Field Service Settings - Agreements
Updated: May 13, 2018
Agreements in Field Service allow for an automated process to be created for generating work orders and invoices. They are typically used for Preventative Maintenance scenarios, health and safety assessments or equipment compliance checks. Automated processing of Invoices is typically used when a Field Service contract is sold for service; as an example, a customer might agree to a monthly charge of $1000 over 3 years that covers preventative and reactive work orders requiring an invoice to be produced monthly.
1. Agreement Prefix & 2. Agreement String Number
Allow for you to define the ID prefix and starting string number of Agreement records.
Before going through the settings below, it is important to understand how an Invoice or Booking recurrence schedule is set up. I plan to go through this in more detail in a future post; however, at a basic level, the agreement booking and agreement invoice entities allow for a recurrence pattern to be applied, similar to that of setting up an outlook recurrence appointment.
The pattern defined here will impact the creation of Booking Dates, which is an entity used for both creating a work orders and invoice schedule.
3. Auto Generate Work Order for Agreement Booking & 4. Generate Agreement Work Oder X Days in Advance
Indicating Yes will allow the system to automatically generate work orders on a rolling basis. The next field indicates in how many days in advance of the work order being due that the work order will be generated. This is a nice feature as you do not want to fill up your unscheduled work orders view with work orders that are months or years in advance. If the work order is not created yet, it also allows for changes to be made in the agreement schedule pattern (we will get to this in a future post).
If this is set to No, you will have to manually create work orders for each of the scheduled dates.
Note in the screen shot below, these global settings can be changed on each individual Agreement Booking Setup.
5. Generate Booking Dates X Months in Advance
If an agreement booking is set to auto generate work orders = Yes, this field indicates the number of months in advance of these booking dates that will be created. This is not the actual Bookable Resource Booking record. It is the Booking Dates recorded against the Agreement Booking; you can see this in the screen shot below highlighted yellow. These dates are what drive the creation of the bookable resource booking if Auto Generating Bookings.
7. Generate Invoice Dates X Months in Advance
These are the dates for which the system will generate an invoice record if auto generate invoice is set to Yes. This setting determines for how many months in advance the system will generate invoice date records. See the screen shot below highlighting the Invoice Dates associated to the Agreement Invoice Setup; note, these are NOT the Invoice records.
6. Generate Agreement Invoices X Days in Advance
This setting determines how many days in advance of the invoice date to generate the invoice record. Unlike the Agreement Booking setup, this setting cannot be changed per Agreement Invoice setup.
Check out the next blog in the series on the remaining Field Service Settings - Purchase, Invoice & Other