Custom Service Order Items

You can add custom service order items to events, functions and service orders so you can order items directly from the Add Event screen, Edit Function screen or Add Service Order screen. Below is an example of custom service order items for an event:

mceclip0.png

For custom service order items to display, you must: 

  • Use an active item
  • Use a class 2, 3, 4 or 5 item
  • Not use an item that uses item sequencing
  • Have the item active on the price list assigned to the event or order
  • Have the proper Add/Edit/View security via access privileges for the order item

Custom Order Items for Events

  1. Navigate the screen you want to display the order item field. For example, Add/Edit Event or Add/Edit Account.
  2. Click the Edit Layout link in the lower right corner of the screen. The Edit Layout screen opens.
  3. Expand the Available Fields section on the left side of the screen.
  4. Click the arrow next to the Add Field button.
  5. Select Add Order Item Field. The Add Order Item Custom Field screen opens.
  6. Enter the necessary information:
    • Label - Name for the order item field. This label displays as the field name on the Add Event or Add Function screen.
    • Subject - Defaults to the subject of the screen you are on. You cannot change this when adding a field directly to a screen.
    • Organization - Defaults to the organization you are in. You cannot change this.
    • Resources - Resources available for the order item. If you select more than one resource, a drop-down is available for the user to select the necessary resource. See the Chair field in the screenshot above for an example.
  7. Expand the Advanced section. 
  8. Select the Access Type for the order item. You must assign the user to the Theme you are adding the custom field for the user to view the field.
    • Only One User – Only the selected user in the drop-down can view the order item.
    • Everyone – All users assigned to the theme can view the order item.
    • Users and Roles – Only the selected users and/or roles can view the order item.
  9. Click OK. You return to the Edit Layout screen.
  10. Use the Search For field to locate the new custom field. The label you entered in step 2 is the name of the field.
  11. Click on the field, hold down the mouse button and drag the field to the right side of the screen.
  12. Place the field in the desired location on the screen. There are no limits on where you can place the field.
  13. Click OK. The order item field displays on the screen.

When you save the service order item, whether a new order is created, a new item is added to an existing order or an existing item's quantity is updated depends on the following:

  • A new service order is created with the service order item if no active non-booking service orders already exist.
  • A new service order item is added to the oldest existing non-booking service order if the:
    • Service order is active
    • Item does not already exist on another order at non-completed status
    • Order account is the same as the event account
    • Order contact is the same as the event contact
    • Order bill-to account is the same as the event bill-to account
  • Update an existing item's quantity if the:
    • Service order containing the item is active
    • Item already exists on a service order at a non-completed status
    • Order account is the same as the event account
    • Order contact is the same as the event contact
    • Order bill-to account is the same as the event bill-to account

Custom Order Items for Functions

To configure custom service order items for functions, follow the same steps as above except perform them from the Edit Function screen.

Custom Order Items for Service Orders

You use custom service order items with order categories to customize the Add Service Order screen to only display order items for a specific order category. To configure custom service order items for service orders, follow the same steps as for events except perform them from the Add Service Order screen.

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Comments

10 comments

Date Votes
  • Mike Campbell (Vbase Christchurch)

    Hi There - is it possible this can be set up so that at the time of entering the service order item quantity - rather than entering a number you can select the function attendance or event attendance instead? Or is it only possible to change this after the service order has been generated?

    This functionality would be very useful to us, but only if we can select function attendance right from the start. 

     

    1 upvotes

  • Maggie U.

    Hi Michael,

    You aren't able to connect an inline order item to the event or function attendance.  You can connect it on the Add Service Order screen though using the Event Attendance and Function Attendance columns.  See this article for more information:

    https://supportcenter.ungerboeck.com/hc/en-us/articles/208459698

    Thanks,
    Maggie

    0 upvotes

  • Mike Campbell (Vbase Christchurch)

    Thanks Maggie. I figured that was the case. I will send an enhancement request in as this feature for us isn't very useful without being able to link directly to the function attendance.  

    1 upvotes

  • Sean Tame

    Having SO items consistently and accurately linked to Attendances and other Stats is of critical importance.  I also believe the in-line feature is not usable without this support.

    1 upvotes

  • Jodi Webb

    This doesn't allow packages to be included on the inline service Orders. Is there scope for this to be updated?

    Thanks

    0 upvotes

  • Maggie U.

    Hi Jodi,

    Packages can be used with service order inline items, including substitutions.

    Thanks,
    Maggie

    0 upvotes

  • Jodi Webb

    Thanks Maggie.

    I realised I was putting the service orders in, but using the wrong price list on the order. So have established if there isn't a package for the particular Price List, the field won't show.

    This isn't working on the Functions Preview pane though. We would have to open every function line to add packages, which seems to defeat the purpose of this being a quicker option to just right clicking and adding a service order.

    Regards

    0 upvotes

  • Maggie U.

    Hi Jodi,

    Sorry for the delay!  Inline order items are only available on the Edit windows, not on the grid or on the reading pane.  This is a great idea for an enhancement though so please post it in our Enhancements forum or submit a case to our Client Care Team.  Either way, it will be reviewed by our Product Managers for consideration in a future release.

    Thanks!

    Maggie

    0 upvotes

  • James Waterhouse (Tickett Enterprises Limited)

    When I open this video in Chrome, I get sound but no video? 

    0 upvotes

  • Maggie U.

    Hi James,

    Thanks for letting us know. I removed the video as the video files as the video program we were using is no longer supported in Chrome.

    Thanks,
    Maggie

    0 upvotes

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