Creating Master Contracts

Master contract records are added, renewed, closed, and deleted in the Master Contract window. Once a master contract is set up for a customer, you can access the Master Contract window from the Service Manager window's menu when the customer record is displayed. If your company does not have existing maintenance contracts, it is easiest to create the master contract first and then create your maintenance contracts. When you enter the master contract number in the maintenance contract window, the information from the master contract record defaults to the maintenance contract record, thus saving data entry time.

You can print a list of all master contracts and the assigned maintenance contracts for the selected customer by choosing File > Print in the Master Contract window.

If the Customer or Location is inactive, you will not be able to create master contracts.

To create a master contract:

1. If you are using global filtering, select the Branch indicator to assign the master contract to a branch. A master contract and its attached maintenance contracts must be assigned to the same branch.  Select Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Customer ID field.
3. Select the Master Contract button.
4. Complete the following fields, as necessary.
   • Master Contract ID
     If you chose to automatically generate master contract IDs during setup, this field has been completed for you.
   • Billing Control
     • This checkbox defaults as marked, causing the billing to be controlled at the master contract level. The main premise of using master contracts is to control billing at the master contract level. The creation of a master contract invoice batch focuses on grouping by period due to the fact that contracts on a master contract may have different billing dates. For example, billing for January 2023 could have Contract 1's billing date of 01/01/2023 while Contract 2's billing date of 01/15/2023.  Building invoices for the master contract takes the approach of grouping by period.  Since both dates fall in the same period, it will combine them.
     • When unmarked, billing is controlled at the individual maintenance contract level. 
   • Hold, Cancel
     Your selection rolls down to all maintenance contracts assigned to the master contract. The Hold checkbox is enabled in the Maintenance Contract window, while the Cancel checkbox is disabled. A master contract marked Hold or Cancel cannot be billed and no new service calls can be created. Existing service calls can be invoiced.
   • Currency ID
     Defaults from the customer record and is display-only.
   • Contract Amount
     Displays the total amount of all maintenance contracts. This field is display-only and is updated as maintenance contracts are assigned to the master contract. The expansion button opens the Contract Amount Breakdown window specific to the master contract. This is a view-only window that summarizes the information for all maintenance contracts attached to the master contract.
   • Start Date, Expiration Date
     The dates you assign to the master contract roll down to all new maintenance contracts.
   • Anniversary Date
     The date that the contract will be renewed; the expiration date defaults. The anniversary date defaults on new maintenance contracts as they are assigned to the master contract. The start date and expiration date of the master contract and all assigned maintenance contracts must be the same.
   • Billing Frequency
     Rolls down to all new maintenance contracts; the billing frequency selected for the master contract must be the same as that of all assigned contracts. If the Billing Control checkbox is marked, this field is required. If the Billing Control checkbox is unmarked, this field is disabled.
   • Invoice Billing Day, Service Call Day
     "1" defaults in each field. The values in these fields roll down to new maintenance contracts as they are assigned to the master contract. The master contract and all assigned maintenance contracts must have the same invoice billing day, but the service call day does not have to be the same.
   • Bill at End of Month (EOM)
     Mark this checkbox if you want the master contract to be billed at the end of the month.
   • P.O. Number
     Enter the purchase order number associated with the master contract. This number will print on invoices.
   • Salesperson ID
     Defaults on new maintenance contracts assigned to the master contract.
   • Commission Applied To
     Select whether to calculate salesperson commissions based on Sales or Total Invoice. You can also select not to calculate commissions. The method you select applies to all salespersons assigned to maintenance contracts under this master contract, and override any method of calculating commissions previously selected in Microsoft Dynamics GP.
   • User-defined
     You may have labeled these fields during setup. See Labeling user-defined fields. If you chose to validate the first and second user-defined fields in the Location window during setup, lookup windows will be attached to the fields and users will be prompted before adding to the lookup data. See Choosing Service Options.
   • Escalation Frequency, Escalation Notification Days, Escalation Date, Automatically Escalate
     If you are using master contract escalation, enter information in the four escalation fields.