Service Orders with Items to Be Purchased: Process Activity

This activity will walk you through the creation of a service order for which a stock item must be purchased from a vendor. You will also learn how to process the purchase order and service order (up to but not including the creation of appointments).

Story

Suppose that the SweetLife Service and Equipment Sales Center has announced that it will begin selling a new juicer, JUICER05. The FourStar Coffee & Sweets Shop customer would like to order this juicer along with training services.

Because this juicer is not yet in stock, the SweetLife Service and Equipment Sales Center needs to first purchase the juicer from the SQUEEZO vendor. When the juicer is received, an appointment to perform the services can be created. Acting as the service manager (Maia Davis), you will create the service order, create the purchase order, and process the purchase order.

Configuration Overview

• 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 Inventory and Order Management feature, which provides support for the sales order functionality, has been enabled.
• On the Employees (EP203000) form, the EP00000040 (Maia Davis) employee account has been defined.
• On the Users (SM201010) form, the davis account has 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.
• 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 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.
• 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 Non-Stock Items (IN202000) form, for the INSTALL non-stock item, the Service type has been selected.
• On the Stock Items (IN202500) form, the JUICER05 item has been defined, and the Finished Good type has been selected for this stock item.
• On the Vendors (AP303000) form, the SQUEEZO vendor has been defined.

Process Overview

To process a service order with items to be purchased, on the Service Orders (FS300100) form, you will create this service order and specify each item that has to be purchased. You will then create a purchase order and process it in the system.

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 the 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 with an Item to Be Purchased

To create a service order whose items need to be purchased from a vendor, do the following:

1. On the Service Orders (FS300100) form, create a service order, and specify the following settings in the Summary area:
   • Service Order Type: INST
   • Customer ID: COFFEESHOP (FourStar Coffee & Sweets Shop)
2. On the Details tab, click Add Row on the table toolbar, and select the following settings in the row:
   • Line Type: Service
   • Inventory ID: INSTALL
3. Click Add Row to add another row, and select the following settings in the row:
   • Line Type: Inventory Item
   • Inventory ID: JUICER05

     In the table footer, notice that the juicer is not available at the warehouse.

4. On the form toolbar, click Save.
5. On the Details tab, select the Mark for PO check box for JUICER05.

   Now a purchase order for this inventory item can be created from the service order.

6. In the Vendor ID column of the row, select SQUEEZO.

   The item that is designated for purchase will be purchased from this vendor.

7. On the form toolbar, click Save.

Step 2: Creating a Purchase Order

To create a purchase order, do the following:

1. While you are still viewing the service order on the Service Orders (FS300100) form, on the More menu (under Replenishment), click Create Purchase Order.

   The Create Purchase Orders (PO505000) form opens with the service order type and service order number selected, and the table shows one row with the item to be purchased.

2. For the row in the table, verify the vendor in the Vendor column.
3. Select the unlabeled check box in the row of the inventory item, and click Process on the form toolbar.

   After the processing has successfully completed, the Purchase Orders (PO301000) form opens with the purchase order you have created.

Step 3: Processing the Purchase Order

To process the purchase order, do the following:

1. On the form toolbar of the Purchase Orders (PO301000) form, for the purchase order that you created in the previous step, click Remove Hold.
2. On the form toolbar, click Enter PO Receipt.

   The Purchase Receipts (PO302000) form opens with a new receipt that has settings copied from the purchase order.

3. On the form toolbar, click Save.

   The receipt has been created for the purchased item.

4. On the form toolbar, click Release.

   The receipt has been released, indicating that the ordered inventory item is at the warehouse.

Step 4: Reviewing the Service Order with the Purchased Item

To review the service order, do the following:

1. Open the Service Order Details (FS401000) form, and in the Customer box, select COFFEESHOP (FourStar Coffee & Sweets Shop) (see Item 1 in the following screenshot).

   In the list, find a service order with the item that has been purchased (JUICER05 in the Inventory ID column). In the PO Status column, notice that the status of the purchase order is Completed (Item 2). This indicates that the stock item has been received at the warehouse.

   

2. In the Order Nbr. box, click the link to the service order you created with the purchased item.

   The Service Orders (FS300100) form opens with the service order.

3. On the Details tab, select the row with the JUICER05 stock item, and on the table toolbar, click the Line Details button.

   In the Line Details dialog box, which has been opened, notice that the Allocated check box is selected for the inventory item, indicating that the purchased item is reserved for the service order.