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Authorizing service orders

Menu path

Service ➔ Entries ➔ Authorize

Introduction

Authorizing service orders is used for checking the service orders created before the service orders are realized. However, authorization is an optional process as it depends on the settings at System ➔ General ➔ Settings, in Order settings under the Authorize section. If you have selected the Service order check box under the Authorize section, authorization becomes mandatory. Otherwise, the service orders created will be authorized automatically.

Service orders must be authorized if you want to print service order confirmations unless authorization is made optional. However, if authorization and confirmation are made optional, service slips and issue slips can be printed.

From this overview, you can:

  • create and view notes for the selected service order
  • view documents attached to the selected service order
  • change the realization dates of the service orders
  • view the credit information of the invoice debtor
  • view the transactions of the debtor
  • view or edit the invoices of the selected service order
  • view the journal entries of the selected service order
  • view or edit the projects of the selected service order
  • authorize service orders
  • reject service orders
  • print service orders
  • delete service orders, or
  • view or edit service orders.

Fields

You can filter the service orders that you want to display by entering your search criteria and clicking Search. The service orders that match the search criteria you have defined are then displayed. A list of options will be displayed if you click Select.png at Service order, Invoice debtor, and Debtor. From the list, make your selection and click Select.

Search

Click this to search for entries based on the defined criteria.

Clear

Click this to clear the defined criteria.

Number of rows

Type the number of rows to be displayed in each screen. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more than 10 rows listed, you will see the Previous and Next buttons.

Previous

Click this to return to the previous list of results.

Next

Click this to go to the next list of results.

Warehouse

Select the warehouse of the service orders to be displayed. You can also search for service orders with any warehouse by selecting All.

Service order

Type or select the service order to search for service orders with the selected number. You can also leave this box empty to search for all the service orders.

Service order date

Type or select the date or date range in which the service orders were created. You can also select the All check box to search for service orders with any service order date. By default, the All check box is selected.

Note: Typing or selecting only the start date will display service orders that were created on or after the selected date. Typing or selecting only the end date will display service orders that were created on and before the selected date.

Invoice debtor

Type or select the ID or name of the debtor who will be receiving the invoice to search for service orders with the selected invoice debtor. You can also leave this box empty to search for service orders with any invoice debtors.

Debtor

Type or select the ID or name of the debtor who placed the service order to search for service orders with the selected debtor. You can also leave this box empty to search for service orders with any debtors.

Authorization

Select the type of service orders to be displayed. Select any of the following:

  • All — Select this option to view all the authorized and unauthorized service orders.
  • Authorized — Select this option to view only service orders that are authorized.
  • Not authorized — Select this option to view only service orders that are not authorized.

Advanced/Simple

Click Advanced to expand the search criteria. You will then see Your ref. and Description boxes.

Click Simple to hide the search criteria.

Your ref.

Type the debtor’s reference number to search for service orders with the selected reference number. You can also leave this box empty to search for service orders with any reference number.

Description

Type a description or part of it to search for the service orders. You can also leave this box empty to search for service orders with any description. 

Check section

Note: It is possible that not all the columns are displayed. You can add or delete the columns as required. For more information, see Inserting and deleting columns.

Addresses

Select this check box to see whether the information of the debtor who requested for the service order contains an address. If the debtor contains an address, a green check mark will be displayed in the Addresses column.

Outstanding items

Select this check box to see whether the debtor has outstanding or overdue amount. If the debtor does not have overdue or outstanding amount, a green check mark will be displayed in the Outstanding items column.

Prices

Select this check box to see whether the discount given to the debtor matches the discount in the standard price list. If the discount given to the debtor matches the discount in the standard price list, a green check mark will be displayed in the Prices column.

Debtor status

Select this check box to view the status of the ordered by, service at, and invoice to debtor in the service order. A green check mark is displayed in the Debtor status column if the status of all the three debtors used in the service order is either active, pilot, reference, or passive.

Serial/batch

Select this check box to see whether the items in the service order have serial or batch numbers. If the items in the service order contain serial or batch numbers, a green check mark will be displayed in the Serial/batch column.

Note: This check box is available only if you have E-Serial/Batch in your license.

Items

Select this check box to view the status of the items in the service order. A green check mark is displayed in the Items column if the status of the item is Active, Discontinued, Inactive, or Future. If one or more items in the service order have the status Blocked, no green check mark will be displayed.

Parts

Select this check box to view the status of the item components (parts) in the service order. A green check is displayed in the Parts column if the status of the item components is Active, Discontinued, Inactive, or Future. If one or more item components in the service order have the status Blocked, no green check mark will be displayed.

Stock

Select this check box to see whether there is stock available for the service order. A green check is displayed in the Stock column if there is stock available for the service order.

Warehouse

Select this check box to see the status of the selected warehouse in the service order. A green check mark is displayed in the Warehouse column if the status of the warehouse is Active.

Note: This check box is available only if you have E-Warehouse management in your license.

Buttons

Note

Click this to type a new note or to view the notes that are recorded for the service order. For more information, see Creating and maintaining notes.

Note: This button is enabled only if a service order is selected.

Attachment

Click this to attach a new document or view the documents that are attached to the service order. For more information, see Overview of attached documents.

Note: This button is enabled only if a service order is selected.

Change

Click this to change the realization date of the service order. For more information, see Changing fulfillment and receiving date for orders.

Note: The realization date can be changed only if partial delivery is allowed. The partial delivery allowed can be defined for the debtors by selecting the Partial delivery allowed check box at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, and click Open or New), in the Logistics tab under the General section for the Simple mode, or in the Financial tab under the Sales order – Invoice section for the Advanced mode. However, this can be changed for every service order by selecting or clearing the Partial delivery allowed check box in the conditions screen (go to Service ➔ Entries ➔ Service orders, and click Open or New).

Note: This button is enabled only if a service order is selected.

Credit line

Click this to view the invoiced debtor’s credit information such as credit line information, payment date, due date, outstanding amount, payment reference, and other details.

Note: This button is enabled only if a service order is selected.

Card

Click this to view the debtor’s transactions. For more information, see Viewing debtor cards.

Note: This button is enabled only if a service order is selected.

Invoice

Click this to view or edit the generated invoices for the service order. For more information, see Creating and maintaining sales invoices.

Note: This button is enabled only if a service order is selected.

Transactions

Click this to view all the journal entries of the service order. For more information, see Viewing transactions.

Note: This button is enabled only if a service order is selected.

Project

Click this to view or edit the project information for the service order. For more information, see Creating and maintaining projects.

Note: This button is enabled only if a service order is selected.

Auth.

Click this to change the authorization status (to authorize or to remove authorization) for the service order. Once you click the Auth. button, a message "Change authorization status?" is displayed. Click Yes to change the authorization status, or No to exit.

Note: This button is enabled only if a service order is selected.

Reject

Click this to reject the selected service order. Once you click Reject, you can send an e-mail to the employee who created the service order. Fill in the employee’s e-mail address and subject, and then click Send.

Note: This button is enabled only if a service order is selected.

Print

Click this to print an overview of all the service orders that are listed in the authorized list. There are three options available:

  • Valid — Select this option to print service orders with fulfillment dates that are greater than today’s date.
  • Invalid — Select this option to print service orders with fulfillment dates that are less than today’s date.
  • All — Select this option to print both the valid and invalid service orders.

Click Print after you have made your selection.

Delete

Click this to delete the selected service order. A message "Delete" will then be displayed. Click Yes to delete the service order, or No to exit.

Note: A service order which is already authorized cannot be deleted. Once the service order is deleted, it cannot be recovered. This button is enabled only if a service order is selected.

Open

Click this to view or edit the service order. For more information, see Creating and maintaining service orders.

Note: This button is enabled only if a service order is selected.

Close

Click this to exit.

Related documents

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 16.901.194
 Assortment: Exact Globe+  Date: 26-09-2022
 Release: 382  Attachment:
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