Service Contracts

Service Contact can be created from Service Contracts menu. Click on New Service Contract

Number : Service Contract sequence which can be configured in a General module.
Customer : Contact related to this service contract .
Project : Service Contract can be linked with the project created earlier. Every Service Order created from this Contract will be automatically mapped with a project selected.
Start Date : Contract start date.
End Date : Contract end date.
Status : Contract status; Draft, Confirmed.
Sale Contract Lines

Service Item : Item included in the contract can be created first in Service Item menu.
Contract Template : Series of service order can be created for a specific service item called Service Contract Template.
Labor Amount : Cost of labor for each service item pre configured in a service contract template selected.
Parts Amount : Cost of parts for each service item pre configured in a service contract template selected.
Other Amount : Other cost of each service item pre configured in a service contract template selected.
Total Amount : Total cost from Labor, Parts and Other Amount.
Account : Income Account used when copy Service Order to Customer Invoice.

Creating Service Order from Contract

To create Service Order from Service Contract, we can click on Options > Create Service Order and system will automatically create service order regarding to an Estimated Counter Per Year of each Service Item and the Service Order Template set in a Service Contract Template selected.

We create one service template from 2015-01-20 to 2017-01-20. The total period of this Service Contract is 2 years.

In this service contract we have 1 service item selected containing an Estimated Counter Per Year. To see a Service Item Detail, click on the arrow inside a red rectangular.

There will be another page opened and we can see the counter details. In this case, an Estimated Counter Per Year is 12. For the Service Contract created, we said that it’s a 2 years contract. Therefore this service item’s counter will be 24 for 2 years.

Then go back to the previous page, Service Contract. We will see the Service Contract Template selected for each service item. Click on the arrow again to see details.

You will lead to another page containing Service Contract Template detail. As we calculated before, the counter for a Service Item is 24 in total, you can see that there’s 4 Service Order templates matched with that criteria by looking to the Service Item counter.

Our service item’s counter is 24.so, the matched Service Order templates will be:

Then after we copy from Service Contract to Service Order via Options > Create Service Order, all planned service orders will be created as a sample below regarding to the steps explained.

Creating an Invoice from Contract

To create an invoice from Service Contract, we can click on Options > Create Next Invoice, system will automatically create a next invoice regarding to the invoicing details configured.

In a Service Contract, we can select which Cost will be included in the Invoice by marking the check boxes available including: Labor, Parts and Other Costs. Then system will summarize a contract cost. We can the set the invoice details.

In this case we assume that the invoice will be placed every 6 months for 4 period start at 2015-01-29.

When we click on Options >> Create Next Invoice, system will create an invoice regarding to the data configured.

Then a draft invoice will be created and the Next Invoice Date will be updated due to the Invoice Period selected. In this sample, the Next Invoice Date is updated to 2015-07-20