The material entry for a customer order (service order) in ems Web takes place via the “Material” tab.
The material can be recorded in various ways:
- via the search in the article catalog
- via the selection of favorites
- via direct material input
- on the triggering of purchase orders for the order
Catalog search
The items can be selected via the search in the catalog of already created items. To do this, click on “Search” in the menu bar, enter the first letters of the item in the search field, select the required items and click on “Accept”. “Plus” is used to accept an item without specifying the quantity: only one piece of this item is entered, the quantity must be changed later.
Articles are created and managed via Merchandise management → Article management. You can find out more here: ems article management | ems – Help Center
Favorites
If you have added certain items that you use particularly often to your favorites, you can also select the items from your favorites. To do this, click on the “Favorites” icon in the menu bar, enter the required number and finish with “Apply”.
How to store article favorites is described here: Article favorites | ems – Help Center
Record material directly
Material can also be entered directly. This is primarily intended for material that is not in the article master (there is no created article). Accordingly, there is no invoicing for such articles, but the price must be set manually during invoicing. Evaluations etc. are also not possible.
For direct material entry, the fields article number (for articles from the article master), article description, possibly a comment on the article, quantity with unit of measurement (entered manually), purchase and sales prices must be completed.
When entering a material not from the article master, the message “The article with the EMS code was not found” appears and the article is assigned article number 100.
Place an order
If the required item is not in stock, it can be ordered as part of the order. To do this, click on “Order” in the menu bar, find the required supplier using the search function, fill in the necessary fields (such as delivery date, account assignments of the supplier order) and click on Save.
The articles to be ordered can then be selected in the Articles tab (article search and entry as in the order).
The supplier’s article reference number is entered in the “Supplier no.” field.
A separate document is created for each order.
Orders can be viewed via the Settlement tab of the customer order or via the Supplier orders module (Version X3: Asset management → Goods logistics → Supplier orders).
Article text
The article text can be changed directly in the order and in the document, provided it does not originate from an article in the master data. The catalog item texts are highlighted in grey and cannot be edited.
It is possible to edit the article text and the comment without any problems as long as the order or the material document has not yet been completed.
Comments / remarks on articles
For each material, however it is recorded, a comment can be added to the item in addition to the item text. This can contain item properties or other information. The remarks are also displayed in vouchers.
Receipts (material certificate / order)
If the items are selected from the catalog or entered directly, a document (material slip) is created automatically. All other items in the same order are added to this material slip.
The documents (material bills and orders) can be viewed and changed in the “Accounting” tab and in the “Supplier orders” module (version X3: Asset management → Goods logistics → Supplier orders), provided they are not closed (closed documents have a green tick after the code).
To complete a material slip, press the completion symbol to the right of the pencil symbol.
A purchase order is completed when an accounts payable document is posted to the purchase order: “Accounts payable” module → New → Link the original purchase order number in the “Account assignment” tab.
All changes in documents (article text and comments, quantity) must be confirmed with Save, otherwise they will not be saved!