Maintenance Contracts

This chapter is divided into the following sections:

Creating a maintenance contract
Linking a maintenance contract to a service interval
Linking a maintenance contract to a service order
Posting maintenance contracts
- Setting up invoice intervals for maintenance contracts
- Maintenance contract invoice plan

Creating a maintenance contract

To create a maintenance contract, please proceed as follows:

Note

To be able to create maintenance contracts, please make sure that a number series is deposited on the Service Setup page.

Use the quick search (ALT+Q) in TRASER DMS 365 to open the Maintenance Contracts page.
A list of all maintenance contracts is displayed.
Click New.
An empty input screen for maintenance contracts is opened.
Fill in the fields of the General and Invoice Details FastTabs according to the table below to create a maintenance contract.

Tab	Option	Description
General	Service Order Type	optional Select a service order type for this maintenance contract.
	Sell to	Fill in who the maintenance contract is addressed to in this subordinated tab. To do so, fill in the corresponding fields Customer No., Customer Name, Contact No. and Contact Name.
	Document Date	Optional Here, enter the date on which the document was created.
	Starting Date	optional Enter the starting date from which the price list is valid here.
	Contract Duration (Months)	Enter the number of months that the maintenance contract is valid here. This information is used to calculate the invoicing plan lines in connection with the invoicing intervals.
	Estimated End Date	optional Enter an estimated end date for the maintenance contract here.
	Maximum Operating Hours	Optional Add a limit to operating hours here.
	Status	Specifies the status of the maintenance contract.
	Contract Status	Shows the contract status.
	Signature Status	Indicates whether the maintenance contract has been signed.
	Contract Signed At	Shows when the maintenance contract was signed.
	Salesperson Code	optional Enter the code of the sales person for this maintenance contract here.
	Person In Charge	optional Enter the code of the person in charge of this maintenance contract here.
	Responsibility Center	optional Enter a responsibility center here.
Lines		In this FastTab, you can add individual service items or resources. You can also view the summaries of the total amounts for this maintenance contract. This area is described in more detail below this table.
Invoice Details		In this FastTab, you can change the settings option regarding the invoicing of the maintenance contract.
	Invoice Order Type	Select an invoice order type in this field.
	Invoicing Interval	Select an invoice interval in this field. You can find more information regarding the setup of these intervals here.
Billing		In this FastTab, you can change the settings regarding the invoicing of the maintenance contract.

Now add a service item by selecting it in the Service Item No. column in the Lines FastTab.
The following information is now displayed in the lines of the Lines FastTab:

Option	Description
Serial No.	This column shows the serial number of the service item.
Trade No.	This column shows the trade number of the service item.
Description	This column shows the description of the service item.
Calculation Entry Type	This column shows the calculation entry type of the service item.
No. of Services	This column shows the number of connected service intervals. By clicking on the number in the column, the linked service intervals for this service item will be displayed.
Used Services	By clicking on the number in the column, the service intervals for this service item will be displayed.
Line Amount	This column shows the line amount for this service item.
Starting Date	This column shows the serial number of the service item.
Contract Line Duration (Months)	This column shows the contract line duration in months that applies for this contract line. This information is used to calculate the invoicing plan lines in connection with the invoicing intervals.
Estimated End Date	This column shows the estimated end date for this contract line.
Max. Operating hours	This column shows the maximum operating hours for this contract line.
Operating Hours Check	Activate the check box in this column if you want the operating hours to be checked when posting the document.

You have successfully created a maintenance contract.
You can now for example link the maintenance contract to a service interval or create a service order from the maintenance contract and link them.
To release the maintenance contract, select Release in the menu bar.
Now the maintenance contract can be invoiced .

Linking a maintenance contract to a service interval

Open a maintenance contract.
Select the service item you wish to link in the Lines FastTab.
Select Link to Service Interval from the menu bar of the Lines FastTab.
The service interval page of the service item opens, filtered to the interval type Maintenance.
Select the relevant service interval and confirm your selection with OK.

For further information on working with service intervals, click here.

Linking a maintenance contract to a service order

Open a maintenance contract.
Select the service item you wish to link in the Lines FastTab.
Select Link to Service Interval from the menu bar of the Lines FastTab.
The service interval page of the service item opens, filtered to the interval type Maintenance.
Mark the desired service interval.
Select Home > Create Service Order from the menu bar.
The Service Order Types window is displayed.
Select the desired service order type.
The service order is created and pre-filled with the relevant information.

Posting maintenance contracts

Setting up invoicing intervals for maintenance contracts

Invoicing intervals are used to determine how often billing should take place or whether an advance payment must be made for example. To set up an invoicing interval for a maintenance contract and select it in the maintenance contract, please proceed as follows:

Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Maintenance Contract Invoicing Interval.
Fill in the fields.

Note

To set up advance payments, a Deferral Code and an Account Number are required. The deferral codes are set up on the Deferral Templates page.

Open a maintenance contract.
Scroll to the Invoice Details tab.
Select the desired invoice frequency in the Invoice Frequency field.

Maintenance contract invoice plan

The invoice plan serves as an overview of invoices that are created during the duration of the contract. To view the invoice plan of a maintenance contract, please proceed as follows:

Open a maintenance contract.
Navigate to the Lines FastTab.
Select Invoice Plan from the menu bar of the FastTab.
The invoice plan is displayed.
If no invoice plan has been created for this maintenance contract yet, you can create one via New > Create Invoice Plan. This action generates an invoice plan for the current maintenance contract based on the selected invoicing interval in the Contract Line Duration (Months) column in the maintenance contract lines.