The AMC Contract module of EdifyBiz is designed to help manage Annual Maintainance Contracts of a company and provide statistics of the same. It is divided into two sub-modules:
- Contract Dashboard
- Contract
1. Contract Dashboard
This sub-module gives an overview and helps the user view statistics of different AMC Contracts. The user can also generate a pie chart or a bar chart to analyze the same.
The list contains of the following 3 sections
- Contract Cards
- Charts
- Contract List
1.1 Contract Cards
Cards divide contracts into four different categories. Each card represents a different category. These four cards are as follows:
- New Contract: This displays contracts that have been agreed recently.
- Renewed Contract: This displays all the contracts that have been renewed.
- Pending Contract: This displays contracts that have been completed and are pending renewal.
- Collection: This displays contracts corresponding to which a collection has been made.
1.2 Charts
This section allows the user to generate charts to analyze different contracts.
The chart could be of two types, a Pie Chart and a Bar Chart. This can be selected using the charts dropwdown.
The user also has the option to select the top 10 contracts or all the contracts using the Chart Record dropdown.
The date range of the chart can also be altered by clicking on the red dropdown in the top right corner
The chart can be drawn using either of the three points of view. These are as follows:
- Customer Wise
- Product Wise
- Executive Wise
Pie Chart:
A pie chart depicts slices corresponding to the selected parameter of the chart. For example: if customers is selected, the user can see slices corresponding to each customer.By clicking on any slice, the user can see a list of records corresponding to that slice.
Bar Chart:
A bar chart depicts bars corresponding to the selected parameter of the chart. For example: if customers is selected, the user can see bars corresponding to each customer.By clicking on any bar, the user can see a list of records corresponding to that bar.
2. Contract
The user can view details about different AMC contracts and add a new contract in this section.
2.1 Contract List
The user can view all contracts along with their details in the selected date range in this section.The user can alter the number of records per page or search for a specific record using the search bar.
2.2 Add New
To add a new AMC contract, click on the Add New button.
Fields marked with an asterisk(*) are required and can not be left empty.
The user is asked to fill the following fields:
- Contract Number: This field asks the user to enter the contract number. This could also be an auto-number.
- Contact Name: This field asks the user to enter name of the contact.
- Contact Executive Name: This field asks the user to enter name of the contact executive.
- AMC Type: The AMC could be of the following types: Comprehensive, Non-Comprehensive, Semi-Comprehensive and Warranty
- Contract Date: This field asks the user to enter date of signing the contract.
- Contract Years: This field asks the user to enter number of the years for which the contract is valid.
- Start Date: This field stores the date from which the contract is effective.
- End Date: This field stores the date until which the contract is effective.
- PO Number: This field stores the number of the purchase order.
- PO Date: This field stores the date at which the purchase order was issued.
- Branch: This field stores the branch of the office.
- Service Manager Visit: Tick this checkbox if Service Manager Visits are a part of the contract.
- Service Intervals: This field stores the number of service visits by the service manager.
- Service Manager Name: This field stores the name of the service manager.
- Remark: The user can add additional remarks to the contract in this field.
2.3 Contract View
The Contract View shows the user all the details about the contract. The user can also perform additional actions on the contract in this section.
2.3.1 Actions
The following actions can be taken on a contract:- Edit: To edit the contract details, press the Edit button.
The user is then prompted to fill a form asking for the new details of the contract. After entering all the details, press the Save button to save the changes. Press the Cancel button to go back to the view after discarding the changes.
- Renew: To renew the contract for another term, press the Renew button.
Following this, a popup is displayed to the user asking for the duration of the contract, number of PMS intervals, start and end dates and the type of AMC. After entering all the details, press the Submit button to renew the AMC contract. Press the Close button to go back to the view after discarding the changes.
- Convert to Sales: To generate a sales invoice of this contract, press the Convert to Sales button.
Following this, the user is directed to the Sales module where the user is prompted to fill a form. Following the filling of the details, click on the Save button to generate the invoice.
- Delete: To delete the AMC Contract, press the Delete button.
- Back: To go back to the Contract List, press the Back button.
2.3.2 Tabs
The user can add additional information to the contract using different tabs of this section. They are as follows:Details
The user can view the details of the AMC contract in this tab. All added details about the AMC contract can be seen here.
- Edit: To edit a record, click on Edit
- Delete: To edit a record, click on Delete
- PMS: To view the Preventive Monthly Service history during the term of the contract, click on PMS. The user will be displayed all entered entries of the same.
- Complaint: To view the Complaint history during the term of the contract, click on Complaint. The user will see all entries of complaints during the term of the contract. To register a new complaint, press the Add New button.
Service Manager Visit
In this tab, the user can view details of visits by a service manager if any.
- Edit: To edit a record, click on Edit
- Delete: To edit a record, click on Delete
- Call Visit: To view call visit history by the service manager during the term of the contract, click on Call Visit
DMS
The user can attach additional documents to a contract using Edifybiz's DMS functionality.
To add a new document, the user can click on the Add Document button and refresh the list of added documents by clicking on the Refresh button.
The user can navigate through different folders in the Folders column.
The details of a document include the File Name, the Size of the File, the Date of Creation and the user who created the document.
The actions that can be taken on a document include:
- Download: To download the document.
- View Online: This opens the document in a new tab.
- View Version: Allows the user to view previous versions of the document.
- Update Document: Allows the user to revise or update a document.
- Delete: Enables the user to delete a document.
- Private Link: This generates a link to the document. This document is password protected.
- Public Document: This generates a link to the document which can be viewed by anyone who posseses the link.
- Tags: This enables the user to add a tag to the document.
Documents
In this section, the user can upload and view different uploaded documents
The user can navigate through different folders in the Folders column on the left.
Once a folder is selected, the user can view the documents that exist in that folder.
The user can generate a link to the document by clicking on the Get Link button.
To get an overview of a document, the user can click on the name of the document.
To add a new document to the selected folder, the user can click on the Add New button.
When the user clicks on the Add New button, the user is prompted to enter the document details. These details include the Document title, the Folder and Apply Canned Action.
Use Apply Canned Action to generate a document in accordance to a set template.
The user then is able to format the document using the CK Editor.
Upon finishing the above procedure, the user can press the Save button to save the document or cancel the document and go back to the previous screen by pressing the Cancel button.
After clicking on the name of a document, the user can see a preview of the document
Various actions can be taken on the document. These include:
- Mail the document to someone else.
- Revise the document.
- Delete the document.
- Edit the document.
- Print the document.
Follow Up
The user can create a followup and view previous followups in the tab. The user can add a Contact, Company Person and Product in the Follow Up.
To create a new follow up, the user can click on the Add New button and refresh the list of added follow ups by clicking on the Refresh button.
Task
The user can create a task and view existing tasks corresponding to a contract in this tab.
To create a new task, the user can click on the Create Task button and refresh the list of added tasks by clicking on the Refresh button.
