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Service Order Example and Work Flow - Page 5 - Labour and Spare Parts - Work Sheets

This example describes using Work Sheets to register time and spare parts against a Service Order.

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Whenever you spend time on a particular Service Order, you should create or update a record in the Work Sheet register to account for the time spent (even though, in this instance, the work is under warranty and so is not chargeable) and to list the spare parts used In many ways, Work Sheets are similar to Time Sheets in the Job Costing module in that they record the labour and any spare parts used in the completion of the repair.

You can create a Work Sheet directly from a Service Order. This will be most useful if you have not created any Work Orders from the Service Order. If you have created Work Orders, you can also create Work Sheets from those Work Orders. This allows you to organise service work around Work Orders or Service Orders. If you are working from Work Orders, an advantage of creating Work Sheets from Work Orders is that you will be able to create a single Purchase Order from a Work Order that includes Items on all connected Work Sheets.

To create a Work Sheet, open the Service Order or Work Order as appropriate and select 'Work Sheet' from the Create menu (Windows/macOS) or + menu (iOS/Android). A new record will be created in the Work Sheet register and opened immediately. In this example, the Work Sheet was created from the Work Order:

The Employee and Customer information will already be completed, taken from the Work Order. The 'Items' card will be empty: list here the Items for labour and any spare parts that you will use or have used to complete the repair:

On flip B, you should relate each Work Sheet row to the item of equipment being repaired (known as the "Main" Item), i.e. to an Item on the Service Order. This creates a chain from the original Service Order to the eventual Work Sheet Transaction. The Work Sheet Transaction will be used to generate the Invoice. This chain allows the cost of the repair to be allocated to the correct Main Item on the Service Order. In the example, there is only one Item on the Work Order, so this is assumed to be the Main Item. If there is more than one Item on the originating Work Order or Service Order, you would need to select one by specifying the Serial Number of the Main Item in the Main Serial No field. You would be able to use 'Paste Special' to open a selection list showing the Serial Numbers of Main Items on the parent Work Order or Service Order. The Item Type (warranty status or otherwise) will then be brought in automatically.

Service Order Example and Work Flow:

• Introduction
  

• Linking Items Sold to the Service Orders Module
  

• Entering Service Orders
  

• Taking Responsibility for Repair Items
  

• Instructing Technicians - Raising Work Orders
  

• Labour and Spare Parts - Work Sheets
  

• Creating Purchase Orders for Spare Parts
  

• Work Sheet Transactions
  

• Invoicing
  

• Returning Repair Items to Customers

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Go back to:

• Home page for Service Orders manual
  

• Home page for Standard ERP manual

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