Activate the agreement
Activation starts the agreement's generation processes. It doesn't mean that every future work order and invoice appears immediately, or that a technician is assigned to every visit.
For the air-conditioning service example, verify three separate results: annual inspection work, quarterly maintenance work, and monthly service-fee invoices. Then check how the generated work reaches the scheduling team.
Review the agreement before activation
Complete the organization's review and customer acceptance process before changing System Status from Estimate to Active. Check that the configuration represents the approved commitment:
- Accounts and pricing: Confirm the service account, billing account, price list, and treatment of work covered by the recurring fee.
- Service period and recurrences: Check the agreement dates and each booking and invoice recurrence, including any custom service dates.
- Work details: Confirm the incident types, customer assets, functional locations, and other work details for each service pattern.
- Generation and booking: Review lead times, automatic generation choices, and whether work orders receive direct bookings or need a scheduling handoff.
- Ownership: Confirm that the agreement and setup owners have the permissions needed to generate the relevant records. A disabled owner account can interrupt automation.
If a direct booking uses a preferred resource, confirm that the resource and start time still suit the commitment. Direct agreement bookings don't check whether the resource is active or within working hours.
Activate and review the generated dates
- Open the agreement and set System Status to Active.
- Select Save and allow time for asynchronous processing.
- Open each agreement booking setup and review Booking Dates.
- Open each invoice setup and select Related > Invoice Dates.
These date records track individual occurrences. They aren't the work orders, technician bookings, or invoices themselves.
| Date record | Status | Meaning |
|---|---|---|
| Agreement booking date | Active | The service date exists, but its work order isn't generated yet. |
| Agreement booking date | Processed | The work order is generated, and the date record includes a link to it. |
| Agreement invoice date | Scheduled | The billing date exists, but its invoice isn't generated yet. |
| Agreement invoice date | Processed | The invoice for that date is generated. |
The Generate Booking Dates X Months in Advance and Generate Invoice Dates X Months in Advance settings in Field Service Settings control how far ahead the date records are created. Don't expect the entire term of a long agreement to appear at once. These settings are separate from the days-in-advance settings that control work order and invoice creation.
Verify the work and its scheduling handoff
When a booking date becomes Processed, open its linked work order and check the result against the agreement:
- Confirm the service account, work order type, price list, and agreement reference.
- Review the incidents and their customer assets and functional locations. Confirm that the generated scope matches the intended visit.
- Check the duration and scheduling windows so the scheduling team has the information needed to arrange the work.
- Check whether a resource booking exists. If Auto Generate Booking is Yes, verify the preferred resource and start time on the booking.
If automatic booking is No, hand the work to a dispatcher through the schedule board or schedule assistant. If the organization uses Resource Scheduling Optimization, confirm that the generated work is in its configured scope. A processed booking date proves that a work order exists, not that the visit is scheduled or completed.
You can generate a work order manually when automatic generation is disabled or a particular visit needs earlier preparation. Open its agreement booking date and select Generate Work Order. The setup's automatic booking choice still applies. This manual action isn't available for agreement invoice dates.
For the monthly fee, review the generated invoice's products, quantities, and prices against the invoice setup. Don't use a completed service visit as proof that recurring billing ran successfully.
Investigate missing or unexpected records
Use the record type and status to narrow the investigation before changing recurrence or generation settings.
| What you observe | What to check |
|---|---|
| An expected booking or invoice date is missing. | Check the agreement's Active status, agreement period, setup recurrence, and months-in-advance setting for date creation. |
| A booking date stays Active. | Check Auto Generate Work Order, the work order generation lead time, and the record generation time. The work order might not be due for creation yet, or manual generation might be intended. |
| An invoice date stays Scheduled. | Check the invoice generation lead time and record generation time. A future billing date can correctly remain scheduled until it enters the generation window. |
| A work order exists without a technician booking. | Check Auto Generate Booking and the intended scheduling handoff rather than assuming work order generation failed. |
| Generation is overdue or fails. | Ask an administrator to review owner permissions and the relevant background system job's error details. |
Fix the cause rather than creating duplicate setups to force another attempt. For an ownership change, follow the documented process, which temporarily returns the agreement to Estimate before reassignment and reactivation.
For more information, see Agreement settings, Set up agreements to automatically generate work orders, Set up agreements to automatically generate invoices, and Change the owner of an agreement.