IFS for Service Industry

As an IFS partner and official reseller, Enterprise Software Solutions Inc. (ESS) is a one-stop shop for IFS licensing, end-to-end implementation, custom development and post-implementation support for IFS for the Service Industry.

The ESS ERP implementation process is client-focused to reduce ERP implementation risks, starting with an in-depth discovery process. We get to know your business operations from the inside out and the ground up. We examine your existing processes and workflows to ensure our ERP solutions experts understand your business operations and needs.

Our expert ERP implementation team meets with your teams and reviews your existing systems to map your data and determine which IFS modules suit your needs taking the guesswork out of the selection process.

Through our discovery process, we build models of your processes and confirm our understanding of your needs. Then we provide recommendations for implementation and customizations that make the IFS Service platform fit the variables in your specific business.

Our implementation process maps existing data with the selected IFS modules and ensures data accuracy and accessibility. Our expert developers will customize the IFS platform where needed to ensure alignment with your processes and provide ongoing support to ensure your investment works for you and your business.

We provide integration with third-party platforms through APIs to ensure smooth data transfer and efficient operations for human resources, facility management, mobile, and procurement.

Review the standard IFS Cloud workflows below. ESS starts with these built-in workflows in IFS Cloud and determines the best implementation strategy to meet your business needs.

IFS Cloud Quotation Workflow

A request for quotation is received from a third party in person, via call or email. The information is entered into the ERP system, generating a quotation request routed seamlessly to the appropriate team. The quote is created utilizing inputs for location, department and cost type., and emailed to the customer for approval.

If the customer rejects the request, the quotation is sent back to the appropriate team for revisions and then re-submitted to the customer for approval. If the customer approves the request, a customer order (CO) for sales or a work order (WO) for service is created.

ESS can customize this workflow to match your internal processes and ensure business success.

IFS Cloud Sales Cycle Workflow

When a quotation is approved, the system creates a Customer Order (CO) based on the order type, priority, product types, parts needed, and shipment type. Technical updates, status, and timesheets are applied to shipment, installation, and delivery schedules. A customer order invoice for accounts receivable (AR) is generated and a message is sent to the Finance Module to update the account.

Use the IFS finance module or let ESS establish an API connection between IFS and your existing financial software.

IFS Cloud Purchase Order Cycle Workflow

In IFS Cloud, when a request for materials or a purchase requisition are entered, the system checks inventory to determine whether the materials needed are available internally or whether they must be ordered from a supplier. If it's an external supplier, the system is set up to receive a supplier quotation and convert it to a purchase order (PO) once approved.

A requisition to order or a maintenance purchase requisition is created for an internal supplier. A PO is created, including delivery terms, payment terms, and shipping via codes. Arriving materials are registered, and a purchase receipt is generated. Then a vendor invoice is created (accounts payable).

IFS Cloud Project System Workflow

The built-in project management workflow connects to the finance and purchase order modules. Create a project in the IFS Cloud Project Management module with inputs including project definition, project group, report code and report code group. Define the project scope and schedule, revenue, materials and services, project monitoring, create finance project and execute sales and service contract. If this is a sales project, the system creates a customer order and shipment ticket and pushes the project to the finance cycle, where processes are followed to bill the client. When payments are completed and confirmed in IFS, the project is closed. If payment is not received, a notification is sent to the finance module and triggers follow-up steps until payment is applied and the project can be closed. If this is a service project, the next step in the workflow is determining if materials must be purchased. If the materials are on hand, the process continues with a push to the finance module for billing and payment confirmation. When payments are completed and confirmed in IFS, the project is closed. If payment is not received, a notification is sent to the finance module and triggers follow-up steps until payment is applied and the project can be closed. If this is a service project and the materials are not on hand, the project triggers the purchase order cycle, which must be completed before the project triggers the finance module for the billing process. When payments are completed and confirmed in IFS, the project is closed. If payment is not received, a notification is sent to the finance module and triggers follow-up steps until payment is applied and the project can be closed.

IFS Cloud Finance Workflow

Purchase Orders

The process begins when a materials purchase for a work order is entered. The supplier invoice is entered for payment manually and coded for supplier type. The supplier invoice is compared to the existing purchase order to see if they match. If not, an action is triggered to go back to the entry process and confirm with the supplier before proceeding.

If the PO receipt is the same as the supplier invoice, the budget line is updated and applicable surcharges are applied. The final accounts payable/final invoice are generated based on tax code and voucher type and posted to the general ledger (GL). Once payment is confirmed, the finance project is closed.

IFS Cloud Finance Workflow
Sales (Customer Orders)

The standard Finance for Sales workflow is triggered when a customer order invoice is generated. With input for use tax and sales tax, a voucher type is determined and an entry is made into the general ledger (GL) and a voucher for payment is created. The payment order is sent to the customer based on the account type. Once confirmation of payment is entered, the CO is closed. This workflow serves as a starting point for the ESS team in your implementation process.

IFS Cloud Service Request Cycle Workflow

A service request is received and entered into the IFS Cloud system, which triggers the creation of a work order. The work order is updated with the customer, object, site, work type, organization, and maintenance needed. Once this information is completed, a work task is created based on the project group and revenue type. The work task is then assigned to a subcontractor or dispatch, where a supplier (internal or external) is determined and a technician is assigned.

If additional materials are not required, the purchase order workflow is triggered and the information is pushed to the purchase order cycle. If materials are required, the workflow pauses until it's confirmed that materials are received and available. Once these two paths are complete, the installation or service is completed and the CO cycle is triggered and the work order or service request is closed.

Our expert software implementation team matches your processes to IFS' existing workflows, modifies the processes to fit your existing systems, and maps your data to the fields in IFS, ensuring no data loss and a smooth transition to upgraded platforms that make your business more efficient and productive.