Creating and maintaining a contract header

  1. Access SunSystems.
  2. Specify RCS in the search field and select Contract Setup (RCS).
  3. Specify this information:
    Contract Code
    An identifying code of the contract.
    Contract Type Code
    The required contract type code.
    Customer Code
    The customer code for the contract.
  4. Click OK.
  5. In the information dialog box, click Yes.
  6. Specify this information from the Dates tab:
    ID
    An identifying number of the contract.
    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, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Description
    Up to 50 characters to describe the contract.
    Start Date
    The start date of the contract.
    End Date
    The end date of the contract.
    Review Date
    The review date of the contract.
    Contract Type Code
    The required contract type code.
    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.
    Reason Code
    An identifying code for this reason. This might include part of the explanation or other helpful identifying information.
    Data Access Group (DAG) Code
    The DAG code to be applied to restrict operator from accessing this data.
    Miscellaneous Date 1-2
    Select the first and second miscellaneous dates to display in a contract line preset.
  7. Specify this information from the Addresses tab:
    Customer Code
    The customer code for the contract.
    Invoice Address Code
    The invoice address code for the contract.
    Address Lines 1-5
    The address details of the invoice address.
    Postal Code
    The postal code of the invoice address.
    Acknowledgment Address Code
    The address details of the acknowledgment address.
    Address Lines 1-5
    The address details of the acknowledgment address.
    Acknowledgment Address Postal Code
    The postal code of the acknowledgment address.
  8. Specify this information from the Reference tab:
    Customer Reference
    The customer reference code.
    Miscellaneous Description 1-2
    Specify the first and second miscellaneous description to display in a contract line preset.
    Transaction Reference Number
    The reference number of the original transaction.
    Comment
    In this field you can enter any miscellaneous information required.
    Miscellaneous Input 1-2
    Specify miscellaneous inputs to use in the contract line preset.
    Miscellaneous Reference 1-2
    Specify miscellaneous references to add in the contract details.