Everything about Service Contracts

Article author
Mads from Uptick
  • Updated

Service contracts define what your customer has engaged you to do. They tie together the Services that you have set up for your organisation, and the properties that you have set up against each client. By setting these up, you can add service contracts per property to enable the tasks to be generated as they fall due.

 

Viewing Services

  1. Click on any property within the Properties page.
  2. Click on the Services tab from the list of functionality tabs within the property's dashboard.

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As seen below, the schedule block shows you when each service should ideally be performed. We say ideally because every now and then you might be running ahead of schedule, or behind schedule, and you'll need the flexibility to have the task generated in a different month. This is where the "next due" field comes into play.KEY: Different circumstances of the contract reflect on the box colour in the table.

Dark Blue = Billing Task

Orange = Servicing Task

Dark Purple = Reporting Task

Green = Sub-contracted 

If the contract has not been setup correctly, it will display as grey. 

 

Adding sub-contractors to a service

  1. Click on any property within the Properties page.
  2. Click on the Services tab from the list of functionality tabs within the property's dashboard
  3. Click 'edit' to the service you want to contract
  4. Check 'Is Subcontracted', set the subcontractor, enter subcontractors price and save

Creating a new contract  

  1. Click on Manage service contracts.
  2. You will be redirected to the following bulk manage screen. Fill in the mandatory fields at the top comprising: service, start date and end date.
  3. Once completed, select Add service contract.

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Once added to the list, you can add the rest of the fields in including:

Expiry date is the date the contract expires and will need to be renewed. You can see all expired contracts within the system-wide contracts dashboard below.

Last completed date is the date when any task that is linked to this service contract is marked as complete, either via the task detail page or the issuance page.

Next due date is the date when the next task should be generated.

Changing the Next due date field will affect the next task to be generated (the next task will be generated on the date you specify), but it will not change the schedule block as the schedule block only reflects the ideal dates.

When tasks are generated for the month the next due date is updated to be the next date in the schedule block, from the current next due date.

For example, a six monthly service with a next due of 01/02/2000 will be updated to be 01/07/2000 after task generation. If you manually updated the service contract and set the next due date to be 01/03/2000 no task would be generated for February. When generating tasks for March, a task will be generated, and the next due set to the next available sequence date which is still 01/07/2000.

 

System-wide contracts dashboard

Customer Data > Service Contracts 

As seen below, on this page you are be able to view a list and the associated map of all the service contracts in the system per any given month and year.

You can also generate a list of all past due contracts and expiring service contracts via the two buttons at the top. This is a great way to stay on top of all your contracts to ensure accountability.

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To add services to the system

Read the Everything about products of the support manual.

 

Updating your services in bulk

  1. Navigate to Customer Data > Service Contracts 
  2. Filter the services you'd like to update. We recommend using the "Service" filter to find the correct services that need to be updated, but you can use client or anything else that will assist.
  3. Remove the ideally due if you want all service contracts, regardless of due month.
  4. Download the contracts using the download CSV button.
  5. Update the relevant columns in downloaded CSV.
  6. Re-import. For more information on the importer, click here.

 

 

 

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