Maintenance Document Terms
Licence
The machine-maintenance terms need the crm-maintenance licence code; the service-maintenance terms need crm-maintenance-services.
The maintenance suites are where CRM document terms do real work. Almost everything that looks automatic in maintenance — a contract that fans out into a year of work plans, a work plan that turns into orders, an order that hands each machine to a technician as an execution sheet, an invoice that empties the parts out of the warehouse — is driven from a term. Get the terms right once and the whole cycle runs off button presses. Get them wrong and the buttons quietly do nothing.
If you have not read How CRM Document Terms Work yet, start there: it explains the accounts block, the generation block and the one-sided-term trap that applies here too.
One term configuration, two products
The machine suite and the services suite are separate products under separate licences, but five of the term configurations are literally the same shape used twice:
| Term configuration | Machine document | Services document |
|---|---|---|
| Order term | Maintenance Order (أمر صيانة), Maintenance Order Request (طلب أمر صيانة) | Maintenance Service Order (أمر خدمة صيانة) |
| Contract term | Maintenance Contract (عقد صيانة) | Maintenance Service Contract (عقد خدمة صيانة) |
| Invoice term | Maintenance Invoice (فاتورة صيانة) | Maintenance Service Invoice (فاتورة خدمة صيانة) |
| Invoice return term | Maintenance Invoice Return (مردود فاتورة صيانة) | Maintenance Service Invoice Return (مردود فاتورة خدمة الصيانة) |
| Work plan term | Maintenance Work Plan (خطة عمل صيانة) | Maintenance Service Work Plan (خطة عمل خدمة صيانة) |
The screens are adjusted per document — the services versions swap in their own book-and-term fields and hide the account sides the services document cannot use — but the settings underneath are shared. The services documents do less than their machine twins — no warranty contracts, no payment schedules — so the last section of this page lists what the services terms use.
Four more terms are not shared at all: the Maintenance Estimation term, the Maintenance Order Execution term, the Maintenance Visit term and the CRM Maintenance Plan term. The Maintenance Service Order Execution has no term configuration of any kind.
The generation pairs — what every generate button actually runs on
This is the single most important table in maintenance setup. Each row is a book-and-term pair that lives on one term and produces one kind of document.
| Configured on the term for | Fields | Field ids | Produces | When |
|---|---|---|---|---|
| Maintenance Contract | دفتر خطة العمل / Work Plan Book · توجيه خطة العمل / Work Plan Term | termConfig.mnWorkPlanBook / termConfig.mnWorkPlanTerm | Maintenance Work Plans | Button Generate maintenance work plans |
| Maintenance Service Contract | دفتر خطة عمل خدمة صيانة / Service Work Plan Book · توجيه خطة عمل خدمة صيانة / Service Work Plan Term | termConfig.mnSrvWorkPlanBook / termConfig.mnSrvWorkPlanTerm | Maintenance Service Work Plans | The equivalent button |
| Maintenance Work Plan | دفتر أمر الصيانة / Mn Order Book · توجيه أمر الصيانة / Mn Order Term | termConfig.mnOrderBook / termConfig.mnOrderTerm | Maintenance Orders | Button Generate maintenance orders |
| Maintenance Service Work Plan | دفتر أمر خدمة صيانة / Service Order Book · توجيه أمر خدمة صيانة / Service Order Term | termConfig.mnSrvOrderBook / termConfig.mnSrvOrderTerm | Maintenance Service Orders | The equivalent button |
| Maintenance Order / Order Request | دفتر سند التنفيذ / Mn Execution Doc Book · توجيه سند التنفيذ / Mn Execution Doc Term | termConfig.mnExecutionBook / termConfig.mnExecutionTerm | Maintenance Order Executions | Buttons create execution for all lines / for selected lines |
| Maintenance Service Order | the service execution book and term | termConfig.mnSrvExecutionBook / termConfig.mnSrvExecutionTerm | Maintenance Service Order Executions | The equivalent buttons |
| Maintenance Order / Order Request | دفتر عقد الضمان / Warranty Contract Book · توجيه عقد الضمان / Warranty Contract Term | termConfig.warrantyContractBook / termConfig.warrantyContractTerm | A warranty Maintenance Contract | Automatically, on commit, when Order Type is Installation |
| Maintenance Invoice / Service Invoice | دفتر سند صرف مخزني / Stock Issue Book · توجيه سند صرف مخزني / Stock Issue Term, plus Generate Stock Issue With Spare Parts and Generate Stock Issue With Service Items | termConfig.stockIssueBook / termConfig.stockIssueTerm, termConfig.genStockIssueWithSpareParts, termConfig.genStockIssueWithServiceItems | A supply-chain Stock Issue | Automatically, on commit |
| Maintenance Invoice Return / Service Invoice Return | دفتر سند توريد مخزني / Stock Receipt Book · توجيه سند توريد مخزني / Stock Receipt Term, plus the two Generate Stock Receipt With… switches | termConfig.stockReceiptBook / termConfig.stockReceiptTerm, termConfig.genStockReceiptWithSpareParts, termConfig.genStockReceiptWithServiceItems | A supply-chain Stock Receipt | Automatically, on commit |
Read that table as a chain and the worked example falls straight out of it. Contract MC-0021 is saved under book MC with term T-MC-STD; that term names work-plan book WP and term T-WP-STD, so Generate maintenance work plans produces WP-0087 … WP-0098, one per month. Term T-WP-STD in turn names order book MO and term T-MO-STD, so pressing Generate maintenance orders on a plan produces MO-0513. Term T-MO-STD names execution book OEX and term T-OEX-STD, so the order's execution buttons produce OEX-0771 … OEX-0773. Finally invoice MINV-0298 is saved under book MINV with term T-MINV-STD, whose stock-issue book SI and term T-SI-CRM produce the supply-chain issue SI-1904 on commit.
Break any link in that chain by leaving a book or term empty and the chain stops there.
Generation needs both the book and the term
The manual buttons refuse politely: they answer with a message asking you to set the book and term on the named term, and no documents appear. The automatic ones say nothing at all — an invoice whose term has no stock-issue book simply commits without generating a stock issue, and nobody is told.
Two details worth knowing while you configure:
- Work-plan generation from a contract also needs the contract start and end dates filled in. Without them the button fails, whatever the term says.
- The order-generation and execution-generation checks only fire when both the book and the term are empty. Fill one and leave the other and the check stays silent, so always set the pair together.
Which maintenance documents reach the ledger
Only some of them, and always through the term's Debit and Credit sides.
| Document | Its term's accounting behaviour |
|---|---|
| Maintenance Order, Maintenance Order Request | An Effect (التأثير) page with a single Debit and Credit pair (termConfig.debit, termConfig.credit). Set both and the document creates a two-sided journal entry over its spare-part and service lines. |
| Maintenance Contract, Maintenance Service Contract | An Invoice effect (تأثير الفاتوره) page — the full invoice shape: Debit and Credit (termConfig.config.debit, termConfig.config.credit), with tax, discount, cash and approximation-discount (termConfig.approximationDiscount) sides. |
| Maintenance Invoice, Maintenance Service Invoice | The same full invoice shape. The Settings page of both invoice terms adds the Serivce Fees group (the label is misspelt on screen) with four Service Fees debit/credit pairs (termConfig.serviceFees1Debit … termConfig.serviceFees4Credit) — see the service-fee switches below. The machine invoice also has a Services Debit / Services Credit pair (مدين الخدمات / دائن الخدمات, termConfig.servicesDebit / termConfig.servicesCredit): fill both and the service lines are booked against them instead of the invoice's main sides, so labour revenue can sit apart from spare-parts revenue. Leave either empty and the service lines use the main sides. |
| Maintenance Invoice Return, Maintenance Service Invoice Return | The same, in the opposite direction — including the Services Debit / Credit pair on the machine invoice return. |
| Maintenance Estimation | It creates no accounting entry. |
| Maintenance Service Order | Its term shows no account sides, and the document creates no accounting entry. |
| Maintenance Order Execution | Tax settings only. It creates no accounting entry and moves no stock. |
| Maintenance Notice, both sales orders, both sales quotations, Maintenance Visit, the plans | Nothing. |
As on every CRM term, the effect only happens when both sides are configured. One side alone means no journal entry, no error message and nothing in Business Requests, because no request was ever raised.
Stock issue: the invoice term or the manual buttons
Issue spare parts by one route only
Stock generation is configured on the maintenance invoice term, as T-MINV-STD does in our example. The manual Spare parts issue buttons on the order, the execution and the invoice are an alternative to that term-driven generation, never an addition to it. They open a pre-filled supply-chain document for someone to save, with no "already issued" check, so using both routes for the same repair takes the same parts out of the warehouse twice. Choose one route per site and train people on it. See Maintenance Invoicing.
The warranty contract an installation order creates
An order whose Order Type is Installation automatically creates a warranty Maintenance Contract on commit, using the warranty-contract book and term on the order's own term. That generated contract is a full copy — machines, spare parts, services and the whole money block.
Leave the warranty-contract term without account sides
The warranty contract is a contract like any other, so if the term you name in Warranty Contract Term has Debit and Credit configured, the installation revenue reaches the ledger twice: once from the order, once from the contract it generated. Nothing warns you.
Point Warranty Contract Term at a term whose account sides are deliberately empty. See Maintenance Orders.
A maintenance order request is not a neutral request
The Maintenance Order Request shares the order term's shape, Effect page and all, and it creates its journal entry the same way the order does. A document whose whole purpose is to ask for work will reach the ledger the moment it is saved if its term carries account sides. Give requests their own term with the sides left empty.
The rest of the machine-suite settings
The order term also carries Do Not Copy Header Data Of From Doc and Do Not Copy Details Of From Doc (termConfig.doNotCopyHeaderDataOfFromDoc, termConfig.doNotCopyDetailsOfFromDoc), the tax group (Tax Plan, Taxable, Modifiable Tax, Allow Editing Header Tax In Details — termConfig.taxPlan, termConfig.taxable, termConfig.modifiableTax, termConfig.allowEditingHdrTaxInDetails), Consider Task Templates Tasks When Creating Executions (اعتبار مهام قوالب المهام عند إنشاء عمليات التنفيذ, termConfig.considerTaskTemplatesTasksWhenCreatingExecutions — take the checklist from the header task template rather than the machine line's), and on the machine order only, a reward-points configuration and a discount-coupon group and book (termConfig.rewardPointsConfig, termConfig.discountCouponGroup, termConfig.discountCouponBook).
The invoice term adds Consider Lines Of FromDoc (termConfig.considerLinesOfFromDoc), Copy Remaining To Cash (termConfig.copyRemainingToCash), Price List Default Price (termConfig.priceListDefaultPrice), Allow Payment More Than Invoice Amount (termConfig.allowPaymentMoreThanInvoiceAmount — unticked, receipts are capped at the invoice's net), and on the machine invoice the same reward-points and coupon fields. The rest of its Settings page:
| Option | Field id | What it does |
|---|---|---|
| Use Payment Docs As Debt Ages (استعال سندات الدفع في أعمار الديون) | termConfig.usePaymentDocsAsDebtAges | Machine invoice only. The invoice's external payment lines — the receipts recorded against it — also count as debt-age rows, so the debt-age analysis sees them. Unticked, they do not. |
| Service Fees 1 Deduction … Service Fees 4 Deduction (خصم مصاريف خدمة 1 … 4) | termConfig.serviceFees1Deduction … termConfig.serviceFees4Deduction | Both invoices. Treats that service fee as a deduction from the invoice's net value instead of an addition, and reverses its entry accordingly. |
| Do Not Add Service Fees Effect Without Account Side | termConfig.doNotAddServiceFeesEffectWithoutAccSide | Both invoices. A service-fee line whose own debit or credit side is empty is left out of the entry, instead of being booked to the term's main sides. |
The Discount Effects page of the Maintenance Contract and Maintenance Invoice terms — and of the CRM Service Contract term — ends with the External Effects grid (تأثير سندات الدفع, termConfig.externalEffectLines). Each row adds a debit/credit pair to the document's own journal entry for every receipt recorded against it, using the receipt's value: For Type (termConfig.externalEffectLines.forType) limits the row to one payment-document type, Apply When Payment Document Matches Criteria / … Query (termConfig.externalEffectLines.applyWhenPaymentDocMatchesCriteria, termConfig.externalEffectLines.applyWhenPaymentDocMatchesQuery) filter the receipts, and Debit / Credit (termConfig.externalEffectLines.debit, termConfig.externalEffectLines.credit) are the sides of the added pair.
Both the order term and the invoice term offer Update Machine Dysfunction Warranties (تحديث جدول ضمانات الأعطال في الآلة, termConfig.updateMachineDysfunctionWarranties), which writes the machine's dysfunction-warranty rows.
Tick Update Machine Dysfunction Warranties on one term, not two
If both the invoice's term and its source order's term have this option on, the invoice is refused outright with a message naming the two files. Decide whether the order or the invoice is the document that registers warranties at your site — in our example it is the order term T-MO-STD — and switch it off on the other.
The smaller terms hold almost nothing: the Maintenance Order Execution term has only the four tax settings, the Maintenance Visit term has only Consider Lines Of FromDoc (termConfig.considerLinesOfFromDoc), and the CRM Maintenance Plan term is completely empty.
The services-suite terms
Everything above applies to the services suite with the shared fields renamed. Two points are specific to the service terms:
- On the Maintenance Service Order term, the service execution book and term (
termConfig.mnSrvExecutionBook,termConfig.mnSrvExecutionTerm) drive the service order's execution buttons. They are the two fields immediately below the do-not-copy switches, and their labels appear untranslated on screen in both languages. - On the Maintenance Service Invoice term, tick Generate Stock Issue With Spare Parts (
termConfig.genStockIssueWithSpareParts) to have the invoice issue its spare parts from the warehouse. The generated stock issue carries the spare-part lines; on the Maintenance Service Invoice Return term, Generate Stock Receipt With Spare Parts (termConfig.genStockReceiptWithSpareParts) does the same in reverse.
See Services or Machines? for the wider picture of what the services branch does.
The Maintenance Service Order Execution has no term configuration at all, so its Document Term offers only the platform's standard options. In our example SEX-0090 is saved under book SEX with no term.