Service Contracts

What is it and what is it for?

Unlike a Service Request (a one-time incident) or a Maintenance Order (a specific job already performed), a Service Contract represents the broader commercial agreement: it covers a customer for a type of service (Item Class) over a validity period with an expiration date, and it can optionally be linked to a specific Customer Asset when the contract applies to a particular piece of equipment.

Every contract has a status that goes beyond simply active or voided: as its expiration date approaches, you can record whether the customer accepted or rejected the renewal (Renewal Accepted / Renewal Rejected), without having to void the document or create a new one right away.

How to use it

1. Open the Service Contracts list. A single screen holds three views you switch between without reloading the page: Active (currently valid), Expiring Soon (active contracts whose expiration date falls within the next 30 days) and All. All three share the same customizable columns.
2. Filter by Customer, Sales Rep, Subsidiary (if your plan has subsidiaries) or a document date range to narrow down the list.
3. Click "Create". Fill in the Customer and the Item Class (the type of service contracted), both required, and the date the contract Expires, also required.
4. Fill in what applies: the responsible Sales Rep, the Customer Asset covered (if the contract applies to a specific piece of equipment), the included Hours, the Total Amount with its Currency, a Reference, Description and additional Notes, plus any custom field your company has added.
5. Save. AdmCloud numbers the contract automatically and validates the information (see "Validations on save" below).
6. Change the status from the contract's detail with the "Change Status" button: set it to Active, Renewal Accepted or Renewal Rejected depending on what the customer decides as the expiration date approaches.
7. Print the contract from its detail, choosing among the available formats; it includes your company's information, the customer, the validity period, the covered equipment, the description, the amount and the notes.
8. Void the contract instead of deleting it once it already has history: it's marked as voided, still visible on the "All" view, without losing the record.

Main capabilities

• A unified list with three variants (Active, Expiring Soon, All) that share the same customizable columns and switch without reloading the page.
• Automatic visual highlighting: the expiration date shows in orange when it's due within 30 days and in red once it's past due; the status shows in red when the renewal was rejected.
• A renewal status workflow (Active / Renewal Accepted / Renewal Rejected), independent from voiding the document.
• Optional link to a Customer Asset to know exactly which of the customer's equipment the contract applies to.
• Search by number, reference, description, customer, equipment and covered item/SKU, with user-customizable columns and sort order.
• Printing with configurable format templates (HTML or PDF), plus custom fields, file attachments, activities and notes like on any other transaction.
• A Service Contracts report filterable by customer, sales rep, subsidiary and date range.

Key fields

Validations on save

• The Customer is required and can't be blocked.
• The Item Class is required and can't be blocked.
• The Sales Rep, if set, can't be blocked.
• The Expiration date is required and can't be earlier than the document Date.
• Hours can't be negative.
• If the Total Amount is not zero, the Currency is required; if set, it also can't be blocked.
• A voided contract can't be edited, and the document number can't be changed once it's been created.
• A contract can't be deleted once it's linked to a Fixed Asset; you must first unlink it or delete that Fixed Asset. Voiding the contract is still allowed.

Availability and permissions

• Service Contracts are only available on the Enterprise plan, with the Service module active for your company.
• Viewing, creating, editing, deleting and voiding contracts requires the "Service Contracts" permission in your user group, with its View, Add, Edit, Delete and Void levels.
• The Subsidiary column and filter only show up if your plan has subsidiaries enabled.
• The link to create Custom Fields from the form only shows up if your plan includes that feature.

Tips and common mistakes