Service Agreements are tied to the End User Company that they are created from. In most cases the End User will also be the Bill To Customer, but sometimes it may be different. If the Bill To is different, you can drag and drop a Contact or Company Location from Search e-manage, Recent Records, Favorites or any grid that contains contacts or company locations onto the Bill To Label in the resulting window.
Service Agreements can hold many serviceable items from different locations to bill to and perform preventative maintenance on. A service agreement without any serviceable items will not allow you to invoice, because the sum of the serviceable items' price is the price of the entire agreement. If you are creating a Service Agreement from this menu item, you will either need to have serviceable items already set up in e-manage or you can create new ones from the Service Agreement Window after creating it.
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Click the New Service Agreement action menu item.
In this form you will need to fill out the required fields (marked with "*" an asterisk including the Agreement Type, Agreement Status, First Proposed Date, Agreement Start, the Length of the Agreement and the Billing Cycle.
Other fields include the Customer PO (searchable from Search e-manage by pressing the shortcut function key), Tax Code, Acct ID, Purchased Date, Last Proposed Date.
You cannot type in the Agreement end, as it is calculated based on the start date and the length choices.
You cannot type in the Amount or Tax text boxes because they are the sum of the amount of the cost of each serviceable item.
The last payment is automatically filled out when a payment is made against an invoice for the service agreement.
The No Renewal checkbox keeps the service agreement from showing up in the Today / Service section under Service Agreements Expiring.
You can set the End User and the Bill to using the Company Labels.
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Every service agreement should have, but is not required to have, a salesperson (or salespeople) and the credit they receive of the total sale of the service agreement. If the primary salesperson is set on the company level, the Sales Credit grid will automatically be populated with the primary salesperson(s) set on the company location. If not, you can click the Add box in the Sales Credit tab, choose a salesperson and set the credit. Sales Credit can only add up to 100%.
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Once the Service Agreement has been saved, you will get a Service Agreement ID # back from the system. You can now start adding Serviceable Items to the Service Agreement by dragging and dropping items that are already created or by clicking the Create New Serviceable Item button. The toolbars at the top of the Service Agreement tabbed window will enable and allow you to do any of the functionality available to a Service Agreement.
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To add contacts to the Service Agreement, it will need to be saved and have an ID number (see above). Once saved, you can drag and drop contacts into the contact grid from Search e-manage, Recent Records, Favorites or any other grid that contains contacts. You also can use the "Add Quick Contact" button when on the contacts tab and use the Quick Contact Window to search for existing contacts or add a new one.
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By typing in the first and last name text boxes of the Add a Quick Contact window you get a list of existing contacts where you can click and drag from the here to the Service Agreement Contacts grid on the Service Agreements Window.
After adding the appropriate Serviceable Items to the Service Agreement, you will want to schedule Preventative Maintenance for the current period.
Click on the PM Tab and click the button and click the auto-schedule button if your company has already setup defaults for Preventative Maintenance or click the New button to add one item for scheduling.
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Fill out the Maintenance Month, the Maintenance Year, the Best Day and Best Time (these fields are required and denoted with an "*" asterisk. You can also choose an exact date and time for scheduling and how long it will take to complete the Preventative Maintenance. Do not fill out the completed by or completed date until the maintenance is actually completed.
We recommend that you create serviceable items and put them on a service agreement upon completion of installation of the item. If you offer a year of warranty (or your manufacturer does) then you can make the Agreement Start Date the installation date and length for 1 year so you can charge back to your manufacture the entire cost of servicing the item.