---
title: How to Manage and Track a Service Order
description: This article will help you learn how to perform actions with the created document, as well as how to track statuses and use the Revision History function.
---

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2. [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en)
3. [Service Orders](https://help.precoro.com/how-to-use-precoro?hsLang=en#service-orders)

# How to Manage and Track a Service Order

## Learn how to perform actions with the created Service Order, as well as how to track statuses and use the Revision History function.

#### TABLE OF CONTENTS

- [How to Edit a Service Order](https://help.precoro.com/how-to-manage-a-service-order#How-to-Edit)
- [How to Approve a Service Order](https://help.precoro.com/how-to-manage-a-service-order#How-to-Approve)
- [How to Repeat a Service Order](https://help.precoro.com/how-to-manage-a-service-order#Repeat)
- [How to Create Recurring Service Orders](https://help.precoro.com/how-to-manage-a-service-order#Create-Recurring)
- [How to Manually Complete a Service Order](https://help.precoro.com/how-to-manage-a-service-order#Manually-Complete)
- [How to Cancel a Service Order](https://help.precoro.com/how-to-manage-a-service-order#How-to-Cancel)
- [How to Track a Service Order](https://help.precoro.com/how-to-manage-a-service-order#How-to-Track)
  
    - [Service Order Statuses and Filters](https://help.precoro.com/how-to-manage-a-service-order#Service-Order-Statuses-and-Filters)
    - [Revision History in Service Orders](https://help.precoro.com/how-to-manage-a-service-order#Revision-History-in-Service-Orders)

### How to Edit a Service Order

To edit the already created document, follow these steps:

- To change the **Document Fields**, click the **Edit Service Order** button on the right action panel.

**💡 Please note:** You can **Edit Service Order** on the following statuses: **Draft**, **In** **Revision**, **Pending**, and **Approved**.

 If there are **Document Fields** blocked for editing, it means you do not have the needed accesses. You can contact your company’s administrator to adjust your access if necessary.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/134316983614" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="134316983614" data-hsv-style="" data-hsv-width="688" data-hsv-height="396" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

- To enter changes for the **Items**, click the **Revise** button on the right action panel, and the document will change the current status to the **In Revision**.

After you have entered all the necessary changes, you have two options. Either **Confirm** without activating the re-approval or **Confirm and Restart Approval** manually.

**💡 Please note:** You can **Revise** on the following statuses: **In** **Revision,** **Pending**, and **Approved**.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/134316979369" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="134316979369" data-hsv-style="" data-hsv-width="688" data-hsv-height="396" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

Learn how to add and edit Budget in a Service Order by following [the link](https://help.precoro.com/how-to-work-with-budgets-and-total-amounts-in-service-orders?hsLang=en) to a corresponding article.

### How to Approve a Service Order

The Service Order document is based on the Purchase Order, and the approval process works similarly for both.

**💡 Please note:** You can find useful information relatable to Service Order document approval [here](https://help.precoro.com/how-to-approve-a-purchase-order?hsLang=en).

### How to Repeat a Service Order

Use the repeat Service Order option, which will save you lots of time if you regularly re-order the same services. This function will fill out all the fields and add the exact items from the original document.

**💡 Please note:** You can repeat Orders with **Pending or Approved** statuses.

To repeat an Order, follow these steps:

1\. Open the document you want to **Repeat** and click thecorresponding button on the right action panel. 

![](https://help.precoro.com/hs-fs/hubfs/Monosnap%20Service%20Order%20%2331%202023-10-23%2015-24-28-png.png?width=670&height=255&name=Monosnap%20Service%20Order%20%2331%202023-10-23%2015-24-28-png.png)

2\. You will be redirected to the Repeat Document page, where you can see the automatically field-out information from the original SO. You can also make edits to this information.

Check whether the entered information is correct and proceed to **Create** the new document.

3\. The document will be created on the **Draft** status and then you can work with it as usual.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/144705702253" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="144705702253" data-hsv-style="" data-hsv-width="688" data-hsv-height="393" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Create Recurring Service Orders

Many subscription services are annual or quarterly, and the **recurring** functionality can effectively assist you in building a more automated process that will require a minimum of your time. The recurring Orders will also be recorded in your selected Budget, allowing you to forecast the spending pipeline.

To create recurring documents in Precoro, please make sure you have switched on the corresponding setting in the **Configuration → Basic Settings → Document Setup → General Settings → Recurring Documents**.

[![](https://help.precoro.com/hs-fs/hubfs/Monosnap%20Basic%20Settings%202024-02-22%2018-28-14-png.png?width=670&height=1278&name=Monosnap%20Basic%20Settings%202024-02-22%2018-28-14-png.png)](https://help.precoro.com/hubfs/Monosnap%20Basic%20Settings%202024-02-22%2018-28-14-png.png?hsLang=en)

**💡 Please note:** You cannot make the SO recurringif the Service Order document has an **active Budget Breakdown**. You will not see the Make Recurring option displayed on the action panel.

Also, you will not be able to create a recurring Invoice for the SO if that Invoice has a related Purchase Order.

To make a recurring document, follow these steps:

1\. Open the SO you want to make recurring and press the **Make** **Recurring** button on the right action panel.

2\. Select the **Validity** **Period** and the **Repeat** frequency.

3\. Select the **Budgets** for future recurring documents. You can use the **Apply to All** action button to automatically select the chosen Budget for all the periods instead of manually entering them.

Depending on the date you set when creating a Recurring Service Order, Precoro will create a new Service Order automatically and send it for approval.

**💡 Please note:** The new recurring documents will be created automatically with all the exact data from the original. If you had an Approval Workflow in place, the recurring documents would automatically undergo the same Approval Workflow.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/158007131400" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="158007131400" data-hsv-style="" data-hsv-width="688" data-hsv-height="390" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

If you have chosen a budget for a specific Recurring Service Order, Precoro will **Reserve** the budget amount depending on the Total of your Service Orders.

![](https://help.precoro.com/hs-fs/hubfs/Monosnap%20IT%20budget%202022%202024-02-22%2018-41-37-png.png?width=648&height=793&name=Monosnap%20IT%20budget%202022%202024-02-22%2018-41-37-png.png)

### How to Manually Complete a Service Order

You can manually Complete the created Service Order by pressing the **Mark as completed** button on the right action panel.

To complete the Order, ensure the document status is **Approved** and that your Received amount corresponds to the Invoiced amount. So you have either Paid, Prepaid, Partially Paid, Received, or Partly Received the items in the document.

If your document contains services that cannot be received, the Receipt status is irrelevant and will not block your manual completion.

Also, if your document only contains services that cannot be received, the document will automatically obtain the Received status.

![](https://help.precoro.com/hubfs/Monosnap%20Service%20Order%20%2325%202023-10-04%2018-19-44-png.png)

### How to Cancel a Service Order

If you need to **Cancel** a document:

1\. Open the needed document and press the **Cancel** button on the right action panel.

**💡 Please note:** You can **Cancel** on the following statuses: **In** **Revision,** **Pending**, and **Approved**.

2\. Enter the reason for cancellation and proceed. 

3\. The Order will gain **Cancelled** status, and in the document body, you will see the person’s email who made the cancellation.

 You can still use the **Revision History** function after cancellation to track what modifications were made.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/134321551439" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="134321551439" data-hsv-style="" data-hsv-width="688" data-hsv-height="396" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Track a Service Order

Precoro will help you quickly find the necessary documents and changes in those documents using the functionalities described below.

#### Service Order Statuses and Filters

The Service Order documents have the same set of statuses and filters as the Purchase Order.

**💡 Please note:** Find useful information relatable to Service Order document statuses and filters [here](https://help.precoro.com/how-to-track-a-purchase-order?hsLang=en).

#### Revision History in Service Orders

Track all the changes in the document using the **Revision History** function. To view the changes in Service Orders, follow these steps:

1\. Select and open the Order for which you want to see the history.  
2\. Press the **Revision History** button on the right action panel.  
3\. Select the two Revisions and press **Compare Revisions**. 

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/134324761993" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="134324761993" data-hsv-style="" data-hsv-width="688" data-hsv-height="396" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

 

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