Using checkbooks
One of your customers asks for an additional task (training, repair work, etc.) that was not included in the maintenance package (with or without a contract). In this case, you can suggest that your customer uses checkbooks.
A checkbook has a number of checks, in which 1 check = 1 task.
This system has no impact on the current contract, but brings you more flexibility in order for you to provide additional assistance outside of the maintenance contract.
Prerequisites
- Enable the following DMFs:
- 1403** SETUP CHECKBOOKS *
- 140301 SETUP CHECKBOOKS NEW
- 140302 SETUP CHECKBOOKS MODIFY
- 140303 SETUP CHECKBOOKS DELETE
- 140304 SETUP CHECKBOOKS SEARCH
- 140305 SETUP CHECKBOOKS SHOW MEMBERS TAB
- Set up the checkbook units (EUR or HOUR).
Creating a checkbook
|
1
|
Go to Help Desk > Contracts > Checkbook management > . |
|
2
|
In the Main tab > General information section, fill in the following information: |
- Checkbook's call name. E.g. CHECK-2015
- Manager who created the checkbook.
- Customer of the project or contract linked to the checkbook.
- Project related to the sold checkbook. The project will only involve timesheets because the checkbook compensates timesheets.
|
3
|
In the Main tab > Arrangements section, select: |
- Decremental if the checks in the checkbook must be automatically counted as tasks are completed (recommended if you plan to bill the checkbook on a yearly basis).
- Incremental if the checkbook is not scheduled and you plan to bill it at the end of each month for example.
|
4
|
Fill in the following fields: |
- Valid from... to: the checkbook's validity period (for informational purposes only).
- Use time: related to the above-mentioned information (for informational purposes only).
- Sale price: the checkbook's price (for informational purposes only).
- Unit value: the check's price in euros or in hours.
- Number of checks in a checkbook.
- Renewal threshold: specific state (you must enter a number, for example 5 max).
|
5
|
In the Billing tab, manually add the invoice that you previously created or that is linked to the project. |
|
6
|
In the Links tab, click on . |
- Select the associated contract in the Contract column.
- Specify the number of products in the contract in the Qty column.
Using a checkbook
Checkbooks are used from an issue.
|
1
|
Open the issue and go to Edit > Count checks. |
|
2
|
Double-click on the relevant task in the window that opens. The selected task must be completed. |
|
3
|
Enter all relevant information and click on to validate the checks count. |
|
4
|
Click on Exit to close the window. |
Note
You can start a search for checkbooks from the issue, by clicking on Edit > Checkbooks for the contract.