Service Order Concluding—Exercises

Basic Data Setup 

Performed Actions

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Maintenance Basic Data /Performed Actions

1. Create a new performed action.

General exercise for Performed Actions

Causes

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Maintenance Basic Data /Causes

1. Create a new cause.

General exercise for Causes

Classes

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises.

Windows:
Work Order and PM Basic Data /Classes

1. Create a new class. 

General exercise for Classes

Fault Types

Purpose: The purpose of this exercise is to show you how to set up the basic data required for the following exercises. 

Windows:
Work Order and PM Basic Data /Fault Types

1. Create a new fault type.

General exercise for Fault Types

Customer

Purpose: The purpose of this exercise is to show you how to set up the basic data required for creating a customer. These steps will describe what you need to set up for a customer to be able to invoice service work orders. 

Windows:
Customer

1. Create a new customer.

General exercises for Customer

Coordinator

Purpose: The purpose of this exercise is to create a coordinator. Later, the coordinator will be the person responsible for creating the invoices for the service work orders. 

Windows:
Coordinators

1. Create a new coordinator. 

General exercises for Coordinator

Tools and Facilities Type

Purpose: The purpose of this exercise is to show you how to set up the tools and facilities type required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Tools and Facilities Type

1. Create a new tools and facilities type.

General exercise for Tools and Facilities Type

Tools and Facilities

Purpose: The purpose of this exercise is to show you how to set up the tools and facilities required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Tools and Facilities

1. Create a new tools and facilities.

General exercise for Tools and Facilities

Connect Tools and Facilities

Purpose: The purpose of this exercise is to show you how to connect tools and facilities required for the exercise below. 

Windows:
Tools and Facilities Basic Data /Connect Tools and Facilities

1. Create a new connection for tools and facilities.

General exercise for Connect Tools and Facilities

Main Exercises

Purpose: The purpose of these exercises is to become familiar with how to conclude a service work order so that it can be invoiced. Before beginning these exercises, you must have prepared and executed the service work order.

Windows:
Report In Work Order

Conclude Service WO

General Information

1. Open the Report In Work Order window.
2. Search for a work order that has been executed and that needs to be concluded and invoiced. Hint: Query (F3) for a work order with the Work Done status.
3. On the Report In tab, enter all information on the job you have performed. Enter an appropriate class, performed action, and type of work performed. Use the List of Values (F8).
4. Find an appropriate cause code to describe what caused the problem. Use the List of Values (F8). 
5. Enter text in the Cause Description field to describe in greater detail what actually caused the problem to occur. 
6. In the Work Done field, enter a more detailed description of the work that you performed.
7. If the work was performed on a particular test point, you can define that using the List of Values (F8). 

Note: A test point will be available only if it was defined for the object ID.

8. Enter an actual start and actual finish date for the work. 
9. You may also consider whether you want to add more text about the work that was done on the Free Notes tab.

Note: It is important to enter as much detail as possible about the work done. This makes it easier to plan the work the next time a similar problem appears.

Report Time

1. Click the Time Report tab. Here you can enter the time you and/or other employees have spent on this job. You can enter time in many ways as described below.
2. To enter time manually, create a new line on the tab and enter the identity of the employee who did the work. 
3. Enter the number of hours the employee spent on the work order.
4. The employee's default maintenance organization and craft will be retrieved automatically. Change the value if required.
5. Repeat steps 2 - 4 as required. Save the information.
6. To create the time report based on the planning information, right-click on the Time Report tab and then click Create From Planning. Select the operation for which you want to report time and click OK. Specify the number of hours to be reported on the Time Report tab. Save the information (F12).
7. To report time based on allocations made for an operation follow the steps below:

• Right-click on the Time Report tab and then click Create From Allocation.
• Select the operation for which you want to report time.
• Select the All option if you want to report time for all the employees involved in the allocation or select the Signature option and specify the signature of the employee if you want to report time for a particular employee that has been allocated. Click OK.
• Specify the number of hours to be reported on the Time Report tab. Save the information (F12).

Note: If your basic data is set up correctly, sales part information should automatically be added to the time report rows. However, if you would like to use a different sales part (to use a different hourly rate than the default), you can select a sales part on the row. It is important that you use the correct maintenance organization and craft since the rate connected to the maintenance organization or craft will be used to calculate the internal cost for the time spent on the work order. You can create multiple time report rows from one planning line. The system makes sure that the total quantity for the time report rows is invoiced according to the one planning row.

Report Material

1. Click the Materials tab.

Note: When concluding the work order, you also need to make sure that you have issued all the material that you used so that it reflects on the inventory balance and so that the cost for the work order is calculated correctly. If the material that you used was planned for when preparing the work order, the material will appear as lines on the Materials tab. 

2. Make sure the quantity issued on the material line correctly reflects the quantity that you used on the work order.
3. If you used less material than was issued, you can un-issue this material by right-clicking and then clicking Material Requisition Unissue.
4. If you have reserved more material than you used, you can un-reserve the remaining material.
5. If the quantity issued is less than what you used, you need to issue the remaining material. You can either enter a new line for the remaining material, or change the quantity required on the existing line and then issue.

Note: If you are going to invoice for you material, you need to make sure that the material lines have sales part information before the lines are issued, while it is still possible to add this information.

Report Tools and Facilities

1. Click the Tools and Facilities tab.
2. In the Tool/Facility ID field, use List of Values to enter the tool/facility ID used. 

Note: If you have prepared the work order with only a tool and facility type you will have to enter a tool and facility ID before changing the work order status to “Prepare” or higher.

3. In the Quantity field, specify the quantity of the tool/facility used for the work order. 
4. In the Report Hours field, specify the number of used hours. The used hours specified is then accumulated to the value in the Reported Hours field. 

Report Additional Expenses

Note: If you have had any additional expenses such as travel expenses, or if the work order is to be invoiced at a fixed price, you can  add this as postings on the Postings tab.

1. Click the Postings tab.
2. Create a new line, and in the Cost Type list, click Expenses.
3. Define hours/quantity, amount, sales part, and sales price. 
4. Save the new line. 

Note: This information will be used when the service work order is invoiced.

Authorize Postings

Note: Before the work order expenses can be posted to the ledger, and before the service work order can be invoiced, you need to make sure that all expenses and other charges have been entered, that the sales part and price information is correct on the lines, and that a fixed price has been defined if the service work order should be invoiced as such. Thereafter, the posting lines must be authorized. This is most often done by a work leader, service agent, or coordinator with authorization permission.

1. Click the Postings tab. Validate that the cost and price information is correct and complete.
2. To define that the service work order should be invoiced as a fixed price, create a new line and select the Fixed Price cost type.
3. Define hours/quantity, sales part, and sales price for the line.
4. Save the new information.
5. When you have validated that all expenses have been reported, fixed price lines have been entered (if necessary), sales part information exists, and the prices are correct, you can authorize the lines. Right-click and then click Authorize All Non-Authorized.
6. Use the List of Values to find an appropriate signature.
7. Click OK to confirm the authorization.

Note: Material lines and posting lines created from purchase order, supplier invoice, or travel expenses will automatically be authorized. If sales part information is missing for a posting line, you can right-click and then click Sales Part Complementary to add this information, even after the lines have been authorized.

CO Information

1. Click the CO Information tab. 
2. Make sure that the correct customer ID is defined for the service work order. If a customer is not defined, select the correct customer ID from the List of Values (F8). 
3. Select a coordinator to define who is will be responsible for invoicing the work order. Use the List of Values.
4. Select the customer order type SEO. 
5. Save the information.