This knowledge base article goes over the service order creation and service confirmation process that is intended to replace Field Tickets created from FSO's in FieldVu.  


TABLE OF CONTENTS


Prerequisites

  1. Signed Copy of the "Field Service Order" document or "FSO" for short
  2. Access to SAP Business ByDesign
  3. Work Center Access: "Service Orders"
  4. Work Center Access: "Field Service and Repair"
  5. Work Center Access: "Customer Invoicing"


Service Order - Field Service Order Process


To start, you'll need to access the "Service Orders" work center and "Service Order Processing" view in SAP Business ByDesign. 


Work Center: Service Orders

View: Service Order Processing


  1. Click the "Service Orders" Work Center
  2. Click the "Service Order Processing" View



On the "Service Orders - Service Order Processing" page, select the "New" button so the drop-downs appear and then select "Service Order" from the drop-down list. 


  1. Select the "New" button for the drop-down list
  2. Select the "Service Order" drop-down list option



On the "New Service Order" page, select the "View All" button in the top right. 


  1. Select the "View All" button



After clicking the "View All" button, select the "Account and Affected Products" under the "General" Tab. 


  1. Select the "Account and Affected Products" tab



On the "Account and Affected Products" page, the first thing you'll do is fill in the name of the customer account. Then, you'll scroll down a bit to the "Well Name" section and select the well name for the service location. 


Verify the information is correct, then select the "Main Information" tab to go to the main information page. 


  1. Select and fill in the Customer Account
  2. Select and fill in the correct well name or service location
  3. Select the Main Information Tab



Once the "Main Information" tab has been pulled up, this is where you'll fill out the majority of the information. 


First, verify that the "Processor" is correct, then fill out the "Service Performer". Once the service perform has been input, it should automatically populate the "Service Execution Team" and it'll include the labor resource under any service related line items automatically. Then, once that has been filled in, you'll need to select a "Order Type". 


After selecting the "Order Type", then verify the correct well name appears near the top left and select the checkbox that verifies it's correct. Then, proceed with filling in any relevant information such as the AFE, PO, Rig/Frac Crew, Subject, and External notes if needed. 


Once that has been finished, select the "Services and Spare Parts" tab. 


  1. Verify the "Processor" is filled in (Creator of Document)
  2. Input the "Service Performer" and then it should fill in the "Service Execution Team". If not, then input the correct "Service Execution Team"
  3. Select the appropriate "Order Type"
  4. Verify the Well name is correct by selecting the Checkbox
  5. Input any relevant details for the order, such as AFE, PO, Rig/Frac Crew, or External Notes. 
  6. Click the "Services and Spare Parts" tab



Under the "Service and Spare Parts" tab is where you'll add the services and items that were used while out on the service call. 


Select the "Add Row" button, then select the appropriate Product ID. Once it pulls up the information for the product, then fill in the Quantity and list price for the line item. 


Continue adding till you are finish, including all the quantities on the FSO. 


  1. Select the "Add Row" button
  2. Search or Fill in the correct Product ID/Service ID
  3. Input the correct "Quantity" and "List Price"



Once you're finished with adding all of the line items, then you'll select the "Save" button to the document if you haven't already. Once saved, select the "Submit" button for the drop-down list to appear and then select "Release to Service Execution". 


  1. Click the "Save" button to save the document
  2. Select the "Submit" button for the drop-down list to appear
  3. Select "Release to Service Execution"



Once you click the "Release to Service Execution" it releases the order to "Order Pipeline" and closes the document, which then takes you back to the "Service Orders - Service Order Processing" Screen. 


If the Order isn't visible in the list, search for it or click the refresh button near the search box. Then, select the line of the Service Order that was just created and then select the "Confirm Execution" button. 


  1. Search or click the Refresh button to bring back up the search order that was created
  2. Select the Service Order line
  3. Press the "Confirm Execution" button



Once you click the "Confirm Execution" button, it'll take you to the "New Service Confirmation" page. On this page, select the "View All" in the top right. 


  1. Click "View All" 



The general page will pull up for the New Service Confirmation and you can include the FSO number in the "Field Ticket Number" field. Then, if any of the relevant information for the order was missing, such as the AFE or PO, you can include it on this screen for the service confirmation. 


Then, once finished verifying the general information tab, proceed to the "Service and Spare Parts" tab. 


  1. Input the FSO number in the "Field Ticket Number" field (Exclude the FSO abbreviation, can just include the number)
  2. Input any additional information for the relevant fields if they were missed in the Service Order
  3. Click the "Service and Spare Parts" tab



On the "Service and Spare Parts" tab, all of the line items will be available and already filled in with the appropriate Quantity/List price, but you're able to adjust them if needed if things changed. 


For inventory based items, you'll scroll over to the right and will need to input the correct "Logistics Area" for the product. 


  1. Scroll over to the right
  2. Fill in the Logistics Area for the Inventory Item



If you select the box to pull up the Logistics Areas, it'll show all available bin locations for that product. If a bin location does not pull up, then that means there isn't any inventory for that product available. 


  1. Select the Bin location of the product when pulled up for each line



Once you're finished with verifying and selecting the bin locations for the products, you can now release the order. However, you may want to save it before releasing in order to grab the service confirmation number. 


Select the "Release" button in the top left and then select either "Without Order Completion" or "With Order Completion". Once you release the service confirmation, the service confirmation number will appear at the bottom of the screen. 


Without Order Completion: Releases the lines and finishes them, but doesn't complete the lines on the Service Order and allows you to continue building off the same service order. (Recommended)

With Order Completion: Releases the lines and finishes them, but also completes the lines on the service order. If all lines on the service order are completed, it'll finish out the service order.


  1. Select the "Release" button for the drop-down list
  2. Select either "Without Order Completion" or "With Order Completion"



After releasing the service confirmation, you can now proceed with billing. Proceed to the "Customer Invoicing" work center and select the "Invoice Requests" view. 


  1. Click the "Customer Invoicing" work center
  2. Click the "Invoice Requests" view



Search for the service confirmation or service order to pull all of the service confirmations if you have multiple. Then, select them and proceed with billing. 


  1. Search for the Service Confirmation or Service Order
  2. Select the line or multiple lines to begin invoicing


Attachments


Attachments for the order can be included in two different places and pass along to the invoice. 


  1. On the Service Order, under the "Attachments" tab
If you include the attachment in the service order before confirming the execution and creating the service confirmation, it'll pass along to the service confirmation and into the invoice.



        2. On the service confirmation, under the "Attachments" tab

If you miss including the attachment in the service order, you can attach it to the service confirmation and it'll pass along to the Invoice when created.


FAQ


I forgot to select the Logistics area for the products on the service confirmation and released the order already, How can I process those lines without having to cancel the service confirmation?


  1. Example - Line 10 is missing due to not filling in the Logistics area before releasing


Pull back up the Service Confirmation, include the correct Logistics Area for the line, then when it is selected, click the "Release" button and release the line. 


  1. Select the line and make sure the Logistics Area ID is filled in
  2. Click the "Release" button and Release the line


Once the line is released, it'll show up as available for invoicing now. 


Cancelling Service Confirmations


Cancelling a service confirmation is pretty straight forward


Pull up the service confirmation that you're needing to cancel, go to the "General" tab and "Main Information" area. Then, select the "Reason for Rejection" drop-down list and select a reason. 


This will cancel the service confirmation

You can undo a cancelled service confirmation by removing the "Reason for Rejection". Just select it and press the Back-space to remove it, then save.


  1. Select the "Reason for Rejection" drop-down and then select a reason
  2. Save the document


Cancelling Line Items


Cancelling line items on a service confirmation works in a similar way as cancelling the whole of the service confirmation. 


The difference is, you'll select the individual line items and select a "Reason for Rejection" 


Line items, once rejected, cannot be undone like rejecting a whole service confirmation.


  1. Select the Line item that needs to be cancelled
  2. Select the "Reason for Rejection" drop-down box and select the reason
  3. "Save" and "Close" the service confirmation




Adjusting Price after Service Confirmation has been Released


In the example below, line 30 and line 40 are needing  their list price adjusted. 


You can edit the list price by opening the service confirmation and editing the price in the service confirmation. 



Find the line items on the service confirmation, then select their "List Price" fields and input the correct amount. Once you're finished, SAVE THE DOCUMENT!



To verify the changes took effect, you can view the service confirmation on the Invoice Request screen. 


Line 30 - $2.65 -> $3.65

Line 40 - $44.00 -> $40.00

 

Can I create more than one Service Confirmation against a Service Order?


Yes, you can create multiple service confirmations for the same Order. You'll follow the same process outlined in the "SAP - Service Confirmations" section in order to do so. 


Adjusting Quantities after Service Confirmation has been Released


The example below, line 40 is needing the quantity adjusted after it has already been released. However, the quantity is unable to be adjusted after it has been released, so we'll need to cancel the line and add a duplicate line with the correct quantity amount. 


You can do this by editing the Service Confirmation



On the service confirmation, you'll need to go to the "Service and Spare Parts" tab, select the line item that has the incorrect quantity, and then select a "Reason for Rejection" in order to cancel the line. 


  1. Select the line item that needs the adjustment done
  2. Select the "Reason for Rejection" to cancel the line 


Once that line is cancelled, you'll add a new row, input the correct information for the line and then release that newly created line. 


  1. Add new line, input product ID and then input the correct Quantity for the line. 
  2. Click the "Release" button and select "Without Order Completion".



You can verify the changes took effect by pulling up the Invoice Request and checking the details for the service confirmation. 


Line 40 is cancelled and line 50 has been added, with the correct Quantity, after releasing the line.