Service entry packages are used to export the cost of approved records into SAP. These packages can then be grouped into billing packages for vendor invoicing.
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To create a service entry package, click Daily Entries > Packaging > Service Entries.
When the screen loads, use the checkboxes in the “Filters" section (collapsed by default) to determine what packages are displayed in the grid below. They let you choose to show only active records or all records and display records for all companies or only for your assigned companies.
Furthermore, you can use the "Add" button to set filters that limit what data is included in the service entry package. In this example, the package will be limited to records from company: D1 ENG and PO: 450D1511155. All other records that do not match both conditions will be omitted from this package.
Lastly, the refresh button to the right of the the “Filters" box refreshes service entry packages after making changes in screen.
The next step is to create the package(s) for the filtered records. Notably, these records must first be flagged as approved, ready, or closed in order to be created into a service entry package.
Create
To create a service entry package, click the "From Daily Entries" button in the "Create" box.
This will open the “Create service entry packages” context menu for you to set the dates, shift, cost sources, and package details to be used in the created package(s). Be mindful of the two (2) checkboxes that let you include time confirmations and/or only retrieve closed records as they directly affect what records are loaded in the package, and conversely omitted from the package. Afterwards, click the "Create Packages" button to create the package.
If there are no matching records for the outlined filters, or, if for example you leave the only retrieve closed records checkbox flagged while the intended records are not closed, you will get a notification that there are no records available to package matching the filter.
If there are matching records, you'll be prompted to confirm closing these records and create the service entries.
When reviewing the packages, you will see an error if there are records that match the prescribed filters, but do not match the custom logic for that site. In this example, the purchase order only has one (1) line so the records on line two (2) cannot be packaged, until they're moved to line one (1) instead. You can remove that package from the list of packages or correct the discrepancies then try creating the package again. All in all, the "OK" button will be disabled until all packages in the list are valid.
When all records are valid, click "OK" to proceed
You will then get a notification that the packages were created successfully.
Export
The "Export" box allows users to export service entry packages to SAP. The packages are then processed by SAP, to which we get an assignment file back from SAP that has any errors for each package, or the SAP # that each package is assigned. Use the import SAP assignments button to import that file.
Export to SAP
Clicking the export to SAP dropdown lets you choose between the selected package(s) or all unexported packages, with a count of how many packages will be exported. After the export is executed an "Export complete" window will open, showing the exported reports, to which you can open the file or folder for each.
This is a restored sample (not maximized and displaying the correct formatting) of the exported text file. It includes details for the package identifier, company, purchase order, work order, cost source, total dollars, etc. Please do not modify the data format as it may not be readable in SAP.
Once you close the "Export complete" window, you will be prompted to confirm the export and mark the packages as exported. Clicking "Yes" will fill the exported date and status of the selected packages. Clicking No will leave the record details as is - before the export.
Import SAP Assignments
After the packages are processed by SAP, we get an assignment file back from SAP with errors for each package (if any), or the SAP # that each package is assigned. Use the import SAP assignments button to import that file. The text file contains details similar to the example above.
All successfully imported SAP service entries are then moved to an archive folder so that we have a history of what was exported, imported, and when.
In the "Print" box, you can preview reports as well as package reports.
When you choose to preview reports you can preview the cover page as is, or include extra reports in the preview.
Clicking on “Package Reports” will open the “Service entry package reports” dialog with the settings on what to print and where to store the reports. This interface has a section for "Reports" and one for "Packages".
The "Reports" box basically lets you preview, print, and store reports. To set a storage location, click on the ellipsis and set the desired path to save the PDFs to dated folder. It includes a chain of custody, which is a brief synopsis of all the service entry packages, to be printed. The Packages box is where you choose to include extra reports in the stored and printed packages. Be sure to flag the “Use these settings as default” checkbox if you modify the settings and would like to keep your newly modified settings for future use. Afterwards, click “Execute print run” to print the service entry packages in the "Packages" section.
The "Packages" section simply displays the list of reports to be packaged. From the list, you can preview reports or omit reports from being packaged by unchecking the 'include' (flagged by default) checkbox. The omitted reports will not be packaged in the current print run, but will be available for packaging in future print runs.
After the reports are packaged, a dialog box will open, showing the packages created, to which you can open the file or folder for each.
The next step is to mark the packages as printed. Be vigilant to not select "No", as, even though the PDFs have already been created, the data could be changed in the software and the PDFs could be created again. However, once the packages are marked as printed, they will be flagged as "Printed" in the grid and are ready to be grouped into billing packages for vendor invoicing.
Any
In the “Any” box you can revoke service entry packages and create a reports database for the selected service entry packages.
If you choose to revoke a package, you will get a message to confirm revocation.
Once the package is revoked, the affiliated daily entries records will reopen.
If you choose to “Create Report DB,” you will get a message advising that the Reports DB has been created.
This basically sets up a prepared database that can be used for any of the prepared reports screens (i.e. Detailed Cost Reports).
By and large, after it is set up you can run reports and export raw data from the service package into Excel.
Notes
The "Notes" box is basically a utility to set notes on an auth package. This should not be confused with the "Notes" column in the analysis, import or reports screen that is used to add notes to daily entries.
When you click the set notes button, it opens a window for you to type the notes for the selected package. You can also apply fixed-width settings to the notes as well.
The typed notes will then be displayed in the notes box for that package.
