Suborder

A service order created from a main service order for the purpose of assigning work tasks to another branch (plant) for execution.

You can use this business process in Vehicle Sales and Service to transfer services, for example a paint job, to another plant within your organization. To do this, you create a suborder for the tasks you want to transfer. The plant that receives the suborder uses it exactly like a regular service order. The plant that handles the suborder can change it, for example, by adding additional labours, services, or parts.

Service items specify the service activities that are to be performed and the parts required. You can create a job to group items that belong to the same service activity together. Finally, you check the availability of the materials, possible supersessions, and post them from the warehouse so that they are ready for use. If required, you can correct the prices that the system automatically determines.

The system determines the price according to the price agreement (which you can update manually) between the suborder plant and main plant.

You create a purchase requisition, assign account assignment data to it, and convert the purchase requisition to a purchase order for a supplier.

You use tasks to define the sequence for the service in the order and to create suborders for other plants within your organization.

When the suborder plant invoices the suborder, the system settles the suborder invoice amount to the internal order of the main order, and synchronizes all items from the suborder to the main order. The customer receives an invoice that documents all main and suborder items.

Prerequisites

• You have created the necessary master data.

• You have ensured that master data for spare parts and any materials used in the process are extended to both plants (main order plant and suborder plant)

• Zero level Internal order must be created for cost transfer between the orders (see customizing guide)

• Usage of tasks in the order is mandatory – suborder is created on the task level

Process

Depending on the settings you make in Customizing, the process flow may be as follows:

Create a Service Order (Main Order)

1. Create service order

The system performs the following: 

• It copies the header data from the customer master record and the vehicle data from the vehicle master record to the order header (provided that you do not use a one-time customer and a one-time vehicle).

• It checks the customer's credit limit.

• It creates an internal order with the service order.

2. You enter additional order data, can add a header text and footer and edit partner data.

3. You enter the order items. You can use the item categories, such as:

•  Labour value

• Part

• Manual part and manual labour value

• External service with and without purchase order

• Text

 As soon as you include a part in the order as an item, the system checks the part replacement for this part.

4. You group order items into jobs.

5. You can define prices, discounts, and surcharges and perform pricing.

6. You can trigger a procurement process (purchase requisition/stock transport order) for a parts item or for an external service with purchase order (see Procurement).

7. You group your items into tasks and decide which tasks should be executed by another plant

8. On the task level you create suborder for different plant (one suborder for the same plant can be created for a single or for several tasks)

 Create suborder triggers some changes within the main order:

• The subordered task is locked

• Changes are only allowed within the suborder

• Item categories of the subordered items are changed

• Part items

  • Reservation for subordered materials are cancelled

  • Material consumption cannot be executed in the mainorder for subordered items

• Labor value items

 Process Main order

1. Release main order

2. Confirm labor execution

3. Withdraw materials (post goods issue)

Subordered items always stay part of the main order as they will be billed to the customer from the main order.

Process Suborder

Suborder is equipped with all functionalities of a normal service order. In the suborder, among other you can:

1. Determine prices in Suborder (the suborder executes its own price determination so different prices than in the main order can be determined in suborder)

2. Maintain items

• Labour value

• Part

• Manual part and manual labour value

• External service with and without purchase order

• Text

3. Release suborder

4. Confirm labour execution

5. Withdraw materials (post goods issue)

Costs associated with the suborder are booked on the internal order of the suborder

Complete Suborder

1. Invoicing of the suborder has the following effects:

2. Internal Billing document

0Level Internal Order act as a transmitter of values between Suborder and Main order. During the "Billing action" of a Suborder the reposting takes place.

The Zero Level Internal Order is debited and the Header Internal order of the Suborder is credited, so the balance of the header internal order of the Suborder is 0.

This Internal Billing document is visible in the Suborder document flow tree.

Then, the second document is created, where the Zero Level Internal Order is credited and the header internal order of main order is debited. This document is visible in the document flow of the main order as a Suborder Cost, under sub-ordered item.

Create Invoice

A prerequisite for invoicing a main order is a successful completion of a suborder. System will not allow for main order invoicing until the corresponding suborders are not billed.

1. Once individual jobs or the entire order has been executed, you confirm the jobs or order as technically complete.

2. You can adapt prices of the subordered items (unless the status of the job is set to technically completed)

3. If you want to split the order among several bill-to parties, perform an Order Split for the job in question.

4. You bill the order.

5. You print one or more invoices for the bill-to party or parties.