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Loading data in IBS Service tables/files

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There are a number of tables and files in IBS Distribution and IBS Service that need to be initialised before the system can be released for transaction handling in a live environment.

Perform this procedure in the order outlined below.

Note: For IBS Distribution related fields, see Loading data in the IBS Distribution base system.

Establish SVC-related data in IBS Distribution files

Table/File Description
DIS control file In the DIS control file, following fields need to be completed:

    Service suggestion number series
    Used when creating preventive service order suggestions.
    Warranty claims number series
    Used when creating warranty claims.
    Numeric (location)
    The text entered in this field will be shown, as lead text to a numeric field in the Location file, which can be used for any purposes, desired.
    Alpha (location)
    The text entered in this field will be shown, as lead text to an alphanumeric field in the Location file, which can be used for any purposes, desired.
    Numeric (object)
    The text entered in this field will be shown, as lead text to a numeric field in the Object file, which can be used for any purposes, desired.
    Alpha (object)
    The text entered in this field will be shown, as lead text to an alphanumeric field in the Object file, which can be used for any purposes, desired.
Transaction type table The transaction type table contains a number of transaction types for IBS Service for which corresponding transaction types exist in IBS Distribution. These are only used for service orders and agreement invoices.

For detailed information about the Transaction type table, see Loading data in the IBS Distribution base system and About setting up accounting parameters.

Note: These transaction types are displayed in the system even if IBS Service is not installed.

Valid types are:

External not under agreement Description External under agreement or agreement fee Description Internal Description Corresponding DIS type
804 Cost of goods sold SVC 952 Cost of goods sold SVC Agr 880 Cost of goods sold 800
805 Cost of goods del FOC/SVC 953 Cost of goods del FOC SVC/Agr 881 Cost of goods FOC 801
833 Sales value – Gross VAT/SVC 920 Sales – Gross VAT/SVC Agr. 883 Sales (Gross) 820
834 Line discount VAT/SVC 921 Line discount VAT/SVC Agr. 884 Line discount 821
835 Order discount VAT/SVC 922 Order discount VAT/SVC Agr. 885 Order discount 822
836 Sales val inv. n del VAT/SVC 923 Sales – Gross (nd) VAT/SVC Agr. 886 Sales Inv. n Del 823
837 Line disc inv. n del VAT/SVC 924 Line discount (nd) VAT/SVC Agr. 887 Line disc. I.n. Del 824
838 Order disc inv. n del VAT/SVC 925 Order discount (nd) VAT/SVC Agr. 888 Order disc. I.n.Del 825
853 Sales value – Gross no VAT/SVC 926 Sales – Gross no-VAT/SVC Agr. — —- 840
854 Line discount no VAT/SVC 927 Line discount no-VAT/SVC Agr. — — 841
855 Order discount no VAT/SVC 928 Order discount no-VAT/SVC Agr. — — 842
856 Sales val inv. n delno VAT/SVC 929 Sales-Gross(nd) no-VAT/SVC Agr. — — 843
857 Line disc inv. n delno VAT/SVC 950 Line disc, (nd) no-VAT/SVC Agr. — — 844
858 Order disc inv. n delno VAT/SVC 951 Order disc.(nd) no-VAT/SVC Agr. — — 845
— — — —- 882 Sales (charged) —
           
    Agreement fee:      
— — 851 Allocation SVC — — —
    852 Deferred income — — —

By using the tables shown below, it possible to post income and cost for service performed under agreement on account group or item group for the referred service agreement in order to analyse the profit of agreements:

17 Account group, item/parent/agreement
18 Item group, item/parent/agreement
19 Account group, item/agreement
20 Item group, item/agreement

In addition to the above information, the following tables are used for service:

24 Service agreement type
25 Item account group (Service object)
26 Item group (Service object)
27 Debit code

Similar to tables 15 & 16 are tables 17 – 20 representing different account groups/item groups depending on the combination of whether or not service is performed under service agreement and whether or not the item in question is a component in a structure.

Click to expand and view a compilation of the content of the tables under different circumstances:

NEITHER service under agreement NOR component in a structure
15 Account group for the item itself (= table 01)
16 Item group for the item itself (= table 02)
17 Account group for the item itself (= table 01)
18 Item group for the item itself (= table 02)
19 Account group for the item itself (= table 01)
20 Item group for the item itself (= table 02)
NO service under agreement BUT component in a structure
15 Account group for the structure parent
16 Item group for the structure parent
17 Account group for the structure parent
18 Item group for the structure parent
19 Account group for the item itself (= table 01)
20 Item group for the item itself (= table 02)
Service under agreement BUT NOT component in a structure
15 Account group for the item itself (= table 01)
16 Item group for the item itself (= table 02)
17 Account group for the agreement (service item)
18 Item group for the agreement (service item)
19 Account group for the agreement (service item)
20 Item group for the agreement (service item)
Service under agreement AND component in a structure
15 Account group for the structure parent
16 Item group for the structure parent
17 Account group for the agreement (service item)
18 Item group for the agreement (service item)
19 Account group for the agreement (service item)
20 Item group for the agreement (service item)

The use of the tables 01 – 02 & 15 – 20 can be seen differently based on the contents of the tables described above.

  • If posting of income and cost should always be made on the account group or the item group of the item itself and it is not taken into consideration whether the item is a component in a structure or that service is performed under agreement. Use table 01 or 02.
  • If only posting of income or cost for component on structure parent is of interest. Use table 15 or 16.
  • If posting of income or cost for service performed on agreement level is of interest. Use table 19 or 20.
  • If posting of income or cost is of interest for component on structure parent and for service performed on agreement level as well. Use table 17 or 18. The system design gives priority to the agreement in favour of the structure when both occur at the same time.

The tables 24 – 27 can be used in the following situations:

  • 24 = Agreement type

    The agreement type from the Agreement type table can be used to create an accounting transaction to a specific account number for the service job that is done under the agreement.

    This is also relevant when creating accounting transactions for the agreement fee.

  • 25 = Object item account group.

    The object item account group can be used to create an accounting transaction to a specific account number for the order line that is under the same job than object.

  • 26 = Object item group

    The object item group can be used to create an accounting transaction to a specific account number for the order line that is under the same job than object.

  • 27 = Debit code

    The debit code from the Debit code table can be used to create an accounting transaction to a specific account number for the order line that has a debit code.

Note: Order lines with a debit code are considered as being internal.
Transfer group table The transfer group IN10 is used during the generation of accounting transactions when the Allocation over year-end field in the Agreement file for the invoiced agreement is set to YES.

When this field is set to NO, transfer group IN01 is used; i.e. the same transfer group that is normally used when accounting transactions is generated at invoicing of sales orders.

Note: This transfer group is shown in the system even if IBS Service is not installed.

For detailed information about the Transfer group table, see Loading data in the IBS Distribution base system and About setting up accounting parameters.
Item price code table One record in this table is used in IBS Service:

  • 184 = Service agreement pricing
    • Indicates that the price has been retrieved from the Agreement file.

Note: This code is displayed in the system even if IBS Service is not installed.

For general information about this table, see Loading data in the IBS Distribution base system.
Sales order type table The following IBS Service related fields exist in the Sales order type table:

    Service type
    This field controls whether or not this order type should be identified as a service order type. If YES, an additional panel will be shown in this table. See below.
    Service agreem type
    This field control whether or not this order type should be identified as a service agreement order type, used for invoicing of service agreements.
    Note: If YES, only the invoice can be specified for printout.

If the Service type field is YES, an additional panel will be shown in the Sales order type table. For detailed information about that panel, see the Panel help.

For general information about this table, see Loading data in the IBS Distribution base system.
Item file The following IBS Service related fields exist in the Item file:

    Fictitious item type
    This field is valid for both IBS Distribution and IBS Service. For its use in IBS Distribution see the Panel help. In reference to IBS Service, the item type is used as classification of items on the work in progress report.
    Service item
    Service item group
    Repair history
    Warranty type
    Measurement type
    Measurement mandatory

For detailed information about the fields, see the Panel help.

For general information about this file, see Loading data in the IBS Distribution base system.
Business partner file The following IBS Service related fields exist in the Business partner file, on the Customer information panel:

    Merge service inv
    Merge agreement inv
    Service handler

For detailed information about the fields, see the Panel help.

For general information about this file, see Loading data in the IBS Distribution base system.

Establish data in IBS Service files

The following tables/files are only applicable for IBS Service.

Table/File Description
Agreement type table This table is used to define conditions for agreement types. The agreement type is used to in the Agreement file to define common information in the agreements, e.g., when generating agreement invoices. The table consists of 2 levels, which are:

  • a main level where the overall conditions are stated, and
  • a detailed level where exceptions from the common conditions can be specified for item codes or item groups.

The access path when the table is used is as follows:

  • 1 = Item code
  • 2 = Item group
  • 3 = Agreement type (overall conditions)
Agreement type table, Object conditions This table contains the item or the item group information that is retrieved for the service object assigned to an agreement.
Basic time level table This table contains time level information that is used in the Time rule file. The basic time level is also used in the Service engineer table when splitting the hours entered in the Time registration. The time level 100 is preloaded and is used in several programs to find hours for the normal work time of the day. Time level 100 is only a code and not directly used in any calculations. New time levels can be added to be used in the Time registration to find rules for the engineer.
Debit code table Debit codes are used on the service order line to indicate that the item should be charged internally. If the Warranty field is YES, a warranty claim will be created for the service order line in the invoicing routine.
Engineer category table This table is used to store different engineer categories that are used in the Skill level file. The engineer category is used to group engineers having similar skills.
Measurement type table This table is used to store different measurement types. The measurement type could for example used to define the reading of the amount of copies taken with the copy machine.
Object history code table This table is used to register different object events in the IBS Service. For example the creation of the object, the changed of the object customer, the assignment of the object to an agreement, etc. History codes from 01 – 12 are preloaded. Codes from 00 to 99 are reserved for the system.
Preventive service type table This table contains information of the service order type, service interval and the period used for the preventive service order generation.
Service code table There are four different user definable service codes that are pre-loaded. This table is used to store different service codes. The service code is used for different purposes throughout the system. A service code could for example be used for technical follow. Example of a service code could be defect code, i.e., vibrations, overheating, etc.
Service engineer table This table contains name, address and telephone number of service engineers. The table is referred to when maintaining the service order header, address header, lines and when adding time transactions.

The EU VAT handling related the Country field is only shown if the EU reporting function is activated, as defined in Work with companies. For each engineer you can enter the country in which the engineer is located. Engineer address can be used inserted of customer’s delivery address in Work with service orders on the Service order address panel. For more information regarding the EU reporting function, see About IBS EU Reporting.

The following fields are mandatory in this table:

    Category
    Basic time level
    Warehouse
Service item group table This table stores different service item groups. Each service item belongs to the specific service item group. Examples of service item groups could be labour hours, travel km/miles agreement fee, etc.
Service item split table This table stores information of how the service item via Time registration can be split to different service items; for example, normal time and overtime.

For more information regarding the service item split function, see About time rules for service planning.
Time definition type table This table stores different time types. The time type is used both in the Agreement file and Agreement object file, to define response time and completion time, which are suggested for the service when agreement is updated to the job.
Time type table This table contains time type information. The time type is used in the Service item split table to calculate different overtime rates for the service item.

Note: A maximum of seven time types can be added to the system.

For more information regarding the Time type function, see About time rules for service planning.
Warranty type table This table stores different warranty types for the service object. The warranty type is used in the Object file, to define warranty information for the service object.
Recommended service kits file The service kits have various functions throughout the system, such as:

  • Basis for creating preventive service orders.
    • A recommended kit can be connected to the preventive service type and object combination. When a preventive service order is created, service order lines are created from the recommended kit and service codes are updated to the service order job.
  • Instructions to the users as to what need to be done.
    • Service codes from the recommended kit are copied to the service order job when the kit is updated for the job.
  • Support for the user as to what material is needed.
    • Service order lines are created from recommended kit, when the kit is updated for the job.
  • Comparison between planned and actual time spent.
    • The recommended quantity on the service order line is always updated when the line is created from the kit.
  • Basis for fixed price handling and quotes.
    • The parts at fixed price and service items at fixed price fields are updated to the service order job file from the recommended kit. The information of these fields’ overrides the information copied from the Sales order type table.
    • When the kit is updated to the service quotation job, service quotation lines are created from the recommended kit and service codes are updated to the service quotation job.
Service object file The records in the Service object file:

  • are automatically created when an object is received to the warehouse, or
  • can be manually entered via the Work with service objects program

Note: The object will only be automatically created when goods are received, if the Repair history field in the Item file is defined with YES.

An object is identified by the item code and its serial number.

An object can be connected to a service location and/or a service agreement. See the Panel help for a description of the information to be entered in this file.
Service location file One location can be common for several objects.

Customer location address can be used as an order delivery address, instead of customer’s ordinary delivery address.

Any entries in this file have to be manually added/maintained. A service location can be referred to from the Service object file or from the Service order address panel when entering a service order, and can also be connected to a service agreement.

You can also print the information stored in this file.

The EU VAT handling related fields (i.e. Country and VAT registration number) are only shown if the EU reporting function is activated, as defined in Work with companies. For each location you can enter the country in which the location resides. You can also enter the VAT registration number for this customer/location. For more information about the EU reporting function, see About IBS EU Reporting.

See the Panel help for a description of the information to be entered in this file.
Service agreement file This file contains conditions for service contracts that have been set up in agreement with the customer. One agreement can be common for several service objects, service locations or customers.

Any entries in this file have to be manually added/maintained. A service agreement can be referred to from the:

  • Service object file,
  • Service location file, or
  • Service order job panel.

See the Panel help for a description of the information to be entered in this file.
Skill level file This file stores skill level information of the engineer or engineer category. In addition, the skill level can be updated for the specific service codes in combination with the engineer or engineer group. Valid entries are between 1 – 5, where 5 is the highest skill level. Skill levels are used to find the most skilful engineer for the job in the Service planning.
Time rule file Time rules are used when splitting the daily time that the engineer has reported to be done for the job. They are also used to define what daily hours should be booked to an engineer’s job when planning the job.

The splitting can, for example, be done in the following way: The start time can be 07:00, the stop time 19:00, with overtime paid from 07:00 until 08:00 and from 17:00 until 19:00. Hours in between are normal time.

It is possible to define different rules for normal days, public holidays and to define rules for the customer (i.e. what the customer will be charged) and the engineer (i.e. what will be transferred to the payroll system).

For more information regarding Time rule function, see About time rules for service planning.

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