Service#

The following features expand standard Microsoft Dynamics 365 Business Central¹ functionality to provide additional options to those working in your organization’s service department.

Alternate quote lines#

When you open the service item worksheet assigned to a service quote, you can specify for each document line whether the price shown on it should be included in the total quote price.

A line where the Alternative field is set to Alternative, Optional, Selectable, or On Request then appears on printouts in a different format and alongside the value you chose in that field so that you can make customers aware of their options for customization.

Repair in-house equipment#

Logs repairs and similar services for in-house machinery or other equipment in the system. To use this function:

1. Choose the Search icon, enter Service Management Setup, and then choose the related link.
2. Turn on the Internal Orders toggle on the KUMAVISION FastTab.

This ensures that service orders set up for a customer for whom the Internal checkbox is selected don’t create open entries. As a result, these services are treated as not billable on invoices.

Control service (item) lines on dispatch orders#

Specifies whether you want service (item) lines included on dispatch orders, for example, to create package labels with tracking codes.

1. Choose the Search icon, enter Service Management Setup, and then choose the related link.
2. Activate one or both fields described in the following table.

Payment terms: service order types#

You can assign payment terms to a service order type, to replace those stored in the customer master. To assign terms to an order type:

1. Choose the Search icon, enter Service Order Types, and then choose the related link.
2. On the ribbon, choose New. Alternatively, choose Edit List to edit a type that already exists.
3. Fill in the Payment Terms Code field.

Proforma invoices#

Some businesses, especially those exporting goods, need to provide shipping agents or customers with a proforma invoice prior to delivery. The invoice can be printed from every serviceorder available in the system.

Basically, a proforma invoice looks like a confirmation receipt, the difference being that the extended texts printed on invoices are also printed on proforma documents.

Setup#

Service Management Setup#

A proforma invoice typically requires an invoice number. To specify a number series for these kinds of documents:

1. Choose the Search icon, enter Service Management Setup, and then choose the related link.
2. On the General FastTab, turn on the Proforma Invoice Nos. toggle.

Report Selection – Service#

You also need to set up the proforma invoice report on the Report Selection – Service page.

Print a proforma invoice#

To print a proforma invoice:

1. Open a service order.
2. On the ribbon, choose Actions > Posting > Proforma Invoice.

The system then uses the series set up for invoices to assign a number to the proforma invoice, adding a P upfront. Despite the added P, the number can no longer be used for posting a standard invoice later.

Copy service data#

For repeated transactions, you can now use the Copy Document action that is part of standard sales and purchases functionality on service documents.

You can copy both service items and the following documents by running the function from the relevant ribbon:

• Service Quotes
• Service Orders
• Service Invoices
• Service Credit Memos
• Posted Service Shipments
• Posted Service Invoices
• Posted Service Credit Memos

Like in sales, you can copy documents including selected document headers, or copy the lines and refresh the prices on them.

Service items are copied as part of base data by opening a service item card and choosing Copy Service Item on the ribbon. You can transfer the following data in this way:

• General item information
• Components
• Maintenance Plans
• Resource skills
• Comments
• Warranty starting and ending dates

Drop shipments and special orders in service#

In the standard app, you cannot work with drop shipments or special orders in Service. But for on-site repairs especially, having replacement items sent from a supplier directly to a customer can be a useful feature.

To be able to work with drop shipments or special orders in service:

1. Open the Service Item Worksheet.
2. Select a line, and then select the Drop Shpt. Order or the Special Order field.
3. Alternatively, fill in the Purchasing Code field.
4. Repeat the process as necessary.

When you’ve changed the required lines, choose Actions > Plan > Drop Shipment or Special Order to create a purchase order or open the document linked to them.