Service Contract Process

If service work is carried out in a particular month then this functionality enables invoicing of the customer with the agreed fixed service charge. The customer is only invoiced if the RTS code is on the customer table. It also incorporates the ability to escalate the Service rental.

What do you want to do?

• Set-up System Parameters
• Set up Product Record
• Set up RTS Code table in Customer Record
• Maintenance History file fields
• Invoice Service Contracts
• Escalate Service Rental

The following step by step process should be followed:

Set-up System Parameters

1. In order to use the Service Contracts functionality the Service Contracts checkbox in the General 2 Tab of System Parameters must be ticked.

Set-up Product Record

2. In order to use the Service Contracts functionality the Service Product checkbox in the required Products tables must be ticked.

Set up RTS Code table in Customer Record

3. The customer mst be identified as using the fixed Service Contract invoicing functionality. To do this the appropriate service RTS codes must be allocated against the customer in the Service Contract RTS Codes grid in the Customer Details 3 Tab.

4. Select the and select the appropriate RTS service code(s).

Additional Maintenance History file fields

5. Two fields are displayed on the Maintenance History file called: Service Rental Invoiced and Date. These fields record whether the Service Contract rental has been generated. If the checkbox is ticked then this denotes Yes; if the checkbox is NOT ticked then this denotes No. The date field records the date the Service Rental was generated. Both fields are displayed in the Other Details Tab of the History Review form.

Invoice Service Contracts

6. Select the ??? (Service) icon from the Accounting Menu Bar in the Contact Management option.

7. The Service Contracts form is displayed. Enter the required selection criteria and select the icon. The system searches for all agreements that have outstanding postings that meet the selection criteria that is entered. An Accounts Postings Run form is displayed prompting ??? agreement(s) found to process. Are you sure you wish to continue? (where ??? is the number of agreements found to process). Selection of the Yes command button results in the display of the Printer Selection List Box form so that the required printer on which the postings reports is to be printed may be selected. Following selection of the appropriate printer the OK command button proceeds with the monthly postings procedure. An output type (Print, HTML, display, etc) can also be selected.

8. Following validation of the invoicing report select the Post To Accounts checkbox to generate the postings.

9. The system only apply invoicing rules to Rental split 1 [one].

10. The normal invoicing rules are applied, but with the following exceptions: the system scans down maintenance history and find all RTS codes which are on the Customer RTS Code table; the RTS code must have Purchase posted [FK.maint.PLPOSTED] set to Yes; the RTS code must have Service field [FK.maint.SERVICE] set to No; if the above criteria is met the agreement is included; any other RTS codes found, which match the above criteria must be ignored - set Service to Yes; if a Service Contract RTS is not found then the Rental value [FK.postv.RENTAL(1)] is set to zero and the posted flag [FK.postv.RENTPOST] set to Yes.

Escalate the Service Rental

9. Escalting the service rental is carried out using the standard Escalation process.