Understanding Serialized Umbrella Contracts
Umbrella contracts let you cover several machines with a single contract. The contract terms apply to all the machines that are covered. For example, if you sell an umbrella contract for 60,000 clicks and the contract covers three copiers, the system checks all three copiers’ meter usage when calculating overages.
When you sell this type of contract, the system creates an umbrella system record for the contract you sell, while also creating a separate record for each machine included on the contract. This lets you view information and profitability for the entire contract, or information for each individual machine. Using the same example, there is a contract record for each individual copier in the Contract Detail Contract tab. Each of the three machines have their own meter records in the Contract Detail Meter tab. Each of these machines also have a record in the Machine Detail Machine Master tab. In order to specify how many machines for the contract to cover, use the Order box in the Serialized Order Entry window. For example, if the umbrella contract covers three machines, type 3 in the Order box.
Umbrella contracts are identified by an umbrella system number. This is in addition to the system and serial numbers for each machine. Machines that you cover with umbrella contracts have three numbers: an umbrella system number, a system number, and a serial number. You can use the umbrella system number to retrieve records for the umbrella contract.
Note: The system stores umbrella system numbers in the file Z-SUPP. An index file, Z-U-INDEX, links umbrella system numbers to the machines that the contract covers. You can rebuild this index, if necessary, by using the [R] Reindex action code in the (EZG) screen.
To view a contract, for example, go to the Contract Detail Contract tab, and specify the umbrella number.
To check the umbrella contract’s profitability, you can view the umbrella contract in the Contract Detail History tab. Each individual machine also has a contract record in the Contract Detail History tab. This feature lets you check the profitability of individual machines covered by an umbrella contract. The system also creates an umbrella record that shows information for individual machines, such as the Contract Detail Meter and Contract Detail Contract tabs. You can view these records by specifying the umbrella system number. In the Contract Detail Meter tab, for example, you might view the umbrella contract record to see the total number of clicks used by all of the machines covered by the contract.
Combine all Service Contracts into a Single Umbrella Contract
You also have the ability to combine all service contracts for a customer into a single umbrella contract. Each service contract covered by the umbrella contract can have different terms and billing cycles. To do this, groups are used within the umbrella contract. The service contracts covered by the group share the following terms:
The number of allowed clicks per billing period (Over # box)
The amount charged for each click that exceeds this amount (At $ box)
The billing cycle (Freq box).
An umbrella subsystem number is used to identify the groups. For example, if an account has 50 machines with service contracts, the system assigns an umbrella system number that applies to all 50 machines. If the 50 machines are divided into five separate groups, the system assigns a subsystem number to each of them.
You can also customize the information that prints on the contract and meter billings for a particular umbrella contract. For example, you can print all the allowed clicks or just include the overages. You can create custom settings for the umbrella contract and for a group within the contract. When the system prints a machine contract or meter billing, if custom settings exist, they are used. If not, settings for the umbrella contract type are used.
To create umbrella contracts:
Add an umbrella item in the Item window by specifying an item number of UMBRELLA in the Item # box. Leave the Co box blank. Enter any description that helps identify this as your umbrella item in the Desc box. Then, set the Ser box in the Item Settings tab to Y. There’s no need to complete any other boxes for this item. (For complete details, see Adding an Item.)
Next, set up an umbrella contract type in the Contract Types tab, UMBR (for umbrella), for example. Set the Umbrella Contract box to Y. (Instructions for creating contract types can be found in Adding Machine Contract Types.)
If desired, you can also link the umbrella contract type to the machines for which you sell it. Do this through the Item Machine General tab. (For details, see Item Machines.)
Selling Umbrella Contracts
You sell umbrella contracts through the Serialized Order Entry screen, in the same way you sell other kinds of contracts. (For details, see Selling Serialized Umbrella Contracts.) When you sell a contract and enter an umbrella contract type, the system displays the Umbrella System # prompt so you assign an umbrella system number to the contract. The system also prompts you to enter an umbrella sub-system number. You can always add or delete items after the umbrella contract begins.
When you complete the pick ticket or invoice, the system includes special lines that indicate which machines are part of the umbrella contract. These lines include the system and serial number of each machine you put on the umbrella contract. The system also prints the item number and company of the item.
You can also add machines to an existing umbrella contract. When you do, you are prompted to enter meter changes. Likewise, when you remove a machine from an existing umbrella contract, the system removes the machine's umbrella meter information and resets the machine default meters. Because this happens automatically, the system displays the warning prompt: Removing the Umbrella System Will Automatically Remove All Associated Meter Records. Continue?
Renewing Umbrella Contracts
You renew umbrella contracts in the same way you renew other kinds of contracts. The serialized application allows you three different ways of renewing your contracts. For details on the different ways to renew, see Understanding Serialized Renewals.
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