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Processing Service Orders

This job aid contains instructions related to processing service orders in MYOB Acumatica.

Creating a Service Order

  1. Open the Service Orders (FS300100) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the form toolbar, click Add New Record.
  3. In the Service Order Type box, select the type of the service order.
  4. In the Customer box, select the customer who has ordered a service.
  5. If needed, check the location of the customer in the Location box.
  6. Check the branch location of your company that delivers the service in the Branch Location box.
  7. In the Project box, select a particular project if the order associates with the project. (The system inserts the non-project code by default.)
  8. If you select a particular project, choose the default task for the project in the Default Project Task box.
  9. If the service order relates to a service contract with the End-Period Plus, Beginning-Period Plus, or Beginning-Period Fixed billing types, select the identifier of the service contract in the Service Contract box.
  10. In the Date box, check the date when someone ordered the services.
  11. In the Description box, provide a brief description of the service order.
  12. On the Details tab, add the services that will be provided.
  13. On the form toolbar, click Save.

 

Copying a Quote

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the quote that you want to copy. (This must be a service order type with the Quote behaviour.)
  3. In the Service Order Nbr. box, select the number of the quote that you want to copy to a service order. It should have the Confirmed status.
  4. On the form toolbar, click Copy. The Select the New Service Order Type dialog box opens.
  5. In the Service Order Type box of the dialog box, select the service order type of the service order you want to create.
  6. Click Proceed. The Service Orders form opens with the service order you have created.
  7. On the form toolbar, click Save.

 

Adding Services to a Service Order or Appointment

  1. Navigate to one of the forms by doing the following:
    1. Open the Service Orders (FS300100) form to add services to a service order.
    2. Open the Appointments (FS300200) form to add services to an appointment.
  2. In the Service Order Type box, select the service order type related to the service order or appointment.
  3. Depending on whether you are adding services to a service order or an appointment, in the Service Order Nbr. or Appointment Nbr. box, select the reference number of the needed service order or appointment.
  4. On the Details tab, for each service you want to add, click Add Row, and do the following:
    1. In the Inventory ID column, select the identifier of the service you want to add to the service order or appointment.
    2. Check the billing rule for the service in the Billing Rule column.
    3. Check the estimated duration of the service delivery in the Estimated Duration column.
    4. Check the price for the service unit in the Unit Price column.
  5. On the form toolbar, click Save.

 

Creating a Purchase Order for a Service Order

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the service order for which you want to create the prepayment.
  3. In the Service Order Nbr. box, select the reference number of the needed service order.
  4. On the Details tab, for the services and non-stock items that you want to purchase from suppliers, do the following:
    1. Select the Mark for PO check box for the non-stock items that you want to purchase from the supplier.
    2. In the Supplier ID column, check the supplier who will provide the item or add the supplier manually if the system has not inserted it automatically.
    3. In the Supplier Location ID column, check the supplier location which will provide the item.
  5. On the Details tab, do the following for each stock item you want to purchase from suppliers:
    1. Select the Mark for PO check box for the stock items that you want to purchase from the supplier.
    2. In the Supplier ID column, check the supplier who will provide the item and change it if needed.
    3. In the Supplier Location ID column, check the supplier location which will provide the item and change it if needed.
  6. On the More menu (under Replenishment), click Create Purchase Order. The Create Purchase Orders (PO505000) form opens.
  7. On the form, do one of the following:
    1. To process all listed items, click Process All on the form toolbar.
    2. To process only selected items, select the appropriate unlabelled check box for each item you want to process, and on the form toolbar, click Process.

 

Allocating Items for a Service Order

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the service order for which you want to allocate items.
  3. In the Service Order Nbr. box, select the reference number of the needed service order.
  4. On the Details tab, click the line with the stock item that you want to allocate, and then on the table toolbar, click Line Details.
  5. In the Allocated column of the Line Details dialog box, select the check box.
  6. In the Alloc. Warehouse column, check the warehouse where the specified quantity of the item is allocated, and change it if needed.
  7. If needed, if the item tracks by lot or serial number, select the lot or serial number of the item in the Lot/Serial Nbr. box.
  8. Click OK to close the dialog box.
  9. On the form toolbar, click Save.

 

Printing a Service Order or Quote

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the service order or quote you want to print.
  3. In the Service Order Nbr. box, select the service order or quote that you want to print. (You can select from the list of only service orders of the selected type.)
  4. On the More menu (under Printing and Emailing), click Print Service Order.
  5. On the Service Order (FS641000) report, which opens, do one of the following:
    1. On the form toolbar, click Print, then select your printer, and click OK to print the service order or quote on paper.
    2. On the form toolbar, click Send, then enter the needed information into the email, and click Send to send the service order or quote by email.
    3. On the form toolbar, click Export, then click the format, and click OK to save the service order or quote in Excel or PDF format.

 

Creating a Prepayment for a Service Order

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the service order for which you want to create the prepayment.
  3. In the Service Order Nbr. box, select the reference number of the needed service order.
  4. On the Prepayments tab, click Create Prepayment.

    The Payments and Applications (AR302000) form opens with the Prepayment type selected.

  5. In the Payment Amount box, the customer should enter the amount that they prepaid.

  6. On the form toolbar, click Save and then Release.

 

Quickly Processing a Service Order

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box of the Summary area, select the type of the service order that you want to process.
  3. In the Service Order Nbr. box, select the reference number of the service order that you want to process, or create a new order, enter its information, and save.
  4. On the form toolbar, click Quick Process.
  5. If needed, in the Process Service Order dialog box, which appears, modify the settings.
  6. Click OK to close the dialog box and run quick processing of the service order.

 

Cancelling Service Orders

  1. Open the Service Orders (FS300100) form.
  2. In the Service Order Type box, select the service order type related to the service order you want to cancel.
  3. In the Service Order Nbr. box, select the service order that you want to cancel. (You can select from the list of only service orders of the selected type.)
  4. On the Appointments tab, make sure that all the appointments related to the service order have the Not Started or Canceled status.
  5. On the More menu (under Processing), click Cancel.