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Vtiger Services

This article will help you understand the services module in detail.
R
Rashmi Kashyap
16 Jan, 2024 - Updated 5 months ago
Table of Contents

Introduction to Services

Services refer to free or paid assistance you offer to your customers. In general, Services are non-stockable items rendered to your customers. Unlike Products, Services do not have bundles.

Services are used while creating Invoices, Sales Orders, Purchase Orders, and Quotes modules. In the Item Details block, by clicking the +Add row button, you can add any number of services.


Feature Availability

One Growth

One Pilot

One Professional

One Enterprise

Feature Availability

Services

The Services module is also available for Sales and Help Desk Professional editions.
 

Benefits

The benefits of using the Services module are:

  • Efficient Service Management: You can manage your benefits from efficient management of service-related activities efficiently, from ticket creation to resolution, ensuring a systematic approach.
  • Tracking SLAs: You can track SLAs, ensuring timely responses and resolutions to customer queries or issues.
  • Enhanced Customer Experience: You can outline terms related to warranties, liabilities, and service level agreements (SLAs), reducing the risk of services not meeting agreed-upon standards.

In this article, you will learn about:

  • Viewing a Service record
  • Creating a Service record
  • Actions in a Service record
 

Key Terminology

Key Term

Definition

Service name

Mandatory field

It displays the name of the service.

Active

It will be enabled if the service is available.

Owner

Mandatory field

It displays the name of the owner of the record.

Price

Specify the price of the service. You can also change your currency here.

VAT(%)

First, you must enable this field and enter the VAT value (in percentage) of your choice that must be implemented in the service sale.

Sales(%)

First, you have to enable this field and enter the Sales value (in percentage) of your choice that must be implemented in the service sale.

Service(%)

First, you have to enable this field and enter the Sales value (in percentage) of your choice that must be implemented in the service's sale.


List View in Services

In Vtiger CRM, you can look at all the services in List View. 
By default, List View is the screen that is visible when you click the Services tab. This view sorts and lists all Services based on the last modified Service.

Columns in List View 

The columns that are visible by default in the List View are :

  • Service Name- Displays the name of the service.
  • Usage Unit- Displays the usage duration of the service.
  • Price- Displays the amount chargeable for the service.
  • Number of Units- Displays the number of units that have to be serviced.
  • Category- Displays the category under which the service is created.
  • Owner-Displays the user to whom the service is assigned.

List Actions

You can perform many quick actions, such as Edit, Delete, Export, Comment, etc., on the Service’s records in the List View.

To learn more about List View actions in Vtiger CRM, click here.

Ways to View a Service

Summary View 

Summary View is the view that appears when you click a particular record displayed in the List View. The Summary View displays all key information for a selected record.
 

 

The Summary View can be divided into four sections. Each section has a particular functionality.

Summary View Actions

 
  • Follow: You can follow any service record to get updates on all the activities performed on that record.
  • Tags: You can add tag names to the record to identify the record easily.
  • Print: You can print the service record or save it as a PDF for future reference.
  • Duplicate: You can duplicate the current record and have all the details reflected in a new record.
  • Delete: You can delete a record by clicking this button.


Activity

This section lists all the activities performed on that particular record. You can also add filters and view specific activities.


More Icon

 

When you click on the More icon on the right-hand top corner of the Summary view, you will see the following:

  • Reach out now- You can get in touch with the contact via Email, Call or SMS at the moment.
  • Add or Link - You can add or link other modules related to the service.
  • Attachment - You can add quotes or documents.


Widgets

 
  • Tasks- All the tasks related to the service are displayed here. You can also add a new task from here by clicking the + button.
  • Events- All the events related to the service are displayed here. You can also add a new event from here by clicking the + button.
  • Analytics- You can view all the metrics related to the service in the form of charts, mini-lists, etc. You can also create new ones here by clicking the + button.
  • Price Books- You can create a new price book or add an existing one. You can also view the details of the related price book here.
  • Organizations- You can create a new organization or add an existing organization to the service. All the related organization details are displayed here.
  • Contact- You can create a new contact or add an existing contact to the service. All the related contact details are displayed here.
  • Deals- You can create a new deal or add an existing deal to the service. All the related deal details are displayed here.
  • Documents- You can create a new document or add an existing document to the service. All the related document details are displayed here.
  • Issues- You can create a new case or add an existing case to the service. All the related case details are displayed here.
  • WhatsApp- You can send WhatsApp messages to the user. All WhatsApp conversations with the user are displayed here.


Creating a Service

Listed below are the ways from which you can create a service. 

  1. From the Services - List View
  2. From Quick Create


From Services’ List View

You can use the +Add Service button to create a new service. You can find it in the top right corner of the Services’ List View.

Follow these steps to create a service:

  1.  Log in to the CRM.
  2. Click the Main Menu.
 
  1. Go to Inventory.
  2. Go to Catalog > Services. The Services List View opens.
 
  1. Click +Add Service.
 
  1. Fill in all the necessary details.
  2. Click Save to create the service. Click View full form to enter more details. 


From Quick Create

Services can also be created by clicking the + button present on the right-hand top corner of the screen.

Follow these steps to create a service using Quick Create:

  1. Log in to the CRM.
 
  1. Click the + (plus) icon displayed on the top right side of your screen.
  2. Type Service in the search bar.
  3. Select Service from Inventory. The Add Service window opens.
 
  1. Enter all the mandatory details.
  2. Click Save. Click View full form to enter more details.
  3. Click Cancel to discard all the information you entered.

To learn more about Quick Create, click here.

Using Services in other modules

Services are used while creating Invoices, Sales Orders, Purchase Orders, and Quotes modules. In the Item Details block, you can add any number of services by clicking the +Add row Products or Services Rows.


Actions Possible on a Service

You can perform the following actions on a service: 

  1. Add or Link other Modules to a Service Record
  2. Attach Quotes and Documents to a Service Record


Adding or Linking other Modules to a Service Record

You can add new records for Tickets, Purchase Orders, Sales Orders, Invoices, Price Books, Leads, and so on by creating a new record. You can also link the above-mentioned existing records from other modules.

 


Attaching Quotes and Documents to a Service record

You can attach Quotes or Documents to a Service record by creating a new one or choosing from existing Quotes or documents.

Follow these steps to attach Quotes:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to the Inventory tab.
  4. Select the Services module.
  5. Open any service record.
 
  1. Click More
  2. Select Quotes under Attachment. A Creating Quote window opens.
  1. Enter all relevant information in each of these sections.
  2. Click Save.

Follow these steps to attach Documents:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to the Inventory tab.
  4. Select the Services module.
  5. Open any service record.
 
  1. Click More
  2. Select documents under Attachment. A ‘What do you want to do?’ window opens.
 
 
  1. Enter or select the following information:
    1. Select Documents. A Document window opens. To add an existing document, follow the below steps:
      1. Hover over a record in the list of all existing documents to display the radio buttons.
      2. Click the radio button on the left side of the record to select the record.
      3. Click Add on the top right corner of the window
    2. Create Documents. An Untitled doc window opens.
      1. Fill in all the necessary details.
      2. Click Save.

The linked document will be seen in the Documents widget in the Summary View of the services’ record.


Duplicating a Service

You can create a new service by duplicating information from an existing service.

Follow these steps to duplicate a service record:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select the Services module.
  5. Open any service record.
 
  1. Click More.
  2. Click the Duplicate icon. The Duplicating Service with the same record name opens.
 
  1. Enter the details in each of these sections.
  2. Click Save.

A new service record will be created.


Generate Related Documents

Generating a Purchase Order

A Purchase order (PO) is the first official offer issued by a customer to the company’s sales team indicating types, quantities, and agreed prices for services or services.

Follow these steps to generate a PO:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select the Services module.
  5. Open any service record.
 
  1. Click More.
  2. Go to the Add or Link section.
  3. Click Purchase Orders. A Creating Purchase Order window opens.
 
  1. Enter the new details in each of these sections.
  2. Click Save.

The linked PO will be seen in the Sales Ops widget in the Summary View of the services’ record.


Generating a Sales Order

The company’s sales team issues the Sales Order (SO) to the customer. You can generate a sales order for services. Vtiger CRM allows you to generate Sales orders from within the Service record.

Follow these steps to generate a SO:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Open any service record.
 
  1. Click the More icon on the top right corner of the Summary View.
  2. Go to the Add or Link section.
  3. Select Sales Orders. A Creating Sales Order window opens.
 
  1. Enter all the necessary details in each of these sections.
  2. Click Save.

The linked SO will be seen in the Sales Ops widget in the Summary View of the services’ record.


Generating an Invoice

An Invoice or a Bill is a non-negotiable itemized statement issued for the services or services rendered to the customer. 

Follow these steps to generate an invoice:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Open any service record. The Summary view of the record opens.
 
  1. Click the More icon in the Summary View.
  2. Go to the Add or Link section.
  3. Select Invoices.
 
  1. Enter all the necessary details in each of these sections.
  2. Click Save.

The linked invoice will be seen in the Sales Ops widget in the Summary View of the services’ record.


Generating a Price Book

Price Books allows you to define different prices for service prices. The items' prices can sometimes vary depending on the customers' needs.

Follow these steps to generate a price book:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Open any service record.
 
  1. Click the More icon on the top right corner of the Summary View.
  2. Go to the Add or Link section.
  3. Select Price Books. A 'What do you want to do?' window opens.
 
 
 
 
  1. Enter or select the following information:
    1. Select Price Books - To add an existing Price Book
      1. Hover over a record in the list of all existing price books to display the radio buttons.
      2. Click the radio button on the left side of the record to select the record.
      3. Click Add on the top right corner of the window.
    2. Create Price Books - If you want to add a new price book, select this option.
      1. Fill in all the necessary details.
      2. Click Save.

The linked price book will be seen in the Price Books widget in the Summary View of the services’ record.


Generating an Organization

An organization represents a company you are doing business with. It could have multiple employees and sell multiple services or services.

Follow these steps to generate an organization:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Open any service record.
 
  1. Click More icon on the top right corner of the Summary View.
  2. Go to the Add or Link section.
  3. Select Organizations.
 
  1. Enter or select the following information:
    1. Select an organization from the list of all available organizations.
    2. Click Add.

The linked organization will be seen in the Organizations widget in the Summary View of the services’ record.


Generating a Contact

A contact is a person that you are doing business with, likely a prospect or a customer. Contact can be acting in an individual capacity (if your business sells to consumers) or representing a business. 

Follow these steps to generate a contact:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Open any service record.
 
  1. Click More icon in the Summary View.
  2. Go to the Add or Link section.
  3. Select Contacts. The Contacts window opens.
 
  1. Select a contact from the list of all available contacts.
  2. Click Add.

The linked contact will be seen in the Person widget in the Summary View of the services’ record.


Generating a Subscription

The Subscriptions module in Vtiger CRM automates invoice generation and payment processing for subscription-based services.

Follow these steps to generate a subscription:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Products.
  5. Open any product record.
 
  1. Click More icon on the top right corner of the Summary View.
  2. Go to the Add or Link section.
  3. Select Subscriptions. Creating Subscription window opens.
 
  1. Enter all the necessary details in each of these sections.
  2. Click Save.

The newly created subscription will be available in the Sales Ops widget of the Summary view in the services’ record.


Exporting a Service Record

Follow these steps to export a service:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Go to Inventory.
  4. Select Services.
  5. Hover over any service record to display the radio button on the left side.
 
  1. Click the radio button.
  2. Click the Export icon.
 
  1. Select any one of the following options:
    1. Export Selected Records- This option will export only the selected record.
    2. Export records on the current page- This option will export the records to the current page.
    3. Export all the records- This option will export all the data in all the pages of the SO module.
    4. Choose currency (for Line items)
  2. Click Export.

The exported record will be saved on your local system.

Note: You can also print a record directly from the List View. To learn more about List View, click here.


References

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