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After you create a service order, when you're ready you can post it. The order must contain at least one service item line and one service line. If the order has more than one service line, all lines post at the same time.
If you have a large number of service orders, you can save time by using a batch job to post them. You can run the batch job from any service order.
Tip
Before you post a service document, it's a good idea to use the Test Report action to to check for errors or missing information. If there are errors, you must correct the problem. You can print a new test report to verify the fix, and then post the document.
To post a service order
Choose the
icon, enter Service Orders, and then choose the related link.Open the service order.
On the Service Order page, choose one of the following actions.
Action Result Test Report Checks all parts of the document and presents the result in a report. If the report indicates any errors or a lack of information, you must correct the problem. You can then print a new test report. Post Posts the order without printing a shipment or an invoice. Post and Print Posts the order and prints a shipment (if you ship the order without invoicing it) or an invoice (if you invoice the order). Post Batch Posts multiple service orders at one time once. For the Post action, there are several options that control what happens.
Posting Option Result Ship Posts shipment of the items. Invoice Invoices items that have already been shipped. Ship and Invoice Invoices and ships the items. Ship and Consume Posts shipment and consumption on the order. It updates the relevant quantities on the service lines of the order and on the previously posted service shipment document.
You can post consumption only if the line contains a quantity that shipped but isn't invoiced or consumed.
When you post the order, Business Central creates the corresponding ledger entries and posted documents and updates the service order.
To batch post service orders
- Choose the icon, enter Service Orders, and then choose the related link.
- Choose the Post Batch action.
- You can set a filter to select specific service order numbers or an interval of order numbers for the batch job to process.
- Choose OK to start the batch job.
To post a service credit memo
After you create a service credit memo, you can post it when you're ready. If there are errors or a lack of information on the credit memo while posting, an error message displays and stops the process.
- Choose the icon, enter Service Credit Memos, and then choose the related link.
- Create a new service credit memo. Choose the New action.
- Fill in the necessary fields.
- Choose the Post action. If you want to print the credit memo at the same time as your post, choose the Post and Print action instead.
- To test credit memos before you post them, choose Test Report. When you run the report, Business Central verifies the posting dates in the document.
- To post several service credit memos at the same time, run the Batch Post Service Cr. Memos batch job. Using the batch job is helpful when you have to post a lot of credit memos.
Note
It is important to enter all the necessary information on the credit memos before you batch post them. Otherwise, it is possible that they will not be posted. When the batch job finishes, a message shows how many of the service credit memos it posted.
To post consumption from a service order
The following procedure describes how to post the items, resource hours, and costs used for a specific service operation for which you won't charge your customer. You can post consumed items, hours, or costs only for a posted shipment that has no posted invoices or consumption.
Choose the
icon, enter Service Orders, and then choose the related link.Open the service order to post consumption for.
Choose the service item. Choose the Service Lines action.
Find the required entries, and specify the quantities for which you'll post consumption in the Qty. to Consume field. The quantity can't be larger than the quantity already shipped and the quantity remaining but not invoiced after partial invoicing of this shipment.
Note
To register consumption for a project, fill in the Project No., Project Task No., and the Project Line Type fields on the service line.
Choose the lines to post, and then choose the Post action. On the page that opens, select Ship and Consume.
The service is posted as either partially or fully consumed, depending on the value in the Qty. to Consume field, and the relevant ledger entries are created. Also, previously posted service shipment documents are updated chronologically with the consumed quantities. The relevant quantities are updated on the service lines of the order.
To post shipments from service orders
After you specify the details of a service, you can adjust and post the quantities of items used, time spent, and costs incurred. As a result, Business Central makes the necessary changes to reflect the new state of your inventory and current status of the specific order processing.
The following procedure shows how to post shipment of service line items in locations that aren't set up to require warehouse handling.
Choose the
icon, enter Service Order, and then choose the related link.Open the service order, and then choose the Service Lines action.
On the Service Lines page, find the required entries and then specify the quantity to post in the Qty. to Ship field.
Note
The quantity to ship value depends on whether you want to fully or partially post the shipment. If you choose to ship fully, the value in the Qty. to Ship field must be equal to the value in the Quantity field. When you post a partial shipment, you must specify the quantity you want to ship initially. If you already shipped part of the service on the order, make a note of the value in the Quantity Shipped field. The maximum quantity you can enter in the Quantity to Ship field is the number of units that haven't shipped.
Choose the Post action, and then choose Ship.
Business Central creates ledger entries (in the warranty ledger, item ledger, service ledger, or G/L), produces the posted service shipment document, and updates the relevant fields on the service lines of the service order.
If the location is set up to require warehouse handling, shipping and moving service line items works in the same way as they do for other source documents. The only difference is that service line items can be consumed either externally or internally, and therefore require two different release functions. To learn more about shipping service line items in advanced warehouse configurations, go to Picking Items for Warehouse Shipments.
Combine shipments from multiple service orders into a single service invoice
If needed, you can gather posted shipments that you haven't invoiced in a single invoice. For example, combining shipments can reduce the overall number of invoices to process, which can lower administrative costs and save time for your bookkeeping team. To learn more, go to Combine shipments on a single invoice.
To undo posted consumption
You can cancel the consumption on the service orders. For example, because it was posted by mistake.
- Choose the icon, enter Posted Service Shipments, and then choose the related link.
- Open the posted service shipment for which the erroneous consumption was posted.
- Choose the Service Shipment Lines action.
- Choose the lines that contain the incorrect consumption, and then choose the Undo Consumption action.
A balancing service shipment line is inserted with negative values in the quantity fields for the selected lines.
Note
You can't undo service consumption if:
- The service order has been closed.
- It was posted to a project, so there are project ledger entries linked to it.
To post service lines
If you have to work on a service order for a considerable time without posting it, you might want to post some of the service lines linked to it as a way, for example, of keeping your inventory updated. You can post by specifying the relevant quantities on the lines to be posted. You might choose to post the lines one by one or by selecting several lines at a time.
The following procedure describes shipment posting directly from a service order in locations without warehouse handling set up. If the location is set up to require warehouse handling, then shipment posting happens in a different warehouse document, depending on the location setup.
- Choose the icon, enter Service Orders, and then choose the related link.
- Open the service order, and then choose the Service Lines action.
- On the lines you're going to post, fill in the Qty. to Ship, Qty. to Invoice, and Qty. to Consume fields, depending on how you post the lines.
- Choose the Post action.