Maintenance Agreement - Maintenance

The numbering of the framework service agreements is set by the user using the number series in the Service Contract Settings.

A "Service Agreement" – i.e. a service contract – must be established with each approved supplier.

Before creating a maintenance agreement, it is recommended to enter the service types provided on the vendor card first. The framework service contract then inherits the entered data from the supplier.

The structure of the supplier is described in detail in the Address book .

The validity of the framework service agreement is only necessary if the cooperation with the given supplier is completely terminated and all services provided, cooperation with the supplier's points of sale, etc., cease to be valid.

The Maintenance Agreements tab contains the following tabs:

• General – basic data related to the Framework Maintenance Agreement

• Invoicing – data relating to the invoicing of additional bonuses

• Services – services provided by the supplier

GENERAL Tab

• No. (No.)

  • The Maintenance Agreement No. is generated automatically from the number series

• Name

  • Maintenance Agreement Name

• Vendor No.

  • The user selects from a list of all suppliers entered in the system

• Vendor Name

  • Vendor Name is automatically completed according to Vendor No.

• Vendor Business Place No.

  • The user chooses the vendor's business location

• Vendor Business Place Name

  • The name is automatically completed according to the number of the supplier's business location

• ContactPerson No.

  • User selects a contact person for a given vendor from the contact list of the Person type

• ContactPerson Name

  • The Contact Person Name is automatically completed according to the Contact Person No.

• Customer No.

  • The user selects a customer if the terms of the framework agreement belong only to a specific customer

  • If the conditions apply to all customers, the field remains blank

• Customer Name

  • The Contact Person Name is automatically completed according to the Contact Person No.

• Maintenance Package

  • Informative field whether the vendor provides a service package

  • It does not contain any related functionality

• Status

  • The status of the framework agreement can be changed manually by the user.

    • Preparation - at the time of preparation of a new framework agreement, the user sets Preparation. The Service Framework Agreement is not yet in effect.

    • Signed – The maintenance framework agreement is effective. Only signed contracts can be selected in the header of the service permission.

    • Closed – The maintenance framework agreement is no longer effective.

• Signing Date

  • Maintenance Agreement Signing Date

• Valid From

  • Valid from the Master Service Agreement

• Valid To

  • Valid from the Master Service Agreement

• Currency Code (Currency)

  • The code of the currency in which the contract is concluded (additional bonuses will be invoiced in this currency)

INVOICING Tab

• Vendor As Customer

  • It will be tightened automatically if a corresponding customer is created for the supplier

  • If the field is not completed automatically, a customer has not been created for the vendor

• Vendor As Customer Name

  • The Vendor Name as Customer is automatically completed according to the Vendor as Customer field

• Gen. Bus. Posting Group (Gen. Bus. Posting Group)

  • If the value of the Additional Bonus Invoicing field=Sales Invoice then the value of the General Commercial Posting Group field is drawn from the Customer

  • If the value of the Additional Bonus Invoicing=Purchase Credit Memo field is then the value of the General Commercial Posting Group field is drawn from the Vendor

• VAT Bus. Posting Group)

  • If the value of the Additional Bonus Invoicing field=Sales Invoice then the value of the General Commercial Posting Group field is drawn from the Customer

  • If the value of the Additional Bonus Invoicing=Purchase Credit Memo field is then the value of the General Commercial Posting Group field is drawn from the Vendor

• Vendor Posting Group

  • If the value of the Additional Bonus Invoicing field=Sales Invoice then the value of the General Commercial Posting Group field is drawn from the Customer

  • If the value of the Additional Bonus Invoicing=Purchase Credit Memo field is then the value of the General Commercial Posting Group field is drawn from the Vendor

• Standard Sales/Purchase Code

  • If the value of the Additional Bonus Invoicing=Sales Invoice field is, then the User selects Standard Sales Code

  • If the value of field Additional Bonus Invoicing=Purchase Credit Memo is then the User selects Standard Purchase Code

• Additional Bonuses Invoicing

  • The user selects whether a Sales Invoice or a Purchase Credit Memo for Additional Bonuses is agreed with the vendor

• Due Date

  • Invoice/Credit Memo Due Date

• Bonus Period

  • The period in which additional bonuses are invoiced. You can select from Quarter / Half Year / Year.

SERVICES Tab

Provided Services

• Service Kind

  • Types of services provided by the supplier

• Service Type Code

  • Type of service of a given type

• Brand Filter (Service Type Code)

  • The user can select one or more car brands from the make list

  • If the brand filter is filled in, the service provided is intended only for vehicles of these brands

• Description

  • User note text box

• Valid From

  • Date of commencement of the provision of the given service

• Valid To

  • End date of the service

• Business Location No.

  • A user selects a business location if the service is provided only by that vendor's business location

• Maintenance Agreement No.

  • The system fills in automatically if the user enters the services provided for the framework maintenance agreement

If the services provided are listed on the vendor card, they are inherited from the vendor after the framework service agreement is created. The user can delete the service or add another service to the framework service agreement.

If the services provided are specified in the framework service contract and have not been entered in the supplier, the system will copy them to the supplier's card. (This is the same table where the framework agreement number can be empty, but after filling in the framework agreement number on the allowance, the system would report an error if the service is not specified in the framework agreement).

In addition to the general service agreement, the user defines vendor discounts and bonuses. New conditions (discounts and bonuses) can be introduced, the validity of the original ones can be terminated and new discounts and bonuses can be entered.

 Discounts and Bonuses of the Maintenance Agreement

In the Maintenance Framework Agreement, you define the Bonuses and Discounts provided by the Supplier. To access bonuses and discounts, follow these steps.

After clicking on the button, the Discounts and Bonuses of the Maintenance Agreement of the given contract will open.

To enter discounts and bonuses, Valid from is important. When entering, the system checks whether Valid From is filled in. This check system after entering "Height (%)“.

Discounts

The user enters discounts for the given maintenance agreement.

For a "general discount", which is intended to apply without restriction to make, model, model line, point of sale or customer, the user enters:

• Service Kind

  • The user selects the type of service to which the discount applies

• Discount / Bonus Type

  • The user selects the Discount Type/Bonus - Purchase Discount for Labour or Purchase Discount for Materials to which the discount applies

• Height % (Value %)

  • The user enters the discount amount in percentage

• Valid From

  • User enters the start of the discount

• Valid To

  • The user can also enter the expiration of the discount

• Vehicle / Tire (Vehicle / Tire)

  • It tightens the system automatically based on the "type of service". In the case of a "tire service", the tire is tightened. In other cases Vehicle

For a "Specified Discount" to apply to specific brands, model lines, models, business locations, or customers, in addition to the basic fields, specific restrictions must be specified for:

• Make Filter

  • The user can select a specific tag. Multiple tags can also be selected, separated by a "|".

• Model Line Filter

  • The user can select a specific model series. It is also possible to select multiple model series separated by "|".

• Model Filter

  • The user can select a specific model. Multiple models can also be selected, separated by a "|".

The user can also specify a discount for:

• Vendor Business Place No.

  • The user can select a business location. Once the business location is filled in, the discount will be valid only for that business location.

To enter a tire discount, you need to select:

• Service Kind

  • Tire Service

• Tire Filter

  • The user can select one or more tire brands from the Tire Makes dial.

• Tire Season

  • The user selects the period for which the discount applies

If the user needs to enter a discount for a specific material or a specific work (e.g. a discount on a specific oil, or a discount on a car wash), he enters this item via the "Vendor Price for" field. The user selects Vendor Price and Rate Types from the code list. On the discount line, he then selects a specific item in the field:

• Vendor Price

Bonuses

The bonus for services provided by the vendor can be set up for the framework maintenance agreement in the same table as the discounts. The difference is in the Discount/Bonus Type column.

To enter a bonus from a supplier, the user fills in

• Service Kind (Service Kind)

  • The User selects the type of service to which the bonus relates

• Discount / Bonus Type

  • The user selects the Type of discount/bonus (Bonus for work or Bonus for materials, Bonus for work and materials), to which type of bonus it relates

• Height % (Value %)

  • The user enters the bonus amount as a percentage

• Valid From

  • User enters the start of bonus validity

• Valid To

  • The user can also enter the end of the bonus validity

The leasing company receives a turnover bonus from the supplier when a certain amount of turnover is reached.

In addition to these fields, it is also possible to enter the following fields for the bonus:

• According to Turnover

  • The user ticks if it is a turnover bonus

• Turnover From

  • The field is editable if the By turnover field is checked

  • The user enters the lower limit of turnover

• Turnover To (Incl.)

  • The field is editable if the By turnover field is checked

  • For the Turnover Bonus, Turnover to (incl.) must be entered!

  • The user enters the upper limit of turnover

To enter the conditions of the bonus from a given supplier, the user can enter including restrictions on brands, model lines, models, customers as well as in the case of discounts.

Vendor Rates and Prices

For the purposes of recording hourly rates, there is a code list Supplier Rates and Prices.

On the overview or tab of the framework service agreement, you can open the vendor's rate and price figures for the framework service agreement.

The user opens the list of vendor rates and prices.

If the user clicks on the New icon, the system creates a new row and automatically fills in the keys according to the framework service agreement:

• Maintenance Agreement No.

• No. – the number of the item

• Vendor No. (Vendor No.)

  • Vendor Name

The user can fill in filters, this is the restriction for which the rate is entered:

• Contact Business Location No.

  • In the case where the rate applies to a specific business location

• Customer Filter

  • The user can select a customer. It is also possible to select multiple customers separated by "|". The rate will then only be valid for these customers.

• Make Filter

  • The user can select a specific tag. Multiple tags can also be selected, separated by a "|".

• Model Line Filter

  • The user can select a specific model series. It is also possible to select multiple model series separated by "|".

• Model Filter

  • The user can select a specific model. Multiple models can also be selected, separated by a "|".

Next, the user fills in:

• Vendor Price

  • Selects from the Vendor Price and Rate Types code list

• Description

  • Completes the system automatically from the Vendor Price and Rate Types code list

• Amount Excl. VAT (Amount Excl.VAT)

  • The user enters the rate amount excl. VAT

• Valid From

  • The user enters the start of the rate validity

• Valid To

  • The user can also enter the expiration of the rate

• Unit of Measure Code

  • The user can select from a code list of units of measurement

  • In the OC, this is the registration field

• Quantity

  • The user can enter the quantity

  • In the OC, this is the registration field

• Do Not Allow Quantity

  • The check mark is entered by the user in the case of, for example, washing must not be in the service permission more than 1x

  • In OC, this is an organizer field