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Adding, Editing, Deleting & Printing Purchase Service Order in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: Jun 24, 2022 by Subhasree Banerjee (Unlicensed)
6 min read

HO often needs to purchase services like customization of items, outsourcing required products, transportation, electricity etc. to run the whole business smoothly. So a purchase service order is required to buy those services as part of the Standard Operating Procedures (SOP).  This article describes the process of manage of Purchase Service Order in Ginesys Web Application.

HO often needs to purchase services like customization of items, outsourcing required products, transportation, electricity etc. to run the whole business smoothly. So a purchase service order is required to buy those services as part of the Standard Operating Procedures (SOP).  This article describes the process of manage of Purchase Service Order in Ginesys Web Application.


 Add Purchase Service Order

Prerequisites

  1. The users' role must have access to the Add app operation in the Service order feature in Procurement - Operations - Service/Expenses through Roles in Ginesys Web - Admin - Security.
  2. Services master must be created.
  3. Vendor must be created. 

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Orders (if any) will be listed here.
  4. Click on Add button.
  5. Purchase Service Order window will open.
  6. You will get a group of icons at the top right corner of the window.
    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

      1. Expand All: Clicking on this icon, all the sections (General, Service Details, User Defined Fields and Others) will be Expand if they are collapsed.
      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Templates. This option is used to print document reports.
      4. Attachments: You can Upload some required documents from this option like previous communication related to this particular service or a tender document or any other relevant document.
      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 
      6. Open Side Panel: Clicking on this, you will get the details of the current Purchase Service Order as follows:
        1. Document Summary:  In this section you will get the summary of Service Count, Ordered Quantity & Amount, Invoiced Quantity & Amount, Created & Modified by etc. 
        2. Vendor Details: You will get the Selected Vendor Details like Address, Contact Details, Tax Region, GST Details etc.
        3. Vendor Statistic: This section describes the Ledger balance amount, Outstanding Amount, Last Order Date etc. 
  7. You will get five sections - General, Service Details, User Defined Fields and Others.
  8. General:

    1. Owner Site (Mandatory Field): It will be populated automatically as per the connected site. You can change the site from the lookup window. 
    2. Order No.: Order No. will be generated automatically at the time of saving purchase order.
    3. Vendor Name: Select the vendor name from the lookup window. 
    4. Others details like Trade Group, Term, Currency, Exchange Rate, Vendor Ledger, TDS Applicable etc. will be populated as per selected Vendor.
    5. Date: System date will be populated automatically at the time of opening form. You can change the date manually as per your requirement.
  9. Service Details:

    1. Select the Services from the drop down list.

      Duplicate check

      Note: Duplicate selection of service will not be allowed. In case, of violation, the following message will be displayed - 'Duplicate selection of service is not allowed'.


    2. Ledger, Sub Ledger, TDS etc. will be populated.
    3. If you click on the  button left side of the populated Service, you will get a drop down list. 
    4. You will get Delete Record and Service Charge.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Service Charge: The charges applied on the particular service will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile. 
    5. Site Schedule: Site Schedule icon is present in the end of the row of Selected Service. This is mandatory.
      1. Site window will open by clicking on the Site Schedule icon.
      2. Select the Site Name.
      3. Put in the Date Range and Amount.
      4. Click on OK.
      5. After clicking OK button Service Amount will be populated in Service Details Section.
    6. Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.
    7. Charge will be calculated and the final amount after charge application will be populated as Net Amount.

    8. If you click on any applicable charge, Applicable Item Window will open. You can alter the charge factor if you have enabled the proper user profile setting. The applicable charge amount or discount amount will be divided between all the items.  

      Note: Charge will be calculated as per selected Term

  10. User Defined Fields: You can put the User Defined Fields.
  11. Others:

    1. You can put in the remarks in the Remarks field.

  12. Click on the Save button to save the Purchase Service Order. You will get a message - "Order will be authorized after save. Do you want to Authorize?."

  13. If you click on Yes, you will get a message - "Document <Purchase Service Order No.> saved successfully." The document will be authorized at the same time.
 Edit Purchase Service Invoice

Prerequisites

  1. The users' role must have access to the Edit app operation in the Service Order feature in Procurement - Operations - Service/Expenses through Roles in Ginesys Web - Admin - Security.
  2. Purchase Service Order must be created. 
  3. Service Order must not be authorized.
  4. Status should be New.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Order will be listed here.
  4. Select the Purchase Service Order you want to edit.

  5. You can use Filter to search.

    Note: If you select multiple Service Order you will get the Edit option disabled. You cannot edit multiple order at a time.

  6. Go to Action > Edit.
  7. Edit: Purchase Service Order window will open. 
  8. All the details will be populated.
  9. If you want to modify the Vendor, you need to remove the Services. Otherwise you will get a message - "Please remove the service(s) before changing the Vendor.". Others details will be changed as per Vendor changed. 
  10. You can also edit and delete Services.
  11. Click on the Save button to save the modified Purchase Service Order. 

  12. You will get a message - "Document <Purchase Service Order No.> saved successfully."

    • Modification is not allowed for Services which are partially received or cancelled
    • Modification is allowed for Services which are neither received or cancelled.
    • Modification of Site schedule, which is partially received or cancelled, is not allowed
 Delete Purchase Service Order

Prerequisites

  1. The users' role must have access to the Delete app operation in the Service Order feature in Procurement - Operations - Order through Roles in Ginesys Web - Admin - Security.
  2. Purchase Service Order must be created. 
  3. Service Order must be authorized.
  4. User must have privilege of authorization. 
  5. Service Order must not be Cancelled.
  6. Invoice must not be raised.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Order will be listed here.
  4. Select the Purchase Service Order you want to delete.
  5. You can use Filter to search.
  6. Go to Action > Delete. 
  7. You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"
  8. If you click on Yes, you will get a confirmation message "<Purchase Service Order No.>  - Successfully deleted".
 Authorized Purchase Service Order

Prerequisites

  1. The users' role must have access to the Authorized app operation in the Service Order feature in Procurement - Operations - Order through Roles in Ginesys Web - Admin - Security.
  2. Purchase Service Order must be created. 
  3. Service Order must be unauthorized.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Order will be listed here.
  4. Select the Purchase Service Order you want to authorized.
  5. You can use Filter to search.
  6. Go to Action > Authorized. 
  7. You will get a message - "Document(s) once authorized cannot be modified. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message "Order No.<Purchase Service Order No.>  - Authorized Successfully".
 Unauthorized Purchase Service Order

Prerequisites

  1. The users' role must have access to the Unauthorized app operation in the Service Order feature in Procurement - Operations - Order through Roles in Ginesys Web - Admin - Security.
  2. Purchase Service Order must be created. 
  3. Service Order must be authorized.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Order will be listed here.
  4. Select the Purchase Service Order you want to unauthorized.
  5. You can use Filter to search.
  6. Go to Acton > Unauthorized. 
  7. You will get a message - "Selected document(s) will be unauthorized. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message "Order No. <Purchase Service Order No.>  - Unauthorized Successfully".
 Print Purchase Service Order

Prerequisites

  1. The users' role must have access to the Print app operation in the Service Order feature in Procurement - Operations - Order through Roles in Ginesys Web - Admin - Security.
  2. Purchase Service Order must be created. 
  3. Service Order must be authorized.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Procurement > Operations > Order > Service Order.
  2. Purchase Service Order module will open.
  3. All the previously created Service Order will be listed here.
  4. Select the Purchase Service Order you want to print.
  5. You can use Filter to search.
  6. You will get previously created template.
  7. Click on the required template to print.
  8. A new window will open.

  9. Click on the Print to print the Purchase Service Order.

    Note: You can print using Print Preference.