Setting Up Service Contract Maintenance Schedules

Any contract line that requires routine maintenance must have at least one contract maintenance schedule defined for a service order to be generated at the specified frequency.

Each maintenance record contains the frequency of the visits and a description of the work that needs to be done. Attached to the maintenance record are units that need serviced along with the operations that need to be completed. Other settings include:

  • All Units from Customer and All Lines from Contract: Allows for quick setup and ease of future expansion of these contracts.
  • All Operations from SRO: Allows for quick setup by leveraging a standard template that can be created for generic maintenance packages.
  • Auto Create Incident: Allows for an incident to be created for each SRO, which is recommended for multi-site end-users requiring cross-site customer contract maintenance.

You can set up the maintenance schedule to recur annually during specific months, or based on the completion of the prior service order. As new service orders are created, the system can do the following:

  • Review the configuration of the unit requiring service.
  • Automatically generate planned material transactions for components needed.
  • Generate a purchase order.

To set up a schedule:

  1. Select Actions > New on the Service Contract Maintenance Schedules form.
  2. Specify this information:
    Contract
    Select the unique alphanumeric used to identify a contract.
    Maint Line
    The default order is 1, 2, 3, and so on, but you can specify the value manually when entering additional line records.
    Status
    The status of the contract is displayed. The status can be estimate, template, open, hold, or closed.
    Description
    Specify a description for the contract.
    Start Date
    The current date is displayed. You can specify a different date.
    SRO
    Select the SRO.
    Frequency
    Select a frequency to determine how often to produce maintenance service orders. The options include:
    • Every: Uses the duration fields to create an SRO every interval.
    • Once: Creates an SRO one time.
    • Annually: Uses the month and day fields to create a service order on a specific date each year.
    Date Duration

    Specify the length of time the maintenance will take. This value is used in conjunction with the Increment or Duration Type field to determine the calculation.

    Increment
    Select the increment time for the schedule. Available choices are Day(s), Month(s), Year(s), or Meter.
    Down Time
    Specify the number of days needed to perform maintenance work.
    Lead Time
    Specify the length of time needed to prepare for the work to be performed.
    Lead Time Type
    Select the frequency to use in conjunction with the Lead Time to determine when the maintenance service order is created. The options include:
    • Every: Uses the duration fields to create an SRO every interval.
    • Once: Creates an SRO one time.
    • Annually: Uses the month and day fields to create a service order on a specific date each year.
    Cust PO
    Specify the customer purchase order. A value is required for this field if the PO Required flag is selected.
    Auto Generate PO
    Select this check box to automatically create a purchase order for the maintenance service order generated by SRO creation routine.
    Auto Create Incident
    Select this check box to have one incident created for each SRO generated from the Service Contract SRO Generation Utility.
    Last SRO
    The last service order that was generated for the maintenance line is displayed.
    Lead Partner
    Select the partner responsible for the SRO.
    Schedule Basis
    Select a value to determine whether maintenance service orders are generated based on the end date, close date, or maintenance date of the last SRO.
    Schedule Future
    Select this check box to create maintenance service orders based on the frequency selected, and regardless of any prior SROs open in the system for the selected maintenance line.
    Use Fixed Price
    Select this check box to add a line and a project/fixed operation to the SRO as it is created for billing purposes.
    Fixed Price Billing Amount

    Specify the billing amount to be assigned to the created SRO when the Use Fixed Price check box is selected.

    Include Tax in Price
    Select this check box to include any tax amounts as part of the price. This option applies for the billing type of project/fixed.
    All Operations From SRO
    Select this check box to create a service order operation for each operation on the selected SRO or SRO template.
    All Lines from Contract
    Select this check box to create a service order line for every line on the contract.
    All Units From Customer
    Select this check box to create a service order line for every unit owned by the customer on the contract.
  3. Save the new record.
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