Close Service Orders

You must close a service order before you can invoice it. When you close a service order, it signals that the related work orders are complete and all items and/or services are delivered for the order. You cannot add additional items or edit item information for closed orders. You must complete all work orders related to each service order before closing the service order.

To close a service order:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the service order(s) to close.
  3. Right-click and select Edit -> Edit. The Edit Event screen opens.
  4. Select the Service Orders tab.
  5. Select the service order(s) to close. Use Ctrl+Click or Shift+Click to select multiple service orders.
  6. Right-click and select Tools -> Close. The Close Order screen opens.
  7. Enter the close date for the order. You must enter a date in an open or current accounts receivable fiscal period.
  8. Click OK.

Close Service Order Security

Closing service orders is controlled by the Allow Closing Of Orders access privilege. Any roles/users assigned to the privilege can close orders while any roles/users not assigned to the privilege cannot close orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can close orders. Roles/users can only close an order if all work orders associated with the order are completed or cancelled.

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Comments

14 comments

Date Votes
  • Kris Corrigan

    Once this has been closed do the items go back in stock?

    0 upvotes

  • Patrick Tenny

    Use of Equipment Inventory during an Event does not produce an Inventory transaction. It is unavailable during time range of the item on the order

    0 upvotes

  • Levin Shum

    Hi there,

    Does anyone have this issue? When trying to close a Service Order, which the Work Order is already completed, it prompted the error "Open Work Order Exist". Users closing the exact same Service Order the second time would work though. It is a sporadic issue.




    Regards,

    Levin

    0 upvotes

  • Maggie U.

    Hi Levin,

    What screen are you on? I'm trying to find the Work Orders Closed column that you are seeing here but I'm not seeing it on any of my screens in my test database. Is this a column that has been renamed?

    Thanks,

    Maggie

     

    0 upvotes

  • Levin Shum

    Hi Maggie,

    That is under Tools -> Financials -> Invoice Events screen when we edit an event.

    This is a sporadic issue that could happen once a week or once every two weeks on random events. We have not found a pattern yet. Thank you,

    Levin

    0 upvotes

  • Maggie U.

    Hi Levin,

    Thanks for that information - I was able to track down where that column displays. I did some testing and tried a few different things to replicate what you are seeing but wasn't able to recreate it.

    My best guess is that the user is doing a specific workflow that is causing the system not to refresh and recognize the work orders as being closed - I just wasn't able to find the workflow that is triggering this to happen even though I tried a lot of different things. Next time you see this, please enter a ticket with our Client Care Team and make sure to include the specific steps the user took as that will help figure out what is causing this to happen.

    Thanks,
    Maggie

    0 upvotes

  • Sean Tame

    (off topic I know but...)

    Can we PLEASE have that column on the Service Orders grid as well as the Invoice Events grid?

    The Invoice Events window is geared to Finance who issue the invoice but we need it for the people who process the Service Orders / Work Orders so they know if their tasks are complete.

    0 upvotes

  • Jennifer Catalano

    Hello does anyone know how we can give access to another user not admin, to close service orders?

    0 upvotes

  • Maggie U.

    Hi Jennifer,

    There are a couple of different access privileges you can use based on how you want it to work:

    Allow Edit/Add of Service Orders
    Edit/Delete Service Order By Status

    Or you can also use access management and grant access to the Close Service Order action (element ID 2700). You will want to check to make sure this action isn't being denied on any role that is assigned to a user as this will prevent the user from being able to see the option.

    Hope that helps - let me know if you have any other questions!

    Thanks,
    Maggie

    0 upvotes

  • Brett Ward

    Is it possible to complete the work orders and close the service order in a single action without invoicing the order?

    0 upvotes

  • Maggie U.

    Hi Brett,

    There is not. The only option to do both in a single action is the Quick Invoice but that also invoices the orders.

    Thanks,

    Maggie

    0 upvotes

  • Brett Ward

    Thanks Maggie

    0 upvotes

  • Jo Parton

    Is it possible to see the 'previous' order status once an Order is closed?

    To support our finance team we are looking for a way to identify 'Internal' orders that have been closed - but that do not require an invoice.   

    We have an Order status of 'Internal' and our usual process is that any Internal Orders should have the bill-to of @Internal so that they do not end up on a client invoice.  However - human error dictates that this doesn't always happen.

    Thanks in advance!

    Jo

     

    0 upvotes

  • Sean Tame

    Jo Parton it sounds like you should just be marking the items as Non-Billable.  That way you do not have to select a special status or Bill-To account.

    0 upvotes

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