Maintain Service Contract

Select the “Maintain Service Contract” activity under the “Sales of Services” business component.

The “Maintain Service Contract” page appears.

- Clicking this icon available near certain fields takes you to the help page of the respective field.

In the header the mandatory fields are represented as bold and in the multiline the mandatory columns are either bold or displayed in a color other than black.

The system displays the following in the “Contract Details” group box:

Status

The status of the contract.

Note: The status of the Contract will be “Draft”, “Fresh”, “Deleted”, “Authorized”, “Under Amendment”, “Amended” and “Terminated”.

Enter the following in the “Contract Details” group box:

Contract No.	The unique number identifying the contract .
Amendment No.	Use the drop-down list box to select the amendment number of the contract .The system displays the latest amendment number by default. The amendment number is zero, if the service contract created is new. For each amendment, the system increases the amendment number by one.
Numbering Type	Use the drop-down list box to select the numbering type of the service contract. If the Numbering series is manual, then the contract number should be “Mandatory”. If set as any other predefined series, the system would generate the unique contract number. Numbering type is defined for Service contract in Inventory & PICC process.
Contract Type	Use the drop-down list box to select the type of the service contract. The combo is loaded with the metadata values .
Contract Date	The date on which the service contract is created . If Cost sheet is referred then contract date cannot be earlier than cost sheet date else system throws an error message.
Invoice Consolidation at	Use the drop-down list box to select the invoice consolidation details. The combo is loaded with the metadata values.
Contract Start Date	The start date of the contract . It cannot be earlier than Contract date else the system throws an error message.
Contract Expiry Date	The expiry date of the contract . Ensure that the expiry date of the contract is later than the start date else the system throws an error message.
Start Date of Billing Cycle	The start day of the billing cycle . If billing Cycle is 23 Mar 09 to 22 Apr 09, then it will have the value as 23
Sales Person	The name of the sales person.
Sale Type	Use the drop-down list box to select the type of the sale. Loads from Sales category component.
Sales Channel	Use the drop-down list box to select the sales channel. Loads from Sales category component.
Currency	Use the drop-down to select the currency for the contract . The combo is loaded with the currency defined for that company. The system displays base currency by default.

The system displays the following in the “Contract Details” group box:

Exchange Rate

The exchange rate applicable for that currency.

Enter the following in the “Contract Details” group box:

Cost Sheet No.	The reference number of the cost sheet . Only authorized Cost sheet number can be used. Cost sheet to Contract is 1:1.
Customer PO No.	The number identifying the customer PO.

The system displays the following in the “Contract Details” group box:

RFQ No.

Request for Quotation number if used in the Cost sheet then it is displayed.

Enter the following in the “Contract Details” group box:

Customer Code

The code identifying the customer.

The system displays the following in the “Contract Details” group box:

Customer Name

The name of the customer.

Enter the following in the “Contract Details” group box:

Deployment Start Date	The date on which the deployment is started .
Deployment Start Time	The time at which the deployment is started.
Pay Term	The code identifying the pay terms . The system checks for the validity of the pay term code entered from “Pay Term” business component.
Confirmation Required	Use the drop-down list box to specify whether confirmation is required for the service contract. The combo is loaded with options “Yes” and “No”. This control will be visible only when “Confirmation required for Contract” is set as Yes in Set Function Parameter activity.
Reason Code	The code identifying the reason for cancellation. This field is mandatory, if the Contract is cancelled.
Reason Description	The detailed description of the reason code.

Enter the following in the “Contract Additional Details” group box:

LOI Received	Check this box to indicate whether Letter of Intent is received or not.
LOI Date	The date on which the LOI is received .
LOI Issued By	The authorized person who issued the LOI .
Contract Paper Issued	Check this box to indicate whether the contract paper is issued to the customer or not.
Date Issued	The date on which the contract paper is issued.
Expected Date	The expected date on which the contract will be signed.
Contract Paper Received	Check this box to indicate whether the contract paper is received from the customer.
Date Received	The date on which the contract paper received from the customer.
Date Of Signing	The date on which the contract paper is signed.
Name of Signing Authority	The name of the authorized person who signs the contract paper .

The system displays the following in the “Item Details” multiline:

Line No.

The serial number generated by the system.

Enter the following details in the “Item Details” multiline:

Site ID.

The identification code of the site. Address Id from the customer details for the specific customer. If the Customer Code & Address id does not exists in the customer master system throws error.

The system displays the following in the “Item Details” multiline:

Address	The address of the corresponding site ID.
OPS. Unit	The operational unit mapped to the delivery area of address ID.

Enter the following detail in the “Item Details” multiline:

Item Code	The code identifying the item of the service. Only Service item can be used and if the Item code does not exists in the item master and product master, the system throws an error message.
Variant Code	The code identifying the variant code of the service. If the given item code is blank or given item code and variant code combination does not exists, the system throws an error message.

The system displays the following in the “Item Details” multiline:

Description

The detailed description of the item variant code.

Enter the following detail in the “Item Details” multiline:

Post	Specific place in the site.
Quantity	The number of quantity required for the service. Ensure that the value is greater than or equal to zero else the system throws an error message.
UOM	The unit of measurement of the item. UOM is defaulted for the item Service type combination defined in Product Master. UI on item or on Maintain, UOM is defaulted. If the same item exists in different UOM then user has to manually enter and system checks for the combination else the system throws an error message.
Selling Price/Qty.	The selling price per quantity of the item as per the given deployment pattern. If billing pattern is “Fixed” then selling price is mandatory and if billing pattern is “Actual/On-call” it is optional.
Selling Price Per Qty. Per	Use the drop-down list box to select the selling price per quantity. The combo is loaded with the values “Month” and “Year”. The system displays month by default.
Type of Service	Use the drop-down list box to select the type of service provided. The combo is loaded with the values as defined in Sales Category Master component with code type – sale purpose.
Billable/Complimentary	Use the drop-down list box to select whether the service provided is billable or complimentary. The combo is loaded with the values “Billable” and “Complimentary”. The system displays billable by default. Those items which are said to billable will be fetched in work reporting.
Billing Pattern	Use the drop-down list box to select the billing pattern of the service. The combo is loaded with the values “Fixed”, “On Call” and “Actual”. The system displays “Fixed” by default.
Confirmation No	The confirmation number of the service contract.
Confirmation Date	The confirmation date of the service contract.
Remarks	Any remarks regarding the confirmation of contract.

Note : The columns – Confirmation No, Confirmation Date and Remarks will be visible only when “Confirmation required for Contract” is set as Yes in Set Function Parameter activity.

The system displays the following in the “Contract Value Details” group box:

Contract Basic Value	The basic value of the contract.
Total Tax	The total tax defined for the contract.
Total Charges	The total charges defined for the contract.
Total Discount	The total discount defined for the contract.
Total Statutory Taxes	The total statutory taxes defined for the contract.
Contract Total Value	The total value of the contract. Contract Total Value = (Contract Basic Value + Total Tax + Total Charges + Total Statutory Taxes) - Total Discount.
Overall Margin %	The overall marginal value of the contract in percentage. This is calculated as ((Total Monthly Billing – Total Direct Cost) / Total Monthly Billing) * 100.
Total Monthly Billing	The total monthly billing value of the contract.
Overall Markup %	The markup value of the service in percentage. This is calculated as ((Total Monthly Billing – Total Direct Cost ) / Total Direct Cost) * 100

Enter the following detail in the “Contract Value Details” group box:

Total Sq.Ft.

The total square feet of all the sites. If the value is less than zero, then the system throws an error message.

The system displays the following in the “Contract Value Details” group box:

Selling Price / Sq.ft.

The total monthly billing value per square feet of the contract. This is calculated as “Total Monthly billing / Total Sq. ft.” If total Sq.ft is zero Selling Price per Sq.ft. will be zero.

Click the “Maintain” pushbutton to save the contract details.

Contract will be created in Draft status and after service information is provided the status will be updated as Fresh.

Click the “Authorize” pushbutton to authorize the contract details.

The system authorizes the contract details which are in Fresh status.

Click the “Delete” pushbutton to delete the contract details.

The system deletes the contract details which are in Fresh/Draft status.

Click the “Amend” pushbutton to amend the contract details.

The system amends the contract details which are in Authorized status. If any work reporting exists for the contract it should be in “Billed” status for amending the contract else the system throws an error message.

Click the “Terminate” pushbutton to cancel the contract details.

Contract will be terminated only when all the site id’s referred in contract is terminated from operations.

To proceed carry out the following:

Select the “Specify TCD Details” link to specify the TCD details.

Note: This link will launch only if the contract is in Fresh status.

Select the “Tax Calculation – Summary” link to specify the tax calculation summary details.

Note: This link will launch only if the contract is in Fresh status.

Select the “Site Specific Requirements” link to specify the site specific requirement details.
Select the “Specify Checklist” link to specify the checklist details of the contract.
Select the “Service Details” link to specify the service details.
Select the “Attach Notes” link to specify the attach note details.
Select the “View Tax Calculation - Summary” link to view the tax calculation summary details.
Select the “View TCD Details” link to view the TCD details.

The system displays the following in the “Data History” group box:

Created By	The name of the user who creates the contract.
Created Date	The date on which the contract is created.
Last Modified By	The name of the user who last modified the contract.
Last Modified Date	The date on which the contract is last modified.