Eralis Job includes functionality that allows you to link the service functions in SAP Business One to Eralis Job. The integration works from a service call and, based on the call type, can create a new job or subjob linked to the service call. This allows the company to use Eralis Job to track the time, materials and costs associated with service work being performed. To facilitate this integration, changes need to be made to most of the service-related forms.
Three UDFs (User Defined Fields) and a button are added to the Service Call screen. The UDFs are populated by Eralis Job during processing and contain information and details about the links that have been established between the service call and the job. At no stage should the user need to update or populate any of these fields.
The UDFs that are created are as follows.
- Job ID – This field holds the master job ID of the linked job
- SubjobID – This field holds the linked subjob number.
- From JC – This field is used to reflect whether the service call is created from Eralis Job or Eralis Automate, an optional Eralis solution.
An Eralis Job button has also been added to the Service Call screen to allow quick access to the related Eralis Job functions. These functions include:
- Show Job – Drill into the related job.
- Show Subjob – Drill into the related subjob.
- Data Entry – Open the job card entry to record a combination of time, materials and expenses directly against the subjob.
- Add Quote – Open the subjob form Quote tab to enter quote details.
Customer Equipment Card
The only alteration to the Customer Equipment Card is the addition of a UDF that holds a job ID to be used when service work is being performed on the equipment. The user can create a master job to track all work carried out on a specific piece of equipment. This job can be identified on the Customer Equipment Card. When a service call linked to a Customer Equipment Card is created, the system will automatically use the master job defined in the UDF and create a new subjob to track the specific service call details.
Eralis Job adds three User Defined Fields to the Service Contract form. Two of these are to track the posting of sales and cost of sales from invoices generated out of Eralis Job for the job linked to this contract:
- Service Sales GL Code
- Service COGS GL Code
This allows the company to separate revenue and COGS derived from non-maintenance or support contract work in the financial statements. These fields have formatted searches in them which can be accessed via the standard SHIFT +F2 keystrokes to allow the user to more easily select the General Ledger accounts they require. These fields are also populated based on UDFs on the contract template definition when a contract is created using a template.
The third UDF, Job ID, allows the user to define a master job that can be created to track all the costs associated to the maintenance or support contract. The user can define a job to track the costs of work carried out on the specific piece of equipment. With the service contract option, you can define a job that allows the company to track all costs for any item that may be linked to this contract. This provides a clear view on the profitability of the maintenance contract.
The UDFs for sales and cost of sales on the service contract can be populated automatically based on the service template where the service is created from a template. To define that sales and cost of sales accounts are used, UDFs have been added to the service contract template to allow the company to define the accounts on the template setup.