Sales Order-Related Service Orders: Process Activity

This activity will walk you through the process of creating a service order from a sales order and then processing these orders. You will also learn how to add an inventory item to a service order that has lines for services or inventory items inherited from the sales order, and how this service order will be billed.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that SweetLife Service and Equipment Sales Center has sold the GoodFood One Restaurant customer a juicer in combination with installation and repair services. The service manager (Maia Davis) needs to create a sales order for the juicer and the services, and then schedule the appointment to deliver the services.

Further suppose that during the appointment, the customer decides to buy an additional inventory item (a plastic container for juice). The assigned staff member needs to add this item to the service order. The accountant will generate a separate invoice for the extra item because it was not included in the original sales order. You will perform these actions, acting as the service manager, staff member, and accountant.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • The minimum system configuration, which is described in Company with Branches that Do Not Require Balancing: General Information, has been performed.
  • The SWEETLIFE company has been created on the Companies (CS101500) form. This company has multiple branches created on the Branches (CS102000) form, including SWEETEQUIP (Service and Equipment Sales Center).
  • On the Service Management Preferences (FS100100) form, the minimum settings have been specified, including specifying the numbering sequences and work calendar, for the service management functionality to be used.
  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Inventory and Order Management, which provides support for the sales order functionality
    • Inventory, which provides the ability to create sales and purchase orders with stock items
  • On the Employees (EP203000) form, the EP00000040 (Maia Davis) and EP00000003 (Jon Waite) employee accounts have been defined. For the Jon Waite account. the Staff Member in Service Management check box has been selected for EP00000003 (Jon Waite), so you can assign this employee to perform services.
  • On the Users (SM201010) form, the davis and waite accounts have been created. For the davis user account, in the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified; for the waite user account, in this box, the Jon Waite employee account has been specified.
  • On the Staff Schedule Rules (FS202001) form, a work schedule rule has been defined for the EP00000003 (Jon Waite) employee, and the work schedule has been generated for this employee on the Generate Staff Schedules (FS500400) form.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location has been configured.
  • On the User Profile (SM203010) form, for the davis user, the WEST BRIGHTON branch location has been specified as the default branch location.
  • On the Billing Cycles (FS206000) form, the following settings have been specified for the AP AP billing cycle:
    • Run Billing For: Appointments
    • Group Billing Documents By: Appointments

    Based on these billing cycle settings, a separate billing document is generated for each appointment; this document presents the details of each service of the appointment.

  • On the Customers (AR303000) form, the GOODFOOD (GoodFood One Restaurant) customer has been defined, and the AP AP billing cycle has been selected in the Service Management section of the Billing tab.
  • On the Order Types (SO201000) form, for the SO and INsales order types, the Enable Field Services Integration check box has been selected.
  • On the Service Order Types (FS202300) form, the INST service order type has been configured to generate SO invoices to bill customers for provided services. That is, in the Billing Settings section of the General tab, SO Invoices has been selected in the Generated Billing Documents box. Also, on the General tab (General Settings section), the Complete Service Order When Its Appointments Are Completed and Close Service Order When Its Appointments Are Closed check boxes are selected.
  • On the Non-Stock Items (IN202000) form, for the INSTALL non-stock item, the Service type is selected.

Process Overview

To create a service order from a sales order, you will first create a sales order on the Sales Orders (SO301000) form with the inventory items to be sold and the services to be provided, and you will create a related service order from this form. You will then schedule the appointment to perform the needed services and complete the appointment. Finally, after an item has been added during the appointment, you will generate an invoice for it from the Appointments (FS300200) form.

System Preparation

Do the following:

  1. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded; you should sign in as a service manager by using the davis username and the 123 password.
  2. In the company to which you are signed in, be sure that you have enabled the Service Management feature on the Enable/Disable Features (CS100000) form.
  3. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button, and select 1/30/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating a Service Order Along with the Sales Order

To create the needed sales order and service order, do the following:

  1. Open the Sales Orders (SO301000) form.
  2. Create a new sales order with the following settings in the Summary area:
    • Order Type: SO
    • Customer: GOODFOOD (GoodFood One Restaurant)
    • Description: Sale of a juicer and installation service
  3. On the Details tab, add a row with the following settings:
    • Inventory ID: INSTALL
    • Require Appointment: Selected
    • Warehouse: EQUIPHOUSE
    • Quantity: 1.00
  4. Add one more row with the following settings:
    • Inventory ID: JUICER15
    • Require Appointment: Selected
    • Quantity: 1.00
  5. On the form toolbar, click Save.
  6. On the More menu (under Services), click Create Service Order.
  7. In the Create Service Order dialog box, which opens, make sure Installation Services is selected in the Service Order Type box, and click OK.

    The Service Orders (FS300100) form opens with the settings copied from the sales order filled in. Notice that the service order has the service and the inventory item that have been copied from the related sales order (on the Details tab); the service order is ready to be processed. Also notice on this tab that the Billable check box is cleared and read-only for each line because the line has been copied from the sales order and will be billed through the original sales order.

  8. Save the service order.
  9. In the Source Info section of the Other tab, verify that SO Order is specified in the Document Type box and the order type and the reference number of the related sales order have been inserted in the Reference Nbr. box.

Step 2: Creating an Appointment from the Sales Orders Form

To create an appointment related to the sales order, do the following:

  1. Return to the Sales Orders (SO301000) form with the sales order you have created.
  2. On the More menu (under Services), click Schedule on the Calendar Board.

    The Calendar Board (FS300300) form opens, displaying only the service order the system has created for the sales order.

  3. On the Service Orders tab, right-click the service order, and click Filter Staff.
  4. Drag the service order from the Service Orders tab into the Jon Waite column of the dashboard area so that the start time of the appointment is set to 15:00.

Step 3: Attending the Appointment

To perform the needed actions involved with attending the appointment, do the following on behalf of Jon Waite:

  1. Open the Staff Calendar Board (FS300400) form.
  2. In the Staff box, select Jon Waite, as shown in Item 1 of the following screenshot.
  3. In the Date box, select the 1/29/2023-2/4/2023 date range (Item 2).
    Figure 1. An appointment on the staff board


  4. Click the link of the appointment scheduled on 1/30/2023 15:00 (see Item 3 in the previous screenshot) to open the appointment.

    The Appointments (FS300200) form opens.

  5. On the form toolbar of the Appointments (FS300200) form, click Start.
  6. On the Details tab, click Add Row, and specify the following settings in the row:
    • Line Type: Inventory Item
    • Inventory ID: CONTAINER
    • Estimated Quantity: 1.00

    Notice that the Billable check box is selected for the newly added item, which indicates that the item is billable. Because it has not been included in the original sales order, a separate invoice will be generated for that item.

  7. On the form toolbar, click Save.
  8. On the Settings tab (Actual Date and Time section), specify the actual starting and actual ending times to be the same as the scheduled ones; select the Finished check box. (You perform this instruction and the next one on behalf of the staff member.)
  9. On the form toolbar, click Complete.
  10. On behalf of the accountant, on the form toolbar, click Close.

The completion and closing of the appointment caused the service order to also be completed and closed because of the settings of the INST service order type on the Service Order Types (FS202300) form, as described in the Configuration Overview section.

Step 4: Generating an Invoice for the Additional Item

To generate an invoice for the item included in the appointment, do the following (acting as an accountant):

  1. While you are still viewing the appointment on the Appointments (FS300200) form, click Run Billing on the form toolbar.

    The system opens the Invoices (SO303000) form with the generated invoice.

  2. Verify that only the inventory item added during the appointment has been added to the invoice, as the following screenshot shows.
    Figure 2. The sales order generated for the additional item

As a result, two invoices will be released: the first one for the requested service and item specified in the original sales order, and the second one for the additional item that was included in the appointment.