Home > Commercial Service > Service Order
A service order serves as a purchase order that isn't for a part but rather for a service or equipment. They can be vehicular or non-vehicular. The primary purpose of service orders in M5 is to allow fleet organizations to a single purchasing mechanism for all purchases within M5.
They cover two primary functions:
Before using the Service Order screen, you must first setup and define codes on the Vendor Service Codes screen.
To view an existing service order, enter the PO Number in the PO No. field or you can use the list of values to select a service order by double-clicking in the field or clicking the find button at the top of the screen.
To create a new service order, click the New PO button. The Ordered By field will default to the Application User. Enter a PO Ref No. and a valid Vendor number. Note: once you click the New PO button or load an existing service order using the LoV, the Attach button will appear at the top of the screen and be active.
The Service Order Detail i-frame is where you will view or enter the order lines for the service order.
To add a line item, enter a valid service code in the Service field (you can also select a code from the list of values). The Description will populate automatically. Enter the cost for the service in the PO Cost field followed by the Needed By date and Reserve Code.
The reserve code will denote the entity receiving the service (Department, Unit, Work Order, Indirect Account). The Resv Ref No will depend on the entity chosen from the drop down.
You can view or enter a note pertaining to the service line item by clicking on the Note icon.
When you have finished adding line items or editing them, click on the Save button at the top of the screen.
This tab allows you to view available Commercial Request for Service and add them to the service order. To add a request, click the Select check box in the line of the request(s) you want to add to the service order. Click the Save button at the top of the screen. The selected request will not appear as line items on the Order Lines tab.
This tab allows you to record additional notes about the service order.
When finished, you can then receive the service order using the Service Order Receipt screen. Note: Services must be issued to an open work order. See that screen and help file for more details.
The Commercial Request for Service Approval Amount field:
If the Commercial Request for Service Approval Amount is left blank: No restrictions will be needed to approve commercial requests for service.
If the Commercial Request for Service Approval Amount is entered as 0 (Zero): All commercial request for service will require an approval for this role.
If the Commercial Request for Service Approval Amount is entered as a dollar value: Any commercial requests for service total exceeding this value would require an approval.
Works in conjunction with the APPROVE SVC REQUEST and APP OWN SVC REQUEST privileges.
You must configure this on Role Maintenance.
2031 - Use Auto-generate P.O. number? (N - No, Y - Yes, R - Restricted) - If the flag is set to "Y" then M5 will always generate a NEW PO. If the flag is set to "N" then the user MUST provide a PO #. If the flag is set to "R" then M5 will use auto-generated PO on Part Purchase Order and Service Order frame, but prevent auto-generation of PO’s on work order main, commercial work order entry, part issue and work order express. Applies to service orders.
5115 - Use Receive All Functionality from Part Receive? (Y/N) - When set to "Y", a button labeled "Receive All" will display from the Parts Receive screen only from System PO's and Transfer Tickets. This button will auto populate all quantity received fields with the remaining quantity for each open line item. When set to "N" this functionality will be disabled. Applies to service orders.
5452 - Default Vendor on Service Requests - This value will be the default vendor for approved service requests. If a vendor is entered, ALL approved service requests will be assigned this number in the vendor column on the Commercial Request for Service Handling screen.
5453 - Auto Create PO and Receive Approved Service Requests? (Y/N) - If this flag is set to Y, the system will automatically create a service order and receipt with the vendor number entered as the default vendor for flag 5452 (above) upon approving the service request. The request will then be in READY status and able to be issued.
APP OWN SVC REQUEST - Allows the user to approve their own commercial requests for service.
APPROVE SERVICE REQUEST - Allows the user to approve commercial requests for service.
Last Updated: 03/16/2021
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.