Maintenance Contracts

Maintenance Contracts Setup

Overview

Maintenance Contract Setup in Dynaway EAM for Business Central allows you to define, manage, and automate billing for maintenance contracts. Proper setup ensures accurate contract pricing, scheduled invoicing, and integration with work orders and financial management.

Step-by-Step Setup Guide

1. Access Maintenance Contract Setup

• Open Business Central and use the search (Alt+Q).
• Type Maintenance Contract Setup and select the page.

2. General

• Maintenance Contract Sales Document Type: Select the type of sales document (such as invoice or order) used for billing maintenance contracts. This determines the format and workflow for contract-related sales transactions.
• Sales Account No.: Specify the general ledger account number where contract revenue will be posted. Ensures correct financial tracking and reporting.
• Sales Account Name: Displays the name of the selected sales account for easy identification and validation.
• Daily Amount By: Choose the method for calculating daily contract amounts (e.g., by calendar days, working days, or custom logic). This affects how contract charges are distributed over the contract period.
• Defined Number Of Days: Set the number of days used for daily amount calculations. Useful for contracts with custom billing cycles or non-standard periods.

3. Numbering

• Maintenance Contract Nos.: Configure the numbering series for maintenance contracts. Ensures each contract has a unique, sequential identifier for tracking and audit purposes.

Maintenance Contracts

The Customer Maintenance Contracts module in Dynaway EAM for Business Central enables you to define, manage, and automate service agreements for assets and customers. Contracts specify what is covered, how billing is calculated, and which transactions are included or excluded.

Step-by-Step Guide: Creating a Customer Maintenance Contract

Step 1: Access Customer Maintenance Contracts

1. Open Business Central and use the search (Alt+Q).
2. Type Customer Maintenance Contracts and select the page.

Step 2: Start a New Contract

1. Click New to create a new contract.
2. The contract card opens with multiple tabs for data entry.

Step 3: Fill Out the General Tab

• No.: Auto-assigned contract number (from No. Series). Editable if allowed.
• Description: Summary of contract scope.
• Customer No.: Select the customer. Name, address, and contact are pulled from the Customer Card.
• Contact No.: Main contact for the contract.
• Starting Date / Ending Date: Contract validity period.
• Status: Contract status (Open, Released, Closed). Only Released contracts are active for billing and coverage.
• No. Series: Numbering series used for contract documents.

Note: If a Work Order or Round is linked to a contract, the document will display a field (such as "Contracted" or "Maintenance Contract No.") indicating it is covered by the contract. All contracted documents are not invoiced separately—their costs are included in the contract billing.

Step 4: Invoicing Tab

• Bill-to Customer No.: If different from Sell-to Customer, specify here.
• Bill-to Contact No.: Contact for billing.
• Your Reference: Customer's reference number.

Step 5: Configure Pricing and Billing

• Pricing Method: Fixed price, cost-plus, daily amount, etc. (see contract setup for available methods).
• Invoice Frequency: Monthly, quarterly, annually.
• Contract Amount: Total contract value.
• Invoice Timing: Choose if invoices are issued at the first or last day of the month.

Step 6: Define Contract Coverage

You can base the contract on: - Asset or Asset Location - Work Order Category - Work Order Plan - Round Order Plan - Work Order Group

Adding new lines makes the contract more specific (not additive).

Step 7: Exclude Transactions

Decide if any Resource, Item, or Expense should be excluded from the contract. You can exclude all transactions of a type or select specific values. Excluded transactions will be invoiced separately.

Step 8: Calculate and Release Contract

1. Enter the contract amount and charge period (monthly/yearly).
2. Use Calculate Maintenance Contract action to split yearly price into monthly sales documents (based on setup: equal months or actual days).
3. Release the contract to activate it for billing and coverage.

Step 9: Issue Sales Documents

• On the Sales Documents Line tab, issue sales orders/invoices.
• You can adjust monthly values or skip sales documents for selected months.

Note: If a service, work order, or round is not covered by the contract, you can invoice it separately using the Create Maintenance Sales Document request page. This ensures only non-contracted services are billed outside the contract.

Step 10: Print and Archive

• After releasing, print the contract confirmation.
• Contracts can be archived and restored if needed.