Services PO

A Service Purchase Order (Service PO) is a document businesses use to request and authorize specific services from suppliers or service providers. Unlike material orders, which involve the procurement of physical goods, service POs are focused on acquiring intangible services such as maintenance, repairs, consulting, or other professional services.

Similar to material orders, some customers may require suppliers to acknowledge a service PO promptly with an order confirmation (OC). This confirmation validates acceptance of the PO terms and conditions and ensures alignment between you and your customer. For further details on OCs, please refer to the explanation provided on the material PO page.

Additionally, alongside the service PO, you may be required to submit a service entry sheet (SES) upon completion of the services. The SES serves as a record of the services rendered, detailing the type of service performed, duration, cost, and other pertinent information. It is essential for monitoring service performance, managing budgets, and facilitating accurate invoicing and payment processes.

Similar to the process for material orders, the status of a service PO may change based on the fulfillment status. If the services are partially completed, the PO status may be updated to "Partially Serviced," and upon full completion, it may be updated to "Serviced."

As always, it's important to adhere to the specific instructions provided by your customer regarding the required documents and procedures for service procurement. This ensures smooth processing and fulfillment of service orders according to the customer's requirements.

If you are using a Standard Account, you can also visit this page or watch this video playlist for dedicated instructions. 

Service Order

Locate and Review Service PO

Locate your service PO, then click Create Service Sheet under the Actions column. Or click the order number to view the service PO, and then click the Create Service Sheet button at the top or bottom of the order. 

Services will be indicated at the line level of the PO in the column Type. An icon indicates if a service sheet is required.

Service Sheet – Header Information

1. Complete any required fields that have an asterisk (*).
   
2. Enter additional fields as requested by your customer, including Contractor Information, Approver, etc.

Service Sheet – Line Item Section

1. Update Quantities of line items.
   
2. Enter Service Start and End Dates if available and any additional comments as needed.
   
3. Click Next to proceed to the review screen.
   
4. From the Review Screen, check your service sheet for accuracy. If there are errors, click Previous to return to the Create Service Sheet screen. To submit to your customer, click Submit.

Auto-Generate a Service Sheet – Create a Service Sheet from an Invoice

For customers who allow automatically generated service sheets, you can create service invoices for each service line on a service order, and the corresponding service sheets are automatically generated and sent to your customer.

1. Locate the PO to invoice against and select Create Invoice > Standard Invoice.
   
2. Review the Pop-Up message on your screen, alerting you of the auto-generation.
   
3. Click the X to proceed with invoice creation and submission.
   
4. Once the invoice is submitted, the service sheet will automatically generate and be available under the Fulfillment tab > service sheets.

Note: If you click the box Don't show the warning message again, please be aware that service sheets will continue to be auto-generated during invoice creation for customers who enabled this option.

Service Sheet Status

You can at any moment check the status of a service sheet. 

1. Click the Fulfillment tab and select service sheets.
   
2. Routing and Approval Status will be visible on each line.
   
3. If a service sheet is rejected or failed, view the reason by opening the service sheet and clicking the History tab.

This content provides clear guidance on how to create an SES. To better understand these procedures in practice, you can access the link below:

Service Sheet

These resources provide a practical insight into the mentioned processes. Feel free to explore them to deepen your understanding.