Adding a Contract

Follow these steps to create a new contract:

  1. On the Service Contracts form, turn off Filter-in-Place, and select Actions > New .
  2. Specify this information:
    Contract
    Specify an alphanumeric code for the contract. Optionally, leave the field blank so the system generates the next available number.
    Service Type
    Select a type of service, which represents the type of contract sold to a customer. The codes available are set up and maintained through the Contract Service Types form.
    Customer
    Select a customer for the contract.
    Ship To
    To change the default location, select a ship to location.
    (Contract) Status
    The status is automatically set to Open.

    The available codes are set up and maintained using the Contract Status Codes form.

    Salesperson
    The salesperson associated with the SRO or contract is displayed. You can select a different salesperson.
    Billing Frequency
    The frequency of the billing cycle is displayed. You can select a different frequency.
    Billing Type
    For fixed billing, the contract price is based on the manually entered total. For calculated billing, the contract price is based on the rates and time periods set up between billing cycles.

    The default billing type selected on the Service Parameters form is displayed. Optionally, select the other option.

    Customer PO
    Specify the customer purchase order that relates to the contract or contract line.
    Start/End Date

    The Start Date is set to the current date. If you know the date the contract will end, select that date in the End Date field.

    Billed Thru
    Select the date through which the contract or contract line will be invoiced.
  3. Optionally, specify this information on the General tab:
    Annual Fixed Contract Total
    Specify the yearly price total for a fixed contract.
    Waiver Charge
    Specify a percentage for the contract waiver charge. This charge is added to each contract invoice.
    Prorate End of Billing
    Select this check box to automatically calculate the amount to be invoiced based on the rate type and the amount of time remaining on the contract line, for the final contract billing.
    Renewal Date
    Select the date by which the contract needs to be renewed. Recurring billing for all contract lines uses the specified date.

    Notes:

    The Prorate End of Billing check box and Renewal Date act independently. The Prorate End of Billing check box is only used when prorating the end of the contract.

    When contracts are calculated, the method for prorating to align the date with the Renewal Date is not the same as the prorate method when used to prorate to the end of the contract.

    When prorating, the number of days is determined by the Weekly Billing Times on the Contract tab of the Service Parameters form, and the holidays noted in the system.

    Last Payment Received
    The date of the most recent payment receipt for the contract is displayed.
    Last Processed
    The date of the most recent payment processing for the contract is displayed.
    Total Billed
    The running total of invoiced charges for the service contract or contract line is displayed.
  4. The Customer tab lists address information for the customer selected in the header. Optionally, select a customer contact and specify this information for the contact:
    • Phone number
    • Fax number
    • Email
    • License/certificate number
    • Social Security Number. This value might be masked after you save the record.

    The license, certificate, and social security numbers are especially useful when the contract is for a rental and the identity of the renter must be verified.

  5. The grid on the Lines tab shows information for each contract line.
  6. The Maintenance tab shows maintenance information by schedule, items/units, and operations.
  7. The information displayed on the Coverage tab is populated based on service level agreement information on the Contract Service Types form:
    Priority Code
    The priority level that should be given to incidents that are logged for customers and units associated with the contract is displayed.
    Override Business Hours
    This check box is selected if the contract has more specific business hours than the associated service type.
    Start/End Time
    For each day, the time during which the items/units under contract are covered is displayed. Optionally, specify different start and end times for the contract.
    Time Zone
    The time zone for the contract area of service is displayed.
  8. Click Save.

Use these buttons on the form as described here:

  • Click Contract Lines to launch the linked Service Contract Lines form.
  • Click Service Order Lines to launch the linked Service Order Lines form.
  • Click Contract Invoice Listing to launch the linked Service Contract Invoice Listing form.
  • Click Change next to the SSN field to change a masked customer social security number.
  • Click Checkout/Checkin to launch the POS Checkout/Checkin form.
  • Click Agreement to launch the Service Contract Rental Agreement modal form.
  • Click Contract Maintenance Schedules to launch the linked Service Contract Maintenance Schedules form.
Related topics
About Service
Using Contracts to Track Maintenance Agreements for Customers