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Exact Synergy Enterprise   
 

Creating and maintaining service contracts for Service management

Menu paths

  • Modules > Service management > Entry > Contracts > Contracts (New)
  • Modules > Service management > Reports > Contracts > Search 

Introduction

Service contracts are important for trading and business relationships. Service contracts are agreed contracts that depict the expectations of the clients and their providers. Providing services is not mandatory in a service contract.

Service contracts can include several service configurations and types of contract agreements that relate to the service contract and/or service configurations (parts). This page allows you to create and maintain service contracts.

When creating a service contract invoice, the invoice will be created for the invoice frequency period until the due date, except when the contract has ended before the invoice creation date.

 

Roles and rights

To create and maintain service contracts, function right 871 – Maintain service contracts is required. Users with the Service desk or Service planner role have this function right.

Note:

  • For more details on function rights, go to Modules > System > Setup > Security > Function rights.
  • For more details on roles, go to Modules > System > Setup > Security > Roles.

What version are you using?

The information in this document is applicable to product update 500 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create service contracts?

  1. Go to Modules > Service management > Entry > Contracts > Contracts (New).
  2. Define the fields.
  3. Click Save.

Keep in mind: All fields with the “! icon are mandatory.

How do I edit service contracts?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Edit.
  6. Make the necessary change(s).
  7. Click Save.

Keep in mind: A message “This contract is currently in the process of being prolonged. You cannot edit this contract until the process is finished” will be displayed if you click Edit when indexing or prolongation of the service contract is taking place.

How do I view service contracts?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Close to exit.

How do I add service configurations to the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Add under the Configurations section.
  6. Define the fields.
  7. Click Save to save the service configuration or Save & Link to save and link the service configuration to the service contract.

Keep in mind: All fields with the “!” icon are mandatory.

How do I view the details of the configuration item linked to the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click on the configuration item under the Configuration item column in the Configurations section.
  6. Select the required configuration item under the Configuration item column in the Configurations section. For more information, see Editing service configuration items for Service management.

How do I view, edit, delete, or link service items for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click the required contract item.
  6. Click Delete to delete the service item or Save & Link to save and link the service item for the service contract.

How do I add service agreements for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Add under the Agreements section. For more information, see Creating and maintaining service agreements for Service management.

How do I view, edit, delete, or link service agreements for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Select the required service agreement under the Description column in the Agreements section. For more information, see Creating and maintaining service agreements for Service management.

How do I link service agreements to the service configurations for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Agreement links. For more information, see Linking agreements to service configurations for Service management.
  6. Select the required check boxes of the services for the service item.
  7. Click Save.

How do I view the contract rates for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Rates. For more information, see Overview of contract rates for Service management.

How do I view, email, and/or print the contract documents for the service contract?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Contract documents.
  6. Click the Preview tab to view the contract document (click the Print button in the PDF viewer browser in the preview to print the service contract), Email tab to email the contract document (select the attachments under the Attachments section, and then click Send), or Documents tab to view all the contract documents for the service contract.

How do I copy service contracts?

  1. Go to Modules > Service management > Reports > Contracts > Search.
  2. Define the search criteria. For more information, see Searching for service contracts in Service management.
  3. Click Show.
  4. Select the required service contract under the Contract number column.
  5. Click Copy. The message “Copied contract cannot be deleted. Would you like to copy this contract?” will be displayed.
  6. Click Yes.

Tips and tricks

You can customize the fields and columns that you want to be displayed on the page by clicking Customise.

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Related documents

 

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 22.593.154
 Assortment:  Date: 21-11-2022
 Release: 251  Attachment:
 Disclaimer

Attachments
OH-PU258-Creating and maintaining service contracts for SM01.docx 65.2 KB View Download