Capped Fixed-Price Contracts by Date or Occurrence

Capping Fixed-Priced Contract Services by Date or Occurrence

What's New? 

You can set a date or occurrence limit on fixed-price contracts that contain multiple service visits. You can also configure your estimate to allow you to add As-Needed T&M services once all of the capped Fixed-Price service occurrences are completed or the capped contract end date for the Fixed-Price service expires. 

This gives you the flexibility to add additional Work Tickets beyond the scope of the capped Fixed-Price Contract you created at the T&M rate to your schedule board. This feature is exclusively for services under a Fixed-Priced contract within any division. 

Configuration 

• First, you will need to configure the service. Go to Administration > Configuration > Application and check the Enable Limiting Fixed Price Services option near the bottom of the screen. ⚠️This is a permanent action. You will not be able to disable this feature. Before you can Save the action you will be prompted to Confirm before you can proceed. 

How Do I Cap a Fixed-Price Contract Service? 

Once you have enabled the feature and created a new contract opportunity, you will then need to correctly set up the Estimate. You will need to add BOTH your Fixed-Price services and the As-Needed T&M services you may potentially need.  Although optional, the purpose of adding the As-Needed T&M services is to account for Work Tickets you will need to add to the schedule board if your team needs to complete work outside the scope of the cap you have set. 

You will then need to drill into the Service Details screen for each service under your Opportunity and take the following steps:

1. Set the Invoice Type to Fixed Payment. 
2. You will then see the Limit Multi Visit Services screen populate to the right on your screen. Select whether to cap your service by the Contract End Date OR by the occurrence of Visits. 
3. You have the option to switch your capped service to an As-Needed T&M service. 
   1. You will only see this field if you have already added the T&M services to your estimate. 
   2. Use the drop-down to choose which T&M service should coincide with the Fixed-Price Service. 
      

Link A Fixed-Price Service Capped by Date to an As-Needed T&M Service 

If you choose to link a Fixed-Price service capped by the contract end date to an As-Needed T&M service, you must designate an end date for the As-Needed T&M service that will occur after the contract end date. If you choose a date before the contract end date you will get an error message stating the following: 

Identify A Fixed-Price Service Capped by Date linked to an As-Needed T&M Service 

Once you have linked the As-Needed T&M services to your Fixed-Priced services, you will be able to identify the two linked services by a color-coded link icon that will appear to the left of the service line item. You can also click on the icon to see the name of the T&M service that is associated with the Fixed Priced Service. 

Link A Fixed-Price Service Capped by Visits linked to an As-Needed T&M Service 

If you choose to link a capped Fixed-Price service that is capped by visit occurrence to an As-Needed T&M service, you must designate the maximum number of visits per Work Ticket.

Identifying A Fixed-Price Service Capped by Visits Linked to an As-Needed T&M Service 

• Once you have linked the As-Needed T&M services to your Fixed-Priced services, you will be able to identify the two linked services by a color-coded link icon that will appear to the left of the service line item. You can also click on the icon to see the name of the T&M service that is associated with the Fixed-Priced service. 
  
• In the example below, you may notice that only a 1 is listed in the Occurrence column. This is because three visits are across the entire snow season which is contained in one single Work Ticket. Alternatively, if you wanted to permit three visits per month this snow season, the estimated occurrence amount would be 6 to reflect (October- March), and the limit visits would be three. In this case, each ticket(month) could be limited independently from the other.  

Add As-Needed T&M Service After Exceeding Cap Limit

Once you have either completed all of the capped visits or the capped end date you created expires, you will see the following dialog box appear so that you can add your T&M tickets to the schedule board. 

Cap A Fixed-Price Service Excluding the Switch To As-Needed T&M Service

• To cap a fixed-price service without designating an As-Needed T&M service to switch, you will just want to leave the Switch To field blank. 

• If you do not associate your Fixed-Price service with an As-Needed T&M service, you will see the following error message appear when you try to create additional visits. 
  

Consolidate A Visit with Multiple Routes 

• Suppose you need multiple routes to visit one property and only desire to count this as a single visit. In that case, you will need to navigate to the visit details screen (select the placard, and then click on the kebab menu and select Edit Visit) of each visit you want to exclude from the cumulative count and checkmark the Ignore Multi Visit Service Limit option. 

Frequently Asked Questions

• What happens if a crew leader starts a visit at 11 PM and rolls over into the next day? Does that count as a second visit? 
  • No - for “midnight rollovers”, we count that as a single visit.
• If a visit placard is deleted from the schedule board, can I still count it? 
  • No, unfortunately, if a placard is deleted, even accidentally, it will not count towards the limit unless it is re-created on the schedule board.
• Can I associate a limited service with an As-Needed Per Service?
  •  Not at this time; we only support associating a limited service with an As-Needed T&M.
• What if I want to use my As-Needed T&M Service before the limit is reached, do I have to create a different As-Needed T&M Service for pre-limit use? 
  • The As-Need T&M Service can be used any time during the contract, before or after the cap. 
• What if a service is maxed out and my crew leader starts work on that ticket in crew mobile?