This article was created with the assistance of AI tools for research and drafting. It was reviewed, edited, and fact-checked by our human editorial team before publication.

Service Item Numbers

This chapter contains important information on creating and processing service item numbers, such as trade numbers, serial numbers, machine numbers, and license plate numbers. This chapter is divided into the following sections:

Filtering by Trade Numbers in Item Ledger and Value Entries

In our ERP solution, trade numbers reflecting the life cycle of a machine in the system are displayed on the service item card. Using the trade number, you can tell if a machine has already been involved in a process in the system. This section describes how you can filter item ledger entries or value entries for trade numbers. We recommend noting down the service item number for this purpose. Proceed as follows to filter item ledger entries or value entries for trade numbers by service item numbers:

  • Use the quick search (ALT+Q) to find the Item Ledger Entries or Value Entries page.
  • Open the filter area (SHIFT+F3).
  • In the filter area, click Filter… to define a new filter criterion.
  • Select the Service Item No. from the dropdown list.
  • Enter the service item number in the Service Item No. filter field.

You have successfully filtered item ledger entries or value entries for trade numbers by service item numbers. The filtered table provides you with a detailed overview of the service items, including the trade numbers.

Serial Numbers

The following sections describe how you can create and change serial numbers for service items.

Creating Serial Number Types

You can define different serial number types that can be stored on service item categories. Proceed as follows to create serial number types:

  • Use the quick search (ALT+Q) to find the Serial No. Types page.
  • Click New in the menu bar.
  • In the Code field, enter a significant code for the serial number type.
  • In the Description field, enter a significant description for the serial number type.

You have successfully created a serial number type. You can store the serial number type on the Service Item Categories page. For more information on service item categories, see Service Item Categories.

Important

Deleting a serial number type that has been assigned to a service item category also deletes all serial numbers assigned to that serial number type. The change is recorded in the Service Item Log for the affected service items, which you can display by clicking Related > History > Service Item Log in the menu bar of the respective service item card.

Changing Serial Numbers

Our ERP solution provides the option to change the serial number of a service item in case a wrong serial number was assigned. You can change the serial number for service items that are in stock as inventoriables or fixed assets. To do so, proceed as follows:

Note

Before you can change serial numbers, you have to select the Change Serial No. checkbox for the relevant user on the User Setup page.

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item of which you want to change the serial number.
  • Click Home > Change Serial No. in the menu bar.
  • In the following window, enter the new serial number of the service item in the New Serial No. field.
  • Click OK to confirm the change.
  • Confirm the dialog window with Yes to use the new serial number.

You have successfully changed the serial number of the service item.

Tip

The change is recorded in the Service Item Log, which you can display by clicking Related > History > Service Item Log in the menu bar of the service item card.

Changing Item Numbers

Our ERP solution provides the possibility to change the item number of a service item in case a wrong item was assigned to the service item. You can only change the item number if the service item is inventoriable and the item is not in stock. To change the item number of a service item, proceed as follows:

Note

Before you can change item numbers, you have to select the Change Item No. checkbox for the relevant user on the User Setup page.

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item of which you want to change the item number.
  • Click Home > Change Item No. in the menu bar.
  • Confirm the dialog window with Yes to change the assigned item number.
  • In the following window, select the new item number of the service item from the list.

Note

When you change the item number, the attributes on the service item card might be overwritten by the attributes of the selected item.

  • Click OK to confirm the change.
  • Confirm the dialog window with Yes to use the new item number.

You have successfully changed the item number of the service item.

Adding Machine Numbers

You can add customer-specific machine numbers or descriptions to a service item. This is useful, e.g., if you have multiple machines by the same manufacturer with identical/similar configurations and your customer uses their own labels/numbers for their machines. To add customer-specific machine numbers, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item to which you want to add a machine number.
  • Navigate to the Customer FastTab.
  • Enter the machine description/number used by the customer in the Customer Machine No. field.

You have successfully stored a customer-specific machine description/number.

Tip

You can also use the customer-specific number to search for a specific service item in the service item list.

License Plates

In our ERP solution, you can store license plate numbers for service items. This is not only useful for large fleets of identical machines, but also enables customers and employees to clearly identify the service item. The following sections describe how you can create and manage license plate numbers.

Setting Up a License Plate Format

This section describes how to set up license plate formats for service items. In addition, you can also use the setup to specify invalid license plate numbers that cannot be used. To set up a license plate format, proceed as follows:

  • Use the quick search (ALT+Q) to find the License Plate Setup page.
  • Click New in the menu bar.
  • Complete the information according to the following table:
Column Description
Country/Region Code Select the code for the country/region for which the license plate should be created from the dropdown list.
Code Enter a unique code for the license plate format.
Name Enter a unique name for the license plate format.
License Plate Format Define the license plate format. Specify a hash (#) for each character/letter in the license plate. Separate logical areas with blanks.
Default Select the checkbox if the system should automatically apply this license plate format to customers from this country.

Tip

The following table shows possible license plate formats.

License Plate Formats Explanation
### ## #### This license plate format includes three characters/letters in the first logical area, two characters/letters in the second logical area, and four characters/letters in the third logical area. Possible license plates: PLÖ NE 123 or MTK DG 123.
## ## ### This license plate format includes two characters/letters in the first logical area, two characters/letters in the second logical area, and three characters/letters in the third logical area. Possible license plate: KI EL 123.

You have successfully set up a license plate format and can now enter license plate numbers for service items.

Adding License Plate Numbers via Service Item Cards

You can add a license plate number to a service item via the service item card. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item to which you want to add a license plate.
  • Optional Add the country/region in the License Plate Country/Region input field.
  • Enter the license plate in the License Plate Number input field in the General FastTab.
  • In the following window, enter the date from which the license plate is valid for the service item in the Active From Date field.
  • Click OK to confirm your entry.

Tip

You can access the License Plate History of the service item by clicking the selection field in the License Plate Number field. In the history, you can view all previous license plates and their validity periods. To delete the most recent license plate from the license plate history, select Delete Current License Plate from the menu bar.

You have successfully added a license plate to a service item.

Adding License Plate Numbers via Service Orders

You can add a license plate number to a service item via a service order. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Orders page.
  • Open the service order with the service item to which you want to add a license plate number.
  • In the Lines FastTab, select the desired service item and click Line > Worksheet in the menu bar of the FastTab.
  • Enter the license plate in the License Plate Number field in the General FastTab.
  • Click Close to save the license plate number.

You have successfully added a license plate to a service item via a service order. The entered license plate is automatically saved and transferred to the service item card.