2.13 How can I request a Service through the Work Module?

Updated on Aug 01, 2023

This process describes the steps for creating a request for a New Service through a Work Order.

This process can be done through the Portal or it can be done by your Supply Chain Specialist (SCS) with a manual requisition through the CLIENT if it is during regular office hours.

Please check with your SCS to see which way is preferable.

These directions are how a Technician would put in a Services request through the Work Module.

1. While at the Task level, click on the task you would like to add a part to.

2. Click the Parts Icon and click “+SERVICE” to add a service to the Task.

3. A pop-up box appears.

4. Enter the information:

4.1. Enter a description of the Service being requested (this is required).

4.2. Enter the Supplier information (leaving this blank is acceptable).

Supplier Names will automatically start a drop-down list to choose from as the user types.

4.3. Enter the Quoted Cost (leaving this blank is acceptable).

4.4. Select the Priority (default is 3 - Normal).

4.5. Select the Need by Date (this choice will vary depending on the selected Priority).

The default need by date will always be 7 days out. This will be the closest date option if the users priority selection is 3 - Normal, 4 - Low or 5 - Backlog.

If the users selection is is 1 - Emergency or 2 - Urgent, the user will have the option to change the Need By Date to the current day or a day in the current week.

Below are examples of each priority and what it will look like:

If the priority chosen is 3 - Normal, 4 - Low or 5 - Backlog, the default Need By Date will be 7 days into the future. This date can be kept or a date farther into the future can be chosen.

If the Need by Date is changed from the default to another date, the user must select SET from that date to be entered.

If priority 1 - Emergency or 2 - Urgent are chosen the default, the Need by Date will also be 7 days out from the current date. But with choosing one of these two priorities, the user can also change the Need by Date to the current date or a date during the current week.

If the Need by Date is changed from the default to another date, the user must select SET from that date to be entered.

This can be adjusted up or down. Priorities of 1, 2 or After Hours Emergency Request will be flagged as HOT Requisitions for the Buyer.

4.6. Select the Location (ATS or Customer). If you are unsure, please contact your Supply Chain Specialist.

4.7. Enter any Notes. Enter the reason for the Service, key details, quotes, or any other information.

4.8. Select if this is an After Hours Emergency Request (optional).

If the After Hours Emergency request toggle is switched, the Priority will automatically go to 1 - Emergency and can not be changed unless the toggle is switched back off. The Need by Date will now work the same as shown above with 1 - Emergency or 2 - Urgent where the user can pick a date from the current week.

If this is an After Hours Emergency Request, it is the Site's responsibility to ensure that any supplier they are bringing in has Liability insurance. Please contact your after-hours on-call Buyer to obtain this information. Your site manager can provide you with this number if needed.

4.9. Click SAVE.

5. The Part Need is now visible.

6. If you need to edit the Part Need at this point, the only thing you can change is the Need by Date.

This, of course, will be constrained by the original priority set.

7. The system will put the task on HOLD/Waiting on Materials until the Requisition is created.

It is VERY IMPORTANT that you notify your SCS that a Service request has been entered. If you do not, the requisition will not be generated, as the system is waiting on him/her to perform a step to kick off the requisition.