Add a Service Order

You can add service orders from lots of different areas in the software. Below are the most common workflows for adding service orders. The information that defaults into the fields on the Add Service Order screen differs based on where you add the service order.

Add From the Events Screen

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event for the service order.
  3. Right-click and select Add -> Orders -> Add Service Order. The Add Service Order screen opens. The event and bill-to information defaults into the appropriate fields.
  4. Select a function from the Function drop-down if required.
  5. Proceed to the Add Items From the Service Order Screen section.

Add From the Service Orders Screen

  1. Click the Service Orders link from the Main Menu. The Service Orders screen opens.
  2. Click the Add button. The Add Service Order screen opens. No information defaults into the fields.
  3. Select the required information from the Event, Price List, Function (if required), Account and Bill-To Account drop-downs.
  4. Proceed to the Add Items From the Service Order Screen section.

Add From the Global Navigation Bar

  1. Click the arrow next to the Service Orders button from the Global Navigation Bar. 
  2. Select Add Service Order. The Add Service Order screen opens. No information defaults into the fields.
  3. Select the required information from the Event, Price List, Function (if required), Account and Bill-To Account drop-downs.
  4. Proceed to the Add Items From the Service Order Screen section.

Add From the Functions Screen

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event for the service order.
  3. Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
  4. Select the function for the service order.
  5. Right-click and select Add -> Orders -> Add Service Order. The Add Service Order screen opens. The event, function, account and bill-to account information defaults into the appropriate fields.
  6. Proceed to the Add Items From the Service Order Screen section.

Add Service Order Screen

The below fields are available on the Add Service Order screen:

  • Event - Event for the service order. If it is defaulted, you cannot change it. 
  • Function - Function for the service order. You can select multiple functions so an order is added to several functions at one time. After saving the order, an order is created for each function. A single order cannot have multiple functions.
  • Account and Contact - Order account and order contact for the service order. Defaults to the event account and event contact.
  • Order Status - Status of the order. Defaults to the lowest active order status.
  • Price List - Price list for the order. The price list controls the items available for ordering. The defaulted price list can vary based on several different settings such as the organization default price list, event default price list, price classes, etc.
  • Rate - Determines if the order uses Advanced, Standard or Late pricing. Only available if the selected price list is configured for Advanced and/or Late pricing.
  • Bill-To Account and Contact - Account and contact to invoice for the order. Defaults to the event bill-to account and event contact.
  • Item Date - Dates and times for all the items added to the order. You can edit this later on an item by item basis from the Edit Service Order screen.

Add Items From the Add Service Order Screen

  1. Select the Items tab on the Add Service Order screen. Use the fields at the top of the tab to filter the list of available items.
  2. Enter an item quantity into the Units field. You can enter units for multiple items at once. 
  3. Click the Save button to add the item to the order and remain on the Add Service Order screen to add additional items. Click the OK button to add the item to the order, close the Add Service Order screen and open the Edit Service Order screen.

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Comments

9 comments

Date Votes
  • Sarah Gore-Clough

    We are trying to add items to the service order items window but you cant do it in that window is that correct - you can edit all items in this window so seems strange you cant add any items.

    0 upvotes

  • Maggie U.

    Hi Sarah,

    You can't add items directly from the Service Order Items screen. I would recommend that you select an item that is on the order you want to add the items to, right-click and select Edit -> Edit Service Order. Then from the Edit Service Order screen, you can add additional items from there.

    Thanks,
    Maggie

    0 upvotes

  • Permanently deleted user

    This doesn't tell you how to add a service order to event - seems to tell you how to change price lists?!

    0 upvotes

  • Maggie U.

    Hi Tamzin,

    The first section under the From the Events Screen describes how to add the service order to the event.  The Add Service Order Screen section describes the available fields and then the Adding Items on the Add Service Order Screen section describes how to add items to the service order.

    Thanks,
    Maggie

    0 upvotes

  • Permanently deleted user

    Thanks Maggie. I am having trouble because it looks like i have a bug. If i just edit the units and click save, no service order is added, but it's okay if i use save + ok. Do you agree this is a bug?

    0 upvotes

  • Maggie U.

    Hi Tamzin,

    If you enter the units and click Save, a service order gets created in the background but the Add Service Order screen remains open so you can continue adding items to the order.  After you are done adding all the items and click OK on the Add Service Order screen, the Edit Service Order screen will then open with all the items you added to the order. 

    Thanks,
    Maggie

    0 upvotes

  • Permanently deleted user

    Makes sense! Thanks

    0 upvotes

  • Lynette Ell

    Hi,

    When adding a service order is it possible to default the order location to the Anchor space?

    if so how?

     

    Ta

    0 upvotes

  • Sam Wilson

    Hi Lynette, 

    Currently, the service order space defaults to the function space (if set). There is not a mechanism for automatically selecting the event anchor space when creating functions or orders. 

    If your organization typically sets the function space and/or order space to the event anchor space when creating new functions or orders, you may be able to leverage a web hook to assist in that process. Contact your consultant or VSM to determine if this approach can satisfy your requirements.

    If you believe having an option to default this value would be generally useful, consider adding an enhancement request in a Product Ideas forum. You can follow these steps if you are unfamiliar with this process.

    1. Access the Support Center. (https://supportcenter.ungerboeck.com)
    2. Go to the The Community by clicking on the Collaborate! button.
    3. Click on the Product Ideas tab.
    4. Click the Enter the Forum button for the forum where you would like to add the enhancement request. (This probably fits best in the Venue Product Ideas forum.)
    5. Click the green Create a New Post button.
    6. Complete the form and click the Submit button.

    Regards,

    Sam

    0 upvotes

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