Selling a Stock Item that Does Not Require Record in Equipment Management

In MYOB Acumatica, while employees are working with a sales order, service order, or appointment on the applicable form, they can reflect the sales of stock items without creating or modifying records in the equipment management functional area.

For the use case to be considered in this topic, suppose that the customer has requested additional component of a target equipment. Your company is not going to keep record of the sold component in the system. The request is received and entered into MYOB Acumatica by a service manager of your company. Further processing of a service order is then performed by the scheduler, the assigned staff members, and the accountant who prepares invoices for the customer and processes them in the system.

In this topic, you will read about the steps involved in the processing of the service order that includes the sale of stock item that do not require recording in the system.

Applying the System Settings of the Use Case

In this example, settings are applied in the system as follows:
  • On the Billing Cycles (FS206000) form, the billing cycle assigned to the customer is configured to generate billing documents and group them by appointment (that is, in the Summary area, the Appointments option button is selected under both Run Billing For and Group Billing Documents By).
  • For the service order type, on the General tab of the Service Order Types (FS202300) form, the applicable service order type is configured as follows:
    • In the Billing Settings section, the option button to create sales orders (Sales Orders under Generated Billing Documents) is selected.
    • In the General Settings section, the Complete Service Order When Its Appointments Are Completed check box is selected, so that service orders of the type are completed automatically when their appointments are completed. Also, the Complete Service Order When Its Appointments Are Closed check box is selected, meaning that service orders of the type are closed automatically when their appointments are closed.

In the diagram below, you can see the entire process of replacing target equipment within a service order.

Figure 1. Selling a stock item that do not require recording in Equipment Management


In the following sections, you will read about each step of the process

Entering an Order

When a service manager receives a customer request, he or she enters a service order by using the Service Orders (FS300100) form (see 1 in the diagram above). In the service order, the service manager specifies the customer from which the request has been received, the branch and branch location where the services are delivered, and the services that should be performed.

The service manager adds the stock item to be sold on the Details tab of this form and selects N/A in the Equipment Action column.

In addition, the service manager adds the optional component to be sold on the Details tab. For the component, the service manager selects N/A in the Equipment Action column, specifies the related target equipment in the Target Equipment ID column, and selects the identifier of the equipment component in the Component ID column.

Creating Appointments

After the service order has been created in the system, a scheduler of your company (that is, a person who is responsible for planning the appointments) uses the Calendar Board (FS300300) form to schedule the appointments (2 in the diagram above) that are needed to perform the services requested by the customer.

When the scheduler selects a staff member to attend an appointment, he or she takes into consideration the work schedule of the staff member and filters the displayed staff members by the skills and licenses needed to perform the service and the service area where the services are provided. The scheduler checks the information on each appointment and enters additional information, such as the resource equipment used to perform the services and the stock items purchased by the customer along with the service. (The system assigns the Not Started status to the created appointments.)

Attending an Appointment

The staff member who is assigned to an appointment looks through his or her upcoming appointments on the Staff Calendar Board (FS300400) form, identifies which appointment he or she has to attend currently, and goes to the location where the service has to be performed, which usually is the customer location). When the staff member starts to perform the service, he or she starts the appointment on the Appointments (FS300200) form (3 in the diagram above). The appointment is assigned the In Process status.

While the services are being performed, the staff member adds the information on services (such as statuses, quantities, and extra stock items that were used) to the appointment on the Appointments form. When the services are done, the staff member checks the details of the appointment. When everything is correct and complete, the staff member completes the appointment (4), which gives it the Completed status.

When all appointments of a particular service order are completed, the system assigns the service order the Completed status.

Processing Invoices

Further processing of the service order is performed by an accountant. On the Appointments (FS300200) form, the accountant opens the completed appointment and verifies quantities and prices. When all information is verified and the appointments are ready for invoicing, the accountant closes the appointments and the service order (5). (The appointments and service order get the Closed status.)

The accountant generates a sales order document with the Open status by using the Run Appointment Billing (FS500100) form (6 in the diagram above).

The accountant then prepares the invoice (7) by using the Sales Orders (SO301000) form, and processes and releases it on the Invoices (SO303000) form (8).

When the invoice related to the service order is released, the system does not add any records on the Equipment (FS205000) form.