Service Order Management

Tasks

Steps

Create Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request#

CS > Requests > Request#

Notes

• Service orders are unique to one Trade Partner.
• Separate service orders may be created for multiple Trade Partners which are assigned to the same service item.

Steps

1. Select the Create New Service Order link.
2. Using the magnifying glass icon, select the appropriate Trade Partner link from the displayed list.
3. Use the text field to enter the Create Date or use the Pick Date link to select the Date using a calendar view.  If no date is entered, the system will default to today's date.
4. Use the text field to enter the Scheduled Date or use the Pick Date link to select the Date using a calendar view.  If no date is entered, the system will default to today's date.
5. Use the text field to enter the Scheduled Time the Trade Partner is expected to begin work described in the service order.
6. Select Yes or No radio button at Appointment Confirmed to communicate to the Trade Partner the Scheduled Time has been confirmed with the Owner.
7. Use the text field to enter Comments specific to this Trade Partner and this service order.
8. Select the check box next to the Available Request Item[s] to be associated with this service order. [Select All and Clear All buttons operate to save time selecting multiple items.]
9. Select Check Spelling button to check for spelling errors in Comments text block, or Cancel button as appropriate to return to Request Detail screen.
10. Select:
    1. Create & Back to Request button to create the service order and return to Request Detail screen.
    2. Create and Edit Items button to create the service order and add comments at Detail Line Items, including assigning an Activity and adding a Value to the line item.
    3. Create & Open button to save detail line item changes, create and open the service order.

Notes:

• A new service order is automatically given the status 'pending' until it is manually opened by the user. This allows the user to create a service order in a pending state while research and site visits are accomplished to validate the warrantability or the nature of repairs necessary
• If Create & Back to Request or Create and Edit Items buttons are selected, the Service Order will be created, but still needs to be opened to be visible to Trade Partner
• Adding a value to a service order does not create a purchase order for the Trade Partner but communicates that the Builder intends to compensate Trade Partner for the work authorized by this service order

Open Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab

CS > Requests > Request# > Service Orders tab

CS > Service Orders > Pending tab

CS > Service Orders > Pending tab > SO Number#

Notes

• Service order cannot be seen by Trade Partner until user manually opens it.

Steps

From Service Orders tab, Service Orders Pending tab, or Service Order#:

1. Select Open link
2. Status changes from Pending to Open, the service order moves from Pending to Open tab in Service Orders, and is visible to online Trade Partners in BTTrade.

Edit Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'open'

CS > Requests > Request# > Service Orders tab > Status 'open'

CS > Service Orders > Pending/Open tabs

CS > Service Orders > Pending/Open tabs > SO Number#

Steps

From any navigation path above:

1. Select the Edit link.
2. Follow steps 3 - 7 outlined in Create Service Order above to edit all available service order fields, to include Reassign to reassign service order to a new Trade Partner.
• Reassigning a service order automatically voids the original service order and creates a new service order number assigned to the new Trade Partner.
3. Select Check Spelling button to check for spelling errors in Comments text block, or Cancel button as appropriate to return to Service Orders screen.
4. Select Save and Exit button to save changes made. SO number now reflects (Revised) status.
5. Select Save and Approve button to save changes made and automatically approve service order. Service order moves to Approved tab.

Void Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'open'

CS > Requests > Request# > Service Orders tab > Status 'open'

CS > Service Orders > Open tab

CS > Service Orders > Open tab > SO Number#

Notes

• Once a service order has been voided, notes may be added, documents managed, and the service order may be printed, but it cannot be reopened.

Steps

From any navigation path above:

1. Select Void link to void service order and move it to Void tab.

Complete Item[s]

Notes

Service orders are marked 'complete' by online Trade Partners. See Complete Item in Trade Partner Management for details.

Reopen Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'complete' or 'approved'

CS > Requests > Request# > Service Orders tab > Status 'complete' or 'approved'

CS > Service Orders > Complete/Approved tab

CS > Service Orders > Complete/Approved tab > SO Number#

Steps

From any navigation path above:

1. Select Reopen link to reopen service order and move it to Open tab.

Approve Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'open' or 'complete'

CS > Requests > Request# > Service Orders tab > Status 'open' or 'complete'

CS > Service Orders > Open/Complete tab

CS > Service Orders > Open/Complete tab > SO Number#

Steps

From any navigation path above:

1. Select Approve link to reopen service order and move it to Approved tab.

Print Service Order Versions

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'open'/'complete'/'approved'/'void'

CS > Requests > Request# > Service Orders tab > Status 'open'/'complete'/'approved'/'void'

CS > Service Orders > Open/Complete/Approved/Void tab

CS > Service Orders > Open/Complete/Approved/Void tab > SO Number#

Notes

• SO print form summarizes service order detail with line item detail and Builder / Trade Partner signature block.
• SO ($) print form adds a value column and total to reflect compensation entered in Value block at Create Service Order or Edit Service Order.
• SO - All Open for Trade Partner print form creates a single form in SO ($) format for all service order currently open for specified Trade Partner.

Steps

From any navigation path above:

1. Hover over the Print Icon link, select the print form desired from the pop-up box.
2. Print form launches in a separate window.

Delete Service Order

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Navigation Path

CS > Owners / Lots > Owner Information > Request# > Service Orders tab > Status 'pending'

CS > Requests > Request# > Service Orders tab > Status 'pending'

CS > Service Orders > Pending tab

CS > Service Orders > Pending tab > SO Number#

Notes

• A service order can only be deleted prior to being opened by user.
• Once a service order is deleted, it does not appear in any service order tabs and cannot be reopened.

Steps

From any navigation path above:

1. Select Delete link to delete service order and remove it from all service order tabs.