Master Contract is designed to streamline the process of generating the PM Schedules and Billings from a single viewer.
When a Master Contract is completed correctly, and the Create PM Billing and Create PM Work Orders functions are run, the system will:
Check the Master Contract records and, if applicable, create the appropriate lines on the Client Site Billing Tab and the Client Site Equipment PM Schedule tabs.
Create the PM Invoices (advanced billing) and the PM Work Orders if you check the Do boxes.
The system will not create duplicate lines for dates that are already on the Client Site Billing Schedule or Client Site Equipment PM Schedule
See Report PM Work Orders for information on this useful report. This report is a 'predictor': it evaluates the Master Contract data and the data residing in the Client Site Equipment PM Schedule, and lists what PM Work Orders will be created when Start Create PM WorkOrders is run. This report (RPMWRKORDRLST.rpt) must be imported into your database before it can be run.
See Report PM Billing List for details on running this useful ‘predictor’ report to see what will be billings will be generated from the Master Contract as well as from lines entered on the Client Site PM Billing schedule.
See Registry Entry Master Contract (PM Master Scheduler) to set the default GL Accounts, Billing Items, and Work Codes to be used when clicking the Auto Fill button to complete the Advanced Billing tab.
See Registry Start Create PM WO (sys-start-scrtepmwo) for information on settings used to create the PM Work Orders set up in this record.
Disable the Master Contract Future PM Inspection Table used for KPI's and custom reporting.
Registry to Disable Use of Equipment Service Task when Master Contract PM's are Created.
PM Work Orders will only be generated for applicable Client Site Equipment records if they are Active (e.g., the Inactive box is not checked) and they are flagged as Under Contract (this box is checked).
When the Start Create PM WO’s and Start Create PM Billing functions are run, Client Site Equipment PM Schedule and Client Site PM Billing lines will not be generated from the Master Contract record if the Client Site status is set to Inactive or Mail List. Lines will be generated for Sites whose status is set to Credit Hold. PM Work Orders that are generated for Credit Hold sites will be set to Credit Hold, and must be released by a Credit Manager.
PM WorkOrders will be generated to the Technician specified in the Client Site Equipment record. If this Technician is a Subcontractor (with a Vendor Id included in the Technician record), a PO will also be generated. The Sub's PO NTE amount will be set to Cost amount on either the Inspections tab or the Provider Rates tab on the Master Contract record.
If you will be using the Service Provider tab to define costs and revenue by Equipment Type, verify that the Equipment Type field is correctly completed on the Client Sites Equipment record’s Service tab.
A Registry to use the Equipment Sub NTE value as a last resort is also available.
The mstrcntrcteqpmntpm table contains data for 'future' Master Contract Inspections for KPI's; this table is updated when Equipment and the Master Contract Records are changed. The Master Contract’s Menu option Tools>Rebuild Inspections re-syncs the mstrcntrcteqpmntpm table if it has incorrect entries. Run this function after hours since it can take a long time to complete!
A registry entry is available to disable the use of this table if it as not required for KPI's or other reporting; see the Registry section of this topic.
Master Contract accommodates multiple tasks for PM’s scheduled on the same date and equipment. For example, if your Master Contract Schedule tab includes two lines for the same day and month, but with different Service Task Id’s, two corresponding lines will be generated to the Client Site Equipment PM Schedule tab, and then to the PM Work Order Equipment tab when Create PM Work Orders is run.
Note on Renewing Multiple Tasks per Day Contracts:
If multiple tasks per day have been manually scheduled, the Start Renew Master Contract function should NOT be used to Renew the Master Contract; the Renewal? flag must be blank in this case. These contracts should be managed from the Master Contract itself.
Master Contract accommodates multiple contracts per Site. The following will occur when Start Create PM Work Orders is run for Sites whose equipment is associated with one or more Master Contracts:
- A Client Site Equipment record that is flagged as Active and Under Contract – but does not specify a Contract Id qualifies for ALL Contracts that include the equipment's Site record.
- A Client Site Equipment record that is flagged as Active and Under Contract that does specify a Contract Id will ONLY be included as part of the specified Contract.
Note that separate work orders will be created for the different Contracts.
Since Master Contract Processing now supports multiple contracts per Site, enhanced functionality and validations have been added to the Master Contract viewer to support this.
1. Each time a Site Id is added to the Site List tab, the user will be prompted with a warning message if the Site is referenced on another Master Contract.
2. The Equipment tab right-click action has been enhanced to allow the user to change the Contract the Equipment is assigned to. When the Equipment record is already under contract on a different Master Contract, the right-click generates the following message:
Selected Equipment record is already covered by another contract.
Do you wish to reassign it to this contract?
Click Yes to reassign the Equipment to the current Contract. Note, however, that to remove Equipment from all Master Contracts, you must do so from the Master Contract record to which is is currently assigned.
3. The Equipment tab displays the equipment records for every site listed on the Site List tab when the Master Contract Record is in Add mode. However, a new Master Contract record must be saved before doing any right-click processing on Equipment tab.
If foreign currency processing is implemented on your system (and this Master Contract record is for a foreign customer), all Contract / Billing / Earned amounts must be entered in terms of your customer’s currency.
The Main Tab in the upper section of this screen displays the header scheduling information. The Filter tab enables you to auto-populate the Site List. Click on the following buttons to see additional information.
The tabs on the lower section of this screen display the scheduling and billing details for this record. Click on the following buttons to see additional information:
Master Contract Id:
This alphanumeric field must uniquely identify this record (ex. the Contract Number).
Description: (40 character)
Briefly describes this record; this field is recommended but not required.
Job Id: Cost Code: Billing Item: Cost Category:
These fields should only be filled in if one job (and one job only) will be billed and costed to this contract. If these fields are completed, the corresponding fields on the Site List tab must remain blank.
The Cost Category supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field. The full relationship is validated again when leaving a child line or saving a record.
Original Start Date:
This informational field may be used to record the original Start Date of the Master Contract.
Start Date: End Date:
These fields must define the period that this contract covers. The system will use this range when computing the year(s) for the Billing Dates (if applicable) and the PM Schedule dates when the Create PM Billing and Create PM Work Order functions are run. When a contract is renewed, only the End Date needs to be revised. These fields may be updated from Setup/Renew tab when the Auto-Populate button is clicked.
Total Contract Value:
This display-only field is based on the Contract Value fields on the Site List tab or the Bill Amount fields on the Adv. Billing tab. It enables you to verify that the billing detail you have entered will correctly sum to the desired amount.
Service Agreement Type Id:
Specifies the type of agreement this contract represents. This optional field is for informational purposes.
Sales Rep Id:
This field provides the default value for PM Work Orders generated from this contract.
Acct Mgr Id:
This field provides the default value for PM Work Orders generated from this contract.
Commission%:
This field provides the default value for PM Work Orders generated from this contract.
Time of Service Bill?
This field enables the user to generate Time of Service PM Work orders, where the Contract Value on the Site List will be evenly divided between all scheduled PM Work Orders. If multiple sites are included for this Master Contract, a separate work order (each with the appropriate Contract Value) will be generated for Site per Inspection. If multiple equipment is included in the contract, the Contract Value will be evenly divided on the Other lines, each referencing a piece of equipment.
If this box is flagged:
The Job used for PM Work Orders should be flagged as Service Compute.
The system will not allow the Amortize Revenue box to be set.
The Contract Amount(s) on the Site list will be used to derive the total Master Contract Amount.
Note that if this Contract is assigned to subcontractors, and the Provider Rates tab is used, only the Cost component will be referenced, not the Revenue.
Time of Service Earn?
This field provides a way to better match the revenue and expenses associated with PM contracts. Time-of-Service refers to the fact that the revenue is recognized at the time the PM Inspection work order is completed, as opposed a defined earnings schedule. The system will recognize an accrued liability when the contract invoices are generated, and relieve this liability and recognize income upon printing and posting the PM work order.
If this field is flagged, the new Site Equipment PM Schedule's Accrued flag will be checked. When PM Work Orders are generated, they will include two lines on the Revenue Adjustments tab. One is for recognizing the PM Income. The line designated as 'ApplyPrepaid' will relieve the accrued liability. Note that the Time Of Service Billed and the Time of Service Earn fields cannot both be flagged.
Important: In this release, *ACCRUAL* is used as a special marker when PM Work Orders are generated; these lines will not post directly to JCH. When the PM Invoice is printed and posted, the appropriate GL and Job Cost entries will be made to recognize the earned revenue values.
Multiple Sites and Revenue Proration: Version 9.1 allows for handling of multiple sites when TimeOfService Earn? is set to Y. Additionally, when Revenue Values as %? is set to Y along with TimeOfService Earn? users may specify a percentage value in Revenue Per Visit on each Schedule line of the contract.
When only TimeofService? is set to Y and multiple sites are specified - the system will evenly prorate the revenue on the corresponding RevAdjust lines that are added to the Preventive Maintenance Work Orders generated through Start Create PM Workorders.
When both the TimeOfService? and Revenue Values as %? fields are set to Y with multiple sites specified - the system calculates the percentage of revenue specified in the Revenue Per Visit field based on the Site Contract Value. This percentage is reflected in the RevAdjust lines on the Preventive Maintenance Work Order generated through Start Create PM Workorders. The sum of the Revenue Per Visit on all Schedule lines must equal 100% in the Master Contract record. If the user fails to enter a percentage in the Revenue Per Visit field the system will evenly prorate the revenue.
Note - the Advanced Billing will still be prorated evenly across all months set to Bill? on the Setup/Renew tab of the Master Contract.
Revenue Values as %:
This field enables the user to designate the Revenue specified on the PM Schedule line of a master contract as a percentage instead of a dollar amount for Time Of Service Bill invoices. If TimeOfService Bill is not specified, the Amount Billed on the Adv. Bill tab will be calculated as a percentage. If Amortization is enabled, the Amount Earned is also calculated as a percentage.
When generating Time of Service PM Work Orders or PM Billings, the system will calculate the billable amount for as a percentage of the annual contract amount specified on the Client Site list. Amortized amounts will similarly be generated using the Amount Earned percentage in the Adv. Bill tab.
When the user saves the record, the system will verify that the sum of the Revenue percentages totals 100.00.
Schedule Hours as %
If this field is flagged, the system will treat the Hours on the Schedule tab as a percentage field and calculate the estimated hours as a percentage of the Total Site Hours on the site tab. The estimated hours will be distributed across any equipment lines added to the subsequent PM work order so that the total estimated hours for the PM work order equals the calculated percentage hours.
The following fields are used in conjunction with this field:
Site List Tab - Total Site Hours
This field allows the total estimated hours to be assigned on a Site by Site basis. This field is used in conjunction with the Schedule Hours as % field on the Main tab.
Schedule Tab - Hours
If the Schedule Hours as % field is flagged, the system treats this as a percentage field and calculates the estimated hours as a percentage of the Total Site Hours. The total hours on this tab sum to 100.00 (100%).
Setup Renew Tab Autopopulate
If the Schedule Hours as % field on the Main Tab is flagged, clicking this button will populate the Schedule Tab with the 100% of hours evenly divided among the inspections; they may be adjusted by the users.
Master Contract User 1 – 5:
These optional fields are for informational / reporting purposes.
Cancelled Date:
This date is used in conjunction with Create PM Billings and WO’s to prevent their generation past the Cancelled date. Note that the Start Renew Master Contract function will ignore Master Contracts whose Cancelled Date is set. This field has also been added to the range screen so that Cancelled Master contracts will not appear on the active list of Master Contracts.
Cancelled Reason:
This field may be used to briefly describe why this contract was cancelled.
This tab is designed to enable you to quickly generate or update the entries on the Advanced Billing and/or Schedule tabs. If you are updating your contract with this tab, be sure that all PM’s and Billings for the current contract year have already been generated (with the Create PM WO’s and Create PM Billings functions).
The following validation is checked when AutoPopulate is pushed...
1. New Start Date cannot precede Old End Date.
2. New End Date cannot precede New Start Date.
3. When Amortize Revenue is true, at least one of the monthly Earn? boxes must be checked.
4. At least one of the monthly Bill? boxes must be checked if an Annual Amount is specified.
5. When adjusting existing lines for the current date range, the user is only restricted from using the AutoPopulate button if any of the existing scheduled or billed lines have been used to generate corresponding lines in the Client Site PM Billing or Client Site Equipment PM tables.
Alternately, the Start Renew Master Contract function may be used to update this contract.
In addition to auto-populating the inspection lines on a monthly (implemented by flagging the desired Inspection months) or day of the week (e.g, by flagging the first and third Tuesday of the month), you may use a third option which allows the user to specify a start date and the number of days (interval) until the following inspection. This option is implemented as follows.
1. Complete the fields (Job, Start and End Date, Contract Amount, etc.) not pertaining to pm scheduling. You must flag at least one Bill Date. Do NOT flag any of the Monthly or Day of the Month inspection boxes.
2. Click the Auto Populate button. If none of the Inspection boxes are flagged, the system will open a Prompt window that requests the First Inspection Date and the Interval(Days).
First Inspection Date:
The system uses the Contract Start Date the default date for the First Inspection, but this may be adjusted by the user (note that the date must fall between the Contract Start and End Dates).
Interval (Days):
This field defaults to zero, but must be set to greater than zero and less than 29. For example, if your first inspection date is 1/3/2010 and your Interval is set to 10 days, inspections will be scheduled on the 1/3/2010, 1/13/2010, 1/23/2010 and so on.
3. Click OK. The auto-populate logic will create Inspection lines starting with the First Inspection Date and then every Interval(Days) afterwards throughout the duration of the contract.
Auto Populate Button:
When you click this button, the contents of this tab will be used to revise the Adv. Bill and Schedule tabs, and the contract Start and End Dates on the Main tab. If the Schedule Hours as % field on the Main Tab is flagged, clicking this button will populate the Schedule Tab with the 100% of hours evenly divided among the inspections; they may be adjusted by the users.
See Registry Entry Master Contract (PM Master Scheduler) for a registry option that enables you to specify the work codes to be associated with inspections on a month-by-month basis as well as the GL Accounts when the Auto Populate button is clicked.
Contract Amount:
The average annual Amount per Site. If the Value field is not completed on the Site tab, the user may complete this field: it will then be used to distribute the Billed and Earned amounts on the Adv. Billing tab when the Auto Populate button is clicked.
The Total Contract Amount is displayed above this field; it is maintained by the system based on the Contract Amount X # of Sites OR the sum of the Values fields on the Site tab.
Warranty Contracts: An Annual Contract Amount of zero dollars is allowed for use with 'warranty' contracts; the user will be warned but will be allowed to proceed. In this case, do not check a Billed or Earned box.
Start Date: End Date:
The revised Start and End Dates for the renewed contracted.
Renewable?
Check this field if this Contract is eligible for renewal via the Start Renew Master Contracts function.
Note on Renewing Multiple Tasks per Day Contracts:
If multiple inspection tasks per day have been manually scheduled, this function should NOT be used to Renew the Master Contract; the Renewal? flag must be blank in this case. These contracts should be managed from the Master Contract itself.
Amortize Revenue?
If this field checked, the Amount Earned will be evenly distributed by month when the Auto Populate button is clicked.
Schedule:
Jan: Bill Earn Inspect
Feb: Bill Earn Inspect
...
Dec: Bill Earn Inspect
These fields enable you to select the months to Bill and realize Earnings on the contract, and also which months that an inspection should be scheduled for. The Adv. Bill and Schedule tabs will be updated when you click the Auto Populate button.
If inspections should be spaced on even intervals (as discussed above), no inspection boxes should be flagged.
Wks: Mon: Tue: Wed: Thu: Fri: Sat: Sun:
1
2
3
4
5
This grid enables you to select the day (or days) of the month that the inspection should take place. This grid would typically only be used if inspections take place every month.
For example, to specify an inspection for the 1st and 3rd Monday of each month, the grid would be completed as follows:
Wks: Mon: Tue: Wed: Thu: Fri: Sat: Sun:
1 X
2
3 X
When the Autofill button is clicked, the system will calculate the correct date of each 1st and 3rd Monday, and use that information to add these inspections to the Schedule tab.
The day of the month functionality may be used with the monthly inspection functionality.
If the Inspect? Month fields are all blank, but one or more Day fields are checked, inspections will be checked for all months (as defined in the Days section) will be created when the Auto Populate button is clicked.
If only certain Inspect? Month fields are checked, and one or more Days are checked, only those Days in the selected months will be added to the Schedule when the Auto Populate button is clicked.
Note: if Days were selected, and Inspect? Months were all blank, all of the Inspect? Months will be checked when the Master Contract record is saved.
Inspection Defaults: Est Hours - Work Code – Escalation Profile
These fields enable you to select the default values that will be used to populate the Schedule tab when you click the Auto Populate button; this it true for both Monthly and Day of the Week inspections. These fields override the registry setting sys-viewer-vmstrcntrct options (if they exist) used to set the work code. If these fields are not completed, those specified in the registry will be used.
This tab enables you to auto-populate the sites included in this contract by filling in one or more of the following ranges, and then clicking the Auto Populate button. Note that the Site List may also be adjusted by manually adding or deleting lines.
Site Id:
This range would be completed to select Sites with similar Id’s – for example, to populate the list with only those records whose Site Id begins with CVS, you would enter CVS% and then click the Auto-Populate button. Click Filter Button for detailed information on completing range filters.
Site Name:
This range would be completed to select Sites with similar Name’s – for example, to populate the list with only those records whose Site Id begins with CVS, you would enter CVS% and then click the Auto-Populate button.
Site City:
This range is typically used to limit Sites (defined by the Site Id range) to a specific city, or list of cities.
Example:
To populate the Site List with Site Id’s beginning with ‘CVS’ located in Twinsburg:
Site Id: CVS%
Site City: Twinsburg
Site State: ZIP Code: Service Zone Id: Branch Id:
Account Manager Id: Service Manager Id: Sales Rep Id:
Like the Site City, these ranges enable you to filter your list of Sites based on these selection criteria.
Example:
To populate the Site List with Site Id’s beginning with ‘CVS’ located in Service Zones 1 through 4:
Site Id: CVS%
Service Zone Id: 1_4
This tab lists PM Billings associated with this Contract. The following fields are displayed:
Site Id – Site Name – Billed Amount – Date – Invoice (if generated)
Description – Invoice Status – Amount Earned (if amortizing)
You may click on a column heading to sort the contents of the tab by that column.
This tab lists inspections associated with this Contract that were generated in Version 6.3 and later. The following fields are displayed for each PM Work Order:
Site Id - Equipment Id - Equipment Name - Manufacturer – Model – Serial Number
WorkOrder Id – Date Scheduled – Work Code – Estimated Hours – WorkOrder Status
You may click on a column heading to sort the contents of the tab by that column.
This tab defines which sites are included on this contract. PM Work Orders will be generated for Equipment belonging to these sites it the Equipment record is Active and Under Contract.
Site Id:
The Client Site Id. You may enter Sites on this list by entering their Site Id, or by double-clicking on this field to bring up a list of Sites. The Filter tab (discussed above) may also be used to add multiple Sites to the list.
Job Id: Cost Code: Billing Item;
These fields define which job will be billed and costed to for this Site and contract. If these fields are completed, the corresponding fields on the Main tab in the upper section must remain blank.
Cost Category:
In some States certain Preventive Maintenances are taxable while others are not taxable. When Create PM Billings is run, the system passes the Job Cost Category (if specified) from the Master Contract to the corresponding new field in the Client Site PM Billing schedule. If completed, this field overrides the default Cost Category derived from the sys-start-scrtepmbllng registry's Cost Category option. This allows the user to make the Billing taxable or non-taxable as needed by the selection of an appropriate Cost Category.
Master Contract Time of Service Billings also be configured to produce a single invoice with taxable and non-taxable components. The same site should appear twice on the Master Contract Site List, with a different Value amount and Cost Category for each line (for example, if the PM is partially taxable and partially non-taxable). The Revenue written to the WO's Other tab is correctly calculated according to the Value / Cost Category on each Site List line, and appropriately handled as taxable/non taxable.
This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field. The full relationship is validated again when leaving a child line or saving a record.
Contract Value:
The annual amount associated with this contract for this site. During PM Invoice generation, this field (if completed) will be divided by the number of number of billings specified on the Advanced Billing Tab.
Time of Service Billing Contracts:
This field is also used when generating Time of Service PM Work orders: the Contract Value will be evenly divided between all scheduled PM Work Orders. If multiple sites are included for this Master Contract, a separate work order (each with the appropriate Contract Value) will be generated for Site per Inspection. If multiple equipment is included in the contract, the Contract Value will be evenly divided on the Other lines, each referencing a piece of equipment.
Note: only one of the following should be completed: the Contract Value or the Bill Amount (on the Advance Bill tab) or the Revenue amount (on the Service Provider tab). If you wish to assign a different value to each of the Sites on this list, this field would be completed. It you wished to assign different values to the billing dates, the Bill Amount on the Adv. Bill tab would be completed.
Total Site Hours
This field allows the total estimated hours to been assigned on a Site by Site basis. This field is used in conjunction with the Schedule Hours as % field on the Main tab.
Click the Magnify Button to see the following fields.
This button establishes a Payment Alias with OpenEdge or Electronic Payments if this functionality is implemented in your system. This Alias will be used when PM Invoices are generated for this Master Contract to automatically bill the customer's credit card. The system will post successfully paid billings to the Sales Journal as paid and generate the appropriate AR Cash Receipts Journal Entry. The Alias may be set in the Client Site record or the Master Contract Site List tab. Note that if an Alias is set in the Client Site record, it will provide a default for Master Contact entries for that Site when the Invoice is generated.
1.Verify that the customer has their credit card ready, and then click this button to enter the customer's credit card information.
2. SAM Pro will display a message reminding you that you will only have 60 seconds to enter the information. When you are sure the information is available, click Yes to continue. Click Yes and the secure hosted payment x-web portal will open.
3. Enter the customer's credit card number (without spaces or dashes) and expiration date and click Submit.
4. If the card is approved, the web portal will display "Alias Success: Created" in red. If it is not approved, check the number and expiration date and try submitting it again.
5. When the card is approved, the system will write the Alias back to the Payment Alias field, and complete the CC Masked Account and Expiration Date fields for future reference. A secure note detailing the transaction will be attached to the Master Contract record.
Timing Out: If the Alias is not generated within 60 seconds, it will not be written back to SAMPro, even if a success is noted in the web portal. If this occurs, repeat the Alias process.
6. Save the Master Contract.
1.Verify that the customer has their credit card ready, and then click this button to enter the customer's credit card information.
2. SAMPro will open a 'Please Enter Credit Card Information' prompter box. Enter the customer's credit card number (without spaces or dashes), expiration date and CVC security code. The Pre Auth Amount field will be set to $1.00 to ensure that the credit card is valid. Click OK to continue.
3. A progress bar will appear as the pre-authorization is processed. If the card is not approved,an error with the reason will be displayed (e.g, "Credit Card has expired). Check the number and expiration date and try submitting it again.
4. When the card is approved, the system will write the Alias back to the Payment Alias field, and complete the CC Masked Account and Expiration Date fields for future reference. A secure note detailing the transaction will be attached to the Master Contract record.
5. Save the Mater Contract.
Payment Alias:
This field is completed by the system when a Payment Alias is successfully generated by OpenEdge or Electronic Payments via the Payment Alias button. The Payment Alias may be cleared by manually by blanking the field. This would be done if the client changed their mind and did not wish to have their recurring PM's paid via credit card. Validation also prevents the user from manually changing this field to a non-blank value; this field may only be set via the Payment Alias button.
CC Masked Account:
CC Expiration Date CC Trx Id:
These display fields are completed when an Alias is successfully generated by the credit card processor. If Electronic Payments credit card processing is being used, the first and last four digits of the credit card will be displayed. If OpenEdge credit card processing is being used, only the last four digits will appear.
See Registry Entry Master Contract (PM Master Scheduler) to set the default GL Accounts, Billing Items, and Work Codes to be used when clicking the Auto Fill button to complete the Advanced Billing tab.
This tab defines the advance billing schedule for those active Sites (that are under contract) included on the Site tab. This information will be generated to the Client Site PM Billing tab when the Create PM Invoice function is run.
Mo Da
The Month (1-12) and Day (1-31) of the scheduled billing. The system will derive the year based on the Start and End Date fields on the Main tab. Note that these dates are for selection during the PM Billing generation only. The invoice date (and subsequent date for posting to GL) will be specified by the user.
Bill Amount:
The billing amount for this date that will be associated with every Site on the Site List tab.
Note: either the Bill Amount or the Contract Amount (on the Site List tab) or the Revenue Amount (on the Service Provider tab) should be completed – not all three. if you wish to assign a different value to each of the Sites on this list, Contract Value field on the Site List Tab would be completed. It you wished to assign different values to the billing dates, this field would be completed.
Invoice Description:
A brief description that will appear on the PM Invoice (e.g., Spring startup and maintenance).
Note on Extended Descriptions: Client Site Billing Schedule lines already include a 3000 character Extended Description field. When creating new Billing Schedule lines from Master Contracts, the system now sets the line's Extended Description to the associated Billing Item's Invoice Description.
CR GL Account:
The Income (sales or revenue) account where the Amount Earned will post. This Account will be credited with the Amount Earned when the Start Create PM Invoice function is run.
DB GL Account:
The Liability (unearned income) account where the Amount Billed will post. This Account will be debited with the Amount Billed when PM invoices are generated, printed, and posted. If you are amortizing, both accounts are required on each line. Also note, amortized amounts will post with the ending date of the corresponding accounting period.
If you are amortizing, both accounts are required on each line. Also note, amortized amounts will post with the ending date of the corresponding accounting period.
The GL Journal entries generated by this function will have a header Transaction Description of “pm accrual entries”. The detail transaction description will be of the form “client site id:” followed by the actual client site id.
The system allows changes to all Schedule tab fields except the Month and Day even though Equipment PM lines already exist. This allows fields (such as the Work Code) to be changed now so they will be correctly set for the following year.
Note: you may need to click the Magnify button to view some of these fields.
Mo Da
The Month (1-12) and Day (1-31) of the scheduled maintenance. The system will derive the year based on the Start and End Date fields on the Main tab during PM Work Order Generation.
Hours:
The hours allowed for the scheduled work. This field will be used to set the estimated hours field on the PM Work Order’s Technician tab, which displays on the Dispatch Board.
However, if the Schedule Hours as % field on the Main Tab is flagged, the system will treat this field as a percentage field and calculate the estimated hours as a percentage of the Total Site Hours on the Site List tab. Validation ensures that the total hours on this tab sum to 100.00 (100%).
Work Code:
The Work Code to be associated with this PM. This field will also display on the Dispatch Board.
Cycle Code Filtering for Metrics/Log Form Entries:
If the Cycle Code Filter is not set on this line (click the Magnify button to access this field) the Cycle Code Filter will default from the Work Code: see Log Form Viewer for details
Escalation:
If your firm uses Escalation Management, enter the Escalation Profile Id that should be associated with the PM Work Order.
Filters: Belts: Other: Pleated Filters:
Check the appropriate box(es) if you wish to include items flagged as filters, pleated filters, belts or other on the Service Parts list in the Service tab of the Client Site Equipment record.
Registry Note: the sys-start-scrtepmwo registry’s TechServiceParts option will ultimately determine how these parts are handled when the PM Work Order is created:
If this registry option is set to No, AND the Technician is not a Sub, flagged Service Parts will not be used to create quoted lines on the PM Work Order.
If this registry option is set to Sub, AND the Technician is not a Sub, handle flagged Service Parts using the subcontractor processing (that writes these parts to the Work Requested).
If this registry option is set to Yes or is not present, use the default processing that flagged Service Parts are used to create quoted lines on the PM Work Order.
Service Tasks Id:
If a Service Task List is specified, it will be used on PM's for all Equipment scheduled for from that line.
If the Service Task Id is blank, the system looks to see if there is one specified in the Client Site Equipment. This Service Task will be defaulted to the Client Site Equipment PM Schedule and then to the PM Work Order itself. This enhancement allows for different Task Lists to be assigned by the Equipment scheduled.
A Registry may be set to Disable Use of Equipment Service Task when Master Contract PM's are Created.
Evaluation Table Id:
Sets the default value for PM Work Orders. It is used in conjunction with the Service Evaluation Wizard, which will be invoked when the work order is completed or invoiced, and the evaluation results will be written to the work order’s Evaluation tab.
Click the Magnify button to View the Following Fields
Cycle Code Filter:
This filter is used by Sam Pro and TechAnywhere to filter PM Work Order Log Form Metrics lists for the Equipment being maintained. Multiple cycle codes may be entered as a comma-delimited list. Note that Log Form field in the Client Site Equipment record determines which list of metrics is used.
If this field is blank, the system will use the Cycle Code in the Work Code instead for filtering. Only those metrics whose CC: field corresponds to the filter or is blank will be written to the Work Order (for Techs without remote access) or uploaded to the Technician’s device (for Technicians with remote access). If the Cycle Code filter in both the Schedule and Work Code are blank, all metrics from the Log Form will be written to the Metrics tab.
If one or more Cycle Codes are listed, only those metrics whose CC: field corresponds to this field or is blank will be written to the Work Order (for Techs without remote access) or uploaded to the Technician’s device.
The following fields enable you to specify a flat rate per visit (by Site) for each active piece of equipment that is flagged as Under Contract. They would be completed only if you wish to bill as the work is completed.
Revenue Per Visit:
The Revenue Per Visit will be used to set the corresponding Cn (Contract) Value field in the Client Site Equipment record. For billing purposes, the Cn Value will be included on the Other tab of PM Work Orders generated from this entry. This field is designed to generate a per work order amount. If multiple pieces of equipment are under contract, the Cn (Contract) Value field will only be set for one of them.
Note: if multiple pieces of equipment are to be covered under a single maintenance work order, the same Technician Id should be referenced in the Main Tab of all applicable Equipment records for this site. If this is not the case, different pieces of equipment will appear on different work orders assigned to different Techs.
Cost Per Visit:
The Cost Per Visit will be used to set the corresponding Cn Cost field in the Client Site Equipment PM Schedule. If a subcontractor technician is specified in the Client Site Equipment Main tab, the system will automatically generate a Purchase Order (in the amount of the Contract Cost). The PO will be issued to the Vendor referenced in the Technician record.
Alternate Method for Specifying Revenue and Cost:
The Provider Rates Tab (discussed below) provides an alternative method for assigning revenue and cost per visit.
Invoice Description:
This field will be used to set the corresponding Invoice Description(s) in the PM Schedule tab of Client Site Equipment record(s).
This tab provides an alternate method for specifying the Revenue and Cost amounts per visit based on the Equipment Type (as specified in the Client Site Equipment record) and (optionally) the Vendor. It would typically be used to set the cost and revenue amounts for PM’s that are performed by service providers / subcontractors. It is used during the auto-generation of Purchase Orders to these sub/service providers.
Vendor Id:
If the Vendor Id is completed, the information on this line will only be applicable to PO’s generated for Technicians associated with this Vendor. If this field is blank, this line is applicable to all subcontractor/vendors except those specified in a separate line or lines.
Equipment Type Id:
The type of equipment the cost/revenue pertains to. The system will match this up with the corresponding Equipment Type field in Client Site Equipment when generating the WO and PO.
Important Note: the Equipment Type field must also be completed in the client site equipment record in order for the cost and revenue values in this tab to be written to the Site Equipment PM Schedule, Work Order and Purchase Order.
Cost:
The cost to your firm for this service; this field will be used to set the Cn Cost field on the Client Site Equipment PM Schedule tab. When the PO is generated, this field will be used to complete the Cost fields on the Subcontractor tab (note: the quantity on this tab will be set to 1).
Revenue:
This field should remain blank if you are doing scheduled billing (and the Bill amount on the Adv. Billing Tab or the Contract amount on the Site list are filled in.) If the PM’s will be billed as the work is performed, this field will be used to generate the billing amount on the PM Work Order’s Other tab (the Quantity will be set to 1). This field will be used to set the Cn Revenue field on the Client Site Equipment PM Schedule tab.
This tab lists all equipment that is associated with the Sites on the Site List. The following information is display for each line:
Site Id – Equipment Id – Equipment Name - Manufacturer – Model – Serial Num – Type
Under Contract – Contract #
A registry entry may restrict the generation of PM’s to only that equipment that is under contract; contract your support representative for details.
To change the Contract Status of a piece of equipment, right-click on the applicable Equipment line.
Tip: to transfer equipment from Contract A to Contract B: REMOVE it from contract A with the right click, go to contract B, and add it with the right click.
- If a piece of equipment is added to the Contract, the Contract Id field in the Equipment record will also be set to the current Master Contract Id.
- If a piece of equipment is removed from the Contract, the Contract Id field in the Equipment record will be cleared.
Double-click on a line to access review or update the entire Equipment record.
This tab lists all open work orders (service as well as PM) associated with the Sites on the Site List. The following fields are displayed for each Work Order:
Date Scheduled –– WorkOrder Id –– WO Type –– WorkOrder Status – Tech Id –– Tech Status
Service Category – Equipment Id – Work Code – Site Id
You may click on a column heading to sort the contents of the tab by that column.
This tab lists all work orders that are have been closed (e.g., Billed, Completed, Cancelled, etc.) associated with the Sites on the Site List. The following fields are displayed for each Work Order:
Date Scheduled –– WorkOrder Id –– WO Type –– WorkOrder Status – Tech Id –– Tech Status
Service Category – Equipment Id – Work Code – Site Id
You may click on a column heading to sort the contents of the tab by that column.