Skip to main content
Share / Export

Managing SM Agreements

SM Agreements sets up customer service agreements. For each agreement you specify type, customer, effective and expiration dates, rate template, and pricing, plus included services and the agreement billing schedule. Services can be included in the agreement price or priced and billed separately.

Trimble form: SM Agreements Form. Primary procedure: Set up an Agreement in SM Agreements. New records start as Quote; approval/activation turns them into an agreement. Revision term/status (Quote / Active / Terminated / Expired) is system-set and not editable.

Before you start​

  • Customer must be an active SM customer.
  • Agreement Type must be active before activation (not required on first save). It drives the department for costs and revenue.
  • Rate template must be active; used only for add-on work (manual scopes or work-completed lines with Coverage = A-Agreement Rates).
  • Expiration Date is required when Non-Expiring is unchecked, and must be at least one day after Effective Date.
  • Tasking / Separate Scope Per Service Item requires class maintenance (SM Serviceable Item Class, Maintenance tab), recommended tasks (SM Class Maintenance, Tasks tab), then Tasking and Task Scheduling on the agreement.
  • Revenue Recognition is locked to C if SM Company Parameters “Recognize Revenue as Costs Incurred” is on. Margin is required only for As Costs Incurred. Invoice Format blank uses Def. Agreement Inv. Report in SM Company Parameters.

Steps (set up)​

  1. Open SM Agreements.
  2. Enter Agreement number with N / New / + or manually (Revision and Version are system-set). Auto-number uses the highest existing number, including any manually assigned number.
  3. Enter Description (60 characters; locked after activation and kept on amendments/renewals).
  4. Optionally enter Alt Agreement (30; info-only).
  5. Enter Agreement Type and Customer.
  6. Optionally enter Customer PO (defaults onto PM work orders; overridable at scope).
  7. Enter Effective Date and Expiration Date. Optionally Start Date (later than effective, before expiration; disabled unless Revision 1 in quote; hidden from Version 2).
  8. If the agreement type is flagged for auto-renew: enter Renew Through and Renew Markup (procedure treats this as live; field defs say auto-renew is not available yet and a date only forecasts labor allocations).
  9. Enter Rate Template.
  10. Enter Agreement Price (total charge for the life of the agreement for work-schedule services with Coverage I-Included; locked after activation).
  11. Optionally set Matl Tax Override, Tax Option Override, Revenue Recognition (B or S unless company flag forces C; field defs also list C when the flag is off — procedure does not), Margin if As Costs Incurred, Invoice Format.
  12. Optionally check Auto Schedule Trips and Separate Scope Per Service Item if tasking.
  13. Complete budget, services, billing schedule, amortization schedule, and labor allocations as needed.
  14. Activate.

Key tabs / fields​

  • Budget: Call Type, Cost Type Category (L/E/M/O/S), Budget Amount, Service Budget, Total Remaining (must be 0.00 when a billing schedule exists).
  • Spot Coverage: Service Site (valid site for the agreement customer), Coverage Level (None until SM Agreement Site Coverage Dtl is filled, then Coverage).
  • Posted Detail: service, source co, post month, batch, source (SM Invoice or SM Amortize), transaction type, GL, Deferred (SM Departments deferred-revenue account), Debit, Credit.
  • Revision Notes: revision-specific; copied to an amendment then diverge. Attachments are revision-specific and are not copied to amendments or renewals.
  • Display: Est. Service Revenue (non-included services); Billing Reduction (enter positive; system treats as negative). Est. Profit Margin is (Agreement Price + Est. Service Revenue − Budget Total) / (Agreement Price + Est. Service Revenue).

Hard rules​

  • After activation, Description, Agreement Type, Effective Date, Expiration Date, and Agreement Price are disabled. Set type, customer, dates, and price correctly before activation.
  • Customer field defs conflict: one note says Customer is disabled after activation; another says change only by changing the customer in SM Service Sites.
  • Separate Scope only while Quote. If Active and no work orders: deactivate or amend. If work orders exist: delete them first.
  • If both Separate Scope and a service’s Separate Work Order are set, flagged services get their own work order; the rest share one work order with a scope per item.
  • Changing Matl Tax Override or Tax Option Override prompts to update existing services. Yes + blank falls back to the service’s call type.
  • Billing Reduction and Total Remaining must net to 0.00 or adjust the billing schedule. Amendments can go negative.
  • Recognized revenue with Margin never exceeds agreement price (example: cost 2,500 × 1.2 = 3,000).
  • Matl Tax Override S = Sales (US) or VAT (AU/CA). U-Use Tax Only is US companies only.

Notes​

  • Related setup siblings: Set Up an Agreement in SM Customers (quick-add only; full services/tasks/budgets still require SM Agreements); Agreement Budget; Labor Allocations; Spot Work Coverage; Agreement Service Setup; billing and amortization schedule setup.
  • Same-sidebar forms include SM Agreement Types, Activation/Deactivation, Adjustment, Billing Schedule, Cancellation, Labor Allocation, Maintenance, Notes, Renewal, Site Coverage Dtl, Task Schedule, Term, Termination/Reactivation, and related billing/schedule tools.