How to Set Up a Maintenance Contract

To create a Maintenance Contract, go to:

Maintenance > Create Maintenance Contract

A new black contract is displayed on the screen. Either enter the Customer alpha or using the […] button, search for the customer from the enquiry screen.

Once selected, choose the relevant Maintenance Contract Type. If you wish to see how the selected Contract Type is set up, you can click the magnifying glass icon to go into the Maintenance Contract Type screen.

Note: The contract type is very important as it will determines how the contract operates and which nominal codes it will post to in your accounts system. Also, once the contract has been agreed, the Type cannot be amended.

The Start Date (today’s date) and Labour Profile are filled in by default (set against the Contract Type), though the Start Date is not amendable as it is the earliest start date of all the pieces of equipment on the contract. Enter a Customer Reference in the ‘Cust Ref.’ field and amend the Depot (that which is controlling this contract). Confirm the Invoicing Cycle and whether or not invoices are to be raised in advance or arrears.

Now, go to the Equipment Tab of the contract and in the search field at the bottom of the Contract, either type in the Equipment number(s) that will be maintained on this contract or use the […] button so search for equipment.

Once selected, enter a Start Date, the date that maintenance for this equipment is to begin and an end date if known (though this can be left bank). The invoice from (Inv From) date will automatically default to the same as the Start Date of the contract but can be changed if necessary. This would be more likely if you are putting existing contracts that have already been invoiced and therefore would be the date, up-to which they have been invoiced already.

If this is a new contract, the Sync date can be left blank. If you have negotiated a special Response Time for this contract (different to the default Response Time in Settings), then enter it in the format hh:mm e.g. (04:00 for 4 hours).

The final box on the right will be labelled according to the Invoice Cycle chosen. For example, if you have chosen to invoice this contract quarterly then this box will be called Quarterly Fee, into which you would simply type in the charge per quarter. To enter future rates, for example, if you wish to employ stepped maintenance charges on this equipment click the […] button  to open the window. Here you can enter the new rate (of a % uplift) and date to enforce this.

Add as many pieces of equipment as required for this contract.

Once you have entered all the Equipment lines, you can print a hard-copy of the contract using the ‘Print Contract’ button. This will advance the status of the contract to Quoted. Clicking the Agree button will then activate the contract (status = Active) and Protean will be ready to begin invoicing (either in batches or using the Immediate Invoice button) and/or creating service jobs for the Equipment on the contract.