Set up an AMC (maintenance contract)

Available on Standard and above

AMC is on the Standard and Enterprise plans.

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Turned off by default outside India

Outside India, AMC starts switched off. See Turn on a feature.

Turn it on in Settings › App & account › Features.

An AMC (annual maintenance contract) is a deal where a customer pays you to look after their devices for a period, for example the 10 computers in a client’s office for one year. In BytePhase, the contract holds the dates and the price. Inside it you record each service visit, each complaint the customer raises, the devices it covers and the payments.

Before you start

• The customer must already be saved in Customers.
• Don’t see AMC in the menu? Ask your shop owner to let you view and create contracts (AMC — View contracts and AMC — Create & edit contracts).
• Each of your businesses has its own AMC contracts and its own contract numbers.

Steps

1. In the left menu, click AMC. You land on Contracts.

   On a phone, tap More, then under Stock & assets tap AMC › Contracts.

2. At the top right of the list, click the + button (Add contract).

   The Create AMC page opens with the next contract number filled in.

3. Fill in the contract:

   • Customer name and Assignee (the staff member who looks after this contract).
   • AMC type, Contract start date and Contract end date.
   • Number of devices covered, Number of services (visits included) and Response time.
   • Service options: On Site or Carry In.
   • Payment frequency (Monthly, Quarterly or Annual) and the Amount.
   • If you like, turn on Contract auto renew and add a Contract remark. Your AMC terms and conditions fill in on their own.

   

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4. Click Create.

   The contract opens with the status Active.

5. Open the Add devices tab. Add each device the contract covers, for example its Device type, Device brand, Device model, Serial / IMEI number and Warranty expiry date. You can also list the software installed on it, with its expiry date.

6. When you do a service visit, open the Services tab and click + (Add AMC service). Pick the device under Serial / IMEI number, the Service type (Paid or Free), the Service status, the Assignee and the Service date. Type a Contract remark, which must be filled in, then click Save.

   

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7. When the customer reports a problem, open the Complaints tab and click + (Add AMC complaint). Pick the device, write a Description and save.

Done!

The customer now has an active AMC. Its services, complaints, devices and payments all sit in tabs on the contract.

Contract statuses

New contracts start as Active. BytePhase does not change the status for you, even when the end date passes. To change it, open the contract, click Actions and then Update status.

Status	Use it when
Active	The contract is running and you are servicing the devices.
Pending Approval	You’ve drafted the contract and the customer hasn’t agreed yet.
Renewal Pending	The end date is near and you are waiting for the customer to renew.
Renewed	The customer renewed. Use this on the old contract once you’ve made the new one.
Expired	The end date has passed and the customer did not renew.
Suspended	You’ve paused the service for now, for example because a payment is late.
Cancelled	The contract was stopped before its end date.
Inactive	The contract is no longer in use and you want it out of the way.

Services are Pending or Completed. Complaints move through Pending, In Progress, Resolved, Closed or Cancelled.

Good to know

• Renewing. Nothing renews on its own, even with Contract auto renew on. That switch is a note for you and the customer, and it prints on the contract. To renew, create a new contract and set the old one to Renewed.
• Expiry reminders. With Contract expiry alerts (AMC) on (Settings › Customers & messaging › Reminder settings), the shop owner and the contract’s assignee get an email 15 days before, 1 day before and on the end date. Service dates, device warranties and software expiry dates also get a reminder the day before and on the day.
• Payments. Use AMC contract actions › Add payment to record what the customer paid. The Payments tab shows them all.
• Print. Open Actions to print the contract, or click Sticker print for a label to stick on the device.

Something not right?

• You don’t see AMC in the menu: see I can’t find a menu item or button.
• AMC shows a padlock: your shop is on Lite or Basic. See Plans and what’s included.