Service Posting

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Service Posting

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1. Service Posting

2. Dynamics NAV 5.0 – Service Management The Service Management consists of: Contract Management – a set of features to handle the Service Contracts Planning & Dispatching – allocation of resources and information to the customers Order Processing – handling of Service Order get the work done and generate the paper work In 5.0 we have emphasized on the Order Processing part, but have clear reported issues in the other modules as well The Service Management consists of: Contract Management – a set of features to handle the Service Contracts Planning & Dispatching – allocation of resources and information to the customers Order Processing – handling of Service Order get the work done and generate the paper work In 5.0 we have emphasized on the Order Processing part, but have clear reported issues in the other modules as well

3. Order Processing - Overview Feature Improvement Transparency Usability Feature improvement to make the Service Order Processing more efficient To increase Tranparency – to the rest of the application and utilize new and/or improved features in the rest of the application Usablilty – uniformity and simple access to informationFeature improvement to make the Service Order Processing more efficient To increase Tranparency – to the rest of the application and utilize new and/or improved features in the rest of the application Usablilty – uniformity and simple access to information

4. Microsoft Dynamics NAV 5.0 Service Order Handling Improved consumption handling Predefine expected use of spare parts and resources Feature Improvements Standard Service Codes Service Item Worksheet and Service Line Concept Adjustment of prices in the Service Order Posting for Service Documents incl. Undo function Feature Improvements Standard Service Codes Service Item Worksheet and Service Line Concept Adjustment of prices in the Service Order Posting for Service Documents incl. Undo function

5. The Service Item Worksheet & Service Lines Concept Service Item Worksheet -Technician Register actual consumption of spare parts (Items) Allocate actual Item Tracking information to items Register actual used hours Add addtional cost What is the Service Item Worksheet and Service Lines concept. Split of the technician work area and the backoffice tasks. Service Item Worksheet – all the detailed information from the field as close to source as possible,(Paper or direct access) Spart Parts items – if the standard service code is used and nothing more just do nothing, but it more is use register the addtional consumption and maybe but a reason. If spareparts includes item tracking information like serial number or LOT number register the actual numbers used. Hours – if equal with estimate nothing to do else register the additonal hours and reason Cost – mileage or other expenses. What is the Service Item Worksheet and Service Lines concept. Split of the technician work area and the backoffice tasks. Service Item Worksheet – all the detailed information from the field as close to source as possible,(Paper or direct access) Spart Parts items – if the standard service code is used and nothing more just do nothing, but it more is use register the addtional consumption and maybe but a reason. If spareparts includes item tracking information like serial number or LOT number register the actual numbers used. Hours – if equal with estimate nothing to do else register the additonal hours and reason Cost – mileage or other expenses.

6. The Service Item Worksheet & Service Lines Concept Service Lines - Backoffice Additional discounts Separate the actual consumption of spare parts and hours: To be invoiced to the customer Allocate to Jobs Internal Consumption Add additional cost Service Lines – get the paperwork done. Finish the Service Order Add discounts if ”necessary” spare parts and/or hours Consumption denotes a procedure for registrering and posting of how to separate the part of the actual use of spare parts and hours where can be invoiced to the customer and the part there cannot be invoiced to the customer. Consumption can also be allocated to JOB e.g. A installation project for machinery Add addional cost (handling cost)Service Lines – get the paperwork done. Finish the Service Order Add discounts if ”necessary” spare parts and/or hours Consumption denotes a procedure for registrering and posting of how to separate the part of the actual use of spare parts and hours where can be invoiced to the customer and the part there cannot be invoiced to the customer. Consumption can also be allocated to JOB e.g. A installation project for machinery Add addional cost (handling cost)

7. Adjust Service Prices in the Service Order Adjust Prices regardless of the posting procedure that follows Exceptions Service items belong to Service Contracts Only items that are part of Service Order Service Items within warranty Service Price Group Code Fault area, Customer price group, Currency. Starting date, Inclusive discounts Adjustment (Fixed must reach the exact amount, MAX only if amout exceed the speficied amount, MIN only if amount less than specified amount) Amount (basis for adjustment), Incl VAT. Service Price adjustment Group Code Service Price Adjustment Group Code details Type (items, resources), #, Worktype, Posting Group and Description Procedure Select Service Price Group on SO header, on service lines Service price adjustement Adjust Service Price Discount yes/no Service price adjustmentService Price Group Code Fault area, Customer price group, Currency. Starting date, Inclusive discounts Adjustment (Fixed must reach the exact amount, MAX only if amout exceed the speficied amount, MIN only if amount less than specified amount) Amount (basis for adjustment), Incl VAT. Service Price adjustment Group Code Service Price Adjustment Group Code details Type (items, resources), #, Worktype, Posting Group and Description Procedure Select Service Price Group on SO header, on service lines Service price adjustement Adjust Service Price Discount yes/no Service price adjustment

8. Posting Options from the Service Order Ship Invoice Ship and Invoice Ship and Consume   

9. Post from the Service Order Ship Partial or full shipment of ”quantity to be shipped” specified on the Service Line Invoice (Ship & Invoice) An order can be invoiced fully or partial The relevant ledger entries are created When fully invoiced the Service Order will be deleted automatically Ship: Update the service lines (qty shipped and invoiced) Relevant ledger entries: G/L entries and VAT entries Customer ledger entries, and detailed customer ledger entries Item ledger entry and value ledger entry Service Ledger entries -This table contains ledger entries created after posting of service orders, service invoices or service credit memos linked to a service order contract or created manually. Warranty ledger entries - The table contains warranty ledger entries created when a service order is posted with a warranty discount on any of its service lines. Resource ledger entries History: Posted Shipments, Posted Invoices and Posted Credit Memo´s If you want to post many Service Orders at the same time (e.g. For a day) Batch Posting can be used Closed when fully invoiced.Ship: Update the service lines (qty shipped and invoiced) Relevant ledger entries: G/L entries and VAT entries Customer ledger entries, and detailed customer ledger entries Item ledger entry and value ledger entry Service Ledger entries -This table contains ledger entries created after posting of service orders, service invoices or service credit memos linked to a service order contract or created manually. Warranty ledger entries - The table contains warranty ledger entries created when a service order is posted with a warranty discount on any of its service lines. Resource ledger entries History: Posted Shipments, Posted Invoices and Posted Credit Memo´s If you want to post many Service Orders at the same time (e.g. For a day) Batch Posting can be used Closed when fully invoiced.

10. Post from the Service Order Ship and Consume Register consumption of items and hours not to be included in the customer invoice Register Jobs consumption The relevant ledger entries are created The term consumption denotes a procedure for registering and posting the items, hours and cost which have been used for servicing but cannot be included in the invoice to the customer. For example items that where broken by the technican during the service (it is not possible to post consumption before shipment and already invoiced) Relevant ledger entries: Item ledger entry and value ledger entry Resource Ledger entries Service Ledger entries - This table contains ledger entries created after posting of service orders, service invoices or service credit memos linked to a service order contract or created manually. Warranty ledger entries - The table contains warranty ledger entries created when a service order is posted with a warranty discount on any of its service lines. Job ledger entries - Jobs comsumption(Schedule, Contract or both) depending on the selection on the Service Line History: Posted Shipments The term consumption denotes a procedure for registering and posting the items, hours and cost which have been used for servicing but cannot be included in the invoice to the customer. For example items that where broken by the technican during the service (it is not possible to post consumption before shipment and already invoiced) Relevant ledger entries: Item ledger entry and value ledger entry Resource Ledger entries Service Ledger entries - This table contains ledger entries created after posting of service orders, service invoices or service credit memos linked to a service order contract or created manually. Warranty ledger entries - The table contains warranty ledger entries created when a service order is posted with a warranty discount on any of its service lines. Job ledger entries - Jobs comsumption(Schedule, Contract or both) depending on the selection on the Service Line History: Posted Shipments

11. Service Invoices - Handling Service Invoice Standard Service Service Code and Item tracking lines Invoice discounts and alternative sales prices Sales Line discounts Combine Invoice for Several Shipments Create one invoice for shipped consnumption form either one or several Service Orders If the Sevice Order and Service Items isn´t used the use of spare parts (items) and/or hours and cost can be invoiced directly in a Service Invoice. The Standard Service Code can be used to generate service invoice lines Invoice discounts and alternative sales prices can be used. Sales lines discount as well. If you have created several shipment´s they can be included in one Service Invoice And if you want to post many invoices e.g. Invoice for a day Batch Posting can be used If the Sevice Order and Service Items isn´t used the use of spare parts (items) and/or hours and cost can be invoiced directly in a Service Invoice. The Standard Service Code can be used to generate service invoice lines Invoice discounts and alternative sales prices can be used. Sales lines discount as well. If you have created several shipment´s they can be included in one Service Invoice And if you want to post many invoices e.g. Invoice for a day Batch Posting can be used

12. Service - Credit Memos - Handling Service Credit Memo Apply customer ledger entries, item tracking information Calculation of invoice discounts Batch posting Same as Invoice but Apply Customer Ledger entries can be usedSame as Invoice but Apply Customer Ledger entries can be used

13. Undo Functions Posted Shipments Shipments not fully invoiced and/or consumed Posted Consumption Consumption not registered in the Jobs area Posted Shipment: It is not possible to undo a service shipment that has been fully invoiced and/or consumed. The user will not be able to undo the invoiced part of the shipment, but it is possible to cancel a shipment partly consumed after running the Undo Consumption function first. Post Consumption: Consumption cannot be undone if it has already been registred in the Jobs area, or if the user already has invoiced the the shipment linePosted Shipment: It is not possible to undo a service shipment that has been fully invoiced and/or consumed. The user will not be able to undo the invoiced part of the shipment, but it is possible to cancel a shipment partly consumed after running the Undo Consumption function first. Post Consumption: Consumption cannot be undone if it has already been registred in the Jobs area, or if the user already has invoiced the the shipment line

14. Transparency - Items Items Non stock items Item substitution Item Tracking Serial number and LOT number tracking Item Tracing Reservations

15. Transparency - Consumption Jobs Consume (Schedule, Contract or both) Inventory Shipment – Quantity and value change General Ledger COGS Calculation - run Adjust Cost – Item Entries Post Inventory Cost to General Ledger

16. Service Item Worksheet and Service Line Concept

17. Standard Service Codes Contents: Estimated use of items, hours and pre-allocated cost for a type of service Assign options to Service Lines Automatically if assigned to a Service Item Group Manual Use of Standard Service Codes in Service Documents Service Order Service Item Worksheet Service Lines Service Invoice Service Credit Memo Standard Service Codes: Standard Service Codes are used to predefine the use of spare parts (items) resources and cost for a specfict service type e.g. outbound service, ((example: Oil and gas burner maintenance, Car maintenance) And simplify the creation of service documents Automation If the Standard Service Code is assigned to Service ItemGroup service lines are automatically created in the Service Item Worksheet and the Service Lines. Conclusion: Standard service codes are used to: Predefine the use of spareparts (items avialablity), resources And by that make it easier for the user to create service orders, service item worksheets, invoices and credit memo´s Standard Service Codes: Standard Service Codes are used to predefine the use of spare parts (items) resources and cost for a specfict service type e.g. outbound service, ((example: Oil and gas burner maintenance, Car maintenance) And simplify the creation of service documents Automation If the Standard Service Code is assigned to Service ItemGroup service lines are automatically created in the Service Item Worksheet and the Service Lines. Conclusion: Standard service codes are used to: Predefine the use of spareparts (items avialablity), resources And by that make it easier for the user to create service orders, service item worksheets, invoices and credit memo´s

18. Information Pane – Service Item Worksheet

19. Information Pane – Service Documents

20. Statistic for the Service Documents General Amounts, VAT, Profit and Cost Details Invoice and Consumption Shipping Volume Service Lines Items, Resouces and Cost/General Ledger Customer Balance and Credit Limint

21. Dimensions Full implementation of the dimension concept in: Service Order and Service Order Type Service Item line Service Item Service Line

22. Service Posting - Design

23. Dynamics NAV 5.0 -Service Posting Feature Improvements Standard Service Codes Service Item Worksheet and Service Line Concept Adjustment of prices in the Service Order Posting for Service Documents including Undo function Tranparency Item and Item Tracking and Jobs Handling of consumption (Inventory and General Ledger) Improved integration with other Microsoft products Usability Information Pane – Service Documents Service Documents Statistics Full use of Dimensions Other Microsoft Products Record Links Export using Office XML OutLook Integration Windows Live Local Search Integration Other Microsoft Products Record Links Export using Office XML OutLook Integration Windows Live Local Search Integration

24. Standard Service Codes & Improvements Name Title Group

25. Dynamics NAV 5.0 Service Posting Benefits Increase efficiency in the Service Order Handling Easy access to information Reduce the implementation cycle Reduce the Total Cost of Ownership

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