Service Contracts
Required licence
crm.
A CRM Service Contract (عقد خدمة) is a priced, period-bounded agreement that a named customer's listed products are entitled to support. Marina Plaza buys twelve months of cover for three of its guest-room and office units; the contract records which units, for which period, at what price.
Before anything else, two facts that decide whether this document fits your business at all.
The contract is the invoice
This is not a contract that later produces invoices. It carries the full money block itself — line prices, eight discount levels, four taxes, net value, paid and remaining — and when it is processed it records one ledger line per contract line. Committing the contract is the billing event. There will never be another one.
There is no payment schedule and nothing generates a recurring invoice
The contract has no instalment grid, no payment-schedule tab, and no button, rule or scheduled job anywhere in CRM that raises an invoice from it. Twelve monthly invoices means twelve receipt vouchers raised by hand, in Accounting, one a month, by somebody who remembered.
Nothing reminds anybody. There is no renewal action and no expiry warning either — a contract simply stops covering on its end date, silently.
If you are selling a subscription, plan the recurring billing outside this document before you commit to it.
Raising a contract
You reach it from Customer Relationship Management → Support → CRM Service Contract.
Start with the document term. The term is what decides whether the contract will create any ledger entry at all, and picking it also fills in the نوع العقد / Contract Type — Ordinary for a new contract, or Renewal, Extension, Upgrade or Transfer for one that supersedes an earlier contract. The field stays editable afterwards.
The header — Customer, Responsible Employee (pre-filled with the current user's employee), the Mediator, Document category, the contract type, the contract this one updates, a read-only حالة العقد / Service Contract Status, currency and rate, and a description. Below it a small Details block holds the header يبدأ في / Start In, ينتهى / End In and مدة العقد / Contract Period.
CSC-0044 is issued on 25 February 2026 with a value date of 1 March, customer C-01188, mediator MED-07, contract type Ordinary, running 1 March 2026 → 1 March 2027.
The lines — the تفاصيل عقود الخدمة / Service's Contracts details grid is the heart of the document. One row per covered product:
| # | Product | Serial | Start In | End In | Net value |
|---|---|---|---|---|---|
| 1 | AC-SPL-24 Split unit 24,000 BTU | SPL24-2025-11-0783 | 2026-03-01 | 2027-03-01 | 18,000.00 |
| 2 | AC-SPL-18 Split unit 18,000 BTU | SPL18-2025-11-0791 | 2026-03-01 | 2027-03-01 | 14,000.00 |
| 3 | AC-FCU-08 Fan-coil unit | FCU08-2025-12-0310 | 2026-03-01 | 2027-03-01 | 8,000.00 |
Each line also carries a unit price, eight discount levels, four item taxes, a duration, and a calculated إلى / To column that we come back to under Freezing.
Inserting a line copies the header's Start In and End In down onto it, and typing a period value or unit computes the line's End In from its Start In. Any line dates still empty when the document is saved are back-filled from the header.
The totals are calculated from the lines. On CSC-0044:
| الإجمالي / Total | 40,000.00 |
| Sales tax 14 % | 5,600.00 |
| صافي القيمة / Net value | 45,600.00 |
What happens when the contract is processed
On commit, the contract raises its accounting effect as a business request handled in the background — the document saves instantly and the ledger entry appears a moment later. If it fails, it shows up in the Business Requests list view, where you filter by status, select the rows and use More → Reprocess / Recommit. Nothing appears on the contract screen itself.
The entry produced for CSC-0044 is one ledger line per Details line — 18,000.00, 14,000.00 and 8,000.00 — debiting the customer's receivable account for 45,600.00 and crediting service-contract revenue 40,000.00 and sales tax payable 5,600.00. Subsidiary accounts are drawn from the customer, the responsible employee, the line's product and the product's item section.
A term with only one accounting side creates no entry, silently
The accounting effect runs only when the document term carries both a debit side and a credit side. Configure one and leave the other empty and the contract commits perfectly happily, reports no error, produces no business request and creates no ledger entry at all. There is no warning anywhere on screen.
If contracts are committing and the ledger is empty, this is almost always why. Check the term first.
Editing a committed contract recreates the entry; cancelling it reverses the entry — both re-check the same both-sides condition.
Inventory: none. The contract has no quantity, no warehouse and no stock document. It is also recognised as a tax-authority document, so the standard e-invoicing actions are available on it.
Collecting the money
Payment on this document runs one way only: inbound. The contract never pushes an invoice out; it receives receipts raised elsewhere.
Raise an ordinary receipt voucher in Accounting pointed at the contract, and a row appears by itself in the contract's الدفع / Billing tab — Document, Payment Date, Payment Value and a Do Not Affect Remaining flag — and the contract's Remaining falls. That grid is a system-maintained log, not a schedule you fill in.
For CSC-0044, Al Nokhba collects twelve receipts of 3,800.00 (3,800.00 × 12 = 45,600.00), one a month, each raised by hand. If the term has Use Payment Docs As Debt Ages ticked, those receipt rows also feed the debt-age analysis; with it unticked they do not.
What the contract does for support
Its one functional consumer is the trouble ticket. When an agent raises a ticket for a product, the ticket asks "is this product under contract on this date?" and the contract answers. On TKT-0451, CSC-0044's first line is what makes the ticket read مغطي بعقد خدمة / Covered By Contract.
What coverage matches, and what it does not check
What coverage matches: the ticket's Product, the ticket's Serial Number only when the ticket carries one, and the ticket date falling inside the line's Start In → End In window. A service contract wins over a warranty when both match.
What coverage does not check: the customer (any customer's contract or warranty can cover any other customer's ticket), the contract's status (Cancelled, Finished and Renewed contracts still cover), whether the contract has ever been committed (drafts cover), the frozen extension (coverage uses the line's End In), and all dimensions — legal entity, branch, sector.
What coverage does: Covering Type and Covering Document tell the agent whether the product is covered and by which document. Whether to charge for the work is the agent's decision.
Practical advice: always fill Serial Number on serialised items, or one contract line registered without a serial will cover every ticket raised on that product, for every customer, in every branch.
Contract or warranty? A CRM warranty is the free cover a product shipped with — a master file with no price and no accounting. A service contract is paid cover the customer bought — a document with money and an accounting effect. Both feed the same lookup, and the contract wins.
Not the same thing as a maintenance contract
The machine maintenance suite has its own, richer contract with visit schedules and instalments, under a different licence. Nothing links the two: no reference field, no shared status, no migration path, and a maintenance contract plays no part in trouble-ticket coverage. Which one you use is decided by which licence you own, not by which fits better. See Maintenance Contracts.
Contract status
The حالة العقد / Service Contract Status field is read-only on screen and has six values: upgraded, transferred, renewed, extended, Cancelled and Finished. An empty status is the normal, live state — there is no value meaning "in force".
Two things write it. First, committing a new contract whose type is Renewal, Extension, Upgrade or Transfer, with العقد المعدل / updated contract pointing at the old one: the old contract is stamped renewed, extended, upgraded or transferred accordingly. (The document refuses that link when the type is empty or Ordinary, and refuses a contract already claimed by another.) Second, the CRM Update Contract Status document.
Coverage follows the line dates, not the status: a contract covers tickets inside its lines' Start In → End In windows whatever its status, so to stop a contract covering, shorten its line dates. When a line's product is a Service Center vehicle, the vehicle file shows its latest service contract and that contract's status.
CRM Update Contract Status (تغيير حالة عقد خدمة) is a two-field document — the contract, and the status to apply — and its value date must be later than the contract's.
The status it writes is not necessarily its own. On commit, the contract takes the status of the newest CRM Update Contract Status document in the system — newest by value date, then by creation time — whichever contract that document was entered for. Entered in date order, that newest document is the one you are committing, so the contract gets the status you chose. If another contract already has a status document with a later value date, the contract gets that document's status instead; date each status document on or after the latest one already entered. Cancelling the document, or pointing it at a different contract, resets the contract it leaves the same way: to the status of the newest such document in the system.
The status document itself is this small:
Freezing a contract
The تجميد عقد / Freezing Contract tab handles a suspension of service: a product, a freeze start date and a freeze end date. It refuses a product that is not on the contract ("You can not freeze product {0} because it does not exist in contract" — a message with no Arabic translation, so Arabic screens show the English), and it adds up the frozen days per product and pushes that line's calculated إلى / To column out by the same number of days.
On CSC-0044, the hotel closes a wing from 1 to 31 July 2026, so line 2's To moves from 1 March 2027 to 1 April 2027.
Ticket coverage uses the line's ينتهى / End In date. To have the frozen days count as cover too, move End In by the same number of days.
The Executions tab
Tab 3 shows two read-only lists: the trouble tickets matched to this contract, and their execution lines. It is the closest thing the module has to "what did this contract cost us to service?"
For every ticket raised on a contract's products, filter the Trouble Ticket list by customer and product.
No visit schedule here
Unlike the maintenance suite's contract, this one schedules no visits and generates none. There is no visit-schedule grid, nothing expands a series of planned visits, and nothing warns about a visit that did not happen.
Actions on this screen
The action block on the Main tab carries two buttons. Both need the contract saved first, and each opens a new, unsaved record in a pop-up with a reference back to the contract — nothing is saved for you.
- Create Calling (إنشاء اتصال) — a blank CRM Call.
- Create Visit (إنشاء زيارة) — a blank CRM Visit.
The Call and Visit buttons are shortcuts for logging a conversation, not a schedule: no date, no recurrence, and the created activity is not tracked against the contract in any way.
Configuring the document term
All meaningful configuration for this document lives in its Document Term, not in CRM Settings. Three pages:
التأثير / Effect — the Contract Type pushed onto documents that use this term; Use Payment Docs As Debt Ages; the Debit and Credit account sides (both required for any ledger entry to be created); the approximation-discount side; the Tax Plan, Taxable, Modifiable Tax and Allow Editing Header Tax In Details flags; Allow Payment More Than Invoice Amount, which caps receipt vouchers at the contract's net when unticked; and Link With Invoice Lines In accounting Document, which makes the contract selectable in the invoices grid of payment and receipt vouchers.
تأثيرات أخرى / Other effects — the cash side and four tax sides, plus an External Effects grid that lets you record the entry differently depending on which receipt voucher paid the contract.
تأثير الخصومات / Discount Effects — the account sides for the line discount, the invoice discount and discounts 2 to 8.
Two notes on that last page: in search, export and column-picker lists, use the group headings to tell the discount account sides apart; and for the third and fourth tax sides, go by the Arabic label.
Service fees are not available on this document
Whatever you may have seen on other invoice-style terms, the service-fee account sides and the second debit and credit sides do not exist for the service contract. Do not go looking for them.
Reporting
There is none. No system report, no printed form, no dashboard and no BI widget reads this document. A question as ordinary as "which contracts expire next month?" has no off-the-shelf answer — use the contract list screen's criteria, export to Excel, or build it in BI. The same is true of contract revenue by period.
The whole thing, end to end
- Configure a document term with the right contract type and both accounting sides.
- Register warranties for products that ship with free cover, so the desk can tell bought cover from free cover.
- Raise the contract — customer, term, period, and one line per covered product with its serial number, dates and price. Check the line dates.
- Commit. The ledger entry is raised as a business request. This is the only invoice this contract will ever produce.
- Collect with receipt vouchers raised in Accounting, one per instalment, by hand. They write themselves into the Billing tab.
- Support runs. Tickets for covered products inside a line's window show Covered By Contract, and the commercial decision about charging stays with your staff.
- Freeze a suspension if you need to — and remember to move the line's End In too if the cover is genuinely meant to extend.
- Renew by raising a new contract of type Renewal pointing at the old one. There is no renewal button and no expiry warning; somebody has to know.