Serialized Items Workflow

Some companies that provide services also provide customers with rental equipment to accompany the services. Use the serialized items functionality for these types of services.

Serialized Items Setup

To set up serialized items, follow this general flow of events: 

1. On the Item Card page, set up one or more service items. For each service item, ensure the following: 
   • Type is set to Service
   • Turn on Enable Service Item Tracking.
   • On the SBS Tracking Number Master page, add the serial tracking numbers for the service item.
2. On the Item Card page, set up one or more inventory items. For each inventory item, ensure the following.
   1. On the Item Tracking FastTab, specify the Item Tracking Code.
3. On the SBS ARCB Serialized Items Setup page, set up associations between physical inventory items and service items.

Sales Invoice - Inventory Item Workflow

To add inventory items that use the serialized items feature to a billing schedule from a sales invoice, incorporate the following steps to the standard workflow process: 

1. For the sales invoice, add one or more inventory items.
2. For the inventory item, select Line > Related Information > Item Tracking Lines.
3. On the Item Tracking Lines, select Process > Select Entries, and on the Item Tracking - Select Entries dialog, the next available serial tracking numbers are automatically applied to the item.
4. Back on the sales invoice, for the line select SBS Options > Item Defaults, and turn on Recurring Item, and set the other default options as needed.
5. From the header action, select Actions > SBS Functions > Create New Billing Schedule.
6. On the SBS ARCB Billing Schedule Card, go to the Schedule Lines.

The inventory item appears, and also based on the SBS ARCB Serialized Items Setup, the service item associated with the inventory item is added as a child item to the inventory item.

7. Save the billing schedule.
8. Go back to the Sales Invoice page and post the sales invoice.

After the invoice is posted, you can review the SBS ARCB Billing Detail List for the lines of the billing schedule.

• The inventory item appears as a single line.
• The service item has a full billing detail list for all periods of the billing schedule.

On the SBS ARCB Billing Schedule Card page, for the service item line, select Serialized Detail > Line Serialized Detail to review a dialog that shows the serialized details for the line, including the originating invoice number and inventory item associated with the service item.

Sales Invoice - Service Item Workflow

To add service items that use the serialized items feature to a billing schedule from a sales invoice, incorporate the following steps to the standard workflow process: 

1. For the sales invoice, add one or more service items.
2. For a service item line, select SBS Options > Item Defaults, and turn on Recurring Item, and set the other default options as needed.
3. From the header action, select Actions > SBS Functions > Create New Billing Schedule.
4. On the SBS ARCB Billing Schedule Card, go to the Schedule Lines to see the service item.
5. For the service item, select Service Item Tracking > Service Item Tracking Line, and on the Schedule Item Tracking Line dialog, select the tracking number(s) for the service item.
6. Optional. For the service item, select Service Tracking Item > Activate/Deactivate Tracking No. and specify the activation date.
7. The sales invoice can then be posted, and on the posted sales invoice, use the SBS Options > Contract Information action to review the serial numbers attached to the service item.

If the first sales invoice is deleted or a sales return order is processed for the first sales invoice, the serial tracking number for the service item can be edited or removed.

Billing Schedule Workflow

To add the service item to a billing schedule, incorporate the following steps to the standard process: 

1. For the billing schedule, follow the steps to add billing schedule and add a service item to the Schedule Lines.
2. For the service item, select Service Item Tracking > Service Item Tracking Line, and on the Schedule Item Tracking Line dialog, select the tracking number(s) for the service item.
3. For the service item, select Service Tracking Item > Activate/Deactivate Tracking No. and specify the activation date.
4. On the SBS ARCB Billing Schedule Order/Invoice Creator, create the invoice for the billing schedule as usual.

When using other actions on lines that contain service items that use the serialized items feature, keep the following in mind: 

• Move Schedule Line
  • The billing schedule line for the service from the originating billing schedule is terminated.
  • The service item and all serial tracking numbers associated with the billing schedule line are moved to the new or existing billing schedule.
  • The SBS ARCB Serial No. Audit Trail is updated with the action.
• Copy Schedule
  • The service item is copied to the new billing schedule, but the serial tracking number is not assigned to the new billing schedule line. A different or new serial tracking number must be assigned to the copy.
  • The service item for the originating billing schedule retains all serial tracking number(s).
• Change Item
  • The service item is terminated and the serial tracking number that was associated with the line becomes available for use with a different billing schedule.
• Hold
  • The billing schedule line for the service item is put on hold, and cannot be edited. The serial tracking number(s) remains with the service item.

Termination and Serialized Item Tracking

Billing schedules and billing schedule lines with service items that use the serialized items feature can be terminated. However, the termination for lines that have the serialized items feature cannot be removed. When terminating billing schedules or billing schedule lines that are service items that use the serialized item tracking feature, keep the following in mind: 

• Before running the termination action, specify the deactivation date for the line.
• The serial tracking numbers that were associated with that service item become available for use again by a different billing schedule.
• When removing the termination from a billing schedule that has a combination of items that do and do not use the serialized items feature, the termination for the lines that do not use the feature is removed.