How to Set Up Asset Maintenance Contracts

To create a customer contract for asset maintenance:

1. Access the customer, then go to Rates > Contracts.
2. Click Create Contract.
3. Enter the Contract Name.
   • You may use the customer name and a description of the contract, for example, 'ABC Lighting - Preventative Maintenance 2020'.
4. Select a Start Date and End Date.
   • You are then alerted when the contract is due to begin or expire.
   • When you associate an asset to this contract, this Start Date defines that of the asset's service levels.
5. Enter a Contract No.
   • This populates the Order No. field in jobs created against the contract from Maintenance Planner.
6. Enter a Value.
   • You are alerted when you bill the customer for more than the entered Value.
7. Enter an Email address.
   • This is used for sending job / quote / invoice forms where the contract is applied if no other customer contact has been added.
8. Enter Notes.
9. Click the Rates tab to assign specific rates for the given contract.
10. Click the Service Levels tab. To change a pre-build for a service level, click the pre-build and select a different one from the drop-down list.
11. Adjust the Charge Rate if required.
    • If the service level does not apply to this particular contract, adjust the Charge Rate to zero and manually remove the pre-build when creating the job.
12. Click Save Contract.

Click a contract to edit it, or alternatively, click Options > View Contract. To remove a contract, click Options > Remove Contract.

Manage Rates

Go to the Contracts > Rates tab to assign specific rates for the given contract.

General rates

1. In the General tab, toggle on Contract Specific Rates to enable and assign labour rates on the relevant contract. This overrides any customer and site rates when creating a job.
2. Select a Service Fee to automatically apply to all new jobs created using this contract. This is useful if you use a specific service fee for the majority of quotes and jobs raised against this contract. Learn more in How to Set Up Service Fees.

Labour rates

You can manage labour rates in the Contracts > Rates > Labour tab for a customer to assign specific rates for the given contract.

In the Labour sub-tab you can add or remove labour rates defined in System >Setup > Labour > Labour Rates. Learn more in How to Create Labour Rates.

You can also override the system default labour rate by selecting a contract specific default, or modify the Sell Rate of a labour rate according to your agreement in the contract.

To add labour rates against a contract:

1. Create or access a customer and go to Rates > Contracts > Rates > Labour.
2. Select a labour rate in the drop-down list and click Add.
3. To specify a labour rate as the site Default, click the tick icon.
4. Click Save and Finish.

Click the delete icon to remove a specific labour rate from the list.

Adjust material defaults

Go to Rates > Contracts > Rates > Materials to select a contract-specific Pricing Tier. Learn more in How to Set Up Pricing Tiers.

Clear the Use Default check box to apply a contract-specific Default Markup. These settings can be overridden at the job / quote level.

Refer to the Hierarchy of rates on jobs and quotes to ensure the appropriate rate is used.

You can assign the customer contract when first creating the asset, assign it in an existing asset, or assign it to multiple assets in bulk.

While customer contracts have their own start and end dates, assets may be added and removed throughout the contract period, so you also need to define the start and end dates for the asset.

To assign a new asset to a contract, see How to Manually Create Assets.

To assign an existing asset or existing assets to a contract and set service dates:

1. Go to People > Sites and click the site that has the relevant asset.
2. Click the Customer Assets tab.
3. Click Options > Maintenance Planner > Change Contract on the asset.
   • Alternatively, select the assets' check boxes, then click Change Contract.
4. Select the Contract and click Save.
5. Click Options > Maintenance Planner > Change Service Start Date.
6. Select the Service Start Date from the date picker and click Save.

To remove an asset from a contract, click Change Contract and select Not Selected as the contract.

If left blank, the Service Start Date defaults to the current date.

To assign an asset to a contract, see How to Set Up Asset Maintenance Contracts.

If you have a maintenance contract with a customer, you can override the price that you charged for the servicing of each asset. Additionally, you can also override the amount of labour time it would take to service an asset on a customer contract.

1. Go to People > Customers and open the required customer card.
2. Click Rates > Contracts.
3. Open the required contract and click Service Levels.
4. To change a pre-build for a service level, click the pre-build and select a different one from the drop-down list.
5. Adjust the Charge Rate, if required.
   • If the service level does not apply to this particular contract, adjust the Charge Rate to zero and manually remove the pre-build when creating the job.
6. In the Service Levels table, enter the Time in minutes for each service level, as required.

The time mentioned in this column overrides the time added on the pre-build. For example, you can set this for sites where it takes a longer time to test an asset or a site where technicians are familiar with the locations of the assets, so testing is quicker than it is estimated.