Create a service order

Prerequisites: Items to send have Service Info configured (Service Vendor, Service Order Code, Service Price). A vendor is set up.

Required permission: Purchase → Purchase Orders — User or above to create, send, and confirm the order; Purchase → Service Picks and Purchase → Purchase Receipts — User or above to dispatch and receive. The order’s New Service Pick and New Receipt buttons show only to Admins and to the user who created the order, and Managers and Users validate only the documents they created.

A Service Order is a Purchase Order with its Service Order flag set — see Service Orders Reference for what’s different about it.

Create the service order

1. In the sidebar, click Purchase → Purchase Orders.
2. Click + New Service Order (next to the regular + Create button).
3. Select the Vendor performing the service and the Deliver To warehouse.
4. Click Create to create the order in Draft status.
5. Click ⊕ to add a line for each tool or item going out for service. Select the Item — the line’s Order Code and Unit Price pre-fill from the item’s Service Order Code and Service Price — then enter the Quantity.

Send to vendor and confirm

1. Click Send. This opens an email preview — confirm the vendor’s contact address.
2. Click Send in the preview to actually email it. The order status changes to Sent.
3. When the vendor acknowledges, open the order and click Confirm Order. The status changes to Confirmed.

With the Automatic creating Service Pick preference on (the default), confirming builds the Service Pick for you in the background — see Set up automatic service pick. If the preference is off, create the pick yourself as described next.

Dispatch the items

1. With the order open, click New Service Pick (or open the pick the automation created under Purchase → Service Picks).
2. Select Pick From — the Warehouse Access Point where the picking happens — then for each line pick the storage location the item is actually sitting in and confirm the Quantity to Pick.
3. Click Validate once every line is collected.

This decreases the item’s on-hand quantity and increases its quantity out for service, and sets each serialized piece involved to Under service. See Purchase Receipts Reference for the parallel status flow (Service Picks use the same Draft → Waiting → Ready → Done states).

Record the return

There’s no dedicated “record return” action. When the vendor sends the serviced items back, process them the same way you would any other delivery:

1. With the Service Order open, click New Receipt.
2. Confirm the Quantity received. For serialized items, select each returning piece by its serial number; the row shows the piece’s condition but doesn’t let you change it.
3. Click Validate.

For a Service Order specifically, validating this receipt moves the quantity from “out for service” back into on-hand stock, sets each serialized piece to Refurbished, and adds the service cost into the item’s cost.

Next

If a serviced item comes back defective or the regrind is rejected, use New Purchase Return on the same order — see Purchase Returns Reference.

Related articles

• Add a vendor
• Create a purchase order
• Create a purchase order in a foreign currency
• Process a purchase receipt
• Receive goods into storage