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18 Part 3 - Using Quantrac 2005
When a non-revenue assignment has been completed, it is archived. It can be retrieved and re-activated if desired.
Maintenance Contracts
Quantrac 2005 (all versions except SuperLite) includes a unique preventive maintenance contract management
system. This system is designed to eliminate the time-consuming (and often error producing) task of making sure that
each customer’s preventive maintenance calls are serviced reliably and in a timely manner. Using this system can
result in direct profit from servicing contract customers…as well as reaping long term benefits from your customer
database such as referrals, equipment replacement, etc.
To do this, Quantrac 2005 contains two completely separate maintenance agreement (contract) processes, each
designed to serve the customer, decrease overhead and direct costs, and increase your company’s profitability. In
both of these automated processes the computer system actually creates the preventive maintenance service calls.
Included with the features is the ability to create and attach the actual maintenance agreement that you create in
Microsoft Word or other text editors/publishing software. Invoicing of maintenance contacts can be accomplished
directly from these forms. The following describes each of the processes in detail.
Seasonal Maintenance Agreements
Seasonal maintenance contracts are the simplest and easiest type of contract to create and maintain. They can be
established for both residential and commercial accounts. In fact, any customer/jobsite in which you have entered into
an agreement to provide 1, 2, 3, or 4 times per year (seasonal) preventive maintenance calls can utilize the Seasonal
Maintenance Contract process. This process will allow you to establish one contract per Jobsite. For instance, a
residential customer’s home may have three equipment zones (systems), which any one, two, or all three could all be
under the same maintenance agreement contract for that jobsite.
From your pre-entered information, the system “knows” the contract begin date, end date, number of scheduled
maintenance calls per year and their due-seasons, and which equipment zones and which filters at that jobsite are
under contract for that year. When you give Quantrac 2005 the command to generate seasonal contract calls for a
particular season, the system will create an ‘Unscheduled’ service call for every contract customer which has a call
due for the selected season of that year.
Note: An unscheduled service call is one which does not have a due date…i.e. it has not been scheduled with your
customer.
The “system-created” preventive maintenance service calls will be in the queue of Unscheduled Calls, waiting to be
scheduled with your customers. They are sorted in map-area order, for efficient scheduling. Once scheduled, they
will reside in the Service Scheduler for their established due date. On that day, the calls can be processed as any other
service call. While a call is active, the maintenance agreement form will indicate ‘Pending’ in the Date Due or
Archived field. After the call has been completed and archived, the archived date will be placed in that field.
The seasonal contract process includes the following items:
1.
As you sign customers to your seasonal maintenance agreement, fill the Maintenance Contract form, with the
begin date, end date, calls per year, season due, zones under contract, etc.
2.
Create seasonal maintenance calls for the upcoming season just prior to the beginning of your seasonal checkout
period. The calls that the system creates will all appear in the Unscheduled Calls tab.
3.
Your service manager can then contact each of the customers and schedule the call for a date and time of day.
4.
Your dispatcher will, on the due date, send a technician to service the customer.
5.
When the call is completed, it should be archived into the jobsite’s history.
6.
On a monthly schedule, print renewal letters to all customers with contracts that will expire during the following
month.
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