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The feature is unavailable in Personal edition.
One of the most profitable ways of doing business is to have long-term service contracts with customers. AvailSuite streamlines Contract Management for you, allowing you to record payment terms, assets served, services provided, and other information. Using AvailSuite you can:
Please, be aware that there are no automatic billing based on contracts or contract renewals in this version of AvailSuite.
To create a contract, user can use any of the following ways:
- use the New Contract button on the toolbar;
- select New, and then Contract in the File menu;
- fill a new row directly in the Active Contracts view;
- go to the Contracts tab on the Customer form and click the + button below the contract grid.
When setting up a contract, you can specify the payment terms. You can set the payment period, anything from weekly to annually, and the payment amount.
Please, be aware that there are no automatic billing based on contracts or contract renewals in this version of AvailSuite.
Sometimes a service contract assumes preventive maintenance of certain equipment or other assets. You can add unlimited amount of asset items in AvailSuite contracts. To do this, open the contract form, and add asset items in the Assets grid. You can also enter specific comments about any asset and the serial numbers.
Sometimes a service contract includes a number of specific services to be carried out during the life of the contract. You can add unlimited amount of contacted services in AvailSuite contracts. To do this, open the contract form, and add asset items in the Services Included grid. You can also enter specific comments about every service, and expected frequency of service, for example 2 times every month.
Small business companies dealing with long-term customers on a contract base need to track dates when contracts should be prolonged.
To track contracts renewal, follow the instruction:
Set the Renew Date field on for each contract you create. This should be a date when you expect to sign a prolongation of the contract.
Use the Renewal Contracts view to track contracts to be renewed. By default, the view displays contracts to be renewed in next 30 days.
If you need to extend or reduce the period, change the value of the Show contracts to be renewed within field on the Misc tab of the User Settings form. For example, with the value on the picture, the view will display contracts to be renewed in next 60 days.
For each contract, you will make a decision in the end: it will be prolonged or not.
If you deside that a contract will not be prolonged clear the Renew Date. You can make this manually on the contract form or just to apply the Clear Renew Date action from the context menu on a contracts view. This will remove the contract from the Renewal Contracts view.
If you deside to prolong a contract, use the Renew Contract action. This will create a new contract based on the current one and open the contract form with the new contract for your review. This will also clear the renew contract date of the old contract.
Click here to read more about File Attachments.
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