You can use this process to create an external service order and bill labor and parts to a customer.

Prerequisites

• No SD order exists in the VSS order process.
• You have created an external customer and a vehicle with vehicle primary status Vehicle Created (QP05, Vehicle Management System (VMS). You have assigned the secondary status Customer Assigned (QS20, VMS) to the external customer.
• You have made the following settings for order type 2000 (Service Workshop) in Customizing for Vehicle Sales and Service (VSS) under Order >Basic Settings > Account Assignment:
  • Define Account Assignment for Posting Costs in Order
  • Internal Order for Bill-To Party > Define Internal Order Type for Bill-to Party
  • Internal Order for Bill-To Party > Define Parameters for Settlement Rule

Process

1. In transaction /DBE/ORDER (Order Processing), you create an external service order with order type 2000 (Service Workshop).
2. You save the external service order (object control framework event ORD_SAVE_PROCESS) and the system automatically creates a header internal order.
3. You add labor values and parts to the external service order and choose the Release pushbutton (object control framework event ORD_RELEASE), so that the mechanics can start working.
4. You choose the Goods Movement pushbutton (object control framework event GDSMVT_CREATE) and the system posts the costs of the material consumption to the header internal order.
5. If activity allocation has been activated in your system, the system posts the costs to the header internal order when you choose the Confirmation pushbutton (object control framework event CONFIRM).
6. If time management has been activated instead of activity allocation, the system posts the costs to the header internal order when you choose the transaction Create Time Stamp (/DBE/TM_VT). If time management is finished you execute the object control framework event TIMEBOOK_CONFIRM in the list box of your external service order.
7. You can create splits to different bill-to parties on the Split tab, where you can choose between different external and/or internal order types. For split header job combinations with an internal order type, you have to maintain the relevant account assignment category with the corresponding cost object.
8. If you choose the Create Billing pushbutton (object control framework event BILLING_CREATE) the system automatically triggers the following actions in background:
   • System checks whether a finance role has been created for the external customer.
   • The system creates SD invoices for split header job combinations with external order types and internal billing documents for split header job combinations with internal order types if customized. The revenues are posted to the header internal order.
   • System checks whether all accounting documents belonging to the generated SD invoices have been created.
   • System checks whether down payment requests have been created for the SD invoices. If so, clearings are done with the down payments, which must be already paid in the cash desk.
   • The system creates bill-to party internal orders for all split header job combinations.
   • An order group is created to link together all internal orders that belong to your external service order.
   • Settlement rules are created for all bill-to party internal orders on the second level.
   • All costs and revenues are posted with line item reposting from the header internal order to the bill-to party internal orders according to your chosen split amounts.
   • If billing is done, a final status is set on the external service order.
   • If everything has been billed, the external service order is automatically switched from Change to Display mode.

If you want to create an external service order return, use order type 2101 (Service Returns). If you want to create an external service credit memo, use order type 2100 (Service Credit Memo).

Example

• External service order with order type 2000 (Service Workshop): A customer brings his car to the dealership for servicing.
• External service order return with order type 2101 (Service Returns): The customer has found an item on his invoice ,which was created by accident and does not relate to the work done. He goes back to the workshop to get the money for the wrong item back from you.
• External service credit memo with order type 2100 (Service Credit Memo): The customer has noticed that one item on his invoice contains the wrong price. He goes back to the workshop center and gets a credit memo from you with order type 2100.