Contract Master

Modified on Mon, 10 Dec 2018 12:29 by Ryan Horne — Categorized as: Contract Management

Table of Contents [Hide/Show]

   General Information
   Creating New Contracts
      Fields/Filters
   Working Times
   Product Pricing
      Fields/Filters
   Group Pricing
      Adding a Price Group
      Fields/Filters
   Blocks
      Fields/Filters
   Rules
   Copy From
   Other Charges
   Alerts

General Information¶

Default Menu Location Maintain >> Contract Management >> Contract Master

Screen Name CONT1

Contract Master Screen

Function General tab is used to add/edit/delete all contracts with other customers.

Creating New Contracts¶

To create a new contract:

1. Type in the Organization associated with the contract into the upper left hand box:

2. Click the 'New' button on the right side of the screen:

3. Enter in the appropriate contract info, then click the save button:

From here, you can then enter in the rest of the contract details in the following tabs.

Fields/Filters¶

Contract #: The name of the contract

Start Date: The date contract takes effect

End Date: The date contract ends

Customer Contact: The contact person inside the company regarding this particular contract

Internal Contact: The contact person inside your company regarding this particular contract

Bill To: The company being billed for this contract

Active: Check this box to make the contract active (Only active contracts may be selected in the Task Entry Screen in the Contract # field)

Default: Check this box to make it the default contract for the organization (The contract will automatically appear in the Contract # field when filling out the Task Entry Screen.)

Working Times¶

Contract- Working Times Tab

Working Times tab determines the billing rate for labor on particular days and times of the day.

To change the billing rate:

1) Click the Edit button

2) Select which day you wish to change the billing rate for (Thursday is selected in the example below). You may select a default day, which applies the new billing rate to that day every time it occurs during the length of the contract, or you may select a particular day in the calendar.

You must double-click the day in order to select it. The default day or specific date will appear in the field directly beneath the Defaults list.

3) Change the billing rates for the times of the day by clicking on the boxes at the bottom of the screen. Each click will display a new billing rate (i.e. Regular, Overtime, Double, Triple). In the example below, on all Fridays, 8:00AM--5:00PM is billed as Regular time and all other time is billed as Overtime.

Product Pricing¶

Contract- Pricing Tab

Product Pricing tab determines the pricing of different types of products used during a contract period.

Fields/Filters¶

Group: Select the type of product from the drop-down menu

Item: Item that will be used (Items are maintained in Item Master)

Only the items classified under the Product Group you selected above will be available in the drop-down menu.

Unit: Unit of measure

Units of measure are maintained in Rule Maintenance screen by selecting the Units of Measure from drop-down menu

Min Time: Minimum number/amount of time that will be billed

Max Time: Maximum number/amount of time that can be billed

Increment: The increment used for billing (All fractions below this increment will be rounded up to this amount)

Rate Code: Billing rate used for this product (Regular, Overtime, Double)

Price: Price per unit that will be charged

Start Qty: Minimum quantity for the discount/markup

End Qty: Maximum quantity for the discount/markup

Group Pricing¶

Contract- Group Pricing

Group Pricing tab is used to setup standard pricing rates for a group of billable items. Price Groups are maintained in Rule Maintenance screen by selecting Item Price Groups from the drop-down menu.

Adding a Price Group¶

To add rules for a price group:

Click New

Select Price Group from the drop-down menu

Select Factor Type from the drop-down menu

Select Origin from the drop-down menu

Select Stock Status from the drop-down menu

Enter the Factor amount (the amount to factor in when calculating the invoice; enter a negative number for a discount)

Enter the Start and End Quantity (the minimum and maximum quantity to be applied to this pricing rule)

Enter the Start and End Value (the minimum and maximum value to be applied to this pricing rule)

Select the Billing Rate Code from the drop-down menu (Regular, Overtime, 2x, 3x, etc)

Fields/Filters¶

Price Group: Price groups are maintained in Rule Maintenance by selecting Item Price Groups from drop-down menu

Factor Type: This determines what the markup will be based upon (dollars, percentage, or fixed price)

Origin: Factor will be based on the Cost (the base cost) or Price (the list/retail price)

Stock Status: Stock status of the item (Stock, Non-Stock, Both)

Factor: Percentage/Amount that will be marked up or discounted

For a discount, enter a negative symbol (-) before the number

Start Qty: Minimum quantity for this pricing rule

End Qty: Maximum quantity for this pricing rule

Start Value: Minimum monetary value for this pricing rule

End Value: Maximum monetary value for this pricing rule

Rate Code: Billing rate used for this item

Blocks¶

Contract- Block Tab

Blocks tab is used to add and view blocks of time/dollars that have been prepaid.

The system will only calculate the usage of Hours OR Dollars, never both at the same time.

Add a new block by clicking the Edit button and entering the hours or dollars that have been purchased. As the time or money is spent by the company, it is updated in this screen and can be calculated by clicking the Calculate Balance button.

Fields/Filters¶

Do Not Exceed: Check this box to block the creation of new tasks for a block of time/money that has been exhausted

Rollover %: Add an allowable percentage of rollover

Monthly: Check this box if the block is to be issued on a monthly basis

Output: Click this button to display the Message Control screen in order to generate a report detailing the usage of the block of time/dollars

Billed: The amount of money or hours that have already been billed

Pending: The amount of money or hours that have been entered, but not billed

Over/Under: The amount of money left or over billed, money or hours that are left over will appear in green. (Over billed amounts will appear in red)

Rules¶

Contract- Rules Tab

Rules tab is used to define the rules associated with Trouble Codes and the response times for Task Priorities.

To edit the response time for Task Priorities:

Click Edit

Enter the response times in the grid

Click Save

Copy From¶

Contract- Copy From Tab

Copy From tab is used to directly copy all rules from a previously defined contract to a new contract. It provides an easy way to set up new contracts if most of them are similar in nature.

Select the Customer/Contract you wish to copy from the drop-down menu and click the Copy button

Other Charges¶

Contract- Other Changes

Other Charges tab is used to quickly add and calculate any additional charges that may have been incurred during the course of the contract.

Click Edit to add a charge (Make sure the Show Selected box is unchecked)

Select the charges you wish to allow by checking the box located in the first column (You may also enter a default quantity and price)

Click Save when finished

Alerts¶

Contract - Alerts Tab

Alerts tab is used to alert one or several people when service orders are created using particular standard tasks/trouble codes, or when a particular solution code is used for the first time.

To add a new person for alerts:

Click Edit

Enter the person's name in the field next to the Add button for the type of alert you want to add, then click Add

Check the boxes for the Standard Tasks and events you wish to alert the person to

Click Save

Contract Master Screen with notification drop down list

Assign: When someone assigns a standard task to a particular person, he or she will be notified when a task has been assigned to them

Billed: The person will be notified when the standard task is billed

Create: The person will be notified when the standard task is created with this contract

Due Date: The person will be notified when the standard task's Due Date expires

Edited: The person will be notified when the standard task is edited