SpendMap User Guide (v15)

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Navigation: Asset Management > Service Calls

Entering Service Call Details

ASSET MANAGEMENT > Service calls > Log new service call
ASSET MANAGEMENT > Service calls > Log service call response
ASSET MANAGEMENT > Service calls > Record service completion
ASSET MANAGEMENT > Service calls > Record invoice for service
ASSET MANAGEMENT > Service calls > Log response/completion/invoice (1 step)

When your assets need service/repairs, you can record the steps of the service call process using the utilities listed above. You can then track the status of open service calls in the Service Call Status utility and on the Service Follow-Up Report.

After the service is complete, the details of the service calls will be available for historical/reference purposes on the Service History Report and the Supplier Performance Report.

There are a few utilities that can be used to record the details of service calls, as listed at the top of this page. These utilities are available via separate menu options in case you have a division of duties and would like to restrict users' access to certain areas. If not, you can simply use "Log new service call" to start/create a new service call and then use "Log response/completion/invoice (1 step)" to enter all of the remaining details. If you use the dedicated/separate utilities, you will simply be restricted from accessing some of the folders listed below.

Log Service Folder

The [LOG SERVICE] Folder is used to create a new service call and includes details of when the call was initially placed.

Fields

Response Folder

The [RESPONSE] Folder is used to record the details of the service supplier's initial response, that is, when they initially began the work.

Response time is one of the things that is tracked on the Supplier Performance Report.

Fields

Completion Folder

The [COMPLETION] Folder is used to record when the service was completed and the details of the work that was performed by the supplier.

Service duration (from initial response to completion of service) is one of the things that is tracked on the Supplier Performance Report.

Fields

Invoice Folder

The [INVOICE] Folder is used to record the details of the cost/billing for the service call. This information will show on various service-related reports.

This information is for reference purposes only and will not update the spending history in the system (e.g. spend by supplier, Cost Center history and budgets, etc.). To update spending history, you can process a Purchase Order and/or an invoice.

Fields

Field	Description
Supplier	•The supplier that will be providing the service. •You can optionally specify/define a list of suppliers that service each asset. If so, only those suppliers can be selected, otherwise you can select any supplier.
Called in by	•The person who called in the service call to the supplier. •This field pulls from the Requested-By Master File.
Called in date/time	•The date and time that the service was called in to the supplier. The time is entered using the 24-hour clock.
Description	•A description of the service call (a description of the problem). •Right-mouse-click to access spell check and cut and paste functions. •Use the [Boiler] button to drop a “Boilerplate” (standard clause) into the description. The Boilerplate content/text will be inserted at the current position of the cursor.

Field	Description
Completing date/time	•The date and time that the service was completed. The time is entered using the 24-hour clock. •Service duration is tracked on the Supplier Performance Report.
Work order	•The supplier's Work Order number of the service call.
Accepted buy	•The person in your company that accepted and signed that the service call was completed or use Look-up to select from the Requested-By Master File. •This field pulls from the Requested-By Master File.
Total time	•The total time (duration) of the service call, that is, the number of billable hours.
Total mileage	• The billable mileage for the service call.
Notes/description	•A description of the work that was performed on the asset.

Field	Description
Invoice number	•The supplier's invoice number for the service call.
Invoice date	•Date of supplier's invoice.
G/L Account	•The G/L Account charged with the cost of the service. •Use the [SPLIT CHARGE] button to split-charge to more then one G/L Account.
Cost Center	•The Cost Center charged with the cost of the service. •Use the [SPLIT CHARGE] button to split-charge to more then one Cost Center.
Labor hours, rate and total cost	•The amount spent on labor to complete the service. •You can simply enter the total amount or you can enter the number of hours and hourly rate and the total will be calculated for you.
Travel time, rate and total cost	•The amount spent on travel to complete the service. •You can simply enter the total amount or you can enter the mileage and cost per mile and the total will be calculated for you.
Parts cost	•The amount spent on parts to complete the service.
Cost per visit	•A per-visit cost, if applicable.