Use the External Service form to record goods or services sent to a sub-supplier and received back through warehouse operations. Warehouse personnel, purchasing officers, and project managers use the form to capture the responsible project manager, service timing, sub-supplier details, and transfer and receipt information. Attach supporting documents when they are available, then save the record for ongoing operational tracking.
Note: Record the transfer and receipt details as they occur so that the service order reflects the current handling stage.
Workflow
Create and describe the external service order.
In the External Service form, complete the order details that identify where the work is performed and who is responsible:
Select the Warehouse handling the order.
Select the PM Responsible person.
Enter the Ext. service order date.
Specify the Service type and Time Frame.
Identify the Sub-supplier and enter the Sub-supplier adress.
Review or enter the applicable Order status.
External Service
SaveSave and Close
Tip: Use a clear service type and time frame so that warehouse and project teams can identify the expected work and timing without reopening supporting documents.
Record the handover to the sub-supplier.
When goods, materials, or service-related items are transferred externally, enter the transfer details:
Enter the transfer date in Transferred on.
Enter the responsible person in Transferred by.
Save the order by selecting Save if you need to continue working on the form. Select Save and Close when the entry is complete and you want to return to the previous view.
External Service
SaveSave and Close
Record receipt after the service is completed.
When the externally serviced items are returned, update the receipt details:
Enter the return date in Received on.
Enter the receiving person in Received by.
Review Order status and save the updated record with Save or Save and Close.
Attach supporting documents when required.
Add related documents, such as a supplier service document or delivery evidence, by selecting Attach. You can also drag a file to the or Drop a file here area. Use Select to choose an available item when the selection window is displayed, then confirm with Ok.
Tip: Attach documents to the external service record when they support the transfer, service work, or receipt of goods.
Examples
A warehouse team sends equipment to a specialist for external calibration.
In the External Service form, the user selects Warehouse as Main Warehouse and PM Responsible as Alex Morgan.
The user enters 15 August 2026 in Ext. service order date, enters Calibration in Service type, and records 5 working days in Time Frame.
The user identifies the Sub-supplier as Precision Calibration Services and enters the supplier address in Sub-supplier adress.
When the equipment leaves the warehouse, the user enters 15 August 2026 in Transferred on and records the warehouse employee in Transferred by.
The user attaches the supplier handover document using Attach, then selects Save.
After the equipment returns, the user enters 21 August 2026 in Received on, records the receiving employee in Received by, reviews Order status, and selects Save and Close.
Tips
Tip: Enter the sub-supplier address with the supplier details so that the external service order contains the destination information needed during handling.
Note: Use Save when information is still being collected. Use Save and Close after recording the available order, transfer, and receipt details.
Warning: Do not record a receipt date or receiving person until the externally serviced items have been received by the warehouse.
Troubleshooting
Symptom
Likely cause
Fix
The external service details are not retained after entry.
The record has not been saved.
Select Save to retain the current information, or select Save and Close to retain it and leave the form.
A supporting document is not linked to the order.
The document has not been attached to the record.
Select Attach or drag the file to or Drop a file here. Use Select and Ok when prompted.
Transfer or receipt information is incomplete.
The relevant handover or return details were not entered.
Update Transferred on, Transferred by, Received on, and Received by as the external service activity progresses, then save the record.
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