A service order under Service → Orders is the current agreement for a job: contact, appointment, owner, and the agreed lines. What was delivered or billed sits on the documents. Open quantity is the difference against the order.
Prerequisites
- The service module is included in your plan.
- To create orders you need the Create permission in the Orders area. For Create document you also need the right to create that document type.
Create an order
- Open Service → Orders. The area has the tabs Orders, Appointments, and Protocols.
- On the Orders tab, click Add order. The New order dialog opens.
- Choose the contact and, if needed, the Service location and the affected Objects.
- Enter the subject, the Header Text, and the service period.
- Assign an Assignee. If needed, set Project and Cost center.
- Add lines (a product or a free line) and save. The order number follows the format from the service settings.
In the list, search by number or subject and filter by status, assignee, or period. With multi-select you use Set status for several orders or delete them.
You set the work status yourself (Open, Planned, In progress, Done, Invoiced, Cancelled). Invoiced does not replace a final invoice. A cancelled order accepts no new delivery notes, invoices, or extra lines. A credit note is still possible.
Appointments, reports, and attachments belong to the order. You can also attach time entries. They do not change the open quantities on the lines. Bill time from time tracking (see Track, analyze, and bill time). Plan appointments as described in Appointments, day planner, and team planner.
Lines
The line list is the agreed quantity and price. Headings and subtotals structure the order and are not delivered or billed. Optional lines do not count (see Structure document lines).
Until a final invoice is locked, you can keep changing the order:
- New service or product lines are allowed.
- A higher quantity becomes deliverable and billable again.
- The price on the order line applies to the quantity that is still open. An invoice that is already written keeps its price.
- Quantity cannot drop below what is already delivered or billed, drafts included.
- A line that already appears on a document cannot be deleted.
What the order shows
Under Line items each row shows Delivered, Billed, Open delivery, and Open billing. Below the total, the same figures appear as amounts.
A draft reduces the open quantity, but it is not delivered or billed yet. Expand a row to see the documents that hold it. Drafts are marked as drafts.
Delivery and billing are separate. A delivery note for the full quantity and an invoice for part of it leave delivery at zero and billing still open.
Quote and order confirmation
Create quote and Create order confirmation copy the current state of every line. There is no quantity picker. These documents do not count as delivery or billing. You can create them again later. Older quotes and order confirmations stay as they were.
A document from the order
Create document opens the line picker. First the document type, then the lines that still have an open quantity, then the quantity. The suggested quantity is the full open amount.
| Document | What is filled in |
|---|---|
| Delivery note | open delivery quantity |
| Partial invoice | open billing quantity, type Partial invoice |
| Final invoice | the same open billing quantity, every line selected, type Final invoice |
| Credit note | billed quantity that is not yet credited |
For a delivery note or an invoice you may enter more than the open quantity. A credit note cannot. If a draft already contains the same line, the dialog says so. If nothing is open for that document type, the list stays empty.
The invoice, delivery note, or credit note takes the contact and the quantities you chose. Details on partial and final invoices are in Invoice, partial invoice, and final invoice, on delivery notes and credit notes in Create delivery notes and Create credit notes.
After the final invoice
Once a final invoice is locked (no longer a draft), Jupiter ERP blocks further lines. The notice on the order says further lines stay blocked until the final invoice is cancelled or fully credited. You can still write a delivery note for a delivery quantity that is still open. You no longer change the lines themselves.
A partial invoice that brings the remainder to zero does not lock the order. A new line or a higher quantity can be billed again afterwards.
Quantities you leave off the final invoice cannot be billed afterwards. A partial credit note on the final invoice frees only that quantity. A second final invoice is possible only after the first one is cancelled or fully credited.
Payment and dunning stay on the individual invoice, not on the order (see Understand invoice status and Create and manage dunning notices).
Common questions
Can one order have several appointments?
Yes. Several appointments fit multi-day jobs or return visits. Planning is under Service → Planning.
Does the customer see the order?
Only if the contact has a customer portal and Service orders is switched on under Portal access (see Set up customer portals). Cancelled orders are not shown in the portal. Draft invoices and delivery notes stay internal.
Who can see orders?
The permissions in the Orders area under System → Users decide that (see Manage users and permissions).
Common errors and solutions
"The final invoice is locked. Further lines stay blocked …"
Cancel the final invoice or credit it in full if you need to extend the order.
"Nothing is open for this document type."
All quantities are already delivered or billed. Increase the quantity on the order or add a line if needed.
The quantity cannot be reduced.
The quantity cannot drop below what is already delivered or billed, drafts included. Delete the draft first or issue a credit note.
