Automatically Adding Equipment Through Sales Order Processing

When a piece of equipment from inventory is sold to a customer using Microsoft Dynamics GP Sales Order Processing (SOP), the inventory item can be automatically added to the Service Management customer location.

To automatically add equipment in Service Management, the following conditions must be met:

• Service Management and Microsoft Dynamics GP SOP must be registered.
• Customer and location records must exist in Service Management before equipment can be added to them.
• The equipment auto numbering feature must be activated in Service Management.
• The item must have an item type of Sales Inventory and must have an assigned equipment type.
• If you are using Job Cost, the job location must exist in Service Management before equipment can be automatically added to the job location.

Setting up the Automatic Equipment Add Feature

Automatically adding equipment in Service Management requires that you:

Step 1: Activate the Equipment Auto Numbering Feature

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options.
2. Select the Auto Number button.
3. Enter a starting number in the Equipment field.
4. Select Save.

Step 2: Set up the Item 

The item must have an item type of Sales Inventory and must have an assigned equipment type.

1. Select Cards > Inventory > Item.
2. Select the item number and make sure Sales Inventory is entered in the Item Type field.
3. Select the Options button.
4. Use the lookup button in the Equipment Type field to assign a type to the piece of equipment.
5. Select OK.
6. Select Save.

Using the Automatic Equipment Add Feature

There are two ways to use SOP to automatically add equipment records to Service Management.

Enter and post an SOP transaction (Transactions > Sales > Sales Trx Entry). The equipment record will be added in Service Management at the location specified in the Ship to Address ID field in the Sales Customer Detail Entry window (Transactions > Sales > Sales Trx Entry > expansion button in Customer ID field). 

- OR -

1. Enter a SOP transaction (Transactions > Sales > Sales Trx Entry).
2. Select the User-Defined button.
3. Assign the SOP transaction to a service call or job.
4. Post the transaction.
   • The equipment record will be added to Service Management at the service call or job location.
   • The transaction posting date becomes the equipment's installation date.
   • The warranty and extended warranty date are calculated from the equipment's installation date.