Create or Copy Agreement Location

This document explains how you create an agreement location by connecting an agreement to a customer site.

Outcome

An agreement location is created with data common to all individual items on a service agreement, for example, agreement payer, payer control, service manager and contract item.

You use the agreement location to connect agreement lines, individual items covered by a valid agreement, to a specific customer and customer site.

The following files are affected when you create a service agreement:

Before You Start

Follow These Steps

  1. Start 'Service Agrmt. Connect Customer Site' (SAS110), reached from 'Service Agrmt. Open' (SAS100).

  2. Press F13 to go to the P panel and select on of the the following alternatives:

    • Select the B panel as the opening panel if you want to pick a customer site from a list when you copy or create an agreement location.
    • Select the A panel as the opening panel if you want to copy or create the agreement location from a known customer site.
  3. Select whether the agreement location is to be created from scratch or copied

    If the agreement location is to be:

    • Created from scratch, continue with the next step.
    • Copied from another agreement location within the agreement, continue with Copy from an agreement location within the current agreement.
    • Copied from another agreement location outside the agreement, continue with Copy from an agreement location outside the current agreement.
  4. Select between the following alternatives:

    • To create an agreement location from scratch on the B panel, create the new agreement location by selecting one of the customer sites from the list.
    • To create an agreement location from scratch on the A panel, create the new agreement location by entering 1 = Create, in the Option field.
  5. Create the new agreement location by selecting one of the customer sites from the list.

  6. Check and if necessary change the agreement characteristics in the 'Agreement Type' field.

  7. Press Enter to start (SAS110/E).

    Continue with Detail panel for personnel, geographic location and payment routines (SAS110/E).

  8. Create the new agreement location by entering 1 = Create, in the Option field.

  9. Check and if necessary change:

    • The address number in the 'Address number' field
    • The agreement characteristics in the 'Agreement type' field.
  10. Press Enter to start (SAS110/E).

    Continue with Detail panel for personnel, geographic location and payment routines (SAS110/E).

Copy from an agreement location within the current agreement

  1. Copy an existing agreement location by using Option 3 = Copy on:

    • an entered customer site on the A panel
    • a selected customer site on the B panel
    Note: Option 3 = Copy starts (SAS110/C)
  2. Check and if necessary change the information in the 'Copy to' fields in (SAS110/C). This information will be proposed when new agreement lines are entered for the agreement location:

    • 'Customer Site' – the customer site where the agreement location is to be situated.
    • 'Address number' – used if the customer site is divided into smaller groups, for example departments.
    • 'Service manager' – the geographic district responsible for service according to the agreement.
    • Technician – the service technician who is responsible for repair and service at the agreement location.
    • 'Valid from' – indicates when the agreement becomes valid.
    • 'Valid to' – indicates when the agreement expires.
    • 'Start invoicing interval' – indicates the beginning of the agreement invoice interval.
    • 'End invoicing interval' – indicates the end of the present invoice interval.
    • 'Next order date' – is the result of the date in the 'End invoicing interval' field plus/minus the payment terms for the agreement.

    Press Enter to start (SAS110/E).

    Continue with Detail panel for personnel, geographic location and payment routines (SAS110/E).

Copy from an agreement location outside the current agreement

  1. Copy an agreement location from an agreement outside the current agreement by entering a customer site in the 'Copy from agreement' field.

    By prompting in the 'Copy from agreement' field in (SAS110) 'Service Agrmt. Display Site' (SAS525) is started.

  2. Press Enter to start 'Service Agrmt. Copy Sites' (SAS125). Select one or more of the customer sites for copying.

    In (SAS110/P) you determine the agreement content that is to be copied in (SAS125).

  3. Press F3 = Exit to return to (SAS110/B or A).

Detail panel for personnel, geographic location and payment routines (SAS110/E)

  1. Check and if necessary change the information in the fields for personnel connected to the agreement location. The data in these fields are proposed by either the customer or the individual item, in case agreement lines already exist in the agreement location.

    • 'Service manager' – a person or a department head for several service technicians.
    • 'Work schedule' – the work schedule for the technician responsible for the agreement location.
    • 'Technician 1' – the primary responsible technician for the agreement location.
    • 'Technician 2' – the back-up technician for the agreement location.
  2. Check and if necessary change the information in the fields for geographic location and time planning. The data in these fields are defaulted by the customer record.

    'Number of kilometers' – the distance the technician must travel to get to the agreement location.

    'Service zone' – the geographic zone where the agreement location is situated.

    'Travel time' – the planned travel time for the technician to get to the customer site.

    'Travel type' – the way the trips to the customer site are categorized.

Payment routines

  1. Check and if necessary change the 'Service stop' and 'Invoice block' fields:

    'Service stop' –used to prevent a service order from being created or to warn during creation. The service stop is useful, for example, when a customer has not paid agreement charges on time.

    The valid alternatives are:

    • 0 = No service stop
    • 1 = Yes, service stop applies. No service assignment may be entered for this individual item
    • 3 = A warning is issued during service order entry.

    'Invoice block' –used when an agreement should be excluded from the invoice generation round.

  2. Check and if necessary change the proposed alternative in the 'Payer control' field for expenses not covered by the agreement. See in Payer control.

  3. In the 'Internal customer number' field, select the customer that is to be proposed as payer when the service is covered by the service agreement.

  4. Check and if necessary change the proposed alternative in the Payer field for the payment of the agreement.

Validity date and invoicing range (sas110/F)

  1. Check and if necessary change from which date the agreement is valid and on which date it expires in the 'Valid from' and 'Valid to' fields.

  2. Check and if necessary change the proposed information in the 'Agreement type' field.

    The agreement type, proposed from the agreement header, contain agreement characteristics such as invoice routines and what is to be included in the agreement.

  3. Select 'Validity type' and enter the valid from and to dates for the agreement.

    Validity type controls whether an agreement is valid or canceled. It is used in agreements, sites and lines. The type entered in the site is proposed by default when new agreement lines are entered for this site, but may be changed.

    The validity dates are proposed for each new agreement line on the site.

Invoicing parameters (Proposed from the agreement header)

  1. Check and if necessary change the time when the current invoicing interval starts and ends in the 'Start invoicing interval' and 'End invoicing interval' fields.

  2. Enter the period between the agreement invoices in the three fields for 'invoicing interval' and the date from which the agreement invoice is to be generated in the 'Next order date' field.

    The date for the next order date depends on whether the agreement is invoiced in advance or in arrears.

  3. Specify whether the agreement location is to be invoiced in advance or arrears.

  4. Enter the time that is allowed to pass before the service assignment for individual items must be started. Press Enter.

Revenue ID (SAS110/G)

  1. Specify manually a specific accounting string for the agreement location.

  2. Specify whether the agreement location should refer to a specific:

    • Service order and service order line in the 'Reference order number' and 'Reference order line' fields
    • Project and project element in the 'Project number' and 'Project element' fields.

    Specify a name for the revenue in the 'User-defined accounting control object' field. Press Enter.

Free agreement fields (SAS110/H) – Optional

  1. Enter value in the user-defined fields for service agreement.

    These user-defined fields are used to customize report templates as well as to store your own information about the customer site. The fields are defined in 'Settings – User-def Service Agr Fields' (SAS480).

  2. Press Enter to create the agreement location and return to the initial panel in (SAS110).

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