Adding items to a support contract

Overview

You will be able to add more than one item to a support contract, but it is not recommended due to the fact that when it comes to reporting it is viewed per contract and not per item on the entire support contract. If you add more than one item per contract, you will not be able to determine which item is bringing in revenue and which item is running at a loss.

Watch this video to see how to add items to a support contract or follow the steps below it.

Step-by-step guide

Navigate to the correct window

1. Navigate to Workshop / Support Maintenance / Contract Maintenance.

Call up the appropriate support contract

1. Enter (or select) the appropriate support contract in the Contract Number text box.

Add the contract item details

Insert the new item

1. Select the first open line in the SERIAL NUMBER column and press Insert (on your keyboard).
2. Check that the Contract Maintenance – Add Item window has appeared.

Add the item information

1. Enter the serial number of the item in the Serial Number text box.
2. Enter a description of the item in the Description text box.
3. Enter the serial number of the item that this item is part of in the Parent text box, if applicable.
4. Set whether the item is decommissioned or not in the Decommissioned text box.
5. Enter the item's category in the Category text box, if applicable.
6. Enter the item number in the Item Number text box, if applicable.
7. Change the contract start date in the Contract Start text box, if applicable.
8. Change the contract expiry date in the Contract Expiry text box, if applicable.
9. Enter the item's asset number in the Asset Number text box, if applicable.
10. Enter the item's contract type in the Contract Type text box, if applicable.
11. Enter a remark for the item in the Remark text box, if applicable.
12. Enter the item's purchase date in the Purchase Date text box, if applicable.
13. Enter the item's warranty expiry date in the Warranty Expiry text box, if applicable.
14. Enter the name of the original supplier in the Supplier text box, if applicable.
15. Enter the original supplier's invoice number in the Supplier Invoice text box, if applicable.
16. Enter the customer's cost centers in the Cost Centers text boxes, if applicable.
17. Enter the customer account number in the Sub Account text box if the item is sub-letted.
18. Enter the contact person's name in the Contact text box.
19. Enter the contact person's telephone number in the Tel text box.
20. Enter the item's physical location in the Location text box.

Add the billing information

1. Click the Billing Info tab.
2. Set whether to generate invoices for the item in the Invoice (Y/N) text box.
3. Enter (or select) the location that invoices should be included in, in the Invoice Location text box.
4. Enter (or select) the debtor account for the invoices in the Invoice Acc text box.
5. Enter (or select) the sales rep code for the invoice in the Rep Code text box.
6. Enter the monthly rate for rate type 1 in the Monthly Rate 1 text box.
7. Enter (or select) the item number to be used for monthly charges, for rate type 1, on the invoices in the Item Number text box.
8. Enter the monthly rate for rate type 2 in the Monthly Rate 2 text box.
9. Enter (or select) the item number to be used for monthly charges, for rate type 2, on the invoices in the Item Number text box.
10. Repeat for all text boxes.
11. Enter the email address to send the invoices to in the EMail Address text box.
12. Enter the email address to send the meter reading vouchers to in the EMail – Readings text box.
13. Enter the escalation percentage of the item in the Escalation Percentage text box, if applicable.
14. Enter the escalation month of the item in the Escalation Month text box, if applicable.

Add the counter information

Add the general counter details

1. Click the Counter 1 tab.
2. Enter the counter’s description in the Description text box.
3. Enter the counter type in the Counter Type text box.
4. Enter the validation quantity in the Validation Quantity text box.
5. Enter the opening meter reading in the Opening Quantity text box.
6. Enter the yield quantity in the Yield Quantity text box.

Add the unit rates for rate type 1

1. Enter (or select) the item number to be used for the monthly charges in the Item Number text box.
2. Enter the unit rate for level 1 in the Unit Rate 1 text box.
3. Enter the quantity for level 1 in the Quantity text box, next to the Unit Rate 1.
4. Repeat for levels 2 to 5, if applicable.

Add the unit rates for rate type 2

1. Enter (or select) the item number to be used for the monthly charges in the Item Number text box.
2. Enter the unit rate for level 1 in the Unit Rate 2 text box.
3. Enter the quantity for level 1 in the Quantity text box, next to the Unit Rate 2.
4. Repeat for levels 2 to 5, if applicable.

Repeat for the rest of the counters

1. Repeat for counters 2 to 5, if applicable.

Save the item

1. Click the Accept button.

Save the changes

1. Click the Accept button.
2. Print the contract by specifying the print options and clicking the OK button, or click the Cancel button to close the window.