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
All Vendor Agreements can be seen under Assets > Vendor Quotes & Agreements.
There are 2 ways to create a new vendor agreement:
- Via the Asset Manager
- Via the Vendor Quotes & Agreements
Via the Asset Manager
To create a new quote / agreement, go to the asset manager. Select all assets that you want to create an agreement for. Click on Create Service Agreement... from the Toolbox on the right.
Select a vendor that should be linked to the service agreement. To do so, click Pre-select Vendor
A pop-up window will appear to associate a vendor. Click on the vendor you would like to assign and click Select Vendor
Once that information has been added, input the Title (required) and PO (not required) numbers along with the start/end dates for the agreement.
Once that information is populated, click on the first item to add cost and service description information
From this screen you can select what service should be associated with the item by clicking Click to select Service Level.
***Please note, this will only apply if the selected vendor is a full Qualer user.***
Now you can associate the given service capability and service level for the agreement.
There is an option for Use agreement or default pricing which will have the pricing default to the values entered in this section
Total Contract Price
When the agreement is based on a full contract price it acts as a standing PO for all work performed against it. There may be a specific asset or product types associated or in the simplest case it could be just an open work agreement for a specific total amount. Each service call performed against this agreement will reduce the remaining balance until the amount is depleted. The next service request that goes over the total amount will be marked with an alert.
Service Call Price
Service call price sets how much to charge for a service under this agreement. This value is used as a Service Charge for the work item, when the agreement is selected and no other price list overrides it at the maintenance plan or work item level.
The optional List Price exists for marketing purposes only. This value is not used anywhere, but the customer can see it in the agreement. When list price is mentioned and service call price is lower, it is perceived as a discount.
Number of Service Calls
An agreement limited by the number of service calls works alongside the full contract price and without the service call price. It allows for specific number of times a work order can be created under this agreement for the specified serviced product or asset. When an exceeding number of work orders are created, a red alert icon will be displayed in work item detail on the work order screen.
Once the service and associated pricing has been identified, click OK. You can repeat this process for the remaining items on the agreement. Next, proceed with finalizing the quote / agreement.
If assets need to be added to the quote that are not yet registered, click Add Item then fill out all needed information. Click OK when complete.
On the right hand side, additional documents from your personal computer can be uploaded. At any point, the request can be deleted or saved as a draft before it's submitted.
When ready, click Finalize Request. The request will officially save. At this point, it can be edited or printed from Qualer to be sent to the vendor. If Send Request to Vendor is clicked, it will be sent to the email in the Shipping Address of the vendor selected from the Manage Vendors list. The request can also be archived by clicking 'Mark as Accepted', which means it can no longer be edited. If the request expires later, "Create a Copy" can be used to re-create the agreement and add new dates.
If Send Request to Vendor is selected, Qualer will prompt you to choose the vendor if it wasn't already selected. From there, you have a choice of adding this to an existing agreement (e.g. this is an extension of a pre-existing agreement) or continuing as is. The vendor will now see the agreement in their portal under Service > Client Quotes & Agreements and be able to accept or deny the quote.
Vendor point of view:
Once it's sent, you have the option to still print the agreement, cancel the request, and send to another vendor.
Client Agreements
If you are a service provider, meaning you have access to the Service > Manage Clients module, you can send a quote to a client or create a client agreement.
Find the desired client in manage clients and go to their asset list by clicking the client name. Select the assets that should be a part of the quote then choose New Service Agreement under the Toolbox on the right.
Input the Title (required) and PO (not required) numbers along with the start/end dates for the agreement.
Once that information is populated, click on the first item to add cost and service description information
From this screen you can select what service should be associated with the item by clicking Click to select Service Level
Now you can associate the given service capability and service level for the agreement.
Here you will also have the ability to associate the correct price list.
There is an option for Use agreement or default pricing which will have the pricing default to the values entered in this section
Total Contract Price
When the agreement is based on a full contract price it acts as a standing PO for all work performed against it. There may be a specific asset or product types associated or in the simplest case it could be just an open work agreement for a specific total amount. Each service call performed against this agreement will reduce the remaining balance until the amount is depleted. The next service request that goes over the total amount will be marked with an alert.
Service Call Price
Service call price sets how much to charge for a service under this agreement. This value is used as a Service Charge for the work item, when the agreement is selected and no other price list overrides it at the maintenance plan or work item level.
The optional List Price exists for marketing purposes only. This value is not used anywhere, but the customer can see it in the agreement. When list price is mentioned and service call price is lower, it is perceived as a discount.
Number of Service Calls
An agreement limited by the number of service calls works alongside the full contract price and without the service call price. It allows for specific number of times a work order can be created under this agreement for the specified serviced product or asset. When an exceeding number of work orders are created, a red alert icon will be displayed in work item detail on the work order screen.
Once the service and associated pricing has been identified, click OK. You can repeat this process for the remaining items on the agreement. Next, populate the terms and conditions to proceed with finalizing the quote / agreement.
Prior to finalizing the quote / agreement you can upload any outside documentation. Simply click Attach Documents and upload the desired file
When you are ready to finalize the quote / agreement, click Finalize Agreement on the right-hand side of the screen. If you would like to save the quote to complete later, click Save Unfinished.
This will change the quote / agreement status to Finalized.
To send the quote to a client, click Send Quote to Client to complete the creation of the agreement.
To create the agreement without the client approval, click the Mark as Accepted option.
Once you have established the client agreement, you can link the agreement to the client maintenance plans. To access your client maintenance plans, click the Account tab then Maintenance Plans. Click the name of the maintenance plan you would like to link to the service agreement.
Next, click into the maintenance task.
Click into the Service Provider tab then click Select Agreement
Choose the agreement you want to assign and click OK
Adjust the associated service level pricing to Use agreement or default pricing and save the changes.
Service Agreements and Work Orders
When a work order is created for an asset with service agreement linked to the maintenance plan, the pricing identified in the agreement will auto-populate in the following section along with the agreement number and PO number.
After services have been completed against the agreement, a running total begins to be displayed on the agreement page
Service Agreements and Asset Management
If an asset is linked to a Service Agreement, the agreement information will be displayed on the Maintenance tab of the asset. The most recent Agreements will be on the top. All expired agreements will have the dates in red.
Agreement Buckets in the Asset Manager
When you use one of the Agreement Filters it the Asset Manager screen you can see the new "Agreement/Effective Dates" column
The column content displays:
Agreement Number - a link to the agreement.
Vendor Name
Agreement dates range - If the agreement has expired, the date range will be red.
