Exercise - Post service
Note
To complete the tasks in this exercise, we recommend that you use a demo or trial environment of Business Central that's specifically set up for service management. If you don't have access to such an environment, you can create a new sandbox environment and then select Advanced Evaluation - Complete Sample Data during the setup process to get started with the necessary data and setup.
Ensure that you have the necessary permissions and access rights in your environment to complete the previously mentioned tasks.
Scenario
Customer 10000, The Cannon Group PLC, has requested maintenance for all monitors in their organization. As a service technician in your company, your task is to create a service order, track the status reporting, and then post and invoice the repair activity whenever you report a repair as finished.
Tasks
You'll complete the following tasks in this exercise:
Create a service order.
Create a service order for Customer 10000, The Cannon Group PLC, specifying the maintenance request for their monitors.
Include all relevant details, such as the number of monitors, specific maintenance requirements, and other necessary information.
Track status reporting.
Update the status of the repair activity for each monitor periodically.
Report the progress, including the status of each repair (such as in progress, completed, or pending).
Ensure that you accurately document the status updates for future reference.
Post and invoice repair activity.
Post and invoice the repair activity after a repair has been reported as finished.
Generate a Posted Service Shipment document to record the finalized shipment of services, indicating that the monitor repair has been completed.
Create a Posted Service Invoice document to capture the billing and invoicing details that are associated with the service order.
Ensure that the invoice reflects the completed repair activity accurately, including charges for spare parts, labor hours, or other applicable fees.
Repeat track status reporting and post and invoice repair activity steps.
Continue tracking the status reporting for each monitor repair until all repairs have been reported as finished.
Post and invoice the repair activity whenever a repair is completed, following the same process as previously mentioned.
Create a new service order
Your first task is to create a service order for Customer 10000, The Cannon Group PLC, specifying the maintenance request for their monitors. Additionally, you'll include all relevant details, such as the number of monitors, specific maintenance requirements, and other necessary information.
Create a new service order document.
Tab over the No. field so that it automatically populates based on the number ranges that have been set up.
Enter Maintenance Monitors in the Subscription field to indicate the nature of the service.
Select customer 10000 The Cannon Group PLC as the customer for this service order.
Select Hardware Service in the Service Order Type field to specify the type of service required.
Go to the Lines FastTab and include the following service items that are related to monitors:
Service item 23
Service item 24
Service item 25
Service item 26
Service item 27
Verify the current value of the Repair Status Code field on the service item lines.
Check if Warranty is applicable.
Check the values in the Response Time (Hours), Response Date, and Response Time fields.
By following these steps, you'll successfully create a service order for The Cannon Group and associate the appropriate service item for repair.
Week one - Register repair usage through the service lines
In week one, the technician (Marty) has reported that they've finished the maintenance of service item 23. Marty spent one hour of labor and needed to use a new power cable.
Find the service lines for this service order.
Register the repair activity for service item 23.
On the lines, change the Type field to Item and then register item 80217 Power Supply Cable as the spare part that was used.
Create a new line and then set the Type field to Resource.
Select Marty in the No. field.
Register 1 hour in the Quantity field.
Close the service lines.
Change the Repair Status field for service item 23 to Finished.
Post and invoice the repair activity
Next, you'll invoice the repair activity by following these steps:
Return to the service lines for service item 23.
Select both service lines that were registered for this service item.
Initiate the posting by selecting Ship and Invoice.
Check the Quantity Shipped and Quantity Invoiced fields on the service lines for this service item.
Return to the Service Order document. Access the service ledger entries from the menu and then select Related > History.
Identify and open the Posted Service Invoice and Posted Service Shipment that were created by this posting action.
Week two - Register repair usage through the service lines
In week two, the technician reported having finished the maintenance of two service items: 24 and 25. For service item 24, the technician reported having worked one hour. For service item 25, the technician reported having worked two hours of which one hour isn't to be invoiced to the customer because the technician experienced malfunctioning of the equipment that was used for the maintenance.
Find the service lines for this service order.
Register the repair activity for service item 24.
On the lines, create a new line and then set the Type field to Resource.
Select Marty in the No. field.
Register 1 hour in the Quantity field.
Register the repair activity for service item 25.
On the lines, create a new line and then set the Type field to Resource.
Select Marty in the No. field.
Register 2 hours in the Quantity field.
Register 1 hour in the Qty. to Consume field.
Post and invoice the repair activity
You want to combine the spendings for maintenance of both service items to be combined on one service invoice.
Return to the service line for service item 24.
Select the service line that was registered for this service item.
Initiate the posting by selecting Ship.
Check the Quantity Shipped and Quantity Invoiced fields on the service lines for this service item.
Go to the service line for service item 25.
Select the service line that was registered for this service item.
Initiate the posting by selecting Ship and Consume.
Initiate the posting again by selecting Ship.
Check the Quantity Shipped, Quantity Consumed, and Quantity Invoiced fields on the service lines for this service item.
Change the Repair Status field for service item 24 and service item 25 to Finished.
Create a Service Invoice and then use the Get Service Shipment Lines function.
Use the Search function to find the service invoices.
From the service invoices list, select New to create a new service invoice.
Add The Cannon Group PLC as the customer.
On the Lines FastTab, select Functions and then use the Get Service Shipment Lines function.
Add both available shipments to the service invoice.
Post the invoice.
Return to the Service Order document. Open the service ledger entries from the menu and then select Related > History.
Identify and open the Posted Service Invoice and Posted Service Shipment documents that were created by this posting action.
Week three - Register repair usage through the service lines
In week three, the technician reported having finished the maintenance of service items 26 and 27. The technician reported having worked one hour on each service item.
Find the service lines for this service order.
Register the repair activity for service items 26 and 27 by adding a resource line of one hour for each.
Change the Repair Status field for each service item to Finished.
Check the Service Order Status field for the service order.
Post and invoice the repair activity
You want to combine the spendings for maintenance of both service items to be combined on one service invoice.
Post the shipment of each service line of service item 26 and 27.
Create a new service invoice for The Cannon Group PLC.
Use the Get Service Shipment Lines function to add both shipments on the service invoice.
Post the invoice.
In this process, the service order for The Cannon Group PLC will remain in the service order list even after it's been completed and fully posted.