Introduction to Contract Maintenance

First available in TMT Fleet Maintenance: 2018.2

As of V.2020.1, this functionality is no longer supported.

Contract Maintenance is a separately licensed module for TMT Fleet Maintenance. It allows you to set up predefined service contracts for customers. With Contract Maintenance, you can specify which services are covered and which services are not covered.

Contract Maintenance supports two contract levels:

Level 1
These contracts cover a specified number of preventive maintenance services (PMs) over a length of time. The system divides the negotiated cost of all the services equally over the length of the contract. It bills the customer the resulting amount each month. If the customer exceeds the contract terms (such as using more oil changes than allowed), they pay for that service at an out of service rate.
Level 2
These contracts cover repairs, services, or fees based on the customer’s needs (such as an administrator fee or a truck washing service). You set them up on a customer-by-customer basis.

The customer’s monthly cost is based on factors such as:
- Number of miles or kilometers
  - Fixed amount per mile
  - Based on the number of miles
- Number of estimated miles
- Fixed rate per unit type
- Fixed rate based on termination date/reason

Prerequisites

To use Contract Maintenance, you must:

Purchase and install the Contract Maintenance module.
Install the AMS Server API.
Upgrade TMT Fleet Maintenance to V2018.2 or later.

Benefits of using Contract Maintenance

Using Contract Maintenance allows you to:

Create a Master Service Agreement (MSA)
Master Service Agreements contain the terms of agreement, labor rates, parts markup, and the billing cycle for the contract.
Use an automatic billing cycle
The system runs a job each month searching for equipment under a service contract and creates the invoice automatically.

General Contract Maintenance process

You must enable Contract Maintenance on a customer-by-customer basis. Once it is enabled for a customer, you follow the process shown in this illustration.

Layout of the Contract Maintenance page

You use the Contract Maintenance page to:

Create deals
Associate rate sheets with a deal
View existing deals

Go to Menu > Orders > Contract Maintenance to open the Contract Maintenance page.

Note: The Contract Maintenance page contains two tabs. By default, the Deal Summary tab is displayed when you load the page.

Deal Summary

This illustration shows the Deal Summary tab.
Contract Listing

This illustration shows the Contract Listing tab.

The Contract Maintenance page provides easy access to the:

Menu that lists application menu items
User menu that lists user-specific menu items
Command buttons that allow you to add new rate sheets or add new deals
Functionality area that you use to enter information into the system

Layout of the Deal Summary tab

The Deal Summary tab includes three sections: Customer Information, Deal Summary, and Rate Sheets.

Customer Information

This section allows you to enter the customer’s ID, name, contact information, and basic financial information.

Field definitions

Required field: *
Read-only field: §

Field	Definition
Customer *	Customer ID Note: As you begin to type an ID, the system tries to match your entry with the IDs on file. Immediately under your entry, it displays a list of companies having IDs that begin with the letter you typed. This automatic search for the proper ID is known as the instant best match feature.
Customer Name §	Customer’s name
Contact
Address §	Customer’s physical address
City §	Customer’s city location
State §	Customer’s state location
Zip §	Customer’s ZIP/postal code
Phone §	Customer’s main phone number
Primary Contact §	Customer’s primary contact
Totals
Total Fixed Revenue §	Actual total fixed cost revenue for the Deal Summary
Total Margin §	Actual total margin for the Deal Summary
Total Variable Revenue §	Actual total amount of revenue generated from the variable costs on the Deal Summary
Total Margin % §	Actual percentage of margin from the Deal Summary

Field

Definition

Customer *

Customer ID

Note: As you begin to type an ID, the system tries to match your entry with the IDs on file. Immediately under your entry, it displays a list of companies having IDs that begin with the letter you typed. This automatic search for the proper ID is known as the instant best match feature.

Customer Name §

Customer’s name

Contact

Address §

Customer’s physical address

City §

Customer’s city location

State §

Customer’s state location

Zip §

Customer’s ZIP/postal code

Phone §

Customer’s main phone number

Primary Contact §

Customer’s primary contact

Totals

Total Fixed Revenue §

Actual total fixed cost revenue for the Deal Summary

Total Margin §

Actual total margin for the Deal Summary

Total Variable Revenue §

Actual total amount of revenue generated from the variable costs on the Deal Summary

Total Margin % §

Actual percentage of margin from the Deal Summary

Deal Summary

This section contains information about the deal, such as the deal number, description, number of units, and dates.

Field definitions

Required field: *
Read-only field: §

Field	Definition
Deal Number §	System-generated deal ID number
Description*	Defines the content of the deal Note: The deal’s description must be unique. It should describe the customer’s contract.
Number of Units §	Total number of units included in all Rate Sheets for a customer
Created By §	System ID of the person who created the deal
Start Date *	Date the deal started
Termination Date	Date the deal ended Leave this field blank unless the deal ends unexpectedly.
Termination Reason	Reason the deal ended Note: You must enter the Termination Date before you can select the termination reason.
Last Mileage Reconciliation	Most recent date the mileage was updated
Comments	General comments about the deal

Field

Definition

Deal Number §

System-generated deal ID number

Description*

Defines the content of the deal

Note: The deal’s description must be unique. It should describe the customer’s contract.

Number of Units §

Total number of units included in all Rate Sheets for a customer

Created By §

System ID of the person who created the deal

Start Date *

Date the deal started

Termination Date

Date the deal ended

Leave this field blank unless the deal ends unexpectedly.

Termination Reason

Reason the deal ended

Note: You must enter the Termination Date before you can select the termination reason.

Last Mileage Reconciliation

Most recent date the mileage was updated

Comments

General comments about the deal

Rate Sheets

This section contains information about the rate sheets used with the deal, such as the rate sheet number, description, and type.

Field definitions

Field	Definition
Rate Sheet	Rate sheet number Note: The system generates this number automatically.
Description	Rate sheet’s description
Type	The contact’s service level
Stage	Rate sheet’s current status
Stage Date	Date the rate sheet’s status changed
Fixed Rate	Fixed monthly rate
Variable Rate	Variable monthly rate
Number of Units	Number of units associated with the rate sheet

Field

Definition

Rate Sheet

Rate sheet number

Note: The system generates this number automatically.

Description

Rate sheet’s description

Type

The contact’s service level

Stage

Rate sheet’s current status

Stage Date

Date the rate sheet’s status changed

Fixed Rate

Fixed monthly rate

Variable Rate

Variable monthly rate

Number of Units

Number of units associated with the rate sheet

Layout of the Contract Listing tab

The Contract Listing tab includes two sections: Contract Description and Results Grid.

Contract Description

This section allows users to enter search criteria to filter the list of customers with contracts in the Results Grid.

Field definitions

Read-only field: §

Field	Definition
Customer	Customer ID Note: The system uses instant best match to limit the customer ID options. You must select the customer ID from the instant best match options to add that ID to this field.
Customer Name §	Customer’s name
Inactive MSA Customers	Customer’s current MSA status Options are: ALL Active Inactive
Deal Start Date	Date the deal started
Deal Summary	Deal Summary order number Note: You must enter the 12-digit order number.
Rate Sheet	Rate Sheet order number Note: You must enter the 12-digit order number.
CPI Exempt	Consumer Price Index exemption The CPI adjusts prices annually, based on the consumer price index.
Shop	Shop’s ID
Shop Name §	Shop’s name
Peg at Cost	The variable rate used for annual adjustments to the deal This value is based on the cost of maintenance.

Field

Definition

Customer

Customer ID

Note: The system uses instant best match to limit the customer ID options. You must select the customer ID from the instant best match options to add that ID to this field.

Customer Name §

Customer’s name

Inactive MSA Customers

Customer’s current MSA status

Options are:

ALL
Active
Inactive

Deal Start Date

Date the deal started

Deal Summary

Deal Summary order number

Note: You must enter the 12-digit order number.

Rate Sheet

Rate Sheet order number

Note: You must enter the 12-digit order number.

CPI Exempt

Consumer Price Index exemption

The CPI adjusts prices annually, based on the consumer price index.

Shop

Shop’s ID

Shop Name §

Shop’s name

Peg at Cost

The variable rate used for annual adjustments to the deal

This value is based on the cost of maintenance.

Results Grid

By default, this grid displays all customers that have the MSA feature enabled. For details, see Enabling Contract Maintenance for a customer. You use the Contract Description section to reduce the number of results in this grid.

Field definitions

Field	Definition
Customer	Customer ID
Name	Customer name
Number of Deals	Number of deals with this customer
Total Fixed Rate	Total fixed rate for all contracts
Total Variable Rate	Total variable rate for all contracts
Rated Margin (%)	Profit margin (percentage)
Actual Margin	Actual margin
Total Annual Revenue	Total annual revenue for all contracts
Total Number Units	Total number of units under contract

Field

Definition

Customer

Customer ID

Name

Customer name

Number of Deals

Number of deals with this customer

Total Fixed Rate

Total fixed rate for all contracts

Total Variable Rate

Total variable rate for all contracts

Rated Margin (%)

Profit margin (percentage)

Actual Margin

Actual margin

Total Annual Revenue

Total annual revenue for all contracts

Total Number Units

Total number of units under contract

Using the instant best match data entry feature

Certain data entry fields allow you to identify a customer, a city, a shop, a state, etc. As you begin to enter the entity’s ID or name, the system displays an ID or name that begins with the characters you typed. This automatic search for the correct ID or name is known as the instant best match feature. You can use it in any searchable field that has the Search icon.

This functionality is available only in the Contract Maintenance module.

To use the instant best match feature:

In a field with the Search icon, enter the first few characters of the entity’s ID or name.
A drop-down list displays results that match your entry.
Continue entering characters until the appropriate ID/name appears in the list.
Select the correct ID/name from the list.
The system completes the entry based on your selection and advances to the next field.