Maintenance · Daily operations · 7 min read

Manage outside work, vendor visits and service contracts

Send work to a vendor with a purchase order, record vendor visits and keep AMC and service contracts.

Before you begin

• The vendor must exist as a supplier.
• Service contracts and vendor visits must be on (Administration > Applications > Maintenance > Features).
• Creating a contract needs maintenance.configure. Recording a visit needs maintenance.edit. Contract value and visit cost need maintenance.cost.view.

Send a job to a vendor with a purchase order

1. Open the work order and click More > Create Purchase Order.
2. Choose the Vendor.
3. Enter the Service description (for example Rewind motor), the Quantity and the Price, for example 1 and 1200.00.
4. Click Create.

The system creates a purchase order in Purchase with one line for the service product MNT-SERVICE (created the first time) and 5 % VAT. The job moves to Waiting Vendor, and the Purchase Orders smart button shows 1. A work order can have only one purchase order: 'This work order already has a purchase order.' An empty vendor gives 'Choose the vendor.'

When the vendor finishes, click Resume on the job. Purchase handles confirmation, receipt and the vendor bill.

Create a service contract

1. Open Maintenance > Assets > Contracts (AMC).
2. Click New Contract.
3. Type the Contract Name, for example HVAC AMC 2026.
4. Choose the Kind: Annual Maintenance Contract, Service Agreement, Warranty Contract or Rental Maintenance.
5. Choose the Vendor.
6. Enter Start and Expiry.
7. Enter Visits Included (0 means unlimited), Response SLA (hours) and Value.
8. Tick Parts included and Labor included, type the Coverage, and choose the Assets covered.
9. Click Create.

The contract is numbered AMC-00001 and is active. It shows expiring within 60 days of its end and expired after it. An expiry before the start is refused: 'The contract cannot end before it starts.' Contracts expiring show on the maintenance calendar.

Record a vendor visit

1. Open Maintenance > Assets > Vendors.
2. Click Record Visit.
3. Choose the Contract, which sets the vendor, or choose the Vendor if there is no contract.
4. Choose the Asset, the Visit Date and the Status (Planned, Done or Cancelled).
5. Enter the Cost and Notes.
6. Click Save.

Neither a contract nor a vendor gives 'Choose the vendor.'

What happens next

Whether the visit is Within Contract depends on the date: inside the contract dates it is. A Done visit within the contract books no cost and adds one to the contract's visits used (for example 1 of 4). A Done visit outside any contract, with an asset and a cost, books that cost, for example 800.00 AED, to the cost ledger as a Vendor cost.

Good to know

• Vendor costs per vendor are in Maintenance > Reports > Vendor Costs and in Maintenance > Costs > Vendor Costs.
• A vendor job can also be tracked simply with the Waiting Vendor pill on the Work Orders list.