select a customer item. When you select an item, if a value has not yet been selected in the Item field and only one item exists for the Customer-Customer Item combination, the Item field displays that item. If more than one item exists, you must select the item you want.

    Conversely, when you enter an Item, if a value has not yet been entered in the Customer Item field and only one customer item exists for the Customer-Item combination, the Customer Item field displays that Customer Item. If more than one Customer Item exists, you may select the customer item you want.

    Note: A Customer Item number is not required.
    Description
    Specify a description for the line. The default is the description of the selected unit or item, but this value may be overwritten.
    Contract
    If the SRO line is tied to a service contract, it is displayed. The invoicing and billing are handled through the contract.
    Line
    If the SRO line is tied to a service contract line, it is displayed. The invoicing and billing are handled through the contract.
  3. On the Source tab, specify this information:
    Source
    Select the type of record to cross-reference. The three ID fields can be used to specify existing records. If left blank, the system creates a new record of the source type specified when the cross reference is performed.
    Source Button
    Click this button to perform the cross reference. If the values for the reference fields are blank, clicking the button sets them. If the reference fields have been populated, the button accesses the appropriate form based on the source/destination type selected.

    Use the appropriate sub-tabs to view information about the current status of the source material that is used to fulfill the service order line. A sub-tab is enabled when its matching type is selected in the Source field: Inventory, Purchase Order, Job, Transfer, or Project.

  4. On the General tab, specify this information:
    SRO Type
    The type of the SRO is displayed. The available selections are set up and maintained through the Service Order Types form.
    Lead Partner
    The partner responsible for the SRO is displayed.
    Incident
    If the SRO was created from cross-referencing an incident, the incident number is displayed.
    Exchange Date
    Select the calendar date on which the exchange will take place. This date is used in conjunction with the advanced exchange SRO type.
    Due Date
    Select the date on which the work is due.
    Last Ship Date
    The date that the last time the line item or a subcomponent of the line item was shipped is displayed.
    Department
    Select the department to associate with the SRO line.
    To Be Scheduled
    Select this check box to include the current incident or SRO in the scheduling process for partner assignment. If selected, the incident or SRO is displayed in the To Be Scheduled grid on the Calendar Scheduling form. If unchecked, the incident or SRO can still be manually scheduled, but is not automatically on the Calendar Scheduling form.
    Awaiting Parts
    Select this check box if the incident or SRO is dependent on material which is yet to be received. Whether this field is enabled is set by the Parts Fulfillment mode assigned on the Service Parameters form.
    Qty Shipped
    The number of items or units that have been shipped is displayed.
    Qty Issued
    The number of items or units that have been issued is displayed.
    Qty Returned
    The number of items or units that have been returned is displayed.
    Product Code
    The product code is displayed. The product code contains all of the General Ledger accounts that are be used for posting material, labor, and miscellaneous expenses to a SRO. The product code also contains the accounts that are used by the SRO Invoicing program for posting Cost of Goods Sold and Revenue amounts.
    Price Code
    The price code that was set up at the customer level is displayed.
    Meter Amt
    Specify the amount that has been recorded for the unit. For example, this value may be miles, impressions, clicks, and so on.
    Meter Date
    Select the date the meter reading is taken.
  5. On the Billing tab, specify this information:
    Billing Type
    Unless you are copying from a template, the billing type will be the default value associated with the SRO type. If there is not a SRO type, the default value comes from the Service Parameters form. Billing types can be one of these:
    • Calculated/Time & Material: Price is calculated by the summation of all material, labor, and miscellaneous items issued.
    • Project/Fixed: Price is based on the manually entered fixed amount.
    Bill Status
    The current state of billing for a SRO is displayed.
    Billing Code
    The billing code assigned to the SRO type is displayed. The billing code is the type of method used to determine the amount to be billed for SRO material and labor transactions. These are the possible billing codes:
    • Contract: The SRO is part of a contract and the transactions should not be charged to the customer; the default rate is 0.
    • No Charge: The default rate is 0.
    • Warranty: The SRO is associated with a unit that is under warranty and the transaction should not be charged to the customer; the default rate is 0.
    • Recover: The default rate equals the cost of the transaction.
    • List: The rate for material transactions is determined using the customer/item pricing logic; the rate for labor transactions is determined using the service pricing routine.
    Material, Labor, Miscellaneous Acct Location
    This field shows whether the accounts used for material, labor, and miscellaneous transactions are assigned at the operation or transaction level. The default settings from the SRO type are used.
    Use Planned Pricing
    Select this check box to use planned pricing as opposed to the normal pricing matrix.
    Accumulate WIP
    Select this check box if costs issued to the SRO are to be stored in WIP accounts.
    Total Price
    The running total of price for the service order, service order line, or service order operation excluding freight, miscellaneous, and tax charges is displayed.
    Total Billed
    The running total of invoiced charges for the service order, service order line, or service order operation is displayed.
    Material Cost
    The running total of material costs issued to the service order, service order line, service order operation, or service order transaction is displayed.
    Labor Cost
    The running total of labor costs issued to the service order, service order line, or service order transaction is displayed.
    Misc Cost
    The running total of miscellaneous costs issued to the service order, service order line, service order operation, or service order transaction is displayed.
    Total Cost
    The accumulated total cost amount for the service order line or service order operation is displayed.
  6. The Inspections tab is a read-only tab that shows the inspections on the service order line in a tree menu. Use these fields to change the display:
    Show Labels
    Select this check box to include labels in the Inspections tree.
    Show Measured Value
    Select this check box to include the measured value in the Inspections tree.
    Show Items By
    • Item: Select this option to list the items by name.
    • Description: Select this option to list the items by their description.
  7. Save the record.

Use these buttons on the form as described here:

  • Click SROs to launch the Service Orders form, filtered for the current SRO.
  • Click SRO Operations to launch the Service Order Operations form, filtered for the current SRO.
  • Click SRO Transactions to launch the Service Order Transactions form, filtered for the current SRO.
  • Click Copy Operations to launch the Service Order Quick Create utility.
  • Click Inspections to launch the Service Order Line Inspections form, filtered for the current SRO.
Related topics
Using SROs to Track Service Requests, Transactions, and Billing