Adding a Contract

On the Contracts form, turn off Filter-in-Place, and select Actions > New.
Specify this information:

Contract

Specify an alphanumeric code for the contract. Optionally, leave the field blank so the system generates the next available number.

Service Type

Select a type of service, which represents the type of contract sold to a customer. The codes available are set up and maintained through the Contract Service Types form.

Customer

Select a customer for the contract.
Optionally, filter by the customer name.

Ship To

To change the default location, select a ship to location.
Optionally, filter the form by the ship to name.

(Contract) Status

The status is automatically set to Open.

Salesperson

The salesperson associated with the SRO or contract is displayed. You can select a different salesperson.

Billing Frequency

The frequency of the billing cycle is displayed. You can select a different frequency.

Billing Type

For fixed billing, the contract price is based on the manually entered total. For calculated billing, the contract price is based on the rates and time periods set up between billing cycles.
The default billing type selected on the Contract Parameters form is displayed. Optionally, select the other option.

Customer PO

Specify the customer purchase order that relates to the contract or contract line.

Start/End Date

The Start Date is set to the current date. If you know the date the contract will end, select that date in the End Date field.

Billed Thru

Select the date through which the contract or contract line will be invoiced.

Type

Select if the contract is a service contract or rental contract. Once you have selected the type, it cannot be reversed. You must delete the record and create a new one.

Warehouse

The contract warehouse is displayed. This field is only enabled for rental contracts.
Optionally, specify this information on the General tab:
Fixed Contract Total

Specify the yearly price total for a fixed contract.

Discount

Specify any discounted amount for the contract.

Waiver Charge

Specify a percentage for the contract waiver charge. This charge is added to each contract invoice.

Prorate End of Billing

Select this check box to automatically calculate the amount to be invoiced based on the rate type and the amount of time remaining on the contract line, for the final contract billing.
Note: We recommend that you clear this check box when trying to find a better rental rate using the Calculate Better Rate functionality. If the check box is selected, the longest term Unit of Rate is typically selected when using the Calculate Better Rate functionality.

Renewal Date
Select the date by which the contract needs to be renewed. Recurring billing for all contract lines uses the specified date.
Note:

The Prorate End of Billing check box and Renewal Date act independently. The Prorate End of Billing check box is only used when prorating the end of the contract.

When contracts are calculated, the method for prorating to align the date with the Renewal Date is not the same as the prorate method when used to prorate to the end of the contract.

When prorating, the number of days is determined by the Weekly Billing Times on the Contract tab of the Service Parameters form, and the holidays noted in the system.
Last Invoice

The last invoice number is displayed.

Last Invoice Date

The date of the last invoice is displayed.

Last Payment Received

The date of the most recent payment receipt for the contract is displayed.

Last Processed

The date of the most recent payment processing for the contract is displayed.

Outstanding Balance

The total outstanding A/R balance for all invoices of the contract is displayed.

Product Code

Select the product code to use for the contract. This code is used by default for all new lines. This code is used for posting the cost of goods sold and revenue amounts during the Contract Invoicing activity. Invoicing references the product code of each line during processing.

Terms Code

The customer terms code is displayed. The terms code is used to identify specific billing terms that apply to this customer. The terms code is used when determining the transaction due date and the discount information.

Fixed Rate

If this check box is selected, the exchange rate for calculating the invoice amount is hard-coded and does not change over time. If cleared, the exchange rate is acquired from the Currency Code and Currency Rates .

Currency

The customer currency is displayed.

Exchange Rate

The exchange rate is displayed, if applicable.

Tax Code

The customer tax code is displayed.
The Address tab shows contact information for the customer.
The grid on the Lines tab shows information for each contract line.
The Maintenance tab shows maintenance information by schedule, items/units, and operations.
The information displayed on the Service Level tab is populated based on service level agreement information on the Contract Service Types form:

Priority Code

The priority level that should be given to incidents that are logged for customers and units associated with the contract is displayed.

Override Business Hours

This check box is selected if the contract has more specific business hours than the associated service type.

Start/End Time

For each day, the time during which the items/units under contract are covered is displayed. Optionally, specify different start and end times for the contract.

Time Zone

The time zone for the contract area of service is displayed.
Click Save.

Use these buttons on the form as described here:

Click Contract Lines to open the linked Contract Lines form.
Click Create Contract to open the Contract Copy/Create Utility modally.
Click Re-Price to recalculate the pricing for items on the contract using the current prices, which may be adjusted since the time the contract was created.
Click Print Estimate to open the Contract Estimate Report form.
Click Contract Maintenance Schedules to open the linked Contract Maintenance Schedules form.
Click Rental Agreement to open the Rental Contract Agreement form, filtered for the current contract.
Click Rental Check Out to open the Rental Checkout/In form and check out the rental.
Click Rental Check In to open the Rental Checkout/In form and check in the rental.
Click Pay With Credit Card to open the Credit Card Payments form, where you can authorize a customer's credit card to be used for payments on all future invoices for that contract.
Click Interactions to open the Interactions form.