Activant Prophet 21 Service and Maintenance: Preparing For and Processing Service Orders

Transcription

1 Activant Prophet 21 Service and Maintenance: Preparing For and Processing Service Orders Service and Maintenance suite: course 1 of 3

2 This class is designed for New and existing customers who process service orders

3 Objectives Review System Settings Setup Labor and Technicians Enter Service Orders User Service Order Inquiry

4 This course will NOT cover Regular order processing

5 Service Order Overview Service Order Entry can: Create a quote for service Create a service order without indicating the Technician or Labor required for the service transaction Create Warranty Claims at the time of entry or at a later point in time

6 Service Order Overview Service Order Entry cannot: Lack a service item or serial number at entry Print pick tickets or other transactional forms until a Service Order form is generated

7 How do all of the Service and Maintenance pieces work together? Customer and ship to records modified to include service order functionality

8 How do all of the Service and Maintenance pieces work together? Items have been modified to facilitate service functionality.

9 How do all of the Service and Maintenance pieces work together? Technician and labor definitions are incorporated into the Service Order.

10 System Settings System Setup > System > System Settings>Service Order

11 System Settings System Setup > System > System Settings>Service Order

12 Company Maintenance System Setup > System > System Settings>Company Maintenance

13 Recommended Account Types Account Applied Labor Labor COS Service WIP Service COS Service Revenue Warranty Receivable Warranty Revenue Warranty Allowance Type Expense Expense Other Asset Expense Revenue Fixed Asset Revenue Expense

14 Customer/Ship To Maintenance

15 Customer/Ship To Maintenance

16 Item Maintenance Inventory > Maintenance > Item Maintenance

17 Item Maintenance Inventory > Maintenance > Item Maintenance

18 Labor Maintenance Service Orders > Maintenance > Labor Maintenance Step 1 Step 2

19 Labor Maintenance Service Orders > Maintenance > Labor Maintenance Step 3 Step 4

20 Labor Maintenance Enter applicable rates [Enter] until a new rate line appears if entering multiple rates Step 5

21 Technician Maintenance Service Orders > Maintenance > Technician Maintenance Step 1 Step 2 Step 3

22 Technician Maintenance Service Orders > Maintenance > Technician Maintenance Step 4 Step 6 Step 5

23 Technician Maintenance Step 7

24 Technician Maintenance Determine total cost on a Service Order: Assume we are charging an hourly rate Total Cost for 1 hour = (Hourly Cost) + Burden Cost Result = (10.00 *.10)

25 Technician Maintenance Step 8

26 Technician Maintenance Step 9

27 Technician Maintenance Step 10

28 Service Order Overview Define customer, service item, serial number. Service Order Quote QTO Service Order Print Service Order. Add Service Parts. Add Labor/Technician. Print Parts Pick Ticket. Confirm via Shipping. Mark Service Order Item Complete. Print Service Order Pick Ticket. Invoice.

29 Service Order Overview Service Order Entry Regular Quote to Order Print Service Order Add Service Parts Print Service Parts Pick Ticket Confirm Parts Pick Ticket in Shipping Add Labor/Technician Service Order Entry Quick Time Entry Mark Service Order Complete Print Service Order Pick Ticket Confirm via Shipping

30 Service Order Entry

31 Service Order Entry Step 1 Step 2 Step 3

32 Service Order Entry Step 4 Step 5

33 Service Order Entry Step 4 Step 5

34 Service Order Entry

35 Service Order Entry Status New Approved Waiting for Approval Definition Automatically displays on a new service order Order that is saved but the service order has not yet printed Applies for a service quote WIP On PO Service order saved and printed but not yet complete Service Order on PO but not yet received back

36 Service Order Entry Status Completed Completed - Picked Completed - Invoiced Definition Service item processing completed Service order complete and on a pick ticket but not yet invoiced Service order that has been invoiced Canceled Cancelling a service order returns parts to stock. Cannot be completed if service order is on a pick ticket.

37 Service Order Entry Step 6

38 Service Order Entry

39 GL Impact of placing parts on orders Account Inventory Service WIP Posting Credit Debit

40 Determining Labor Charges Create Service Order. Enter Technician/Labor on Parts and Labor tab. Indicate Rate Type for the Sales Order Determine Labor Rate Level in Technician Maintenance/Rate Level/Labor Tab Based on the Technical rate and order rate type, determine values to charge on Labor Maintenance/Rate Tab

41 Determining Labor Charges Rate Type Rate OT Rate Prem Rate Labor Rate Hourly Rate Amount Overtime Rate Amount Premium Rate Amount

42 Determining Labor Charges

43 Determining Labor Charges Rate level applied 2 with an hourly rate type. Labor for 1 hour = (base rate amount) (hourly rate) Labor charged for 1st hour = Subsequent hours charged at 22.00

44 Service Order Entry

45 Service Order Entry

46 Service Order Entry Service receipt works like an Order Acknowledgement.

47 Service Order Entry You must print the Service Order form before printing pick tickets/invoices.

48 Service Order Entry

49 Service Order Entry Separate Pick Tickets are available for the Service Order Item and Parts.

50 Service Order Overview Service Order Entry Regular Quote to Order Print Service Order Add Service Parts Print Service Parts Pick Ticket Confirm Parts Pick Ticket in Shipping Add Labor/Technician Service Order Entry Quick Time Entry Mark Service Order Complete Print Service Order Pick Ticket Confirm via Shipping

51 Shipping Parts Pick Tickets

52 Service Order Overview Service Order Entry Regular Quote to Order Print Service Order Add Service Parts Print Service Parts Pick Ticket Confirm Parts Pick Ticket in Shipping Add Labor/Technician Service Order Entry Quick Time Entry Mark Service Order Complete Print Service Order Pick Ticket Confirm via Shipping

53 Service Order Entry

54 AppShare Retrieve your service order and add Labor Access the Totals tab to view Labor Charges calculated Access the Parts and Labor Details tab to view Labor

55 Service Order Overview Service Order Entry Regular Quote to Order Print Service Order Add Service Parts Print Service Parts Pick Ticket Confirm Parts Pick Ticket in Shipping Add Labor/Technician Service Order Entry Quick Time Entry Mark Service Order Complete Print Service Order Pick Ticket Confirm via Shipping

56 Completing Service Orders When service is done, flag item as Completed.

57 Completing Service Orders Create Service Item Pick Ticket and Invoice via Shipping. Create invoice directly via Service Order Entry.

58 GL Impact Tracking Cost by Job Account AR Service Revenue Applied Labor Service WIP Service COGS Impact Debit Credit Credit Credit Debit

59 GL Impact Tracking Cost by Job/Labor Account AR Service Revenue Applied Labor Service WIP Service COGS Labor COGS Impact Debit Credit Credit Credit Debit Debit

60 Service Order Inquiry

61 Summary Review System Settings Setup Labor and Technicians Enter Service Orders User Service Order Inquiry

62 For More Information Prophet 21 Help Files Visit Activant on the web: distribution.activant.com View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com

63 Service and Maintenance suite Service and Maintenance: Expanding on the Basics Additional Service Order functionality Reports Service and Maintenance: Scheduling, Contract, and Claims Processing Use service time management and quick time entry Setup selling, maintenance, and billing of service contracts Understand Preventative Maintenance Scheduling and Notification Create warranty claims and collect payments from vendors