How do I create a recurring maintenance contract and schedule its instalments?

Some maintenance does not arrive as a request but as a standing contract: lifts, central air conditioning, cleaning, pest control. These have their own contracts and schedules.

Creating the contract

1. Open Maintenance → Maintenance contracts — Figure 1 — then a new contract — Figure 2.
2. Enter the contract number and title, and pick the supplier and the building (or unit).
3. Set the start and end dates, the billing cycle and the contract amount.
4. Turn on deduct from owner if the cost is charged to the owner rather than to you.

Scheduling and payment

1. In Maintenance schedules — Figure 3 — you see each period with its due date, its amount and what has been paid.
2. Record payment from Maintenance payments and print the voucher for the supplier.
3. A period unpaid past its date shows as overdue, which warns you before the supplier calls.

Notes

• A maintenance contract is a recurring, known cost; putting it in the system is what makes the building’s budget honest.
• The deduct from owner option is what moves the cost automatically into their settlement, so agree it with the owner before switching it on.
• Do not renew a maintenance contract without reviewing the building’s maintenance requests; they show whether the supplier was actually worth it.