Record Calibration And Service Contracts

A diagnostic instrument is only trustworthy if it is calibrated, and it is only affordable to keep if it is under contract. This guide covers both records that sit beside an asset’s maintenance history: a calibration record — proof an instrument was checked against a known reference and how it performed — and a service contract — the AMC, CMC or warranty that covers the asset.

Who / when: the asset manager records a calibration after each instrument check, and logs a service contract when one is signed or renewed. Both carry their own due/expiry reminders so nothing lapses unnoticed.

We will follow Emeka the biomedical engineer, keeping the lab’s analyzers compliant and covered.

Record a calibration

Calibration is checking an instrument against a known standard and adjusting it so its readings are correct. Metrological traceability means that check chains back to a recognised reference (for example an ISO 17025 standard or a NIST-traceable artefact), which is what makes the result defensible in an audit.

1. Asset manager — open Assets → Calibration and press “Record Calibration”.
2. Asset manager — choose the Asset and the Calibration Date, and set the Next Due date (when re-calibration is required).
3. Asset manager — set the Result:
   • Pass — within tolerance, no adjustment needed.
   • Pass After Adjustment — it was out, was adjusted, and now passes.
   • Fail — could not be brought within tolerance (the asset should not be relied on until resolved).
4. Asset manager — fill the Standard / Method (e.g. “ISO 17025, NIST-traceable”), an optional Tolerance Note, the Certificate Number, an optional Calibration Vendor, the Reminder Lead Days (e.g. 30,7,1) and any Notes.
5. Asset manager — enter the Calibration Cost — the fee for the calibration. Leave it 0 for an internal calibration done in-house.
6. Asset manager — press “Record”. The calibration lists with its result and a colour-coded next-due date; the “Due Soon” filter surfaces what needs re-calibrating.

Caution

A non-zero Calibration Cost posts Dr Repairs & Maintenance / Cr Cash — the fee is expensed and cash is reduced (credited directly, not aged to a vendor). A zero fee posts nothing. As everywhere in this module, the entry is best-effort: if the accounts are not mapped in Finance & Ledger → Settings, the calibration is still recorded but no ledger entry is made.

Log a service contract

A service contract is the cover behind an asset. Veona records three types:

• AMC — Annual Maintenance Contract: scheduled servicing for a fixed annual fee.
• CMC — Comprehensive Maintenance Contract: like an AMC but also covering parts.
• Warranty — the manufacturer’s cover that comes with the asset.

1. Asset manager — open Assets → Contracts & AMC and press “New Contract”.
2. Asset manager — choose the Asset and the Contract Type.
3. Asset manager — name the provider: pick a Supplier from the directory, or type a free-text Vendor Name (for example a manufacturer warranty). One or the other is required.
4. Asset manager — set the Reference / Policy Number, the Start Date and End Date (the coverage window), and the SLA terms: Response SLA (Hours) (how fast the vendor must respond to a call) and Resolution SLA (Hours) (how fast they must fix it).
5. Asset manager — set Visits Per Year (scheduled visits the contract entitles you to), the Contract Value (the fee), the Reminder Lead Days and any Coverage Notes.
6. Asset manager — press “Create”. The contract lists with its end date colour-coded; “Expiring Soon” surfaces what needs renewal.

Caution

A contract with a value posts the commitment Dr Prepaid Maintenance / Cr Accounts Payable (against the chosen supplier) or Cr Cash if no supplier is set — the prepayment is recognised as an asset and the funding side recorded. Important: the value is booked to prepaid maintenance, but the monthly job that would amortise that prepayment into expense over the contract term is not built yet — so do not expect automatic month-by-month AMC expense recognition; the prepaid balance sits until you handle it in Finance. Uploading a signed-contract document is not yet available in the UI.

What happens next

The calibration record becomes part of the asset’s compliance history, and its next-due date drives the Calibration Due dashboard tile and the reminders. The contract drives the renewal reminders and the Contracts & AMC expiry view. Both keep the asset’s accuracy and cover visible long before either lapses.

Follow the trail

• Previous: Plan Preventive Maintenance And Raise Work Orders
• Next: Log Downtime And Dispose Of An Asset
• Related: Map your finance accounts · Receive a purchase order · Assets & Maintenance module reference