Once a maintenance agreement has finished it is no longer required except for analysis purposes. It needs to be closed, and the status set to Closed. This allows the agreement to be archived, therefore keeping the size of the live agreement file as small as reasonably possible.
Closing a maintenance agreement is priority driven via the Close an agreement priority in the Priorities Tab within System Parameters. Not all users are able to use this function. It should also be borne in mind that it is a laborious task and can be automated by using a specifically written report to close all agreements that are in balance on a weekly basis.
Once the close has been confirmed the maintenance agreement can no longer be edited in any way. In due course the archiving software will move the record to the archive agreement file where it can be viewed if required.
Tip: The Delete closed agreements process can be run manually (from within Miscellaneous options to archive closed agreements before a specific cut off date. All agreements which have a hire status of R or C and a hire end date before this time will be deleted/archived from the file. The default Cutoff date is determined by setting the Days before archiving field in the General 3 Tab in System Parameters.
