Service contracts

This field contains the company code that manages the contract.

This field contains the site code which carries out the contract management.

This field is associated to an automatic sequence number by default. As this counter is automatic, you should not need to check the content of this field. By default, the service contract number is defined on 15 characters.

This field contains the customer code who is in receipt of the contract.

Enter the currency to be applied to all the financial fields in a service contract. This currency is also used to evaluate the minimum and maximum thresholds of services in a product coverage.

This field contains the name of the contact with whom the different contract negotiations are carried out.

Use this field to enter text that will help identify and understand the main characteristics of the contract.

Use these fields to enter the statistics group codes for the service contracts. Codes can be selected and initialized from the service contract template.

You can define up to 5 statistical groups. The number of groups and their names can be set up when installing the application. These groups are used in statistical processes and as selection criteria in many programs.

This field is essential to determine the functional category of the service contract:

• Warranty contract
• Maintenance contract
• Contract with points

This triggers various processes: the points management rule, the contract revaluation, the invoicing, etc.

This check box sets the access to the skill coverage table.

• If selected, the table cannot be accessed; The skills defined in the application are considered based on the contract. It is not necessary in that case to enter them one by one.
• If cleared, only the skills entered in the Skills covered table are considered.

In this function, you enter the level of the covered skills group. This means that when a skills group is entered, all its subgroups are considered in the contract.

When the check box is cleared and no skills group is defined, the contract can be considered as useless as no customer issue can be supported by this contract.

This check box sets the access to the installed base coverage management. It does not apply to contracts with points.

• If selected, the installed base coverage function cannot be accessed. This means that the contract applies to the whole installed base, that is to say all the products ordered by the customer. This can be seen as a "super contract".
• If cleared, the contract can contain coverage rules based on:
• Specific installed base records
• A defined set of installed base records by product reference
• A defined set of installed base records by commercial group.

These coverages can be limited by components, consumed parts, labor, or assignment expenses.

This check box is only used on warranty and maintenance contracts with a coverage According to base (not All the base).

It is used to automate the definition of combined coverages (Installed base + Skill) for all coverages set According to base.

If this check box is selected, the creation, modification or deletion of this type of coverage will immediately apply to the associated cross-referenced coverages.

The Document no. and Line fields identify the line number in the document used to create the service contract. These fields are loaded automatically.

Use this field to facilitate the manual entry of a contract: enter or select a template used to define the main characteristics of the contract. You can only use a template compliant with the category of the service contract being created.

This field contains the subscription date of the contract. It is only entered once.

This field indicates the contract duration.

• For the contracts with tacit renewal, this is the automatic renewal frequency of the contract.
• For contracts with no tacit renewal agreement, it is the frequency according to which the contract should be renegotiated by the two parties.

This field contains either a date that is identical to the subscription date (throughout the first period) or the date of the last renewal.

This date indicates either the date on which the contract will automatically be renewed where there is tacit renewal agreement or the date from which the contract will no longer be valid.

• A dedicated selection list in service contracts: Contracts to renew
• The CONECHE1 reports that lists all renewed contracts for all representatives.
• The CONECHE2 report that lists all the contracts renewed based on a date range.
• The CONECHE12 reports that lists all renewed contracts for a given representative.
• Warning messages displaying from the before-sales workbench.

This field does not apply to warranty contracts. It displays the price of a contract with points. Contract with points are indeed subject to an overall and single invoicing process.

This field displays the basis used to calculate billable scheduled invoices from maintenance contracts.

This field concerns only contracts with points. You use it to enter the total number of points awarded to the customer for this contract.

Enter the renewal frequency of the contract annual royalty basis. The automatic revaluation can also be done based on the evolution of a chosen index.

Specify a contract revaluation method. Maintenance contracts can be revaluated in two ways:

• Post-revaluation: Always calculate the amount of the next scheduled invoice. Note that there is always a one month difference between the annual royalty basis and the actual index value used in this revaluation.
• Pre-revaluation: Calculate the annual royalty basis matching the exact status of the index. Note that this method cannot be used to know the amount of scheduled invoices in advance, except from the first scheduled invoice.

This field specifies which type of revaluation is used on the service contract. Two options are available:

This field is only accessible if the Evolution of an index revaluation has been selected. You use it to enter index to be used at each contract revaluation. A revaluation is done by comparing the index value used during the last revaluation and the last value saved in the system for this index.

This field indicates what is the index value used at the time of the last contract re-evaluation. The Date field indicates the date for the index value.

This field can only be accessed if the Mathematical formula revaluation has been selected. Enter the formula code, selected from the 427 - Revaluation formulas miscellaneous table.

This field displays the date when the contract has been revaluated for the last time.

Depending on your activity sector, this field can have the following meanings:

• The number of days before the end of the contract, when a customer termination request can be accepted.
• The number of days during which the contract still applies after a termination request has been received from a customer.

In both cases, the termination has to be done manually from the contract record.

This field only applies to contracts with points. In this process, contracts can be fully "consumed" based on a ranking system with points and a tolerance threshold. As the rules for consuming these points can be quite complex, it is usually unlikely to fully consume all the points awarded for a given contract.

For example, a contract has a 100 points and a consumption rule for 30 points by service request with a tolerance threshold of 10%. The fourth service request from this customer leads to issuing a quote for subscribing to a new service contract. However, in the meantime, the customer still has a contract with 10 points. If this contract had been assigned a 20% tolerance, this fourth request would have followed the standard process and the contract would have been closed automatically once the service request had been processed.

This field indicates the frequency on which the customer will receive the invoices related to the receipt of services covered by their contract. It is also used to determine what fraction of the annual royalty must be allocated to the invoice.

Use this field to enter the method used for invoicing the service contract.

• Pre-invoicing (term to mature): The contract is invoiced before the contract ends. This method is used to invoice a contract before it actually applies to the customer. Example: For a three-year contract billable once a year:

When open items are collected several times a year, an increase or increase is often applied. You use this field is to define how important this increase or decrease is.

Use this field to define the notice from which a contract open item to be invoiced will be available in the invoicing tools. From this moment, the invoice will be generated and sent to the customer.

The notice represents the number of days that precede the term for an invoicing open item.

Use this field to enter the payment terms defined for paying the contract open items.
It is only possible to enter a payment term that is consistent with the legislation and the group of the company of the document site.
The general principles linked to the multi-legislation setup are detailed here.

Use this field to enter the dispute codes used to log customer issues when a payment is made after the contract due dates.

Example: A customer payment is two month late after the contract due date. This customer has also reported a dispute with their supplier. When the customer calls customer support to solve an hardware issue for example, they will get assistance if the dispute code is already listed on their maintenance contract.

You can enter analytical dimensions for each dimension type defined in the folder.

Refer to the documentation on Contract templates.

Code of the bill-to customer. By default, the bill-to customer code defined on the service contract header is displayed.

Code of the pay-by customer. By default, the pay-by customer code defined on the service contract header is displayed.

Code of the group customer. By default, the group customer code defined on the service contract header is displayed.

Use this field to enter the project code used to subscribe to the service contract, if applicable.

This field is essential if the service contract is subject to invoicing.

You use it to enter the product code that will be displayed on the invoice line for the selected scheduled invoice of the service contract.

By default, this field displays the value defined on the service contract template or, if no value is defined, the value of the DEFCONITM - Default contract product parameter (HDK chapter, COT group).

This field displays the sales unit of the invoicing product.

A tax rule represents the tax territoriality principle, in other words, the calculation rules to be applied to determine the tax amount.
As a general rule, by crossing a tax rule linked to the BP with a Tax level, you can determine the tax code to be applied to the document line and so, to the entry line.
In this field, you enter the tax rule associated with the BP: this tax rule will be suggested by default in all the transactions used by this business partner.

The values relate to the invoicing footer. This information can directly come from the parameters of the invoice footer or from the customer record.
 Refer to the Invoicing elements documentation for more information.
The values of the footer elements can be modified. The ex-tax and tax-incl. amounts of the document are directly impacted by these values.
Intercompany specificities
If the order has been generated from an inter-company or inter-site purchase order, and the inter-company setup stipulates that the invoicing elements come from the Purchase module, these will be initialized with the values entered in the original purchase order.

Enter the code to use in order to override the default SST tax code from the product or invoice element. This tax code is recognized by Sage Sales Tax and is used to identify line types for tax purposes. This field is available only if the LTA - Local taxing activity code is activated, and the USATAX - Tax system user parameter is set to Yes.

For invoicing elements designated as the SST document discount for a company, you cannot remove the SST tax code value on the document.

These fields are not available for entry.

• The Points available are the number of points awarded to a service request still in process (not resolved). If the service request is deleted, the points are reallocated.
• The Points consumed are the points used by a closed service request.
• The Remaining points are the balance of points that have not been made available or consumed.

This field displays the date on which the next invoice will be issued.

This field displays the date from which the scheduled invoice to be billed will be available in the service contract picking list in the Invoices function. This date is calculated based on the invoicing frequency and the invoice notice.

It is calculated automatically when creating the contract in order entry. It is recalculated automatically each time an invoice is generated for the contract.

This field displays the excluding-tax amount of the next invoice provided that the contract has not yet been revaluated, or revaluated using the post-revaluation method.

• The invoicing frequency
• The long-term increase coefficient
• Potential revaluations

It is calculated automatically when creating the contract in order entry. It is recalculated automatically each time an invoice is generated for the contract.