Before entering a new service agreement into the system, you must have assets attached to the location associated with the agreement; please make sure this step is done before continuing.
From the tree menu, click Service Management > Agreements and click the green ADD button near the bottom of the screen.
Figure 1: Add New Agreement
Enter the agreement number at the top of the screen; it can be no more than 7 characters in length. Use the next agreement number from the previous one or however you decide to label your Agreements. On the left side, enter the customer account. Select the agreement type in the lookup; for this example, we will use the PM agreement type. Agreement group, service manager, and default service department are all optional fields.
Figure 2: Agreement Number Entry Screen
On the right side of the screen, enter Inception date, which is ALWAYS the first of the starting month of the agreement. Default renewal duration is typically 12 months. Billing Type and revenue recognition method will usually be schedule, which means the bill is sent to the customer on a schedule regardless if service work has been performed. If the revenue recognition method Billings is chosen, revenue will be recognized when the job is billed. The Percent of Completion revenue recognition method recognizes revenue based on what percent of the job is complete. The default billing and revenue schedules are lookup fields. The billing and revenue schedules signify the time frame which the agreement should be scheduled to be billed (revenue generated), such as monthly or quarterly.
Figure 3: Agreement Inception Date Entry Screen
If you know the cost of living increase, enter it Under the Renewal Percentage tab. Remember, these are percentages, not dollars. If you do not make an entry here, it can be added during the renewal process.
Figure 4: Renewal Percentage Tab
Under the analysis tab, complete the dropdown for Multi, which will typically be NO. Multi is a custom field that can be tailored to your company’s needs. Save the agreement.
Figure 5: Analysis Tab
After clicking save, click the Locations tab. From here, add the location that will correspond with the agreement. When you enter the location, it will prefill the address. Select the invoice type and enter bill to address type, which is typically set to “customer”. The invoice delivery method can either be print or email. Save the line by clicking the floppy disk icon to the left of the line.
Figure 6: Add Location
Next, hyperlink into the location name. Here is where the allowable work for the location will be added. Click ADD in the agreement type of work screen.
Figure 7: Begin to Add Type of Work
Figure 7A: Click ADD Within Agreement Location
Choose the type of work from the lookup “…” field. Once the type of work is chosen, the other information will auto populate.
Figure 8: Type of Work Lookup Field
The next mandatory field is the budget section. No entries are required in the From, To, and Bill To Customer fields. You MUST enter a Budget Section. The budget number should consist of the letter ‘Z’ followed by the Agreement number I.E. ZM00100. You may enter your Agreement numbers as you see fit, but the total must be 8 characters in length. 8 characters is also the length of the Service Order.
Figure 9: Add Budget Section
Click the Billing & Sales Tax tab. Most information should have auto populated. Make entries in any mandatory fields that did not populate, such as both Response Type Fields. Speak with your Consultant or in-house Finance person for Tax setup.
Figure 10: Create Budget Section
Click the Payroll Info Tab (PR Tab). Make no entries here. The information is picked up from the Location PR tab.
Figure 11: PR Info Tab
Click the G/L Accounts tab. No entries are made here unless you have discussed this with your Consultant and have advanced setup. Select Save in the lower right when all tabs are complete.
Figure 12: G/L Accounts Tab
Upon clicking Save, a pop-up warning message will appear stating that the budget section is not on file and will be created. Click okay.
Figure 13: Budget Section Warning
Add another Type of Work or select Locations on the top of the menu bar (breadcrumbs).
Figure 14: Add Additional Type of Work
Hover over the Renewals tab and select ‘Renewals’ to ensure the information transferred. Verify Agreement First year, Start, and End date. Open the folder. Enter the Agreement and Service Order P.O.’s if provided by the Customer. Select Save when complete.
Figure 15: Renewals Tab
Select Renewals -> Term. This should indicate the full term of the Agreement with the Total Agreement Amount.
Figure 16: Renewals Term
Select the Agreement Type tab. Verify the information is correct.
Figure 17: Agreement Type
Click the Sales Rep Tab. Add a Sales Rep to the agreement by clicking the ADD button and completing all fields.
Figure 18: Create Sales Rep
All agreements must have cost codes and budgets set up. To create cost codes, click Operational Setup > Create Cost Codes, and click next. A report will generate displaying cost codes that are set up with a budget section followed by ACR and your budget section followed by APM. Click the report status icon to view the report.
Figure 19: Create Cost Codes
Figure 19A: Create Cost Codes Report
Enter the agreement amount for the agreement by clicking Operational Setup > Agreement Amount. Totals for the agreement will be entered here. All fields should default in except the Agreement Amount. If this is a Multiple Year Agreement, enter the first-year amount here. Make sure the First Billing Date is the first of the month. Booking Amount should default the Agreement Amount for the first year. Booking Type should be New. All Agreements should start on the first of the month. Select Save.
Figure 20: Agreement Amount
Highlight the agreement amount, and in the choose action menu near the bottom of the screen, click the arrow for Generate Billing Schedule. Repeat the same action to Generate the Revenue schedule from the same menu.
Figure 21: Creating Billing Schedule
Go to Operational Setup -> Agreement Amount Schedule. This is only required for Multiple Year Agreements. It will not be present on one-year Agreements. Select Add at the bottom of the screen.
Figure 22: Agreement Amount Schedule
Enter the start date of the second year of the Agreement, the second-year amount, and renewal percentages if desired. You can leave the box unchecked and enter this information when renewing Agreements. Save when complete. Add additional lines for each additional year.
Figure 23: Agreement Amount Schedule Year 2
Go to Operational Setup -> Billing Schedule and verify billing schedule was created. You can modify dates and add Comments if required. In Multiple Year Agreements, pay attention to the Renewal at the bottom of the screen.
Figure 24: Billing Schedule
Under Operational Setup > click Revenue Schedule to verify the schedule was created.
Figure 25: Revenue Schedule
Go to Operational Setup -> Cost and Revenue Schedule. This is not required but can provide additional information. It will show expected revenue based on your schedule. Please discuss with your Consultant. Always be sure you are on the correct Renewal if using multiple Locations and Renewals.
Figure 26: Cost and Revenue Schedule
Under Cost Budget, put in the costs for the entire year for each Cost Type Group in the first month of the agreement. The first line, “PM Labor” (HRS) is for hours for the entire year. The second line “PM Labor” (L) is for the money for labor for the entire year. To open a Cost Type to enter the planned hours or budget, click the folder open button to the left of the line. Enter the information, then click the save button that is to the left of the line. The only time to enter something in the other months is if there was a contract revision.
Figure 27: Cost Budget Entry
To freeze the initial budget, click Operational Setup > Freeze Initial Budget. Open folder and check the “Initial Budget Frozen” box. This will prevent unauthorized personnel from changing the initial budget. Changes can only be made by Change Orders if the customer revises the Agreement.
Figure 28: Freeze Initial Budget
Go to Operational Setup > Budget Summary to view the budget and costs in the agreement.
Figure 29: Budget Summary
Go to Operational Setup > Cost Types. This shows all the available cost types on the agreement.
Figure 30: Cost Types
Assets must be attached to the location in affiliation with the agreement to complete these next steps. Go to Tasking -> Covered Assets. Select Multiple Add from the bottom left of the screen.
Figure 31: Covered Assets
Highlight all the Assets that are covered under the Agreement by holding your ctrl key and selecting the square beside each line. Make a note of Asset Types and quantity. You will need this for the next step. Select ADD.
Figure 32: Covered Assets MULTIPLE ADD
Go to Tasking -> Planned Asset Types. Select Add from the bottom of the screen. Enter the Asset Types that will be covered under this Agreement. It must be an Asset Type that is an Asset in the location file. Enter the number of pieces for each Asset Type. Save each line.
Figure 33: Tasking Planned Asset Types
After all entries are made, select the Undo arrow.
Figure 34: Tasking Planned Asset Types
Next, click Tasking -> Planned Inspections. Select Add from the bottom of the screen.
Figure 35: Tasking Planned Inspections
Add the Asset type. You will only see those that are Planned Asset Types for this Agreement.
Figure 36: Planned Asset Types Screen
Add the Inspection based on your Agreement.
Figure 37: Add Inspection
Add the Technician Cost Class that will perform the work.
Figure 38: Add Inspection
Add the Standard Schedule.
Figure 39: Add Standard Schedule
Add the Estimated Hours Per Visit. The hours will default into the proper months based on the Schedule. Information is displayed in the schedule view below. The following are examples of entries for this Agreement. Save the line when complete. Repeat these steps for all Asset Types on this Agreement.
Figure 40: Estimated Hours Per Visit
If all hours have been allocated, you will see “0” for the Cost Budget Remaining. If you choose the Override Tasks box, then you will need to add specific tasking for this Inspection for the Agreement. The system will not look to the “Inspection Library” for tasking. Add Tasks gives you the ability to add additional tasks not included in the Library. Please review with your Consultant before checking this box.
Figure 41: Estimated Hours Allocation
Go to Tasking -> Planned Inspection Tasks. This will be blank. If you overrode the tasking in the previous step, this is where you’ll need to add and maintain all tasks for this Agreement.
Figure 42: Planned Inspection Tasks
Click Covered Assets. These should be here from a previous step. Highlight all the Assets that are covered under the Agreement and select Generate Covered Asset Inspections.
Figure 43: Verify Covered Assets
The Assets will now have the Labor Tasked box checked. If they do not, check your Inspection file to be sure you have Tasks for the Inspection.
Figure 44: Labor Tasked Box Checked
Go to Tasking -> Covered Asset Inspections. If all hours and number of Assets are tasked properly, the remaining field at the bottom of the screen will read Agreement Planned # of pieces. It should equal Agreement Tasked # of pieces. Agreement Hours Planned should equal Agreement Hours Tasked. There may be a slight discrepancy depending on your entry hours. In a perfect world, the Remaining will be “0” for both Hours and Amount.
Figure 45: Verify Covered Asset Inspections
Go to Tasking -> Covered Asset Inspection Tasks; this area will only have data if you selected override tasks. When making that selection, this will be the permanent tasking for that Asset and it will never look at the library for any changes.
Figure 46: Verify Covered Asset Inspection Tasks
This step is Optional. Go to Tasking -> Material Tasking. Change the Type to Inventory Code. Select Add at the bottom of the screen.
Figure 47: Material Tasking
Select the Asset. The Inspection will default in.
Figure 48: Select Asset
Select the Material Code from the drop-down listing. These must be Inventory items.
Figure 49: Select Material Code
You can only enter the quantity in the open months. Select Save when complete. Enter all remaining materials in the same manner.
Figure 50: Enter Remaining Materials
Click Comments tab and add as required. Comments will appear on all agreement invoices.
Figure 51: Enter Agreement Comments
Click Customer History tab to view customer agreement history.
Figure 52: Customer History Tab
Click the Status tab. If all entries are correct, this will be blank. If not, any errors will be listed.
Figure 53: Status Tab
Click the Service Orders tab. This will list all service orders for this Agreement including extra work performed.
Figure: Service Orders Tab
