Service Contracts: To Create an End-Period Service Contract (Appointment with No Overage Items)

In this activity, you will create a service contract that is billed at the end of each billing period for the following:

  • The services and inventory items specified in the contract
  • An overage number of services (or inventory items) that has been added to the service document during the billing period but was not covered by the service contract

You will also create a schedule for this service contract and generate appointments from the schedule.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the HM's Bakery and Cafe customer has agreed to enter into a contract with the SweetLife Service and Equipment Sales Center for one hour of cleaning a juicer every week. The contract states that one hour of service is paid every week at a price of $70; for overage cleaning services (which are occasionally required), a price of $85 per hour should be paid. The customer will pay at the end of each week based on the prices that are defined in the contract.

The appointment schedule needs to be specified for the contract, and an appointment for the next week should be generated. You will perform the needed actions in the system, acting as the service manager, Maia Davis.

Configuration Overview

In the U100 dataset, the following configuration tasks have been performed to prepare the system for this activity to be performed:

  • On the Enable/Disable Features (CS100000) form, the Service Management and Equipment Management features have been enabled.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location has been configured.
  • On the Service Order Types (FS202300) form, the MRO service order type has been configured to generate sales orders to bill customers for provided services. That is, the Sales Orders option has been selected in the Generated Billing Documents box in the Billing Settings section. Also in this section, the IN sales order type has been selected as the Order Type for Invoice so that the processing of sales orders does not require shipments.
  • On the Billing Cycles (FS206000) form, the following settings have been specified for the AP AP billing cycle:
    • Run Billing For: Appointments
    • Group Billing Documents By: Appointments

    Based on these billing cycle settings, a separate billing document is generated for each appointment; this document presents the details of each service of the appointment.

  • On the Customers (AR303000) form, the HMBAKERY (HM's Bakery and Cafe) customer has been defined. The AP AP billing cycle has been specified for the customer on the Billing tab.
  • On the Employees (EP203000) form, EP00000040 (Maia Davis) has been created, and the Staff Member in Service Management check box has been selected on the General Info tab.
  • On the User Profile (SM203010) form, the SWEETEQUIP default branch and WEST BRIGHTON default branch location have been specified for Maia Davis.
  • On the Non-Stock Items (IN202000) form, the CLEANING non-stock item has been created. For this item, the Service is selected in the Type box on the General tab, and Time is selected in the Billing Rule box on the Price/Cost tab.
  • On the Equipment (FS205000) form, the FSE00006 (Commercial citrus juicer with a production rate of 1.5 liters per minute) target equipment has been defined.

Process Overview

You will create a service contract with the End-Period Plus billing type on the Service Contracts (FS305700) form. In this service contract, you will specify the services to be provided during each billing period, along with the prices for the items covered by the contract and for any overage items. Next, on the Service Contract Schedules (FS305100) form, you will create a contract schedule that includes the services to be provided in appointments. Finally, you will generate an appointment based on the schedule by using the Generate Maintenance from Contract Schedules (FS500300) form.

System Preparation

To prepare the system for this activity to be performed, do the following:

  1. Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as a service manager by using the davis username, and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, click the Business Date menu button, and select the 1/30/2025 date. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating a Service Contract with End-Period Billing

To create the service contract with end-period billing for HM's Bakery and Cafe, do the following:

  1. On the Service Contracts (FS305700) form, click Add New Record.
  2. In the Summary area, specify the following settings:
    • Customer: HMBAKERY - HM's Bakery and Cafe
    • Description: Cleaning contract
  3. On the Summary tab (Contract Settings section), specify the following settings for the contract:
    • Start Date: 1/30/2025
    • Expiration Type: Expiring
    • Duration: 1 Year
    • Schedule Generation Type: Appointments
  4. In the Billing Type box of the Billing Settings section, select End-Period Plus.
  5. In the Period box of the Billing Type Settings section, select Week.
  6. On the form toolbar, click Save.
  7. On the Services per Period tab, add a row and specify the following settings in the added row:
    • Inventory ID: CLEANING
    • Target Equipment ID: FSE00006
    • Value: 1h 00m
    • Recurring Item Price: 70
    • Overage Item Price: 85
  8. On the form toolbar, click Save.
  9. On the More menu (under Processing), click Activate.

    The first billing period (1/30/2025 - 02/05/2025) has been activated during contract activation, as the following screenshot shows.

Figure 1. The service contract


Step 2: Creating a Contract Schedule and Generating Appointments from the Schedule

Now you will add a schedule for the service contract and generate the first two appointments of that schedule. Do the following:

  1. While you are still viewing the service contract on the Service Contracts (FS305700) form, on the Schedules tab, click Add Schedule.

    The Service Contract Schedules (FS305100) form opens.

  2. In the Summary area, do the following:
    • In the Service Order Type box, ensure that MRO is selected.
    • In the Scheduled Start Time box, select 11:00 AM.
  3. On the Details tab, add a row and specify the following settings in the row:
    • Line Type: Service
    • Inventory ID: CLEANING
    • Target Equipment ID: FSE00006
  4. On the Recurrence tab, in the Frequency box, select Weekly and do the following in the Weekly Settings section:
    • Specify Every 1 Weeks.
    • Select the Tuesday check box. Clear Sunday.
    • Leave the check boxes cleared for the remaining days of the week.
  5. On the form toolbar, click Save.
  6. On the form toolbar, click Generate from Service Contracts.

    The Generate Maintenance from Contract Schedules (FS500300) form opens.

  7. In the Generate Up To box of the Summary area, select 2/12/2025.
  8. In the table, select the unlabeled check box in the row with the schedule you have created.
  9. On the form toolbar, click Process.

    The system opens the Processing dialog box, in which you can see the status of the processing.

  10. After the processing has successfully completed, in the Processing dialog box, click Close.
  11. Close the Generate Maintenance from Contract Schedules (FS500300) form.
  12. Close the Service Contract Schedules (FS305100) form.
  13. On the Services Per Period tab of the Service Contracts (FS305700) form, notice that the Scheduled Period Value is now 1 h 00 m (as the following screenshot shows). This means that 1 hour of services has been scheduled for the selected billing period.
Figure 2. One hour of service scheduled for the billing period


Step 3: Reviewing the Generated Appointments

Review the appointments generated from the schedule on the previous step by doing the following:

  1. While you are still viewing the service contract on the Service Contracts (FS305700) form, on the More menu, click Appointment History. The Appointment Summary (FS400100) form opens.
  2. Clear the Staff Member box in the Selection area.
  3. In the From Scheduled Date box, ensure that 1/30/2025 is selected.
  4. In the To Scheduled Date box, select 2/12/2025.
    The form displays the appointments generated from the service contract. Notice that the appointment generated for the active billing period has the Not Started status, and the appointment generated for the future billing period has the Awaiting status (see the following screenshot).
    Figure 3. The appointments generated from the contract schedule


Step 4: Processing an Appointment

To process an appointment, do the following:

  1. On the Appointment Summary (FS400100) form, click the reference number of the appointment with the Not Started status. The Appointments (FS300200) form opens.
  2. On the form toolbar, click Start.

    (As you perform this instruction and the next two instructions, you are acting as a staff member at the appointment.)

  3. On the Settings tab, in the Actual Date and Time section, enter the actual start and end times (for simplicity in this training, set them to match the scheduled start and end times). Select Finished.
  4. On the form toolbar, click Complete.
  5. On the form toolbar, click Close.

    (As you perform this instruction and the remaining instructions in this activity, you are now acting as an accountant.)

  6. Open the Run Service Contract Billing (FS501300) form.
  7. In the Up to Date box, specify 2/12/2025.
  8. In the list, select a service contract related to an appointment that you have completed, and click Process on the form toolbar.
  9. Once the billing process is completed, in the Processing dialog box, click the reference number in the Batch Nbr. column. The Service Contract Billing Batches (FS306100) form opens in a pop-up window.
  10. In the Document Nbr. column, click the reference number link. The Invoices and Memos (AR301000) form opens, and you can review the generated invoice. Notice that the line in the invoice is for the service covered by the contract. It includes a fixed number of hours at a predefined price, and the number of hours defined in the service contract has not been exceeded, so the invoice amount is equal to the contract's predefined price.