Serialized Inventory Add-On User Guide

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
About Technisoft

Technisoft is a senior Sage Accpac Development Partner that has been providing Service Management software
solutions for over twenty years.

Service Manager, Technisoft's flagship product, has been the recipient of multiple "Accpac Product of the Year"
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Copyright 2008 Technisoft Pty Ltd. All rights reserved.

Technisoft Pty Ltd

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Publication Date: April 30, 2008

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Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Technisoft Pty Ltd
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Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
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Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Contents I

Table of Contents
Chapter 1: Overview............................................................................................................................1

Chapter 2: Licensing............................................................................................................................3
and Product Registration

Chapter 3: Using the............................................................................................................................5

Serialized Inventory Add-On
.......................................................................................................................................
3.1 Selling Serialized Inventory Items on a Document 5

.......................................................................................................................................
3.2 Selling Serialized Inventory Items during a "Build" of Equipment 5

.......................................................................................................................................
3.3 Creating a Job for a Serialized Inventory Item 6

3.4 Auto .......................................................................................................................................

Create Equipment from Serialized Inventory 6

3.5 Auto .......................................................................................................................................

Serial Numbering 8

Index ................................................................................................................................................9

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Overview 1

Chapter 1: Overview

Introduction

The Service Manager Serialized Inventory Add-On is an optional Service Manager product. It adds to
Service Manager's existing serialization functionality and enables direct integration of Service Manager with
the Sage Accpac Options Serialized Inventory Module.
Serialize items at the point of receipt in Purchase Orders. At the point of sale in Service Manager, select
serial numbers receipted at the point of Purchase Order using the Sage Accpac Options Serialized
Inventory tables.
You can enter a Serial Number at the Point of Sale in Service Manager by typing one in manually or
scanning one in, or choose one from the Serialized Inventory Tables. This reduces keyboard error, speeds
up processing at the Point of Sale or when Invoicing, and provides additional audit functionality for
inventory.
An Audit Record is added to the Serialized Inventory Tables when a piece of Equipment from Serialized
Inventory is inserted onto a Job in Service Manager. Audit records are also added if the Item is sold or
worked on.
The Service Manager Serialized Inventory Add-On also provides the ability to work on Serialized
Items of inventory that exist in the Sage Accpac Options Serialized Inventory tables. That can be very
useful for Job Costing and Life Cycle cost issues.
The Equipment Build function also works with Service Manager Serialized Inventory Add-On by
providing access to the Serialized Inventory Tables when posting and creating Equipment from Items in the
Build List.
You can Auto Create Equipment records from Items in Serialized Inventory. Equipment can be created
from Serialized Inventory in two ways; when the Serial Number is Sold on an Item Line in a Document and
subsequently created using the Auto Create Equipment program; or when the Equipment is "auto created"
directly from the Auto Create Equipment program, using the S/N Serial Numbers drop-down to create
from Serialized Inventory. This option is only available if the Service Manager Serialized Inventory
Add-On is installed.

Further Information

If you are an End User and would like more information about this product, please contact your Sage
Accpac Solution Provider.
If you are a Business Partner and would like more information about this product, please contact
Technisoft at technisoft@technisoft.com.au.

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Licensing and Product Registration 3

Chapter 2: Licensing and Product Registration

To use the Service Manager Serialized Inventory Add-On, you must purchase the product and then
register it.
Product registration is usually the responsibility of your Sage Accpac Solution Provider, but you can
register product directly if you wish. Simply complete the Registration form at
http://www.technisoft.com.au/support/productregistration.aspx.
A fully activated license file will be forwarded to you, normally within 24 hours of registering your product.
Once the license file has been received it only needs to be copied to your ACCPAC Shared Data Directory
as it is already activated. The ACCPAC Shared Data Directory is usually located at:
<X>:\Program files\ACCPAC\
where
<X>:\Program Files\ACCPAC\ is the ACCPAC Shared Data Directory
<X> is the drive letter of the installation
Note: Service Manager Serialized Inventory Add-On functionality will only be available if the product has
been registered and activated.

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Using the Serialized Inventory Add-On 5

Chapter 3: Using the Serialized Inventory Add-On

This section explains how to use the Service Manager Serialized Inventory Add-On.
For additional information about using Service Manager, refer to the Service Manager User Guide.

3.1 Selling Serialized Inventory Items on a Document

Serialized Inventory can be put On Order or Sold in Service Manager.
Site Equipment can be "auto created" from the sale of those Serialized Items.
An Audit Record is added to the Serialized Inventory Master file when a Service Manager Equipment record is
created from a Serialized Item sold in a Job or Sale Document.
Before commencing it is important to ensure that the Item or Items being selected are set to track Serial
Numbers in Inventory Control.
It is also important that these Items have been receipted into stock and that during the receipt process
Serialized Inventory was used to add serial numbers to each Item. It is also important that the Serialized
Inventory Periodic Processing program, Process Receipts has been run. This will update the Serialized
Inventory tables with the newly receipted Serial Numbers from the Receipt processed in Purchase Orders or
Inventory Control (i.e., whichever is applicable).
Insert an Item that tracks Serial Numbers onto a Document in Service Manager. Tick the Track Serial Nos.
check box.
Enter the Supply Quantity to be shipped on the Billing tab. Next click the Serial Nos. tab. If Sage Accpac
Options Serialized Inventory is installed, the Serialized Inventory check box will be shown. This will be
ticked by default.
Click [Select] to display Serial Numbers from the Sage Accpac Options Serialized Inventory tables.
To pick a Serial Number and add it to the To list, highlight the Serial Number and then click [Include->] or
double-click the Serial Number. To remove a Serial Number and return it to the From list, highlight the Serial
Number and then click [<-Exclude] or double-click the Serial Number.
Click [Accept] to add the Serial Number(s) to the Service Manager Item detail line.
Remember to insert exactly the same number of Serial Numbers as specified in the Supply Quantity field on
the Billing tab, or if using a Cost Only entry, on the Costs tab.
Note that as soon as you accept a Serial Number from the Serialized Inventory tables, it is marked as
Unavailable and is placed into the temporary clearing table in Serialized Inventory.
As soon as the Document is saved, the Serial Number is put On Order in Serialized Inventory and the
temporary clearing record in Serialized Inventory is removed.
If the Serial Number is later deleted prior to posting, the Serial Number is put back into Serialized Inventory
and marked as Available when the Document is saved.
These last three processes are performed real time.
Post an Invoice by clicking the Post toolbar icon in Document Entry. When the Item line is posted on the
Document, the Serial Number in Serialized Inventory is marked as Sold.
If the Auto Create Equipment from Serial Numbers check box is ticked in Document Entry (Tools
Options General tab), the Auto Create Equipment program will load at the conclusion of the posting
process.
A Site Equipment record can then be Posted and created in Service Manager using that Serial Number.

3.2 Selling Serialized Inventory Items during a "Build" of Equipment

Before you can use the Equipment Build function, you must first turn on company-wide Component
Tracking. To do this, tick the Component Tracking check box in Company Options, Processing tab.
Start a Job and add a Phase. Click the Equipment fast icon and then select Build from the Equipment Type
drop-down list.
If you use the Build function, Component Items will automatically be added to an Equipment Build record if
Inventory Model Relationships exist in the Item Relationship program for the Component Models.

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 6 Selling Serialized Inventory Items during a "Build" of Equipment

Items added to the Build can then be serialized as per Selling Serialized Inventory Items on a Document 5
and then Invoiced and Equipment created accordingly.
Related Topics
Building Equipment and Billing Component Items

3.3 Creating a Job for a Serialized Inventory Item

Serialized Inventory does not have to be Sold or On Order to be used in Service Manager.
In fact, Serialized Inventory Serial Numbers can be worked on in a Job in Service Manager regardless of what
their status is.
To create a Job for a Serialized Inventory Item, first start a new Job in Document Entry.
Insert a Phase and then click the Equipment fast icon to insert an Equipment record.
Next, in the Equipment Type field, select the drop-down and choose Serialized. You will then be presented
with two fields - Item and Serial Number. You can either enter an Item and then use the Finder on the
Serial Number field to find the appropriate Serialized Item to be worked on, or alternatively, type in the Serial
Number or scan it in to find it quickly.
Click the Reported Problem tab to enter a reported problem and/or symptom for this Item.
Services or Items can be added to the Equipment Node as per normal.
When the Document is saved, a History Record is inserted into the Serialized Inventory Tables, indicating that
this Serial Number was put onto a Job in Service Manager. The Job Number is stored with the History Record.
It is important to also note that if Equipment is inserted onto a Job, and that Equipment was originally
generated from a Serialized Inventory record, an audit record indicating the Job Number, will also be inserted
into the Serialized Inventory Tables against the Serial Number when the Document is saved.

3.4 Auto Create Equipment from Serialized Inventory

This option will not be visible if the Service Manager Serialized Inventory Add-On is not installed and
activated.

Select the relevant Job and then click Go .

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Using the Serialized Inventory Add-On 7

This will load all Serialized Inventory items into the list view which can then be posted to create Equipment in
Service Manager. Note: If a Serial Number for a Serialized Inventory record already exists in the Service
Manager Equipment database, then that Serial Number will be ignored.
You can run this program at any time if you wish to update Equipment Records from the Serialized Inventory
Tables.
The information that is displayed in the list box is filtered by Show Status Sold Only, selected by default.
This ensures that only Serialized Items that have been sold will load and be compared to serialized records in
the Service Manager Equipment database.
If the Show Status Sold Only check box is cleared, records of all statuses in Serialized Inventory will be
checked against serialized records in the Service Manager Equipment database and if they do not exist in
Service Manager, they will be presented in the list view. Warning: This has the potential to create Equipment
records in Service Manager prior to them being sold.
To generate Equipment records check a Serialized Item or Select All, and then click the Post toolbar icon.
If a Site does not exist for the Equipment record, you will be prompted to create one "on the fly". Make sure
you have Site Maintenance Security rights or this process will not allow you to create Sites and the Serial
Number Posting will fail.

After this function completes, Equipment records will be created in Service Manager for these Serial Numbers
posted and Jobs can be started by scanning those serial numbers using the Search program in Document
Entry.
History can then be stored in full in Service Manager for that Equipment.
This feature can be particularly useful if items have previously been sold using Order Entry and you want to
now create Equipment records from those sales in Service Manager.

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 8 Auto Serial Numbering

3.5 Auto Serial Numbering

In Model setup, there is a drop-down list called Automatic Serial Numbers.

Options are:
Manually Specified - use standard serial number entry or integration to Sage Accpac Options
Serialized Inventory
Set to Equipment Number - the serial number is set to the Equipment Code (which is unique)
Auto Number - an additional field, Next Serial Number, is displayed. Numbering will start from this
number and subsequently increment.

This feature can be useful when equipment is not serialized, but needs to be tracked, or where equipment is
being built and the resultant master record requires a serial number. It is also handy where the serial number
is not known, but the equipment record needs to be created anyway. In the latter case the serial number can
later be updated as required.

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Index 9

Index

-A-
Auto Creating Equipment
From Serialized Inventory 6
Auto Serial Numbering 8

-J-
Jobs
Creating a Job for a Serialized Inventory Item 6

-L-
Licensing 3

-P-
Product Registration 3

-R-
Registering Product 3

-S-
Selling Serialized Inventory Items
During a "Build" of Equipment 5
On a Document 5

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd
 Notes

Serialized Inventory Add-On User Guide Copyright 2008 Technisoft Pty Ltd