---
title: "Service Order Management System"
space: "Icd tz"
url: "https://support.aakvatech.com/ICD TZ/service- order -management -system"
updated: "2026-07-22"
---

# User Manual for Service Order Management System

## 1. Overview
The **Service Order Management System** in **Frappe ERPNext** facilitates the creation and management of service orders related to container inspections. It ensures seamless service tracking, automated service charge calculations, and efficient billing integration.

## 2. Key Features
- **Automated Service Order Creation:** Links service orders to container inspections and bookings.
- **Service Charge Calculation:** Integrates with storage, transport, and other service charges.
- **Billing and Invoicing:** Automatically generates sales invoices for completed services.
- **Gate Pass Integration:** Links service orders with gate passes for authorized container movements.
- **Role-Based Access Control:** Ensures secure and authorized service order management.

## 3. Pre-Requisites
Before using this module, ensure the following:
- **ERPNext and Frappe Installed** (v13 or later recommended).
- **User Role Permissions Configured** (System Manager, Service Manager, Read-Only User).
- **Containers are Inspected** (Only containers with a completed inspection can have service orders).
- **ICD TZ Settings Configured** (Ensure service-related items are defined in the system settings).

## 4. Step-by-Step Usage
### Step 1: Creating a Service Order
1. Navigate to **Service Order** in ERPNext.
2. Click **New** to create a service order.
3. Select the **Container Inspection** linked to the container.
4. Enter relevant details:
   - *Consignee, Clearing Agent, Container ID, and Destination Details.*
5. Click **Save** to store the service order record.

### Step 2: Adding Service Details
1. In the **Service Details** section, click **Add Row**.
2. Select the **Service Type** (from predefined ICD Services).
3. Enter additional details such as:
   - *Exam Status, Volume of Cargo, Remarks, and Invoice Details.*
4. Click **Save** to store the service details.

### Step 3: Submitting a Service Order
1. Ensure all mandatory fields are filled.
2. Click **Submit** to finalize the service order.
3. The system updates the **Container Status** accordingly.

### Step 4: Generating a Sales Order
1. Open an existing **Service Order**.
2. Click **Make Sales Order** (available only after submission).
3. A new **Sales Order** will be generated with pre-filled details from the service order.

### Step 5: Creating a Gate Pass (If Needed)
1. If a **Gate Pass** is required, navigate to the **Service Order** record.
2. Click **Create Gate Pass** (available only after submission).
3. A new **Gate Pass** will be generated with pre-filled details.

## 5. Troubleshooting (Common Errors and Resolutions)
| Error | Cause | Solution |
|-------|-------|----------|
| *Container Inspection not found* | Missing inspection reference | Ensure the container has a valid inspection before creating a service order |
| *Service Selection Missing* | No service assigned to the order | Ensure that a service is selected under **Service Details** |
| *Submission restricted* | User lacks permissions | Confirm the user has submission rights under system settings |
| *Invalid container status update* | Incorrect status selection | Verify that the **Container Status** is valid before updating |

## 6. User Roles and Permissions
### Roles Available:
- **System Manager:** Full control (create, edit, delete, submit, and manage service orders).
- **Service Manager:** Can create, edit, and submit service orders but cannot delete them.
- **Read-Only Users:** Can view service orders but cannot modify them.

### Permissions Matrix
| Action | System Manager | Service Manager | Read-Only |
|--------|---------------|----------------|-----------|
| Create Service Order | ✅ | ✅ | ❌ |
| Edit Service Order | ✅ | ✅ | ❌ |
| Submit Service Order | ✅ | ✅ | ❌ |
| Delete Service Order | ✅ | ❌ | ❌ |
| View Service Order | ✅ | ✅ | ✅ |

## 7. Key Notes
- Ensure all **required fields** are filled before saving a service order.
- The **search function** enables filtering based on *Container Number, Consignee, and Service Type*.
- Properly link service orders to the relevant **Container Inspection** to maintain accurate records.
- Use the **Service Order Detail** section to track specific service-related activities.
- **Submission workflow** ensures only authorized users can finalize records.

---
This manual serves as a complete guide to managing **Service Orders** in ERPNext. For further assistance, contact the **System Administrator** or refer to **Frappe Documentation**.