Service Agreements

By |2021-07-16T16:28:20-05:00July 26th, 2019|Comments Off on Service Agreements

Introduction

This topic will cover service agreements.

Usage

This form will keep track of the type of service agreement, beginning and ending dates, status and the value (how many visits are included) of the Customer’s service agreement with your company.

This will list all the Customers equipment, especially all the equipment that they have purchased a service agreement for or the equipment that is under warranty.

Important Notes

Service agreements may include a list of customer equipment that is covered by the agreement.

You must first go to Customers | Customer Equipment List | Equipment List | New Customer Equipment and enter the customer’s equipment.

To set up a service agreement ‘Type’ you would create an ‘Invoice Item’. Please see the topic “Service Agreement – Invoice Item” for further information.

Form Access

First open the Service Agreement List from the main menu by clicking Customers | Service Agreements List.  Here, go to the Service Agreement List menu and select New Service Agreement.

Field Definitions

Agreement #

The next available service agreement number will dynamically populate. You have the option of hi-lighting the number and typing in a new number if you wish.

Status

This field will state if the service agreement is active or expired.

Customer

Select from the drop down menu the customer, or create a new customer by clicking the hand icon to the right of the customer field.

Type

Select from the drop down menu the type, or create a new Type by clicking the hand icon to the right of the customer field.

Location

Will dynamically populate the customers address.

Term Begins

Today’s date will dynamically populate this field; change the date by clicking on the drop down menu to the right of the field.

Term Ends

Date will dynamically populate according to the information that was set up in the ‘Type’ form. Example: 1 year SA would populate exactly one year from the term begins date.  Example: 05/20/2004 Begins 05/20/2005 Ends. You may also check the “Override” box and enter a date yourself (see below).

Override

Check this box to change the “Term Ends” field.

Planned Visits

Number of planned visits will dynamically populate according to the information that was set up in the ‘Type’ form. Example: 2 visits per year, 3 visits per year etc.

Term (Months)

The length of the contract in months will dynamically populate according to the information that was set up in the ‘Type’ form. Example: 12, 24, 36 months etc.

Completed

Planned tune-ups or inspections from this SA that have been completed out of the total that have been planned for this service agreement.

Not Completed

Planned tune-ups or inspections from this SA that have NOT been completed.

Other

Work orders associated with this SA that are NOT planned tune-ups or inspections. In other words, these are work orders created and associated with this SA but had nothing at all to do with planned maintenance.

Description

Used to enter additional information. Example: This agreement can not be transferred to another person or company.

Inactivate Item

Check this box if you no longer want to use this service agreement.

Save & Close

Saves all changes and closes the form.

Save & New

Saves all changes and clears the form so that you can enter a new one.

Cancel

Closes the form and does NOT save any UNSAVED changes.

Menu Definitions

Save

Saves all of the information entered or changed but does not close the form.

Revert

Goes back to how the form was BEFORE your last change.

Notes

Allows you to enter important notes about this SA. These notes can be included in work order reports. Enter any general information that you might need to know about the Customer.

Delete

Deletes this SA. This process can NOT be reversed.

Copy

Creates a copy of the service agreement. You may then make changes to it and save. This is handy when created multiple SAs that are similar to one another.

Equipment

From the Customer Equipment list (all ready entered), put a check mark in the ‘Add’ column for the equipment that pertains to this particular service agreement.

History

Selecting this option will pull up all the history transactions pertaining to the Customer.

Edit Customer

Selecting this option will pull up the customer’s account information.

Contact Log

Opens the customer’s contact log for reading or editing.

Create Work Order

This button automatically creates a work order using this service agreement and customer. This makes scheduling the maintenance events easier.

Create Planned Work Orders

This button automatically creates a work order using this service agreement and customer for any planned maintenance that has not yet been completed. A form will open allowing you to customize these planned maintenance work orders.

Create Invoice

Creates an invoice (balance due) using this customer’s information.

Create Sale

Creates a sale (no balance due) using this customer’s information.

Create Credit

Creates a credit (like a refund) using this customer’s information.

Create Estimate

Creates an estimate using this customer’s information.

Step-By-Step

  1. Open the Service Agreements List and Sort the list if desired.
  2. To enter a new service agreement, click Service Agreement List menu and select New Service Agreement.
  3. To edit a service agreement, right-click on an agreement in the list and click Edit Service Agreement from the pop-up menu.
  4. To delete a service agreement, right-click on an agreement in the list and click Delete Service Agreement from the pop-up menu.
  5. To inactivate a service agreement, right-click on an agreement in the list and click Make Service Agreement Inactive from the pop-up menu.

Tips

  • Service agreements can be the heart of any good service department. You need service agreements! Contact our office for a complete service agreement kit that includes forms and video training tapes.

  • Create Service agreements in Total Office Manager to match all of the different types you sell in the field.

  • Remember that discounts and coverage are determined by the Service Agreement Type. Be sure to see this topic for details.

  • Use this form to specify if this service agreement is for Preferred Customers or Service Warranties.

  • Remember that discounts and coverage are determined by the service agreement Invoice Item. Be sure to see this topic for details.

Share This Story, Choose Your Platform!

About the Author:

HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

Newsletter

Sign-up to get the latest news and update information. Don’t worry, we won’t send spam!

Thank you for your message. It has been sent.
There was an error trying to send your message. Please try again later.
Go to Top