Maintenance Contracts

Create a New Maintenance Contract

1. Go to Maintenance Contracts from the main Service navigation.

2. Select New Contract.

3. Enter required header information:

   • Customer

   • Location

   • Contract Name

   • Start Date / End Date

   • (Optional) Contract Number and Description
     These values define the contract header and must be valid before adding schedules or templates.

4. (Optional) Enter fixed‑amount billing fields:

   • Contract Amount

   • Currency Code

   • Billing Frequency
     Billing fields are required for fixed‑amount billing contracts.

5. Select Save to create the draft contract.

Add a Maintenance Schedule

Schedules define the recurrence rules used to generate maintenance visits.

1. Open the Schedules tab.

2. Select Add Schedule.

3. Choose a Frequency (Weekly, Monthly, Quarterly, Semiannual, Annual, or Custom).

4. Set the Interval Count (e.g., every 2 months).

5. Choose the Day of Week or Day of Month pattern.

6. Enter the Time Window Start and End values.

7. Review the Next Run Date.

8. Select Save.

9. (Optional) Use Preview Upcoming Visits to review future visit dates.
   Schedules determine when visits are generated and must follow recurrence rules defined in the contract specification.

Assign Task Templates and Equipment

Each visit can include specific tasks and associated equipment.

1. Open the Templates tab.

2. Choose the schedule you want to assign templates to.

3. Select Add Template Assignment.

4. Select Equipment from the lookup.
   Equipment lookup is filtered to the contract location.

5. Choose a Task Template.

6. Select a Template Mode:

   • Locked – Uses a stored version snapshot (requires choosing a template version).

   • Live – Always uses the latest template version at generation time.
     Template behavior is determined by the template_mode rule.

7. Add an optional Coverage Note.

8. Select Save.

Repeat as needed for all equipment and templates connected to the schedule.

Activate the Contract

1. Open the Summary tab.

2. Review all details for accuracy.

3. Change Status to Active.
   Only active contracts can generate appointments.

4. Select Save.

Generate Maintenance Visits

Maintenance visits create the service calls and appointments used by technicians.

Option A: Generate for a Single Contract

1. Open the contract.

2. Select Generate Appointments.

3. Enter a Date Horizon (e.g., 60 or 90 days).

4. Select Generate.
   Appointment generation creates a service call first, then the appointments associated with the visit.

Option B: Bulk Visit Generation

1. Open the Maintenance Contracts list.

2. Select Generate Visits.

3. Apply filters (status, customer, business unit).

4. Choose the Date Horizon.

5. Submit the generation request.
   Bulk generation is processed as a background job to support large contract volumes.

Review Visits

1. Open the contract.

2. Go to the Visits tab.

3. Review visit details:

   • Visit Date

   • Appointment ID

   • Visit Status (Scheduled, Completed, Cancelled)

4. Select a visit to open the linked appointment.

5. (Optional) Use Regenerate if the visit falls within an allowed regeneration window.
   Visits prevent duplicate generation and track appointment creation.

Review and Post Billing (If Using Fixed‑Amount Billing)

1. Open the Billing tab.

2. Review each billing schedule row, including:

   • Period Start / End

   • Bill On date

   • Amount

   • Status (Pending, Posted, Voided)

   • Business Central document link

3. (Optional) Select Recalculate Billing if contract dates or amounts change.

4. Select Post Billing Schedule when ready.
   Posting sends billing lines to Business Central and archives the returned invoice PDF as a Note.

Use Contract Notes

1. Open the Notes tab.

2. Review attached documents including invoice PDFs.

3. Select Add Note to upload additional documentation.
   Invoice PDFs are stored as archived notes after posting.

Monitor Background Jobs

1. From the contract list, select Processing Queue.

2. Review job activity for:

   • Visit Generation

   • Billing Posting

   • Status (Queued, Running, Completed, Failed)
     Generation and posting operations are processed asynchronously for performance and reliability.