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Service Order User Manual

Welcome to the Service Order Management System!
This guide is designed to help you navigate the system, understand its core features, and efficiently manage service-related operations. Whether you're creating service orders, assigning tasks to employees, or generating financial reports, this manual provides detailed steps and best practices for successful usage.

1. Introduction

A Service Order represents a formal request for specific services to be performed within an organization or for an external client. It acts as a centralized record detailing what work needs to be done, who is responsible for it, when it should occur, and how it aligns with internal resources and financial structures (e.g., cost centers).

Service Orders are commonly used to manage maintenance requests, professional services, internal support tasks, or any other operational service that requires tracking, assignment, and fulfillment.

Key Information Captured in a Service Order:

  • Order Name and Number: Uniquely identifies the service request.
  • Supplier or Account: Links the order to a specific vendor or internal department.
  • Assigned Workers: Individuals or teams responsible for completing the service.
  • Order Type: Indicates the nature of the order (e.g., internal, external, one-time, recurring).
  • Start and End Dates: Defines the service duration or deadline.
  • Cost Center (optional): Allocates the service to a budget or financial tracking unit.
  • Order Status: Tracks the current state (Draft, Active, In Progress, Fulfilled, Closed).

Benefits of Using Service Orders:

  • Centralized Tracking: Keeps all service-related information in one place.
  • Accountability: Assigns clear responsibility to workers or teams.
  • Financial Oversight: Supports cost allocation through integration with cost centers.
  • Fulfillment Monitoring: Enables tracking of task completion through linked fulfillment records.
  • Operational Efficiency: Streamlines service planning, execution, and reporting.

The Service Order module is essential for organizations looking to formalize and streamline how services are requested, assigned, and completed across departments or with external partners.

2. Overview of the Service Order System

The Service Order System is built to streamline how organizations manage services, assign work, and track fulfillment. It supports the full lifecycle of a service order — from creation to reporting — while offering tools like filters, exports, and cost center assignments to support financial and operational tracking.

With its intuitive design and role-based permissions, this system allows both operational and administrative users to maintain clear oversight over service delivery and team assignments.

3. Key Features

1. ➕ Creating a Service Order

Accessing the Form

  • Navigate to the dashboard and click "Create Order".

Filling Out the Form

  • Enter important details such as:
  • Order Name
  • Order Number
  • Supplier
  • Associated Account
  • Start/End Dates
  • Order Type (internal, external, etc.)

Assigning Workers

  • Select employees responsible for fulfilling the service order.

Cost Center Assignment

  • Optionally, create or select a Cost Center based on the order name for easier financial grouping.

2. ⚙️ Managing Orders

  • Edit Order: Click the "Edit" button to update order information.
  • Delete Order: Permanently remove orders that are no longer needed.
  • View Order Details: Access a detailed view showing:
  • Assigned employees
  • Fulfillment status
  • Linked cost centers
  • Statistical overview of the order

3. 📦 Order Fulfillment

  • Create Fulfillment: Generate fulfillment records based on the work completed.
  • Assign to Cost Center: Link each fulfillment to a relevant cost center for accurate budget tracking.
  • Fulfillment Overview: View all fulfillments connected to an order, including status and assigned workers.

Automated Fulfillment

Fulfillment of service orders can be fully automated if specific system requirements are met. This automation streamlines the process of closing service orders and allocating costs accurately—saving time and reducing human error.

System Requirements for Automation:

  • Timesheets: All workers assigned to the order must have submitted and approved timesheets for the fulfillment period.
  • Tariffs: Every recorded activity must have an associated tariff (hourly rate or cost).
  • Approval: All timesheet entries must be reviewed and approved.

What the System Does Automatically:

  • If the above conditions are satisfied, the system will:
  • Automatically fulfill the order for the selected time period.
  • If a Cost Center is linked to the order:
    • It will automatically create financial records for the corresponding cost center for monthly financial controlling.
    • These records will include:
    • Cost Category
    • Cost Type
    • Date
    • Currency
    • Linked Worker Profile
    • Sum

This feature ensures that once time and cost data are validated, the fulfillment process can proceed without manual input—providing reliable and efficient service order management.

  • Use the search field to find service orders by name, number, or keyword.

Filter Options

  • Order Status: Active, In Progress, Closed
  • Date Range: View orders created or fulfilled within a custom timeframe.
  • Assigned Workers: Filter by specific employees.
  • Cost Center: Display orders linked to particular cost centers for financial review.

5. 📈 Reports and Exports

  • Generate Reports: Produce detailed reports for internal use, audits, or performance reviews.
  • Export Data: Download service order data in .XLSX format for external analysis and archiving.

4. Actions and Filters Summary

Actions

  • Create Order – Start a new service order.
  • Edit Order – Modify order details.
  • Delete Order – Remove outdated or incorrect orders.
  • Generate Documents – Create printable documents linked to orders.
  • Assign to Cost Center – Link fulfillments for financial tracking.

Filters

  • Order Status – Active, Inactive, Closed
  • Date Range – Custom date filters
  • Assigned Workers – Filter by personnel
  • Cost Center – View cost-center-specific orders

5. System Connections

  • Employee Management: Direct integration with employee profiles for work assignments.
  • Cost Centers: Seamless link between service orders and cost tracking.
  • Reports Module: Combine service order data with reporting tools for strategic analysis.

6. Support and Resources

If you encounter issues or have questions:

  • Contact your HR Administration for guidance.
  • Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
  • Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Service Order App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy ordering! 🚀

7. Frequently Asked Questions (FAQ)

How do I create a new service order?

Navigate to the dashboard and click "Create Order". Fill out the required fields and submit the form.

Can I edit an existing order?

Yes. Select the order and click "Edit" to modify any field.

How do I assign a fulfillment to a cost center?

During the fulfillment process, use the dropdown menu to choose the appropriate cost center.

What should I do if I encounter an error?

Review the error message carefully. If you're unsure, contact your system administrator or support team.

How can I export order data?

Go to the Reports section and use the Export feature to download order data in your preferred format.

Is it possible to filter orders by date?

Yes. Use the Date Range Filter to view orders created or fulfilled within a specific timeframe.

How does the page look like?

Service Order Table Example