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  • Tash

Field Service Setting - Purchase, Inventory & Other

Updated: May 13, 2018

Final elements of the Field Service Setting setup are around Purchase, Inventory and enabling other features.

Field Service Setting - Purchase, Inventory and Other

1. Purchase Order Prefix & 2. Purchase Order Starting Number

Control the unique numbering prefix and start sequence number for Purchase Order entity.


3. Purchase Order Approval Required

Changing this field from Yes or No has no impact on the Business Process Flow for Purchase Order, which is what I originally thought it would do.

PO Business Process Flow

Instead it controls if the user can change the Purchase Order System Status to Submit. If this field equals Yes, you cannot change the system status to Submit until Approval Status = Approved. If it is set to No, approval is not required.

Purchase Order Approval

4. Use of Products Out of Stock

This is an important field.

Use of Products Out of Stock

This check runs on change of a Work Order Product Line from Estimated to Used.

Work Order Product

In the image above, the Work Order Product has estimated 3 Carpet Cleaning Solutions will be required from Truck 1. The following screen shot shows Truck 1 Product Inventory before changing the Line status to Used.

Warehouse Product Inventory

If your business carefully monitors Warehouse/Van stock used by Field Technicians, this status should be Restrict. This will prevent a user from indicating a work order product as changing to used if it is not available in the associated Warehouse the work order product relates to.

Restrict message

If this field is set to confirm, a user will only be displayed with a prompt.

Confirm message

The same messages will appear if executing the change from estimated to used on the mobile (Field Service App or Resco) or web client.

5. Inventory Transfer Prefix & 6. Inventory Transfer Starting Number

Control the unique numbering prefix and start sequence number for Inventory Transfer entity.

Inventory Transfer

7. Inventory Adjustment Prefix & 8. Inventory Adjustment Starting Number

Control the unique numbering prefix and start sequence number for Inventory Adjustment entity.

Inventory Adjustment

9. Entity Number Length

For all the entities where prefix and starting number have been entered in this setting record, this field controls how many digits there will be in the entity numbers. For example, if you enter 5, the first work order number would be 00001.


11. Auto geo code addresses

This setting turns on automatic assignment of appropriate latitude and longitude values based on the account's address. I would only turn this off if I had another solution working out the Lat and Long of an Account or if I was plotting my work order locations by Asset location rather than Account. If a Work Order does not have a Lat and Long location, travel time cannot be calculated.


12. Auto Allocate Estimated Products

I did not know this setting existed when I first started demonstrating FieldOne/Field Service and it took me forever to work out why sometimes Warehouse stock was allocated immediately and other times it wasn't. Anyway, it turned out to be pretty obvious!

Auto Allocate Estimated Products = No. On creation of a work order and allocation of the work order products from the incident type, the work order product Allocated field will equal No.

Work Order Product Allocated = No

This checkbox equaling No means that nothing has changed against Truck 1 inventory, even though a job is scheduled to occur that is estimated to require this product.

Warehouse Product Inventory

Whereas, if Auto Allocation = Yes ...

Work Order Product Allocated = Yes

... the Warehouse product inventory will be updated to reduce the quantity available to quantity allocated.

Warehouse Product Inventory - Quantity Allocated

The use of this functionality really depends on whether your business is able to accurately track warehouse stock and identify stock required for an incident type. Most businesses I have dealt with are not able to clearly define for all work orders if the allocation of product should be tracked. In this scenario, this setting is turned off and the selection of Allocation to Yes is typically controlled through a workflow driven by incident type or the product the work order product relates to.

14. Enable Legacy Schedule Assistant

Since the acquisition of FieldOne by Microsoft, the Schedule Board has had a major face-lift. For legacy customers, they are able to continue to run the FieldOne style schedule board if this setting is turned to Yes. For new customers, I would not recommend this.

15. Product Cost Order

Select the order for product cost. Options are current/standard or standard/current.


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