A service agreement holds the operations, parts and charges agreed with a customer for a period: an annual maintenance contract, a service package. A service order can copy its lines.
- Where
- Service Management › Sales › Service Agreement
- Who uses it
- The service manager
- When
- When the contract is signed
- Needs first
- The customer, Operation
What it is for
Lines are entered on three tabs, the same on the quotation, the agreement and the order:
- Operation: one line per operation. Open Requirement on the line and enter its labour, machine and part lines; on the agreement, picking an operation does not fill them by itself.
- Item: parts sold, each with a category.
- Category: charges that are neither an operation nor an item: a fee, a sublet job, a towing charge.
Every line's tax is worked out from its Tax Zone and Tax Group for the posting date. The Tax Lines button on each tab shows the tax lines of the selected line.
The agreement posts nothing and raises no invoice by itself. It is priced and printed (Service Agreement report), and a Service Order copies from it with Copy From › Service Agreement.
Every field in plain words
General
| Field | What it means | What to put |
|---|
| Service Agreement | The code or number of this record | A short unique code, or the next number when a number range is set up. Cannot be changed once saved |
| Posting Date | The date of the document | A date. Taxes on the lines are worked out for this date. Required. Cannot be changed once saved |
| Controller | The person in charge of the job | Pick from the responsible persons list. Cannot be changed once saved |
| Field | What it means | What to put |
|---|
| Customer | The customer the work is for | Pick from the customer list. Required. Cannot be changed once saved |
| Name | The customer name | Fills in from the customer |
| Field | What it means | What to put |
|---|
| Currency | The currency of the prices | Pick a currency. Required. Cannot be changed once saved |
| Exchange Date | The date the exchange rate is read for | A date. Required. Cannot be changed once saved |
| Exchange Rate | Rate from the document currency to the company currency | Fills in from the rates for the exchange date; change it if your rate differs. Cannot be changed once saved |
External Reference
| Field | What it means | What to put |
|---|
| Customer Order No. | The customer's own order or job number | Free text, for example the customer purchase order number |
| Customer Order Date | The date of the customer's order | A date |
Storage Structure
| Field | What it means | What to put |
|---|
| Site | The site parts are issued from | Pick a site |
| Warehouse | The warehouse parts are issued from | Pick a warehouse of that site |
Estimate Date
| Field | What it means | What to put |
|---|
| Estimate Start Date | When the work is expected to start | A date |
| Estimate End Date | When the work is expected to finish | A date |
| Estimate Start Time | Expected start time | A time |
| Estimate End Time | Expected finish time | A time |
Actual Date
| Field | What it means | What to put |
|---|
| Actual Start Date | When the work really started | A date |
| Actual End Date | When the work really finished | A date |
| Actual Start Time | Actual start time | A time. Cannot be changed once saved |
| Actual End Time | Actual finish time | A time |
Operation
| Column | What it means | What to put |
|---|
| Operation | The operation (a unit of work) | Pick an operation |
| Name | Name of the operation | Fills in by itself |
| Required Date | When the line is needed | A date |
| Standard Hours | Standard hours for the operation | A number of hours |
| Requirement | The labour, machine and part lines of the operation | Open it and enter them |
| Line Text | A note on the line | Free text |
Requirement (opened from an operation line)
| Column | What it means | What to put |
|---|
| Category | The category of the line. The category carries the revenue account and the tax group | Pick a category |
| Name | Name of the category | Fills in by itself |
| Item No | The item (part or material) | Pick an item |
| Name | Name of the item | Fills in by itself |
| Resource Group | The resource group | Pick a resource group |
| Unit | Unit of measure | Pick a unit |
| Quantity | How many | A number greater than zero |
| Price | Price per unit before discount | An amount |
| Gross Amount | Quantity times price | Calculated |
| Discount Amount | Discount on the line as an amount | An amount, or leave it to the percentage |
| Discount % | Discount on the line as a percentage | A percentage, at most 100 |
| Net Price | Price per unit after discount | Calculated |
| Net Amount | Line amount after discount | Calculated |
| Tax Group | Tax group of the line | Pick a tax group. With the tax zone it decides the tax lines |
| Tax Zone | Tax zone used to find the tax rates | Pick a tax zone |
| Line Text | A note on the line | Free text |
Item
| Column | What it means | What to put |
|---|
| Category | The category of the line. The category carries the revenue account and the tax group | Pick a category |
| Name | Name of the category | Fills in by itself |
| Item No | The item (part or material) | Pick an item |
| Name | Name of the item | Fills in by itself |
| Unit | Unit of measure | Pick a unit |
| Required Date | When the line is needed | A date |
| Quantity | How many | A number greater than zero |
| Price | Price per unit before discount | An amount |
| Gross Amount | Quantity times price | Calculated |
| Discount Amount | Discount on the line as an amount | An amount, or leave it to the percentage |
| Discount % | Discount on the line as a percentage | A percentage, at most 100 |
| Net Price | Price per unit after discount | Calculated |
| Net Amount | Line amount after discount | Calculated |
| Tax Group | Tax group of the line | Pick a tax group. With the tax zone it decides the tax lines |
| Tax Zone | Tax zone used to find the tax rates | Pick a tax zone |
| Line Text | A note on the line | Free text |
Category
| Column | What it means | What to put |
|---|
| Category | The category of the line. The category carries the revenue account and the tax group | Pick a category |
| Name | Name of the category | Fills in by itself |
| Unit | Unit of measure | Pick a unit |
| Quantity | How many | A number greater than zero |
| Price | Price per unit before discount | An amount |
| Gross Amount | Quantity times price | Calculated |
| Discount Amount | Discount on the line as an amount | An amount, or leave it to the percentage |
| Discount % | Discount on the line as a percentage | A percentage, at most 100 |
| Net Price | Price per unit after discount | Calculated |
| Net Amount | Line amount after discount | Calculated |
| Tax Zone | Tax zone used to find the tax rates | Pick a tax zone |
| Tax Group | Tax group of the line | Pick a tax group. With the tax zone it decides the tax lines |
| Date From | Start of the period | A date |
| Date To | End of the period | A date |
| Line Text | A note on the line | Free text |
Pick the customer and currency, give the estimated period, and list what the agreement covers.
Scenarios
- A facility manager sells a yearly AC maintenance contract with four visits. One agreement with the visit operation; each visit is a service order copied from it.
What it is connected to
If something looks wrong
- Save is refused with "Service Agreement: Operation Lines - Line ID: … - Operation cannot be Empty". An operation line has no operation.
- Save is refused with "… Customer Cannot be Empty". A billable line has no customer.
- Save is refused with "Service Agreement: Item Lines - Line ID: … - Required Unit cannot be Empty" (or Inventory Unit, Factor, Quantity). The item line is incomplete.