Enter Service Calls (SE30)

Enter Service Calls (SE30) – Close

The list below defines every field and button on the Close folder:

• A list of charges is displayed which includes:
  • Total Parts – displays the Total Parts from the Parts folder.
  • Total Labour – displays the Total Labour from the Time folder.
  • Total Other – displays the Total Other from the Other Chrgs folder.
  • Subtotal - dislays the sum of the Total Parts, Total Labour and Total Other amounts.
  • Taxes - displays the appropriate taxes charges on the parts, labour and other amounts.
  • Total Charge - displays the Total Charge which includes taxes, total other, total labour and total parts.
  • Total Warranty - displays the Total Warranty charges.
• Send To - The Send To button is used to print a copy of the current Service Call for the selected Equipment on the header section.

  Once you have selected the Send To button the Send To panel displays with the following three options. Each option requires different actions once the OK button is selected to start the send process. The following lists the options and the actions that are required to complete the process once the selection is made:

  • Fax – the Enter Fax Information dialogue panel opens. Enter all of the require information and select the Send button at the bottom left of the panel to complete the process. You can also select the Cancel button to terminate the Fax option.

  • Printer - the Printer Selection dialogue panel opens. Select the printer to print the invoice and click the OK button. You can also select the Cancel button to terminate the Printer option.

  • E-Mail - the Enter E-mail Information dialogue panel opens. Entered all of the required information and click the b>Send button at the bottom left of the panel to complete the process. You can also select the Cancel button to terminate the E-mail option.

  Note: A range of Service Calls may be printed by running Print Services Calls - History (SE60).

• Issue Invoice - The Issue Invoice button is used to have the Invoice Listing and Creation (SE42) program generate a Direct Bill Invoice to the customer (once the program is executed) but leave the call open for further work. This is mainly useful for protracted jobs lasting several months, to allow work done to date to be invoiced. Prior to selecting this button the message ‘No Invoice Issued; displays below the button. Once the Issue Invoice button has been invoked the message ‘Invoice Issued’ displays below the button.

  Note: If a Direct Bill is not yet generated you do have the option to reverse the ‘Issue Invoice’ option. When the Service Call is recalled, the message “Invoice Already Issued’. Do you wish to reverse it? Yes/No” displays. Selecting “Yes” will reverse the Issue Invoice designation and the message “Invoice cancelled” displays. At this point you can modify, delete and add parts, time and other charges to the currently selected equipment.

  Selecting “No” clears all of the fields on all of the folders but leaves the Service Call open so that you can continue to enter additional information for other equipment.

  You will not be able to:

  • Update or Delete the parts, time or other charges for any equipment that has already had and Invoice issued against it.
  • Issue another invoice.

  You will be able to:

  • Add new lines to the all folders for existing equipment.
  • Add new equipment and update all folders for the specified equipment.

  Note: If the ‘Issue Invoice’ option has been selected and the Invoice Listing and Creation (SE42) has generated the invoice, the service call status returns to Open. It is no longer possible to reverse the Issue Invoice option at this point.

• Close Service Call - The Close Service Call button is used to have the Invoice Listing and Creation (SE42) prepare generate a Direct Bill Invoice to the customer and close the call. Once the Invoice Listing and Creation is run, the current service call will be removed from the Open Calls files, and cannot be accessed by SE30.

  Note: If a Direct Bill is not yet generated you do have the option to reverse the ‘Close Service Call’. The ‘Issue Invoice’ and ‘Close Service Call’ settings are affected by your response to the displayed messages. The following describes each of the scenarios according to the response to the messages:

  • Scenario 1 – Service call that is closed and invoice issued is recalled.
    • The message “This call is already Closed! Do you wish to reverse it. Yes/No” displays.
    • You click ‘Yes’ the this message.
    • The message “Reverse Issued Invoice also. Yes/No” displays.
    • You click ‘Yes’ to this message.
    • The message “Close of Service Call Reverse. OK” displays.
    • You click ‘OK’

      Your responses to the messages results in the ‘Issue Invoice’ and ‘Close Service Call’ designations being reversed. You can now modify, delete and append information to any of the folders for any of the existing equipment assigned to the current Service Call in the header section.

  • Scenario 2 – Service call that is closed and invoice issued is recalled.
    • The message “This call is already Closed! Do you wish to reverse it. Yes/No” displays.
    • You click ‘Yes’ the this message.
    • The message “Reverse Issued Invoice also. Yes/No” displays.
    • You click ‘No’ to this message.
    • The message “Close of Service Call Reverse. OK” displays.
    • You click ‘OK’

    Your responses to the messages results in the ‘Issue Invoice’ designation to remain but the ‘Close Service Call’ designation is reversed. You will not be able to delete or modify existing lines on the parts, time or other charges folders for any of the currently listed equipment in the header section for the current Service Call. You can, however, you can add lines to all folders for any of the existing equipment as well as add new equipment and details for the new equipment to all folders. Note: All new data added is considered to be designated with the ‘Issue Invoice’ tag so when SE42 is executed all lines will be invoiced.

  • Scenario 3 – Service call that is closed and invoice issued is recalled.
    • The message “This call is already Closed! Do you wish to reverse it. Yes/No” displays.
    • You click ‘No’ the this message.

    No other messages display and the Service Call is retains the designations for ‘Issue Invoice’ and ‘Close Service Call’. . You will not be able to delete or modify existing lines on the parts, time or other charges folders for any of the currently listed equipment in the header section for the current Service Call. You can, however, you can add lines to all folders for any of the existing equipment as well as add new equipment and details for the new equipment to all folders. Note: All new data added is considered to be designated with the ‘Issue Invoice’ tag so when SE42 is executed all lines will be invoiced.

    The following table outlines the functionality of each button on the bottom of the Close folder:

    Button Label	Icon	Functionality
    Dispatch Query		The Dispatch Query button is used to locate a specific service call, or to dispatch calls without opening the call in SE30. The Dispatch Service Calls browser contains the following information and functionality: A list box that contains the Customer, Technician, City, Type, Equipment, Status (if the service call has been dispatched ‘Disp’d’ displays in the column), Call Date and Time. Undispatched - When this radio button is selected only un-dispatched calls display.. All Calls - When this radio button is selected all calls are displayed. Sort by - Gives you the option to select one of multiple sort methods to review the open calls the list box though a drop list . Displays Customer and Contact information for the selected service call. Displays the details entered for the selected service call. Select - The Select button opens the selected service call in the list box in SE30. Dispatch Now - The Dispatch Now button sets the status of the selected service call in the list box to ‘dispatched’. Note: Service Calls cannot be dispatched: If the service call is an estimate. If the service call with missing mandatory fields. If the service call that have already been dispatched. If the service call is closed. If the service call is for a customer that is on a credit hold.

    
    ^SE30/Close