# Service Note

#### **Module Location**

#### CRM > Service Note > Service Note

#### **Module Objective**

#### The **Service Recording** module functions as a system to document and manage all service activities provided to customers. This can include repair services, maintenance, or other after-sales services. This module helps track the entire process, from receiving the item from the customer, through the work process, to returning the item after the service is complete.

### **1. Main View (Service Recording List)**

#### The main page of this module displays a list of all Service Recording documents that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/1DWimage.png)

#### **View Explanation**

#### This page is the center for viewing and managing all service records that are ongoing or have been completed.

- #### **Filters**: You can search for a specific service record by **Service Recording Number** or a **Start Date** and **End Date** range.
- #### **Service List**: The table below displays a summary of each service, with columns such as **Service Recording Number**, **Start Date**, **Customer**, **Status**, and **Approval**.

#### **Button Functions**

- #### **New**: The primary button to create a new service record.

### **2. Steps to Record a New Service**

#### The following is the complete workflow for recording a new service.

#### **Step 1: Create a New Service Record**

#### From the Main View, click the **New** button to open the **Add Service Recording** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/6SEimage.png)

#### **Step 2: Fill in General Service Information**

#### Fill in all the general information at the top of the form:

- #### **Official Record Date & Customer**: Select the date and the name of the customer receiving the service. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/Y8qimage.png)
- #### **Complaint Number**: If this service is a follow-up to a recorded complaint, link it with the relevant Complaint Number.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/tVqimage.png)
- #### **Service Fee & Payment Type**: Determine the service fee and select its type, whether it is **Free** or **Service Item Price** (Paid).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/Y9simage.png)   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/vwvimage.png)
- #### **Description must be filled**: Describe in detail the service to be provided or the problem being handled.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/i0vimage.png)

#### **Step 3: Detail the Related Goods/Services**

#### Use the tables in the bottom section to detail the items involved in the service process:

- #### **Goods/Services to be Received**: List the items you receive from the customer to be repaired or serviced. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/kFfimage.png)
- #### **Service Item/Part Code**: Specify the type of service or spare parts used during the service process. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/gVCimage.png)
- #### **Goods/Services to be Sent**: List the items that will be returned to the customer after the service is complete. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/Wz1image.png)

#### **Step 4: Save the Service Record**

#### After all data is filled in, use the buttons in the bottom-left section:

- #### **Save**: To save the service record as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/ToRimage.png)
- #### **Confirm**: To finalize the service record and move it into the next workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/7A9image.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/ry0image.png)

### **Tips & Important Notes**

- #### Use this module to document all after-sales service activities to have a clear history for each customer.
- #### Linking a service record with a **Complaint Number** provides an integrated and easily traceable problem-resolution flow from start to finish.
- #### This module is very important for the **Customer Service team** and the **technical/service team** to ensure all service jobs are recorded and handled properly.