Service Receipt#

On the Service Receipts page, you can register items that are delivered to you for repair or maintenance (or other types of services). You can enter any item on the page, regardless of whether it’s tracked or has already been set up in the system.

The method for registering receipts differs depending on whether items are sent to your company with or without advance notice.

Service Receipt Card#

General#

Service Receipt Lines#

After you enter the serial number, lot number, or item number, an entry page opens automatically. The system checks whether the number is known. If it is, the fields are prefilled automatically.

In the service receipt and service order, the quantity is set to 1 by default and cannot be changed. For example, if the same lot number is to be repaired multiple times, enter a separate line for each piece.

After you confirm with OK, the line is automatically added to the Service Receipt Lines FastTab.

You can define a different location and bin for each service receipt line.

Function#

Accessoires#

For each service receipt line, you can use the Accessories function to open the page for entering accessories. For more information, see Add accessories.

Appraisal Codes#

For each service receipt line, you can use the Appraisal Code function to open the page for entering appraisals. This allows you to record issues such as transport damage. When the service receipt is posted, the stored appraisals are transferred to the service order. For more information, see Service inspection groups.

Service Information#

In the service receipt line, you can enter item-specific information that is relevant to the customer, vendor, or warehouse.

Unexpected receipt#

An unexpected service receipt occurs when customers return repair items to the company without prior notice. In this case, the warehouse employee receives the items, records the service receipt in the system, and posts it. This automatically creates and posts a return order and generates a new service order.

To create an unexpected service receipt, open the Service Receipts list via Search icon. Choose New on the ribbon to create a new service receipt. When you press Enter in the No. field, the system automatically assigns the next number from the configured number series.

Basic Data Entry#

Optionally, you can select one of the customer’s stored ship-to addresses in the Ship-to Code field. The posting date is automatically prefilled with the current work date.

If set up, the External Document Number field is mandatory. The Your Reference field is optional and can be filled in if needed.

The Location Code and Bin Code fields are automatically populated with the default values from the service setup (Service Location Code and Service Bin Code fields). The fields can be changed manually if needed.

In the Cust. Marker Code field, you can select a code from the customer card. The customer marker is used to specify a station or area of the customer.

Item Entry#

There are several ways to enter items:

• Enter the serial number directly
• Enter the lot number directly
• Enter the item number directly
• Use the search function via the three dots in the respective field

After entry, the entry page opens automatically. Fields marked as required in the item master data are editable and mandatory. All other fields cannot be edited.

Choose OK to add the item to the service receipt lines.

When an item is added to the service receipt lines, the system automatically creates a call and stores the call number in the service receipt header.

You can enter multiple items in a single service receipt, regardless of the item tracking method used.

Quantity entry is automated: the system sets the default quantity to 1 piece.

Service Receipt Lines#

In the service receipt lines, you can manually adjust individual fields, such as the location code and bin code.

The customer marker code is copied from the header to the line and can be changed manually for each line if needed.

In the Customer Reference No. field, you can manually enter a number, such as the line number from the repair delivery note, so that it can be shown in the service item line.

Accessories#

In the service receipt line, you can document the accessories included with each item.

To do this, select Item in the Type field and enter the item number in the No. field. If available, you can also enter a serial number or lot number.

Select Item in the Type field and the relevant item number in the No. field. If available, you can also enter a serial or lot number.

Accessories entry is for information only and has no accounting relevance.

The entered information is automatically transferred to the related service order.

Appraisals#

In the service receipt line, you can assign item-specific appraisal codes to document an initial fault assessment.

First select the appraisal group, and then select one or more relevant appraisal codes. If needed, you can enter additional text for each line using the HTML editor.

The recorded information is automatically integrated into the related service order.

Service Information#

In the service receipt line, you can enter item-specific information that is relevant to the customer, vendor, or warehouse.

First select the group code, and then select one or more relevant codes. The Customer and Vendor checkboxes indicate whether the information is relevant to the customer or vendor.

If the Warehouse checkbox is selected, this line is automatically included in the items issue and items receipt controlled from the service order.

You can add additional text to each line using the HTML editor.

The information entered is automatically integrated into the related service order.

Post the Service Receipt#

To post the service receipt, choose Post.

Posting automatically triggers the following processes:

• A return order is created and posted.
• A new service order is created.
• The service receipt is moved to posted service receipts.
• The posted return order is automatically stored in the call.

These automated processes ensure efficient and error-free processing of the receipt.

Alternatively, choose Post and Print to also print a service receipt document.

Expected receipt#

An expected service receipt occurs when customers announce repair items in advance and then return them to the company.

The process begins when the defective items are reported to inside sales, who then creates a service order with all relevant information. Based on this, a return order is created and then used to create the service receipt.

When the items arrive, the warehouse employee checks and posts the service receipt. This automatically updates the related service order. This structured process ensures complete documentation and efficient handling of the repair process.

Create a Service Order#

A service order can be created from the customer card or the serial information card. To do this, choose New Call – Service Order Repair on the ribbon. All relevant customer data is automatically copied to the service order.

Alternatively, open the Service Orders list using Search and choose New to create a service order.

Automated Processes#

• When a service order number is assigned, a new call is created automatically.
• The service order type is copied by default from the service setup (Service Order Type Repair field) and can be changed manually if needed.
• When a service order is created manually, the service order type marked as Default is used.
• The activity location is copied automatically from the service setup (Default Activity Location field, usually In-House).

Enter Service Item Lines#

Service item lines are used to record all items returned by the customer.

In the Item No. field, enter or select the item number. When you enter the item number, the following fields are filled in automatically:

• Line No./Call Line No.
• Service item group (if set up on the item card)
• Activity template code (if set up in the service order type)
• Posting code: from service setup, Foreign-Owned Posting Code field
• Service status: "Pending"
• Activity location: "In-House" (from service setup, Default Activity Location field)
• Current location: "On Site"
• Repair status: from service setup, selected Starting field
• Estimate limit amount (if set up in Service Contract Setup)
• In the Item Tracking No. field, enter the serial number or lot number of the item.

Additional Entries#

Reported defects can be documented in the service order using the line menu Service - Appraisal Codes. First select the appraisal group, and then select the relevant appraisal code. If needed, you can enter additional text using the HTML editor.

Additional information for the customer, vendor, or warehouse can be documented using the line menu Service - Service Information. First select the group code, and then select the relevant code.

The Customer and Vendor checkboxes indicate whether the information is relevant to the customer or vendor. The Warehouse checkbox identifies information that is relevant for warehouse shipment and receipt and is automatically transferred to the documents. If needed, you can enter additional text using the HTML editor.

Create a Return Order from a Service Order#

For selected lines, you can create a return order directly from the service order or service item line. The created document is automatically recorded in the existing call.

To create a return order, the Return activity must be performed. There are two ways to do this:

1. Via Service Activities FactBox:

2. In the FactBox, select Return. The blue highlight of the three dots indicates that the selection was successful.

3. Select Service Activity Groups, and then choose Run.

4. The return order is created and opened automatically.

5. Via the Activity Line Menu

6. Select the Activity - Create Sales Return function.

7. The return order is created and opened automatically.

If there are multiple lines, an item selection opens. Select all lines for which the activity should be performed.

When the return order is created, the relevant data from the service order (customer, item, and item tracking) is copied automatically. The default service code Return determines the sales order type and discount reason.

Create a Service Receipt from a Sales Return Order#

After the sales return order is released, create the service receipt using the Create Receipt function.

Alternative: Sales Return Order transfer to a Service Receipt#

Alternatively, you can transfer a released sales return order to a service receipt if you do not want to create the service receipt directly from the sales return order:

1. Create a new service receipt and enter the customer.
2. On the ribbon, select the Get Source Documents Lines function.
3. From the list of released sales return orders for the customer, select the relevant document.
4. Choose OK to copy the item lines to the service receipt lines.

Edit and Post Service Receipt#

Open the service receipt from the Service Receipts list and edit it as follows:

• Check the customer, item, and item tracking data
• Record the included accessories for each service receipt line, if needed
• Document the initial appraisals for each service receipt line, if needed
• Document service information, if needed
• Enter the customer order number in the External Document No. field (mandatory)

After you enter and check all data, post the service receipt. The following processes are performed:

• The service receipt is moved to posted service receipts.
• The posted return order is automatically stored in the call.