Add a service agreement
Add a service agreement for each recurring vendor service. Flex CMMS then expects one bill per period and flags any that don’t arrive.
Who can do this: Admin, Manager
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In the sidebar under Finance, select Agreements, then Add Agreement.
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Choose the Facility. If you change it, the vendor and owner are cleared.
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Enter a Name, such as Monthly pest control.
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Choose the Vendor, or type a new name and add it. Add the rest of a new vendor’s details on the Vendors page.
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Choose the Cost type: Operating, Maintenance · preventive or Maintenance · reactive.
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Choose an Owner. The owner gets reminders about missing bills.
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Choose a Purchase order if one authorizes this agreement. The list shows Approved or Sent POs with the same vendor and cost type.
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Enter the Amount per period and how often it’s Billed: Monthly, Quarterly, Every 6 months or Yearly.
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Enter the date First period starts. Later periods start on the same day of the month.
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Leave Ends empty while the agreement is ongoing.
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Tick Paid by autopay if the vendor charges you automatically. This makes Autopay the main button on each period.
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Add a Description and Internal notes if they help.
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Under Agreement documents, select Add files to attach the signed contract or price sheet.
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Select Add agreement.
A start date on the 31st falls on the last day of shorter months. For example, a January 31 start gives February 28, then March 31.
Change an agreement
Section titled “Change an agreement”Open the agreement, scroll to Agreement details, make your changes and select Save changes. You can’t move an agreement to another facility.
Once a period has a bill, the vendor, cost type, frequency and start date are locked. To change them, end this agreement and add a new one. You can still change the amount, owner and notes. A new amount applies to bills you add from then on, and existing invoices keep theirs.