This solutions article will outline the adjustments that are being made to the Rental Order and Billing Process. 


TABLE OF CONTENTS

Rental Orders


The main change coming to Rental Orders is the elimination of the large amount of line items associated with the Rental Assets. We'll be moving towards using consolidated ID's for the billing aspect of the orders and assigning the assets through the Scheduler in FieldVu, which means less items on the orders.


We'll also be billing out the orders through SAP, using the service confirmations, and Billing out the FieldVu portion as Non-billable to create $0 confirmations. 

SAP - Order Building


Building out the Order will function the same way as before, with the exception of adding the service ID's associated with the rentals. 


The example below I'll be using throughout this walk-through to build off of and bill out. When creating the order, you'll only add the lines that are used for billing and show up on the quote. 


Please refer to this link if you don't know how to Create a Service Order: Creating Service Orders : SEF Energy (freshdesk.com) 



FieldVu - Assigning Resources/Assets to Job


We'll still be using FieldVu to track the assets while they're on Jobs, under repair, and their location history. So, you'll still need to continue dispatching them, but adding them to orders will work a bit differently. 


To start, you'll open FieldVu, then pull up the job that needs the assets added to it. 


  1. Open FieldVu and click the three lines on the Top left
  2. Click the "Jobs" tab


On the Jobs screen, you'll search for the Job/Service ID number. 

  1. Search for the Job Number
  2. Click the Job/Service Order



Once the job pulls up, you'll need to click on the "Schedule" tab to access the scheduler and add the equipment to the job. 


  1. Click the "Schedule" Tab



The scheduler is where you'll assign the equipment types that are going out on the job. 


You can create separate tasks and name them for the job, which will also show up on the dispatch screen. 


In order to do this, you'll click the + sign under the "Name" column, next to the Job number. This will create a new row and by double clicking the row, it'll make it editable to input text. Then, you can also adjust the date range for this particular task, by clicking the Purple area of the scheduler and right clicking to adjust the dates. 


Then, you'll search for the Equipment to pull up the different equipment types


For this job, I'm needing to add the following equipment Types. So, I search "10M" to bring up all the 10M equipment types. Then I scroll through since they're in alphabetical order and drag & drop them onto the purple area of the task row. 


Cross, 7-1/16" x 4 - 1/16", 10M

GVA, HWO 7-1/16", 10M

Goat Head, 7-1/16", 10m, 4-way

Adapter, Wireline, 7-1/16", 10m 

GVA, HWO 2-9/16", 10M x2


Once that is completed, you'll click the "Dispatch" button to add the serial numbers and dispatch out the equipment if needed. 


  1. Create a New Task and Name the Task
  2. Select the "Equipment" Resource Type and Search for the Equipment needed for Job
  3. Drag and drop the Equipment Name to the Task Row, It'll appear under the "Resources" column once added
  4. Click the "Dispatch" Button



Once finished, when you view the dispatch area, they'll appear like the example below. You'll see that the Equipment was added to the Job and the "Task" that was created, shows up next to the equipment resource type name so you know which is assigned to the task. 


FieldVu Asset Tracking - Dispatching Out

  1. Fill in the "Out Date" and "Serial No. / Worker" Fields for the Lines
  2. Select the Individual Lines or Click the Checkbox at the top near the "Dispatch Out" to select them all
  3. Click the "Dispatch Resources" Button to Dispatch out the Assets




FieldVu Asset Tracking - Dispatching In


Pull up the Dispatch Screen for the Job, then if you can't see it, scroll down to the bottom to the "Dispatch In" area. 




  1. Select the Lines or Select the Checkbox near the top next to "Dispatch In" to select them all
  2. Select "Repair?" if a Work Order Needs to be created for the Asset
  3. Click the "Dispatch Resources" to dispatch them in




Rental Billing


Once the job has been completed or you're at the end of the month, you'll now need to bill it out. 


For any equipment that was dispatched in or any pending equipment that's still out, you'll need to remove the open rental billing for the month and to do this, you'll bill out the open items as a non-billable to create a $0 service confirmation. 


Once that's finished, you'll then create the service confirmation against the service order in SAP using the existing line items in the order and including any consumables that were used during the job. 



FieldVu Asset Tracking - Zero Dollar Service Confirmation 


  1. Select the Individual Line or click the Checkbox at the top to select them all
  2. Click the "Multi Update" button



  1. Select the "Rental Cycle" and activate the Non Billable
  2. Click the "Update" button



  1. Verify the lines are set as Non Billable, Columns will show $0.00 and the graphics will look like below
  2. Click the "Bill Rentals" to create the Zero dollar Confirmation and Remove the open billing for the Job




SAP - Service Confirmations

 

To start the billing, you'll pull up the Service Order/Job # in SAP. 


  1. Search for the Job/Service Order Number
  2. Select the Line and click the "Confirm Execution" button



On the "New Service Confirmation" page, click the "View All" button on the top right


  1. Click the "View All" button



The service confirmation pulls in any details that were input into the Service Order. 


Verify that the information is correct, input details over the work that was performed for the newly created service confirmation, and update the Subject if needed. 

  1. Verify Information, Update Subject if needed, and Fill out Work Description



It also pulls over all the Line Items that were added to the service order. 

You can remove, add, or adjust the current ones that are on the service confirmation. 



Remove any lines that aren't going to be used to bill, then update the quantities and list price if needed. 


Any consumables that were used, you'll need to add them, update the quantities and list price if needed, then select the Logistics area to pull from and then proceed with releasing the service confirmation as "Without Order Completion" 


You have two selections for the Release
1. Without Order Completion - Keeps the Order Open
2. With Order Completion - Finishes the Line items on the order

Doing "Without Order Completion" allows you to continue to build service confirmations against the order and also against the same line items. So, always select "Without Order Completion" if the job isn't completely finished.


  1. Input quantity for existing lines
  2. Click the "Add Row" button to add additional rows
  3. Input the Product ID's, quantities, update list price if needed, and include the Logistics Area ID
  4. Click the "Release" button and select "Without Order Completion".



After it's released, the service confirmation will now be available in the "Invoice Request" area to invoice out.


Please refer to this link for Invoicing: Invoicing : SEF Energy (freshdesk.com) 


FAQ's


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. 


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


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




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.