Entering an Activity - Service Card
- Serial No.
- Paste Special
Serial Numbers of sold Items and of Repair Items (Known Serial Number register)
- Item
- Paste Special
Item register
- If the Activity is one being entered to record time spent working on a Service Order, specify here the Serial and Item Numbers of the Item being repaired. Please refer to the description of the Service Order and Inv. Item fields below for details about how the work will be charged to the Service Order.
- It is also possible to create Service Orders from Activities automatically. This might be useful where Customers tend to phone your business to book repairs. Your staff can use Activities to record the calls. Service Orders will be created automatically from those Activities thus saving work and reducing the possibility for error. First, you need to create an Activity Type for such calls. In the Activity Consequences setting, create a record for the Activity Type in combination with a particular Result and switch on the Generate Service Order option. When a call comes in, enter an Activity with the Activity Type and Result. Enter the Serial Number and Item Number of the Item that is to be repaired in these two fields, leaving the Service Order field below empty. When the Activity is marked as Done and saved, a new Service Order will be created. Its Service Order Number will appear in the Service Order field below, and this can be quoted to the Customer if necessary.
- If the Item being repaired is one originally sold by your business, entering the Serial Number will cause the Customer Number, Name, Telephone Number and Contact and the Item Number to be brought in automatically. You can change the Customer information if the Item has been sold on. Note that the Serial No field is case-sensitive, so be sure to enter the correct combination of upper- and lower-case letters. If the Customer and Item information does not appear, this is the probable cause.
- The 'Paste Special' list shows the contents of the Known Serial Number register. This contains Serial Numbers previously used in the Service Stock Transaction register and, optionally, Serial Numbers of Items originally sold by your company. The 'Paste Special' list also features the 'Serial Number History' function on its Operations menu. You can use this function to view a full history of each Serial Number.
- Service Order
- Paste Special
Service Order register, Service Orders module
- Inv. Item
- Paste Special
Item register
- If the Activity is one being entered to record time spent working on a Service Order, specify here the Service Order on which the work was carried out, and an Item representing the type of work carried out. The Item should be a Service or Plain Item.
- If the Activity is a Time Activity, its Type belongs to an Activity Class whose Create Work Sheet Transaction box has been checked, and you have entered a Serial Number in the field above and a Cost (Time) on the 'Time' card, a Work Sheet Transaction will be created when the Activity is marked as Done and saved. The Activity can have any Task Type. This Work Sheet Transaction is effectively an instruction to the 'Create Invoices' function on the Operations menu of the Service Order window to invoice the work represented by this Activity to the Customer. If you then invalidate the Activity, the Work Sheet Transaction will be deleted. You will not be able to invalidate the Activity if the Project Transaction has already been invoiced.
- If the Activity Type of this Activity belongs to an Activity Class whose Force Entry Of Service Order option is on, an entry must be made to the Service Order field before the Activity can be saved. If an Item has been specified in the Activity Type, it will be brought in to the Activity automatically. If an Item has already been entered to the Activity, it will be changed or removed when an Activity Type is specified.
