Spare Part Sales

The sale of spare parts relating to a service item can be added to a Sales Quote or Sales Order either directly from the service item or by assigning the service item to the sales document. When created from the service item, the sales document will have the service item in the header, which will be copied to the lines. You can also manually enter spare parts for other service items related to the customer directly in the sales lines.

If standard service codes are used for maintaining spare parts lists, you can assign the code to the service item, which then can be added to the sales lines.

Create Sales Document from Service Item

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Service Items, and then choose the related link.
  2. Locate and open the service item to create the sales document for.
  3. On the Actions menu, choose the Create Sales Quote or Create Sales Order action.
  4. Choose the Yes button to open the sales document.
  5. Note that the Service Item No. field on the General FastTab is populated with the service item.
  6. In the Lines FastTab, enter all the spare parts as needed. Note that the service item from the header is transferred to the Service Item No. field on the line.
  7. If a spart part for a different service item needs to be added, change the value in the Service Item No. field on the line.

Assign Service Item in Sales Document

  1. Create the sales document for the customer with the service item.
  2. If the same service item will be used in all lines, enter that number in the Service Item No. field on the General FastTab. Otherwise, you can manually enter the service items in the Service Item No. field in each line.

Use Standard Service Codes for Spare Parts Lists

Similar to the Pre-defined Service Worksheets for Service Contracts feature that allows you to use standard service codes with service contracts, you can use the Standard Service Codes to create the spart parts list that can be added to the sales document lines.

  1. Create the Standard Service Code Type for the service item.
  2. Create the Standard Service Code for the service item.
  3. Link the standard service code in the service item.
  4. Create the sales document:
  5. In the Service Item No. field on the General FastTab, choose the ellipsis button to open the Standard Serv. Item Gr. Code(s) that was assigned to the service item.
  6. Select the relevant code and then choose the OK button.
    The spare parts are automatically added to the Lines FastTab of the sales document.
    Note

    The spare parts can also be added using the Get Std. Service Codes action via Actions > Functions. If any discontinued items are included in the spare parts, a message will open asking to confirm that you want to use the item. If there are multiple discontinued items, the message will open for each one.

  7. Make any changes as needed to the spare parts to be sold, including adding spare parts for other service items.

Review Service Ledger Entries

  1. If using a Sales Quote, convert it to a Sales Order.
  2. Ship and Invoice the Sales Order.
  3. Open the Service Item and then choose History > Service Ledger Entries on the Related menu.
  4. Note that the spare parts are posted accordingly.
  5. Close the Service Ledger Entries page.
  6. Repeat steps 3-5 for any other service items included in the posted Sales Order.

Example

In the following video, a service item, number 45, attached to the conveyor machine that was sold to customer 10000 is opened to view the assigned standard service code with four spare parts.

A sales order is created from the service item. In the General FastTab of the sales order, the service item has been assigned to the Service Item No. field.

The spare parts related to the service item are not added to the sales order until the standard service code is selected via the ellipsis button in the Service Item No. field or when the Get Std. Service Codes action is run.

The ellipsis button is chosen to select the standard service item group to be added to the sales line, which is done by choosing the OK button.

The Service Item No. field in the lines is automatically populated from the header. The "Motor" item is not needed so it is deleted from the lines.

The customer's other service item, 44, also needs hydraulic oil so a new line is created and assigned to that service item.

The sales order is posted and the Service Ledger Entries are reviewed for both service items. For service item 45, there are six entries from the posted sales order, and for service item 44, there are two entries.

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