Defining a Maintenance Schedule

Access Maintenance Schedule (BR52.1).

To create a new maintenance schedule, click the New button to access New Maintenance Schedule (BR52.2).

Use the following guidelines to enter field values:

Contract

Select the contract for which you are creating a maintenance schedule. This field is required to obtain default customer information.

Note: You can create maintenance schedules for contracts with a revenue method of 2 (Maintenance) or 3 (Product and Maintenance). This designates the contract as allowing maintenance type processing.

Schedule

Type the name and description of the maintenance schedule being created.

Term

Type the valid date range for the term of the maintenance schedule. The maintenance term of all products in the schedule must begin on or after the beginning date, and end on or before the ending date.

Status

Select the status of the schedule. Options are:

Free ISP (1) - This status is automatically applied to schedules created by the Create Maint Sch special action on Product Contract (BR51.1). This status is used to store product maintenance records that will not be billed. Records within a schedule with this status represent maintenance provided to a client at no charge.
Billable ISP (2) - This status applies to first time billable maintenance schedules. This status shows that the contract is billable and provides for revenue recognition. This enables the products to be invoiced, cancelled and reported on separately.
Renewal (3) - This status applies to maintenance that is being renewed for the customer. This status shows that the contract is billable and provides for revenue recognition. This enables the products to be invoiced, cancelled and reported on separately.
Cancel (4) - This status will prevent the addition of additional products to a maintenance schedule as well as prevent future renewal of a maintenance schedule.

Product List

Type or select the product list for which you are creating the maintenance schedule. All products that you add to the maintenance schedule must be included in this product list.

Revenue Activity

Type or select the posting activity to use during revenue processing. Revenue transactions are posted to this activity. The selected activity must be a child activity of the contract activity for this schedule.

Company

Type or select the default company to use for billing and revenue transactions for all products in the maintenance schedule.

Accounting Unit

Type or select the default accounting unit to use for billing and revenue transactions for all products in the maintenance schedule.

Location

Type or select the location of the customer. This location is used to calculate tax.

Select the Add form action to create the new schedule.

On Maintenance Schedule (BR52.1), type or select the Contract and Schedule and select the Inquire form action.

Use the following guidelines to enter field values:

Maint Pct

Type a percentage to be used as the default maintenance percentage for all products that do not have a specific maintenance percentage specified. This can be overridden in the product detail. The maintenance percent cannot exceed 100% nor can it be negative.

Product

Type or select the product you are adding to the maintenance schedule.

Version

Type or select the version of the product you are adding to the maintenance schedule.

Begin

Type the begin date for the date range of the product selected. This date must be within the term on the maintenance schedule header.

End

Type the end date for the date range of the product selected. This date must be within the term on the maintenance schedule header. The end date cannot exceed the customer's 'Renew Date' defined in Customer Maintenance Renew Date (BR16.2) nor can it exceed the products 'Decommission Date' defined in Product List Maintenance (BR50.1).

Amount

Type an amount to override the price list. The maintenance amount is calculated based on the price list information. This is the amount that appears on the invoice. A negative amount enables a credit to be issued and the revenue to be spread throughout the specified terms. Amounts are displayed in the invoice currency.

St (Status)

Type or select the status for the product maintenance schedule. When the schedule is created, it is created with a status of Unreleased (0). The Unreleased status allows most changes and the product will not be picked up by any invoicing programs.

Select Release; Pro Forma (1) or To Process; Ready to Invoice (2) to have the product included on an invoice when Maintenance Invoicing (BR152) is run. Status 2 also distributes the revenue over the maintenance term.
Invoice Created (3) is automatically assigned to the schedule after the Maintenance Invoicing (BR152) program is run. The only way to back out a product in status 3 is to cancel the invoice which will update the status to Cancelled Invoice (5), or to change the status to Cancelled Maintenance (6).
Free Maintenance (4) can only be selected for detail lines on a schedule that was created for free maintenance (schedule header status is 1). No invoice will be created for these records so the revenue will be distributed equally monthly over the term of the product.
Cancelled Invoice (5) is automatically assigned to product line by the Maintenance Invoice Cancellation (BR55.1). The status of a Cancelled invoice record can only be changed to status 0. This is allowed to adjust the product and re-invoice it without making adjustments to the revenue distributions.
If you select Cancelled Maintenance (6), revenue can still be recognized for this schedule. The invoice remains intact and paid, but the renewal program will exclude the product due to the cancelled status.

Reason Code

Type or select a reason code for the status of the product. Reason codes are defined on Reason Codes (BR08.1).

Select the Add form action to add the maintenance schedule with the product detail lines.

For each product, you can add more detail on the Price Detail and Additional Information tabs. Select a product and use the following guidelines to enter field values on the Price Detail tab.

Maint Pct: Type the maintenance percent for the product. This value defaults from the maintenance schedule header, but can be overridden here. The maintenance percent cannot exceed 100% nor can it be negative.
List/Net: Type or select the list amount (1) or the net amount (2) as the basis for the maintenance calculation per year for this product.
Users: Type the number of users for the product. This is used to identify the product price.
Per User: Type the cost per user for the product. This value defaults from the product list but can be overridden here.
Base: Type the base price of the product based on the number of users and the price per user for the maintenance begin date.
List: Type the amount on which maintenance is based if the List/Net option is List (1).

Note: If the duration of the maintenance schedule is either more or less than one year, and you do not enter a List value, the Per User and Base amounts are prorated to determine this amount.
Net: This is the amount on which maintenance is based if the List/Net option is Net (2).

Note: If the duration of the maintenance schedule is either more or less than one year, and you do not enter a Net value, the Per User and Base amounts are prorated to determine this amount.

On the Additional Information tab, use the following guidelines to enter field values:

Suite

Type the suite to which the product belongs. Use this field to group sets of products. Suites are not an enforced group within the application.

Site

Type the site at which this product is used or installed. This field is typically used to identify each copy of a product purchased and is usually used when multiple site licenses are purchased for a single product.

Delivery Method

Type or select the delivery method for the product. Valid options are:

S (Shipped)
H (Hosted)
E (Electronic)
L (Loaded)
1, 2, or 3 (user-defined method)

This field is used in conjunction with the relationships on Product Tax Relationships (BR58.1) to calculate tax amounts in situations where tax is based on delivery method.

User Fields

Use these fields to store additional information that differentiates a product, for example, the server type, database type, or operating system.

Original Contract

Type the product contract in which the customer purchased the product. This will default if the maintenance contract is created using the Maintenance Schedule special action in BR51.1. It will also be copied forward to a renewal maintenance schedule.

Select the Change form action to save your changes for the product(s).

For an entire maintenance schedule, several options are available at the header level:

Click the Renew button to access Renew All (BR52.4) to renew the schedule for all products in the maintenance schedule. For more information, see Renewing Multiple Product Maintenance Schedules.
Click the Comments button to add comments on Maintenance Schedule Comments (BR31.3).
Click the Attributes button to access Activity Attributes (AC13.1) to add attribute values.
Click the Totals button to view billing and revenue totals for this schedule on Schedule Totals (BR52.7).

For each product in the schedule, several options are available on the Price Detail tab:

Click the Revenue button to access Product Maintenance Revenue Schedule (BR52.3) to create a revenue schedule for the product. For more information, see Defining a Maintenance Revenue Schedule.
Click the Renew button to access Product Maintenance Renewal (BR52.5) to renew the schedule for a single product. For more information, see Renewing a Product Maintenance Schedule.
Click the Comments button to add comments on Maintenance Product Comments (BR31.4).
Click the Accounts button to maintain billed, unbilled and revenue accounts for this product on Product Accounts (BR52.6). For more information, see Defining Product Accounts.