Define new contracts for customers. The customer contract details information such as charges, clauses, comments, and invoice details.
To define customer contracts:
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Select Work > Contract Management > Customer Contracts.
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Click New Record.
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Specify this information:
Organization - Specify the organization to which the customer contract belongs.
Customer Contract - Specify a unique code identifying the customer contract, and then enter a description of the customer contract in the adjacent field.
Customer - Specify the customer for which to create the contract. The system automatically populates Customer Org.
Status - Select the status of the customer contract.
Contract Template - Specify the template with which to create the customer contract. The template selected defines the high level details of this contract. The system automatically populates Contract Template Org.
Class - Specify the class of the customer contract. The system automatically populates Class Org.
Tax Code - Specify the tax code to associate with the customer contract.
Start Date - Specify the date the customer contract becomes available.
End Date - Specify the date the customer contract is no longer available.
Revisit Date - Specify the date for which to revisit the customer contract.
Customer Contact - Specify the person to contact about the contract.
Specify the customer's Phone Number and Email Address.
Email Invoice - Select to email the customer contact the invoice for the contract.
Invoice Every - Specify the time period for which to invoice the customer by entering an integer, and then selecting the time period unit of measure. For example: Enter 2 and then select Weeks to invoice the customer every 2 Weeks.
Next Invoice Date - Specify the next date for which to generate an invoice for the customer.
Offset Invoice Generation - Specify the number of days for which to offset or delay the generation of the next invoice. Example: Enter 15 to offset generation of the next invoice by 15 days.
Default Invoice Status - Select the default status to define for all invoices generated for the customer.
Default Invoicing Organization - Specify the default organization to define for all invoices generated for the customer.
Invoicing Currency - Specify the currency of the invoices for the customer.
Use Fixed Exchange Rates - Select to use fixed exchange rates for the customer when Invoicing Currency and Invoicing Org. differ. The system defaults the exchange rate with the current active exchange rate where the base currency is the Invoicing Org.'s currency and the foreign currency is the Invoicing Currency.
Sync Fixed Exchange Rates - Select to sync fixed exchange rates when more than one exchange rate is found for the Invoicing Currency and Invoicing Org., or no exchange rate can be found. The system applies the current active exchange rate to the contract items.
Closed WO Only - Select to display only the work orders with a Closed status on the invoice.
Rounding Hours - Select hourly rounding options for the contract. Round the hours of the contract up 15 minutes, down 15 minutes, up 30 minutes, down 30 minutes, or elect not to round the contract hours.
Rounding Days - Select daily rounding options for the contract. Round the days of the contract up, down, or elect not to round the contract days.
Hourly Invoicing Start Time - Specify the time in hours and minutes (ex. 3:00) that the system will begin to invoice the customer for the contract work.
Hourly Invoicing End Time - Specify the time in hours and minutes (ex. 23:00) that the system will stop invoicing the customer for the contract work.
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Click Save Record.
The system automatically populates Last Invoice Date, Last Invoice, Amount Invoiced, Revision, Requested By, Date Requested, Approved By, Date Approved, and Revision Reason.
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Click Create New Revision to create a new revision of the contract from any previous revision of the contract when the previous revision has a system status other than Unfinished or Request Approval.
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Click Copy Contract to copy the header details and child records of the customer contract. See Copying customer contracts.
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Click Reset Contract Charge Definitions to reset manual changes applied to the charge definitions for this contract.