There are two types of agreements: vendor agreements and client agreements. All Qualer users will find vendor agreements. Only service providers, or users with a client list, will see the client agreements module. 


Vendor Agreements

Location:

  • Access all vendor agreements under Assets > Vendor Agreements.


Creating a Vendor Agreement:

  1. Via Asset Manager:

    • Go to the Asset Manager.
    • Select assets to include in the agreement.
    • Click Create Service Agreement from the Toolbox.

  2. Vendor Selection:

    • Click Pre-select Vendor and select the appropriate vendor from the pop-up.
    • Click Select Vendor.

  3. Agreement Details:

    • Enter Title, PO number, start/end dates, and any additional comments.
    • Specify service details and configure custom fields as needed (via Administration > Configuration > Custom Attributes).

  4. Service Interval Setup:

    • While editing, define the Service Interval or link an existing Maintenance Plan using Set Schedule.
    • Configure options such as intervals, automation settings, and vendor selection.

  5. Asset Coverage:

    • Add specific assets and verify against the agreement’s covered asset count.
    • Set limitations based on product types (unsupported assets are retained until manually removed).

  6. Agreement Limits:

    • Set limits by total contract value or number of service calls.
    • A warning displays when limits are exceeded in future work orders.

  7. Pricing and Templates:

    • Set per-item charges or inherit from a service price list.
    • Optionally link a master template for pre-defined charges, tasks, and notifications.

  8. Finalizing Request:

    • Upload additional documents, save as draft, or click Finalize Request.
    • Option to Send Request to Vendor or Mark as Accepted (makes the request uneditable).
    • For expired agreements, use Create a Copy to update dates.



Vendor View:

  • Vendors can view agreements under Service > Client Agreements and accept or deny the quote.
  • Options to print, cancel, or send to another vendor.


Client Agreements

Location:

  • For service providers, access client agreements under Service > Manage Clients.


Creating a Client Agreement:

  1. Locate Client Assets:

    • Go to Manage Clients, select the client’s name, and view the asset list.
    • Choose assets and click New Service Agreement from the Toolbox.

  2. Alternate Method:

    • Go to Service > Client Quotes & Agreements and select New Service Agreement.

  3. Fill Agreement Details:

    • Enter Title, dates, service plans, PO numbers, assets, service levels, prices, and limits as specified.


Post-Acceptance:

  • Once accepted, fields become read-only.
  • Use a New Service Order to create work orders for all assets in the agreement.


Work Orders & Master Agreements:

  1. Creating Work Orders:

    • When a work order is created for an asset linked to an agreement, pricing, and PO numbers populate automatically.

  2. Master Agreement at Work Order Level:

    • If only one active agreement exists, it auto-selects for new work orders.
    • The master agreement includes primary and secondary PO and is displayed in the header.
    • Use the "Master Agreement" tab to select linked assets.

Service Agreements & Asset Management:

  1. Asset Manager Display:

    • The Maintenance tab shows linked agreements, with expired agreements in red.

  2. Agreement Buckets:

    • Use the Agreement Filters in the Asset Manager to view details such as Agreement Number, Vendor Name, and Agreement Dates.


Client Asset View:

  • Service providers can view client assets under service agreements via Service > Manage Clients > Managed Assets.
  • Click # of Assets to view linked assets or use New Service Order to create work orders for these assets.


Asset Owner’s View:

  • Asset owners see service agreements highlighted with yellow indicators in the Asset Manager.