Setting up a contract header preset

Preset Code

An identifying code for the preset.

Preset Short Heading

The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.

Preset Status

Specify the preset status.

Preset Data Access Group (DAG) Code

The DAG code to be applied to restrict operator from accessing this data.

From the General tab:

Preset Description

Up to 100 characters of text to describe preset setup.

Preset Look Up

The lookup code can be used to find a preset, as an alternative to the Preset Code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

Preset Type

Select one of the preset types:

• Customer - applies to a particular customer. The customer is specified in the Customer Code field.

• Contract - applies to a particular type of contract.

• Default - applies if there is no other preset.

Contract Type Code

If the Preset Type is set to Contract, this field contains the specific Contract Type Code. Contract Type must be specified for a contract preset.

DAG Code

The DAG to be applied to restrict operator access to this preset.

Description

The description of a contract using preset.

Lookup Code

The lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

Short Heading

The short heading of a contract using preset.

Transaction Reference Format

This is the name of the Transaction Reference Format set up using Transaction Reference (TRS). When the document format is used in definitions such as Sales Types, Picking List, or Dispatch Note, the transaction reference in this field is used to number that transaction. For example, if this document format is used at the Sales Order entry stage of a Sales Type, then transactions are numbered according to this Transaction Reference.

Reason Code

The reason identifying code. This might include part of the explanation or other helpful identifying information.

Status

Each static data record contains a status code that determines the current processing status of the record:

• Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.

• Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.

• Suspended/Held - a suspended record.

• Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record. You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

Source Reference

The source reference.

Start Date

Specify how Start Date is populated on the contract header. Specify date using available options:

• Not set
• Current day
• First day of the month
• Last day of the month
• First day of the year
• Last day of the year
• Start date
• End date
• Review date
• Misc. date 1
• Misc. date 2

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Choose days, months or years as the offset unit.

Review Date

Specify how Review Date is populated on the contract header.

End Date

Specify how End Date is populated on the contract header.

Miscellaneous Date 1-2

Specify how Miscellaneous Date is populated on the contract header.

Start Date Option

Select the start date option to display in a contract header preset.

Review Date Option

Select the review date option to display in a contract header preset.

End Date Option

Select the end date option to display in a contract header preset.

Miscellaneous Date 1-2 Option

Select the miscellaneous dates option to display in a contract header preset.

Start Date Offset

Specify +n or -n days as an offset to be applied to the start date.

Review Date Offset

Specify +n or -n days as an offset to be applied to the review date.

End Date Offset

Specify +n or -n days as an offset to be applied to the end date.

Miscellaneous Date 1-2 Offset

Specify +n or -n days as an offset to be applied to the miscellaneous dates.

Start Date Calculation Unit

Select days, months or years as the calculation unit.

Review Date Calculation Unit

Select days, months or years as the calculation unit.

End Date Calculation Unit

Select days, months or years as the calculation unit.

Miscellaneous Date 1-2 Calc Unit

Select days, months or years as the calculation unit.

Miscellaneous Date 2 Calc Unit

Select days, months or years as the calculation unit.

Customer Code

If the Preset Type is set to Customer, this field contains the specific customer code. Customer Code must be specified for a customer preset.

Customer Reference

The customer reference code.

Invoice Address Code

The code for the address where the invoice is to be sent.

Acknowledgment Address Code

The code for the address where the acknowledgement is to be sent.

Comment

Any additional comment relevant to the customer.

Miscellaneous Description 1-2

Specify the first and second miscellaneous description to display in a contract line header.

Miscellaneous Input 1-2

Specify miscellaneous inputs to use in the contract line header.

Miscellaneous Reference 1-2

Specify miscellaneous references to add in the contract details.