Before a product or service can be fully processed and converted to asset, an action must be selected in Data Capture.
The action informs the behaviour of any new assets created. This is especially important for renewals, upgrades, or anything else that involves an existing asset record, and is much more important for services, as opposed to products.
The classification of your services will likely inform the action you choose.
New
Selecting New will simply create a new asset for the product or service. No existing assets will be affected. This will generally be used for products, and services with a new (or equivalent) classification.
You will not be able to select a Target Asset with this selection, as no existing asset is affected.
Update
Processing a line with the Update action will cause the existing asset selected in the Target Asset to be updated with the values of the new asset.
You may prefer to use this when processing upgrades, renewals etc.
New & Cease
This action triggers two main events:
The creation of a new asset
The ceasing of the asset selected in the Target Asset field
This action is also intended for use with upgrades, renewals etc.
A new asset will be created. The selected target asset will be changed to non-live, and the Cease Date field will be populated.
The date used will be the connection date of the new asset minus one day:
The New & Cease option allows for older asset data to be retained, without the need to manually cease the records.
You can set a default cease reason for assets ceased via this action.
Making actions available
You may need to enable the New & Cease action from Settings - Company Setup - Customisations.
If your organisation is using the New & Cease action, then you may wish to remove the ability to select Update, using the Exclude Update in Data Capture option.
Both of these options are system-wide and will therefore affect all users, so changes should not be made without notifying all affected users.
FAQs
Q. How do I remove a cancelled connection from my mobile renewal order?
If one of the connections in your renewal order has been cancelled directly with the network (e.g. EE), you’ll need to adjust the order:
Reduce the quantity in your renewal order.
If the cancelled number is the last line in Data Capture, it’s straightforward; just remove it.
If it isn’t the last line, simply swap the cancelled number’s details with the last line. Then reduce the quantity by one and check your mappings are still correct.
Q. Do I also need to delete the cancelled number from Assets?
Yes. Once the connection has been removed from the order, you’ll need to tidy up Assets too.
The cancelled number should be ceased or deleted in Assets (whichever makes the most sense for your process).
In most cases, ceasing the asset is the best option.
Q. How do I correct the order owner and quote owner so that the sale shows under the correct person’s name?
If the order or quote is showing under the wrong person:
Open the record.
Update the Order Owner and/or Quote Owner fields to the correct user.
Save your changes.
This ensures the sale is correctly credited to the right person.
Example
Scenario: ORD-0👀7-LAB is a mobile renewal for 10 connections. The customer has cancelled one connection (number 07400000000) directly with O2.
If the cancelled number is the last line, remove it.
Reduce the quantity from 10 to 9, ensuring the mappings are correct.
If not, swap its details with the last line first, then reduce the quantity, ensuring the mappings are correct.
Finally, cease the cancelled number in Assets.