# External Service _Applications › Warehouse_ ![External Service](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/8601d78367e8917ebc6afe450b635129.png#atloria-annotations=%7B%22annotations%22%3A%5B%7B%22type%22%3A%22box%22%2C%22x%22%3A84.9%2C%22y%22%3A4.86%2C%22w%22%3A3.73%2C%22h%22%3A4.46%2C%22label%22%3A%225%20%20Save%22%7D%2C%7B%22type%22%3A%22box%22%2C%22x%22%3A88.93%2C%22y%22%3A4.86%2C%22w%22%3A7.26%2C%22h%22%3A4.46%2C%22label%22%3A%226%20%20Save%20and%20Close%22%7D%2C%7B%22type%22%3A%22marker%22%2C%22n%22%3A6%2C%22x%22%3A92.56%2C%22y%22%3A7.09%7D%5D%7D) *External Service* ![Save](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/1e640633bfbe531c8daaea6226ad6c52.png) ![Save and Close](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/ec735e068f1ef7273640de8fe89541cb.png) ## Overview 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 1. **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](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/88ea8fdc6ff6a5f0097baddf455277f9.png#atloria-annotations=%7B%22annotations%22%3A%5B%7B%22type%22%3A%22box%22%2C%22x%22%3A84.9%2C%22y%22%3A4.86%2C%22w%22%3A3.73%2C%22h%22%3A4.46%2C%22label%22%3A%225%20%20Save%22%7D%2C%7B%22type%22%3A%22box%22%2C%22x%22%3A88.93%2C%22y%22%3A4.86%2C%22w%22%3A7.26%2C%22h%22%3A4.46%2C%22label%22%3A%226%20%20Save%20and%20Close%22%7D%2C%7B%22type%22%3A%22marker%22%2C%22n%22%3A6%2C%22x%22%3A92.56%2C%22y%22%3A7.09%7D%5D%7D) *External Service* ![Save](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/0079b5392f34248bb63f481deb33f68d.png) ![Save and Close](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/d600c528627746a7d163991ba4458d0f.png) > **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. 2. **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](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/83e1f64dc9d901db84d26b6af412db09.png#atloria-annotations=%7B%22annotations%22%3A%5B%7B%22type%22%3A%22box%22%2C%22x%22%3A84.9%2C%22y%22%3A4.86%2C%22w%22%3A3.73%2C%22h%22%3A4.46%2C%22label%22%3A%225%20%20Save%22%7D%2C%7B%22type%22%3A%22box%22%2C%22x%22%3A88.93%2C%22y%22%3A4.86%2C%22w%22%3A7.26%2C%22h%22%3A4.46%2C%22label%22%3A%226%20%20Save%20and%20Close%22%7D%2C%7B%22type%22%3A%22marker%22%2C%22n%22%3A6%2C%22x%22%3A92.56%2C%22y%22%3A7.09%7D%5D%7D) *External Service* ![Save](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/1e640633bfbe531c8daaea6226ad6c52.png) ![Save and Close](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/ec735e068f1ef7273640de8fe89541cb.png) 3. **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**. 4. **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. 1. In the External Service form, the user selects **Warehouse** as `Main Warehouse` and **PM Responsible** as `Alex Morgan`. 2. The user enters `15 August 2026` in **Ext. service order date**, enters `Calibration` in **Service type**, and records `5 working days` in **Time Frame**. 3. The user identifies the **Sub-supplier** as `Precision Calibration Services` and enters the supplier address in **Sub-supplier adress**. 4. When the equipment leaves the warehouse, the user enters `15 August 2026` in **Transferred on** and records the warehouse employee in **Transferred by**. 5. The user attaches the supplier handover document using **Attach**, then selects **Save**. 6. 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. | ## Related pages - [Delivery Note](doc:warehouse-delivery-note-edit-record) - [Inspection](doc:warehouse-inspection-edit-record) - [Warehouse — Learning Path](doc:workflows-warehouse) - [Warehouse — Overview](doc:warehouse-overview) - [Issue Goods](doc:warehouse-issue-goods-edit-record) - [Awaiting Inspection](doc:warehouse-list-awaiting-inspection-view) - [Awaiting Storage](doc:warehouse-list-awaiting-storage-view) - [Delivery Note](doc:warehouse-list-delivery-note-view) - [External Service](doc:warehouse-list-external-service-view) - [Inspection](doc:warehouse-list-inspection-view) - [Issue Goods](doc:warehouse-list-issue-goods-view) - [Packages](doc:warehouse-list-packages-view) - [Received](doc:warehouse-list-received-view) - [Stock](doc:warehouse-list-stock-view) - [Stock By Products](doc:warehouse-list-stock-by-products-view)