Contracts & warranties¶
Track service contracts and warranties, get reminded before they expire, and let engineers see when a device is covered by a vendor.
Who can do this: Superadmin Head Internal Biomed Department Head (own departments)
Add a contract or warranty¶
- Go to Contracts & Warranties → Add new contract (direct link).
- Enter:
- Name, vendor and reference number
- Coverage: Warranty, Comprehensive (labour, PPM and breakdowns), Labour and spare parts, PPM only, Labour only, or Spare parts only
- Linked equipment and/or department (optional)
- Start and expiry dates, cost (KES) and billing cycle
- Renewal owner and vendor support contacts
- Save, then Upload document to attach the signed contract.
Statuses and reminders¶
| Status | Meaning |
|---|---|
| Active | In force. |
| Due soon | Expiry is approaching. |
| Overdue | Past its expiry date and not renewed. |
| Discontinued | You chose not to renew. |
The renewal owner is emailed 60, 30, 14, 7 and 1 day(s) before expiry and on the expiry day. Overdue contracts are escalated.
Renew or discontinue¶
Open the contract, then either:
- enter the new expiry date and cost and select Save renewal, or
- select Mark as discontinued.
Covered equipment¶
When a device is under contract, engineers can close its job with vendor service and upload the vendor's field service report. On the equipment page, use Verify contract details or Mark as not under contract to keep coverage accurate. Missing Field Service Reports lists vendor jobs still waiting for a report.