Claas Service Office Pro (SOFF)

This feature is currently in beta.

Use the Claas Service Office Pro (SOFF) screen to configure work order integration between Claas and IntelliDealer. The interface exchanges transactional data that links work order management, time, and attendance processes. Work orders may be created in IntelliDealer or in SOFF.

To open this screen, navigate to Configuration > Interfaces > Claas > Service Office.

If this feature is enabled, the Customer - Work Order Header tab sets the Service Call field to SOFF by default for integrated work orders. Change the selection to No when you do not want to send a work order to SOFF.

Topics in this section are:

See also:

Overview

  • IntelliDealer remains the system of record for work orders, inventory, billing, and final closure.

  • Claas Service Office Pro (SOFF) is the working tool for technician scheduling, execution, parts requests, and technician-entered job documentation.

  • Work orders sync both ways. IntelliDealer sends work orders to SOFF, and SOFF sends work orders to IntelliDealer. Each system sends updates back when changes are made.

  • Technician time syncs inbound from SOFF only. Time is captured in SOFF and posted into IntelliDealer.

  • Final invoicing and Closed status stay in IntelliDealer.

Create and control the financial work in IntelliDealer; execute and document technician activity in Service Office Pro.

One IntelliDealer work order maps to one SOFF work order. Each IntelliDealer segment maps to a SOFF task.

Prerequisites

Complete this setup before you use SOFF in daily work:

Note:  If mappings are incomplete, inbound updates fail and land in error instead of updating the work order. The most common problem areas are technician mapping, customer identifiers, location activation, and part matching.

Credentials tab

Use the Credentials tab to authorize the connection between IntelliDealer and Claas SOFF. The values entered here are provided by Claas during onboarding.

The fields on the Credentials tab are:

Field Description
Client Id The client identifier provided by Claas for the SOFF integration.
Client Secret The client secret paired with the Client Id. The value is masked on entry.
APIKey The API key provided by Claas to authenticate calls to the SOFF interface.
APISecret The API secret paired with the API key. The value is masked on entry.
Queue Name The name of the Claas event mesh queue that the dealer subscribes to for SOFF work order messages.
IntelliDealer Username To receive notifications The IntelliDealer user ID that receives notifications generated by the SOFF interface (for example, processing errors). The user must already exist in IntelliDealer.

Click Save to store the credentials. All fields are required. Save credentials before you complete other SOFF configuration or start daily use. Authentication or validation failures appear on the Logs tab and block sync until the credentials are corrected.

Default Configuration tab

Use the Default Configuration tab to define, by location, the default values that the SOFF interface uses when it creates work orders in IntelliDealer. Each row represents a single location (company / division / location) and controls whether SOFF work orders are accepted for that location.

The grid lists each configured location along with its activation status and the default values currently saved. Click a row to edit its defaults, or click Create to add a row for another location.

The columns on the Default Configuration grid are:

Column Description
Location The location key in the format company/division/location (for example, 01/01/01).
Status Indicates whether the location is Active for SOFF work order processing or Deactivated. Only active locations send work orders to Claas SOFF.
Default Technician ID The IntelliDealer technician number used when a SOFF work order does not specify a technician.
Default Salesperson Code The default salesperson code applied to SOFF-created work orders.
Default Customer Number The default IntelliDealer customer number used when a SOFF work order cannot be matched to an existing customer.
Default Work Type ID The default IntelliDealer work order type used when a SOFF work order does not specify one. Limited to two characters.
Default Equipment Make The default equipment make code applied when SOFF does not return a make for the unit. Limited to two characters.
Default Work Order reason The default work order reason code used when SOFF does not provide one. Limited to five characters.

To create or edit a row, fill in these fields:

  • Location—when creating a row, select the company/division/location from the drop-down. When editing an existing row, the location is read-only.

  • Active—select to enable SOFF work order processing for the location. See Activating a location for the prerequisites that must be met before activation succeeds.

  • Default Technician ID, Default Salesperson Code, Default Customer Number, Default Work Type ID, Default Equipment Make, and Default Work Order reason—the default values described in the column table above. All defaults are required.

Click Save to store the row. Click Delete to remove the configuration for that location.

Activating a location

The Activate Selected and Deactivate Selected buttons on the listing apply to the rows selected with the row checkboxes. Only locations on the activate list send work orders to Claas SOFF (when the work order's Service Call value is Claas SOFF).

A location can be activated only after these prerequisites are met:

  • SOFF mapping defaults exist for that location, including a default technician and a default work order type.

  • A matching technician mapping exists at that location for the default technician employee number.

  • A matching work order type mapping exists at that location for the default work order type.

  • If a default equipment make is set, a brand mapping for that make must exist in the division.

Hover the location key when a row cannot be selected to view the specific reason activation is blocked.

Technician Mapping tab

Use the Technician Mapping tab to map each IntelliDealer technician number to the corresponding Claas technician identifier so that time and attendance entries from SOFF post to the correct IntelliDealer technician.

The grid lists the technician mappings already saved for the dealer. Click a row to edit it, or click Create to add a new mapping.

The columns on the Technician Mapping grid are:

Column Description
Company The IntelliDealer company code that owns the mapping. New mappings use the signed-in user's default company and division.
Division The IntelliDealer division code that owns the mapping.
IntelliDealer Technician Number The technician number in IntelliDealer. Used as the key for the mapping; cannot be changed after the row is saved.
CLAAS Technician ID The technician identifier used by Claas SOFF for the same person.
Monthly Work Order Start Digits A two-character prefix used to identify the technician's monthly work order series in SOFF. Required when creating or editing a mapping.

To create a mapping, click Create, select the technician from the IntelliDealer drop-down, enter the matching Claas Technician ID and Monthly Work Order Start Digits, then click Save. Click Delete to remove an existing mapping.

Note:  If the Monthly Work Order Start Digits are not configured, time entries from SOFF cannot be applied and an error is logged that references this tab.

Work Order Type Mapping tab

Use the Work Order Type Mapping tab to map each IntelliDealer work order type to the corresponding Claas SOFF work type identifier. The interface uses this mapping when it creates a SOFF work order in IntelliDealer or sends a IntelliDealer work order to SOFF.

The grid lists the work type mappings already saved for the dealer. Click a row to edit it, or click Create to add a new mapping.

The columns on the Work Order Type Mapping grid are:

Column Description
Company The IntelliDealer company code that owns the mapping.
Division The IntelliDealer division code that owns the mapping.
IntelliDealer Work Order Type The work order type code in IntelliDealer. Used as the key for the mapping; cannot be changed after the row is saved.
CLAAS Work Type ID The work type identifier used by Claas SOFF for the same kind of work.

To create a mapping, click Create, select the work order type from the IntelliDealer drop-down, enter the matching Claas Work Type ID, then click Save. Click Delete to remove an existing mapping.

Brand Mapping tab

Use the Brand Mapping tab to map each IntelliDealer equipment make code to the corresponding Claas brand so that equipment data exchanged with SOFF carries the correct brand identifier.

The grid lists the brand mappings already saved for the dealer. Click a row to edit it, or click Create to add a new mapping.

The columns on the Brand Mapping grid are:

Column Description
Make The IntelliDealer equipment make code. Limited to two characters. Used as the key for the mapping; cannot be changed after the row is saved.
CLAAS Brand The Claas brand name (for example, CLAAS, LEXION, or JAGUAR) selected from the Claas brand drop-down.
Brand ID The Claas brand identifier that corresponds to the selected brand. The Brand ID is populated automatically when the brand is selected.

To create a mapping, click Create, select the IntelliDealer make, choose a Claas brand from the drop-down, then click Save. Click Delete to remove an existing mapping.

Vendors tab

Use the Vendors tab to identify your vendor number(s). To access a Vendor Profile, click on a Vendor name or number.

Dealer Numbers tab

Use the Dealer Numbers tab to assign a dealer number to each dealership location. These values must be obtained from the dealer. These dealer numbers identify which locations can access the vendor's interface. See also Dealer.

Manual Sync tab

Use the Manual Sync tab to start a manual run of the Claas Service Office work order sync without waiting for the scheduled job. The manual sync pulls available work order messages from the Claas event mesh queue and applies them to IntelliDealer.

Click Update Work Orders to submit the job. When the job is queued, a success message appears at the top of the screen. The actual processing is performed in the background; review results on the Logs tab or from Administration > Settings > Batch Jobs.

Use this tab to validate credentials and queue configuration immediately after setup, or to catch up on work orders without waiting for the next scheduled run.

Logs tab

Use the Logs tab to review the events recorded by the SOFF work order interface. The grid lists success and error events written when SOFF messages are processed and when IntelliDealer work orders are sent to SOFF.

Filter the log by these criteria:

  • Event Type—defaults to Success, Error, Create, and Update. Clear or change the selection to show other event types.

  • Start Date and End Date—limit the log entries to a date range.

  • Work Order Id—the IntelliDealer work order identifier the event is related to.

  • SOFF Work Order Id—the Claas SOFF work order identifier the event is related to.

Click a log entry to view the full message, including any error details returned by SOFF. Use the log entries together with Administration > Settings > Batch Jobs to investigate failed or skipped work orders.

Common exception scenarios include:

  • Unknown technician mapping

  • Invalid or missing customer or supplier mapping

  • Unknown work type mapping

  • Part number not matched cleanly

  • Location not activated for SOFF

  • Attempted update after invoicing or closure

Daily workflow

The SOFF integration follows this workflow from work order creation through billing:

Stage Primary user System Description
1. Create or update work order Service writer / foreman IntelliDealer Create the work order, segments, customer and equipment details, and set Service Call to Claas SOFF when the job should be integrated.
2. Send to SOFF System + service writer IntelliDealer to SOFF Eligible work orders send on save when the location is active and the work order is marked for SOFF.
3. Schedule and execute work Dispatcher / technician SOFF Tasks are scheduled. Technicians record work, parts usage, and documentation in SOFF.
4. Sync updates back System SOFF to IntelliDealer Work order updates, task changes, parts feedback, and time entries import into IntelliDealer.
5. Review logs and errors Back office / admin IntelliDealer Review the Logs tab, fix mapping or data issues, and repost or rerun the job if needed.
6. Complete and invoice Back office / service manager IntelliDealer After SOFF completion and the final sync, billing is completed in IntelliDealer and the work order is closed.

Create the work order in IntelliDealer

The service writer or foreman creates the work order in IntelliDealer as usual. For the work order to participate in SOFF processing, the location configuration must be active and the work order must be intended for Claas SOFF.

  • Enter accurate customer information.

  • Enter the correct equipment or serial number.

  • Create one or more segments for the work to be performed.

  • Add complaint, cause, correction, and estimated hours where applicable.

  • Include initial parts if they are already known.

  • Set the work order customer tab Service Call to Claas SOFF when required by your process.

Work order sends to SOFF

When the user saves the work order, the integration sends it from IntelliDealer to SOFF if the order is eligible and Service Call is set to Claas SOFF. IntelliDealer sends these items:

  • Work order header details

  • Customer and equipment information

  • Segment-to-task structure

  • Initial parts list

  • Key work order and segment text

The work order is available in SOFF for scheduling and technician use shortly after save.

Schedule and perform work in SOFF

Once the work order is in SOFF, the dispatcher and technicians work primarily in SOFF. Dispatchers assign tasks, schedule timing, and review task status. Technicians record labor time, add or adjust parts usage, and enter failure, diagnosis, and solution notes. SOFF is the leading system for scheduling and technician activity while the job is in progress.

Updates flow back into IntelliDealer

SOFF sends updates back to IntelliDealer in two ways:

  • Work order updates—sync work order changes back to IntelliDealer. Users see updated segments, task progress, parts changes, job documentation, and completion details. The scheduled job Claas Service Office Work Order Sync runs every 15 minutes. See IntelliDealer Batch Jobs. You can also use the Manual Sync tab to trigger synchronization on demand.

  • Time ticket updates—sync technician labor entries, including custom or internal order time. Time entries process through the queue and journal flow.

Complete the job and invoice

When work is completed in SOFF and the status is set to COMPLETED, the final sync back to IntelliDealer includes:

  • Final parts quantities

  • Final labor and time entries

  • Travel entries and distance

  • Failure, diagnosis, and solution text

  • Performance data from the leading task when provided

After this final update, IntelliDealer becomes the controlling system for billing and final closure. Review imported content, make billing adjustments if needed, invoice the work order in IntelliDealer, and set the work order to final Closed status.

Note:  SOFF completion does not equal financial closure. Completed in SOFF signals that execution is done. Closed in IntelliDealer happens after invoice posting. After the SOFF Completed event is processed, IntelliDealer becomes the controlling system for final text and billing-related edits.

User responsibilities

Role Daily responsibilities Primary screens
Service writer Create accurate work orders, segments, customer and equipment details, and ensure orders meant for SOFF are set correctly in IntelliDealer. Work Order entry
Dispatcher Monitor which jobs have reached SOFF and coordinate scheduling in SOFF. SOFF scheduling tools
Technician Record time, travel, parts usage, and technical story details in SOFF. SOFF technician workflow
Back office Review logs, resolve errors, validate inbound updates, and prepare jobs for billing. SOFF Logs, work order review
Service manager / admin Maintain mappings, default configuration, location activation, and monitor interface health. Configuration > Interfaces > Claas > Service Office

Best practices

  • Keep customer and equipment data clean before you save the work order.

  • Create meaningful segments, since each segment becomes a SOFF task.

  • Complete mappings before go-live, especially technicians and work types.

  • Check logs daily during rollout and after configuration changes.

  • Use manual sync only when needed to supplement, not replace, scheduled processing.

  • Do not expect attendance or absence time to appear in IntelliDealer; only supported service and custom or internal time is in scope.

  • Do not make billing assumptions from SOFF status alone. Always verify final imported values in IntelliDealer before invoicing.

Troubleshooting

If you experience issues with the SOFF integration, verify these items:

  • Work order did not appear in SOFF—Check whether the location is active, the work order is eligible for SOFF, the Service Call is set correctly where required, and the interface configuration is complete. Review the Logs tab for validation or authentication errors.

  • Technician time did not post into IntelliDealer—Confirm technician mapping exists for the Claas technician ID, the work order and task mapping exists, and the time entry is not trying to update an invoiced or closed work order.

  • Parts imported incorrectly—Review part matching configuration and number formatting. Some failures result in fallback handling or require master data cleanup.

  • Texts stopped updating after completion—This is expected behavior. After the SOFF Completed event is processed, IntelliDealer becomes the controlling system for final text and billing-related edits.

Feature: 6525

Security: 999 - Configuration

Revision: 2026.07