---
title: "Service - Service Folder"
canonical: "https://wiki.soft1.eu/space/SS5EN/12060351/Service%20-%20Service%20Folder"
format: markdown
---
**Introduction**

The Service Folders can be used for Service of appliances, machines, and vehicles.  Αll service actions that will be done in Soft1 are included in a Service Folder as well as information that has to do with stock item's inventory, spare parts and their guarantees, price lists and technicians who are involved with standard time per service.  CRM tasks like phone calls, service appointments etc, can also be included. 

## Set up

The Service Folders use the same logic as Documents, they have Document type and series. 

### **Service Folders - Document types **

Create the Folder **Types **for** **Services** **(menu Parameters > Services > Service Folders), filling **Code **and **Description**. For field **Behavior **set  [101 - Service Folder] and for **Uses of document **select** **<51,52,96> so that you will be able to insert spare parts (from Stock Items) in this Folder for these Services and CRM tasks.

Please also pay attention to these parameters :

- **Uses price:** select which price of stock items & services will be the default when a service folder will be invoiced.
- **SN type:** set the state that will be updated for the SNs of the Items that have to be repaired.
- **Mandatory item**: set whether for this service folder a stock item's selection will be needed or the installation info in this form is enough.
- **Pricing policies**: set whether a pricing policy has to be applied.
- **Outstanding: **set whether a reserve type/ will be set for the spare parts that will be used for this Folder.
- **Lock after sending: **set **Yes, **you will not be able to edit this folder after it has been invoiced.

### **Service Folders - Document series**

Create the **Series** that will be used to insert Folders (menu Parameters > Services > Service folders) and connect them to the **Types**. Moreover, on the bottom of the screen you can set the Series that will be the default for each process, for invoicing a Service Folder. 

Ιn particular:

- the **Services provision series **will be proposed for invoicing the Service provision Slip or Invoice.
- the **Spare part Series **will be the default for the Sales Invoice - Shipment that will be printed and has to do with the consumption and billing of spare parts.
- the **Shipment Series** will be the default series for sending the repaired item back to the customer.
- the **Series of Spare parts- Services **will be the default if you print a document that includes both Services and  Spare parts.
- the **Actions Series**** **that will be** **used to automatically insert a CRM task for every task that will be called in the Service Folder.

![image](media://6249bfb6-ad9a-4fff-b621-bdb3a63316d8)

## **Process**

### **Insert Folder**

To insert new Service Folder you can use the following(5) ways: 

1. Manual New entry in Service Folder.
2. Automatically as soon as the Receipt document will be inserted by the customer.
3. Automatically using the special job to <Create Folders>.
4. Indirectly using a Service call for the customer.
5. Indirectly using a service task for the customer.

**Info**: If you wish to create a service folder not depending on stock item or spare part quantity, for every stock item the parameter **Summary data in folder **(tab <Accounting>) will have to be activated.  For the opposite case will be created as many folders as the stock items or the quantities included in the Receipt Document or Service Call. 

Analytically:

**1**<sup>**st**</sup>** way****: Manual entry**

Menu Jobs > Services > Service folders, select **New Entry**** **and set the following data:

- the **Series** that will be used to insert the Service Folder,
- the **Installation** and/or the **Item** (for Service/ Maintenance),
- the **Serial Number **of this item. If a warranty file exists you may  '**Check for Warranties'.**
- the date **Start**/ **End** /**Delivery, **data that is automatically filled based on the tasks that will be included in this folder,
- the Customer, and information that has to do with the **Installation/ Item** status.

**Info**: Selecting the installation, the first item from its data will be automatically inserted, if you have set the parameter 'Transfer Item from installation' (menu Parameters> Services> Parameters) 

![image](media://c1210446-d2b3-497d-8a38-181844c4fc9a)

 

In the grid's lines fill the Spare parts that will be used, the **Services **that will be offered and the **Tasks** like phone calls to the customer, programmed meetings etc.   

Per Spare part and Service, you can set the **Type and debit Percentage **which together with Quantity and Price, will be creating the final item΄s value for this Item when the folder will be invoiced.

In** Warranty ****Code **the code for monitoring the spare part Warranty -on the manufacturer's- side will be written.  In case that a percentage and debit type is set, the value of this remaining percentage that is not covered by the customer may be demanded from the manufacturer and will be monitored based on the unique warranty code.  

In tab **Other Data** you can fill the **Technicians **that will be involved, their comments and additional data like **Project **or **Business Unit**.

**2**<sup>**nd**</sup>** way****: ****Automatically as soon as the Customer's receipt invoice will be recorded. **

To create the folder automatically, when inserting the Customer Shipment or the Document Receipt that the customer will issue, the field Folder Series for Customer's shipment series or Received quantity document has to be filled.  

**3**<sup>**rd**</sup>** way****: Use the job <Create Service Folders>. **

Use the job '**Create Service Folders' **to select the documents that will be used to create service folders. Use the filters to limit the width, set the series to create folders and run. 

Using the job **Cancel folder creation **delete the folders for the documents that will be selected in the filters. 

![image](media://b2577863-8d28-4bf7-a0b4-ec2120b7ab91)


**4****<sup>th</sup>**<sup>** **</sup>**way****: From Service Calls **

In the menu, Jobs> Services > Service Calls, insert the calls for service appointments. To automatically create the Receipt document and the Service folder, the fields **Folder Series**, and **Receipt Series **will have to be filled in Service call series. After that, using right click on this call, select **Related Documents** to automatically create the Receipt Documents and the Service folder/folders.  

**Info:** The parameter **Use of BarCode **should not be active in Receipt Document type.  

As soon as the relevant documents are created the Service Call's **Status** will be updated to  [Completed].  Use right click to cancel any calls that have been left to Status [Pending].

![image](media://6acf8e08-4c02-4299-a946-6b4954c7ab9b)

**5**<sup>**th**</sup>** way****: From CRM actions for the customer**

Using any of the below options you can create a new Service Folder, or to insert the new CRM action to an existing one. 

1. From the CRM action data, selecting the Related Task, **Transfer to Folder **or** **
2. Use right click for one or more CRM actions on the list and select **Transfer to Folder **while** **the ability will be given to group based on the Installation/Project/Branch and Item.
  

 

![image](media://1bcbf8d0-7e29-4034-b9ea-cf09f346b6a3)

### Service Folder Invoicing

To Invoice this Folder, follow the following steps: 

1. Select the desired folder entries, using a service folder browser.
2. After that right click and select to create the documents that will Invoice spare parts and services to the customer.
3. Finally, use right click and select **Send to customer** to print the invoice for the customer.

**Info:** The default Series for these processes to Invoice a service folder will be set on this Folder Series. 

**Info: **From the related Jobs in Service Folder you can see the documents from which it has been created and the ones to which it was transformed. 

![image](media://7d862597-10ef-44e2-b972-e55dd53cee66)

## **Useful tasks & Information **

### Pending Orders- Balance - Alternative Items

In service folder, use right click on a grid's lines, you can for this specific stock item- spare part : 

- use  **Remove Pending, **if pending quantities are created so as to reserve spare part quantity when a service folder is created.
- find useful information like **Stock Balance per W/H****, **

- select any of the **Alternative Items**.


**Ιnfo:** From a Service Folder browser, use right click so that you can **remove pending **or you can **restore pending **for all stock items - spare parts in this folder.** **

![image](media://6acc82b3-32af-4c12-af6c-420ef77e5811)

### Order Planning

In case there is a shortage for a spare part,  you can insert a purchase order, selecting Order Planning from Folder's related Jobs.  Quantity will be inserted in Column to Order in spare parts lines. 

![image](media://e35a0bca-6da3-440e-9be3-91e9dfe33a2d)

### Labour Time Standards

In **Labour Times** (Jobs menu > Services) create entries that have to do with unique stock item combinations with time and services debit and criteria that have to do with your group of technicians.    

Example: For stock item with specific **Brand, Model**** **and **Technical code Service **of 3-hour time debit which could be provided by technicians of specific **Specialty** and education **Level.**

Creating the Labour time, it can be automatically added in the Service master data. 

![image](media://e56dfead-ed04-4338-ad47-b01fa02d268b)


![image](media://c7855901-9728-4050-abdd-35c1b8f604e3)

### Sets Items- Services 

In Service Folders you can use one or more **Sets ****Items**** &**** Services **which will be created from application's menu, Services >  Sets Items - Services. The **Sets** of **Items **and **Services **used together with the **Labour Times, **which is used to set the duration for jobs/ services and the level of technicians that will be working on it (see below).

For a new Set of Items & Services fill:

- Set's code and description,
- Quantity and Item or Service which is about this set (i.e. SER-0009, see the below screen),
- The Items - Spare parts and Quantity. If a **Price** is set for Items - Spare parts of this set, then it will prevail over the rest (i.e. Price policy or price on the folder type),
- Services, quantity, price, and number of technicians.

Insert the set and after that use it for the Stock Item - Service which is included (i.e.SER-0009> tab General data> Group sets and replacement)

![image](media://a33cf393-daa8-459f-8c94-86fa1a081c33)


For Service folder, as soon as the Item - Service of this set is retrieved (i.e. SER-0009), the items/ spare parts will be automatically inserted together with the Services and CRM tasks. 

**Info:** Confirm that,

- for this folder's Series, a **series of CRM tasks** has been set so that as soon as the Item-Service set is retrieved the tasks will be automatically inserted.
- the item which will be repaired has been filled before the set so that the default time for the sets service will be automatically filled.
- the parameter "**Transfer time in quantity**" so that debit service time will be automatic based on Labour times.

 

**Info:** You can call more than one set, for this case use Set filter in the analysis grid (over the grid) to see a set's data. 

### CRM tasks

In Service folders, Tab  <**Actions**> fill manually or automatically, the tasks which technicians have to complete (company's executives) to repair the item.  Tab <**Actions**> will appear if in Folder type, in field **Uses of document** select parameter '96-Actions' . 

CRM tasks will be automatically created if, in this folder's **Series, **a Series of tasks is set and in the following cases:** **

- when you manually call a service on this folder or when
- an item-service set is used. For this case as many tasks as the technicians who are set on this set will be created.

Moreover, using right click on a grid's line to:

- add a **New Task,**
- **Disconnect **a task**,**
- See the technician's / user's **Calendar** to whom this task was assigned.
- Set a **Resource** i.e. a tool that the technician will use. Check its availability from the Related Job: **Resource Calendar**.

![image](media://638d3179-1792-4781-80f0-7551f4472033)

### Personnel Availability 

Selecting **Personnel Availability**, from Service folder's related tasks, a check is done for the personnel availability according to the **Working Hours, Specialty and Level. **

**Info: **For the technicians' availability Soft1 removes the break time that is set in working hours. In case that working hours have not been filled in the technician's/ executive's data, then he will be considered to be working 8 hours per day. 

**Info: **Holidays for company's branches are controlled together with the CRM jobs that have been inserted for this technician (i.e. work leave, meeting).

![image](media://d2baa2dc-cf39-4378-8e9d-ffa7a5a2faa1)

In  **Personnel Availability **the required time per specialty and level, as well as the free time of technicians per specialty and level will be shown.  Setting date, and pressing <ΟΚ> the service folder will be updated (fields Start- End) as well as the CRM tasks.