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Service Contracts: Get Started

This walkthrough creates one warranty contract, configures coverage for two maintenance kinds, and verifies that a new corrective request auto-links to it. About 10 minutes on a demo instance.

Prerequisites

  • roots_hemms_service_contracts is installed
  • maintenance_partner (OCA) is installed — provides assigned_partner_id on equipment
  • roots_hemms_pm is installed — provides the maintenance.kind vocabulary (Calibration / Safety Inspection / General PM)
  • You have at least one equipment record in :menuselection:Maintenance --> Equipment
  • You have at least one partner you can use as a vendor (any res.partner; the supplier-rank filter is deferred until the purchase module is added — see Configuration)

Step 1 — Open the Service Contracts menu

Navigate to :menuselection:Maintenance --> Service Contracts. You will see four submenus:

  • All Contracts — every contract grouped by state
  • Active — state=active
  • Expiring Soon (≤90d) — active AND date_end <= today + 90 days
  • Expired — state=expired

On a fresh install the lists are empty.

Step 2 — Create your first contract

Click :guilabel:New from All Contracts:

Field Value
Name MRI 1.5T — GE 5yr MA 2026-2031
Thai Name สัญญา MA เครื่อง MRI 1.5T
Vendor GE Healthcare (Thailand) Co., Ltd.
Contract Type Maintenance Agreement (MA)
Responsible (defaults to you)
SLA Tier Gold
Response Time (hours) 4.0
Date Start 2026-01-01
Date End 2031-01-01
Renewal Alert (days before end) 60 (the default)

Open the Equipment tab and add the equipment record you want the contract to cover, e.g. "MRI 1.5T Scanner #1".

Single equipment → partner auto-fills

If the equipment has an assigned_partner_id (set up via OCA maintenance_partner) and you add exactly one equipment to a new contract while Vendor is still blank, the vendor field auto-fills from the equipment.

Click :guilabel:Save. The contract gets a running reference (SC/2026/00001), and its state computes from the dates: active.

Step 3 — Configure coverage by kind

Open the contract form and click the Coverage tab. Add one row per maintenance kind that the contract covers:

Maintenance Kind Included Hospital Billable Notes
Calibration ✅ ❌ quarterly per IEC 60601-2-33
Safety Inspection ✅ ❌ annual electrical safety
General Preventive Maintenance ✅ ✅ parts billed at list

Save. Each line carries two booleans:

  • Included — work of this kind is in scope of the contract
  • Hospital Billable — even when included, the hospital still pays (e.g. a labor-only contract where parts cost extra)

Kind not in coverage = hospital pays

Any maintenance kind not listed in the Coverage tab is treated as out-of-scope: a request opened with that kind will set roots_is_billable_to_hospital=True and the banner will say "kind not in coverage".

Now navigate to :menuselection:Maintenance --> Maintenance Requests and click :guilabel:New:

Field Value
Subject Quarterly calibration
Equipment MRI 1.5T Scanner #1
Maintenance Type Preventive
Maintenance Kind Calibration

Save. Above the request title, a green banner appears:

✅ Covered by SC/2026/00001 (GE Healthcare) — vendor pays

The :guilabel:Service Contract field next to the maintenance team is auto-filled with SC/2026/00001. The Hospital Billable checkbox is unchecked.

Repeat with a kind that is NOT in coverage (e.g., "Software Update") and watch the banner change to:

⚠ Covered by SC/2026/00001 but kind not in coverage — hospital pays

Step 5 — Verify the renewal alert cron

The daily cron HEMMS Service Contract — daily state + renewal alert runs once a day. To test it interactively:

  1. Edit your test contract: change Date End to today + 30 days while keeping Renewal Alert (days before end) at 60
  2. Save — the Alert On field recomputes to today − 30 days
  3. Open :menuselection:Settings --> Technical --> Automation --> Scheduled Actions and run the HEMMS Service Contract cron manually
  4. Open the contract form — a "Renewal due: SC/2026/00001" activity is now scheduled on the Responsible user with a deadline equal to date_end
  5. The contract's Renewal Alerted flag is now True, so re-running the cron does not create a duplicate activity

You now have one working contract with auto-link, billable propagation, and a renewal alert in motion. Proceed to Configuration to set up contract types and SLA tiers for your firm.