Reference to Service Contract

Reference to Service Contract

When setting up a work order, you can include a reference to the related service contract. This allows you to easily check the terms and conditions tied to that contract for the specific assets being serviced. This feature is available in the dialog for creating work orders (both standalone and related work orders), enabling you to link service contracts consistently across all related work orders.

Based on how the work order is created, the system identifies and applies the appropriate active service contract to the work order.

To create a work order with reference to a service contract:

1. Navigate to work order dialog box where you can create a standalone or a related work order.
2. On the work order dialog, to automatically update a work order with the related service contract, ensure that you enter the expected start date and end date, customer account and asset (see screenshot 01). While entering these details make a note of the following:
   • Service contract date and time: The date and time on the work order must fall within the time frame specified in the service contract. The service contract date and time on a work order are initialized based on how the work order is created.
     • Manual creation: When a work order is created manually, the service contract date and time are automatically set to the current system date and time. This means that by default, the contract references the date and time when the work order was created.
     • Creation from maintenance schedule lines: If the work order is generated from maintenance schedule lines, the service contract date and time are set to match the expected start date and time from the maintenance schedule. This ensures that the work order aligns with the scheduled maintenance timing.
     • Copying work orders: When using the 'Copy work order' functionality, any reference to the service contract on the original work order is also copied. This preserves the original contract details, ensuring consistency and avoiding the need to re-select the service contract for copied work orders.
   • Customer account: The name of the customer must be the same as the name of the customer mentioned in the service contract. Service contracts only apply to customer-related work orders. If this field in work order is left blank then service contracts will not be found for the work order and the service contract field will be blank.
   • Asset: The selected asset must be the same asset that is listed in the service contract. You can only add assets that are included in that specific active service contract. This restriction ensures that any work performed under a given contract applies only to the assets covered by it, preventing the addition of unrelated assets.
3. After entering the details, save the work order.
4. If all the criteria entered match the specifications of the service contract, then the work order will add the reference of the related service contract (see screenshot 02).

01: Create work order dialog with customer account and start and end date

02: Work order header with updated service contract