Maintenance Contracts vs. Purchase Orders

[kellyobrien]

My company is in the beginning stages of adding all of our active contracts into the Contract Management Module. Right now, I am working on trying to get all of our SW/HW Maintenance Agreements and their corresponding POs into the system. We create Purchase Orders for all purchases of licenses, any maintenance renewals, SOWs etc...

I am having trouble trying to figure out the best practice for tying these together. Here is where I am finding issues:

1. When I add a line item to a PO, I do not necessarily have a product model for maintenance. Should I be creating a Product (Software) Model for the maintenance or would I be better off creating a new Model Category for Maintenance?
2. When I go through the "receiving" of the maintenance on the PO to make sure it is not reflecting the Purchase Order Amount on the Line Item or as the Total Cost of the Purchase Order. Why is the PO total cost reflecting $0.00?
3. When I create the Software Model for maintenance, it creates a SW License Asset, that reflects the total cost of the order. I am not sure if creating a license for this is the best way to be able to track this cost.

Does anyone have any helpful hints or best practices for this?

[jessed]

Hi,

I have exactly the same needs.

I have thinking about two solution :

1 - Extend the Purchase Order Line table to manage different type of purchase (Asset, Maintenance...)

2 - Create a new table to manage non-asset purchase with a reference to Purchase Order table.

I don't know wich solution is the best..

I hope someone can help ?

[v75davis]

Kelly,

Check out this "Contract Management" video and see can this help you with what you need.

Contract Management Tutorial - YouTube