KSIDol documentation > KSIDol modules > After-sales service

Module guide: After-sales service

Non-technical user guide: what the module is for, how to use it and how it fits together with Dolibarr.

Module version24.0.1

Dolibarr compatibility18 to 24

Languages provided5 (FR, EN, DE, ES, IT)

DoliStore referenceNo. 2703

1. Module overview

The After-Sales Service (SAV) module turns Dolibarr into a real intake workshop. It lets you track every product entrusted by a customer, from reception to return: opening an SAV file, diagnosis, workshop scheduling, repair, adding photos and documents, customer signature and closing. The goal is to trace every operation with reliable, shared information and to keep a complete history per customer. Alongside the SAV file, the module adds the RAN, a single file per third party (customer or supplier) that groups and links all the elements of one contact.

One SAV file = one customer product + one third party + dated steps (reception, diagnosis, repair, shipment, follow-up).
The module does not modify any Dolibarr core file and relies on its native objects (third parties, products/services, quotations, orders, invoices, interventions, calendar, documents).
From an SAV, you can generate Dolibarr quotations, orders, invoices, interventions and shipments, with automatic status synchronisation.
All actions, photos, documents and signatures remain attached to the file to guarantee traceability.
Interface designed for the workshop and the field (taking photos by phone via QR code, online customer signature, voice dictation of notes).

2. The SAV file (reception slip)

This is the core of the module: every intake of a customer product creates an SAV reception slip, organised into tabs (Reception, Diagnosis, Repair, Shipment, Follow-up, Send Email).

Create an SAV by choosing the customer (third party), the technician and the status; the reception date and time are pre-filled.
Fill in the product details: serial number, brand, model, version, type, warranty, condition and symptoms.
Tick the accessories handed over with the product (torch, cables, case, remote control, charger… customisable lists) and the signatory's name.
Indicate whether a shipment is required (Yes / No).
Add product/service lines or free-text lines; an estimated total is displayed and adjusted after the workshop stage.
Move the status forward: Draft, In progress, Completed; clone an existing SAV, close it with “END SAV – CUSTOMER FILE” or reopen a completed file.

3. Diagnosis, repair and notes

The Diagnosis and Repair tabs let you record the work carried out, with a clear separation between what is visible to the customer and what stays internal to the workshop.

Diagnosis: record findings, the observed fault, the inspection and remarks.
Repair: describe the actions performed and the replaced parts with their quantities.
Distinguish public notes (visible to the customer) from private notes (internal to the workshop), for diagnosis, repair and shipment.
Dictate notes by voice (voice dictation) to save time in the field.

4. The RAN: a single file per third party

The RAN (grouped under the “Repair history” menu) is a third party's single file that centralises all their intakes and acts as the entry point between the customer (or supplier) and the workshop.

A single RAN per third party: the “RAN” button opens or automatically creates the customer's or supplier's file.
RAN tabs: Status history, Stats/Follow-up, Linked elements (clickable links) and Customer equipment fleet.
Every status change (Draft, In progress, Closed) is logged for traceability.
Supplier RANs group the associated “supplier return” SAVs.
Stats/Follow-up highlights at-risk situations: SAV pending for more than 15 days, unpaid invoices, unscheduled SAV, supplier return without a supplier or too old.

5. Equipment fleet and fleet users

The module manages a fleet of equipment attached to each customer, viewable from a dedicated tab on the third-party record.

Record a customer's equipment with identification, purchase/warranty, user and location.
Organise equipment in a parent/child tree to describe a complete assembly.
View the history of SAVs linked to each piece of equipment.
Manage “fleet users”: a person who uses the device, independent of Dolibarr contacts and reusable across several pieces of equipment.
Follow a guided 3-step workflow: equipment fleet, fleet users, then equipment creation.

6. Equipment repository and dictionaries

A repository centralises the brands, models, versions, types and categories used when creating files and equipment.

Create and manage product categories and set their visibility in SAVs.
Manage the Brands / Models dictionaries (with optional engine size/characteristic).
Import a catalogue from a CSV or spreadsheet file (category, brand, model, version, type columns), with a downloadable example file.
Delete or update entries in bulk.

7. Bulk SAV creation

From a customer's fleet, you can generate several SAV files at once, useful for maintenance or inspection campaigns.

“Create bulk SAV” button for the customer's entire fleet.
“Create bulk SAV from selection” button after ticking the desired equipment.
A warning message is displayed if no equipment is selected.

8. Workshop planning and technicians

A visual planning board (calendar) lets you organise operations and book time slots, assigning each file to a technician.

Schedule an SAV by clicking or dragging in the calendar; set a start and end date.
Choose the planning type: Workshop, External intervention or Supplier return.
Assign a technician, with conflict detection and suggestion of the next available slot.
Filter the planning by status, technician or intervention type.
Manage technicians (list, add, activation) and their unavailability/leave (blocks with supporting document).
Optional synchronisation with Google Calendar (one API key and one calendar per technician).

9. Documents and product photos

Each file centralises its attachments and makes it easy to take photos from a smartphone or tablet.

Drop or upload documents (PDF, images, attachments) onto the file.
Take photos of the product by scanning a QR code with a phone, secured by a validation code.
Transfer the captured photos directly into the customer's file.
View, enlarge or delete the photos from the Documents / Photos tab.

10. Customer signature and signature tracking

The module lets you have the customer sign online to attest to the intake or return of the product.

Send a signature page to the customer (link or QR code); the signature is done with the mouse or finger.
Choose who signs (customer or technician) and offer acceptance of the General Terms and Conditions of Sale.
Record each signature with its proof: date, IP address and device type.
View the signature logs and signature tracking per customer (reserved for administrators).
Option to require the signature at the Repair stage before continuing.

11. PDF documents (reception and release slips)

The module provides several PDF templates to produce the slips handed to the customer.

Available templates: “Reception slip”, “SAV – commercial template” and “SAV release”.
Customise the title of the reception slip (e.g. Service order).
Option to hide net amounts and the discount on the PDF (the data remains kept in the file).
Option to display the customer's phone and mobile, and a signature information block.
Preview the PDF in the browser before printing or downloading.

12. Conversion into Dolibarr business documents

An SAV file integrates with Dolibarr's business flow: it can be turned into native documents and linked to an existing purchase invoice.

Create from the SAV a Dolibarr quotation, customer order, invoice, intervention or shipment.
Search for and link a customer's purchase invoice to the SAV (pre-fills the purchase date and the model).
Enable a selector that, on quotations, orders, invoices and interventions, lets you import the product information of an SAV.
Automatically synchronise the SAV status according to Dolibarr events (quotation accepted, order validated, invoice validated).

13. Search, lists and technical documentation

The module adds search and consultation tools to quickly find a file or a piece of information.

Global SAV search by serial number, brand or model.
Dedicated lists: SAVs per customer, products registered per customer, RAN follow-up indicators (KPIs).
Technical documentation directory: save documentation links classified by manufacturer.
Built-in user guide accessible from the module menu.

14. Configuration and adaptation options

The configuration page (reserved for administrators) brings together tabs to adapt the module to your business: General settings, Documents and PDF, Categories, General terms, Extrafields, Google Calendar, Signature tracking, Technical docs, Product fields and Voice dictation.

Default scheduling lead time, Dolibarr product added automatically when creating an SAV, Dolibarr service used to invoice intervention times.
Activation of the SAV import selector and of automatic status synchronisation (quotation / order / invoice).
Hide technicians' internal availability if leave is managed by Dolibarr's native module.
Upload of the General Terms and Conditions of Sale (PDF) offered for signature.
Choice of the complementary fields (extrafields) to display on the records and to inject into the PDFs by document type.
Configuration of voice dictation (free browser Google, Google API or OpenAI) and of the calendar display fallback.
Maintenance tools: repair the database, repair the menus, deduplicate/synchronise/clean the RAN links.

15. Links with Dolibarr

The module does not work in isolation: it integrates with the native building blocks of Dolibarr.

Third parties (customers and suppliers) : Every SAV file, RAN and piece of equipment is attached to a Dolibarr third party. The module adds SAV, RAN, Equipment fleet and Products tabs on the third-party record, and uses suppliers for supplier returns.
Products and services : SAV lines use Dolibarr products/services. A product can be added automatically on creation, and a dedicated service can be used to invoice intervention times (selling price, VAT and customer prices taken from Dolibarr).
Quotations (commercial proposals) : An SAV can be turned into a Dolibarr quotation; accepting or signing a quotation can automatically update the SAV status.
Customer orders : Creation of a customer order from the SAV; validating an order can move the SAV status forward and trigger the links.
Invoices : The SAV lets you link an existing customer purchase invoice (invoice search) and create an invoice from the file; validating an invoice can update the SAV status. Payment and accounting matching is then done through the native Dolibarr invoice.
Interventions (intervention sheets) : When the Interventions module is active, you can create an intervention sheet from the SAV and invoice intervention times via a Dolibarr service.
Shipments : The module can create a Dolibarr shipment from the SAV for the return or dispatch of the product.
Agenda / planning : The workshop planning manages technicians' appointments and can synchronise with Google Calendar (API key and calendar ID per technician).
Documents (EDM / storage) : PDF documents, attachments and photos are stored in the module's Dolibarr data space and remain attached to the file.
Complementary fields (extrafields) and linked elements : The module adds SAV complementary fields that can be shown on records and in the PDFs of invoices, quotations, orders and interventions, and uses the native “Linked elements” mechanism to link the SAV to these documents.
Document templates : The SAV PDF templates are registered among Dolibarr's document templates (type sav) and can be selected as for other objects.