Managing Contracts

Expand the Finance heading in the margin to access the summary list of Contracts and create new entries. You must have at least a Support level privilege.contract dropdown menuTo create a new Contract in the Web, click the “Add New Supplier add button” link and click into existing records to edit. On Windows, click the right mouse button to add, edit and delete. You can indicate the appropriate Contract when creating Product, Asset and Customer items.

A contract may be placed with a supplier to cover support that the supplier provides. Contracts can also be created to define the support service a customer receives. You can link contracts to various other records, including Customers, Assets and Services. Customised forms can be used; a generic form must be called Contract.

Contract A unique number to identify the contract. This can be generated automatically using the tick box on Company Configuration.
Name Give the contract a name.
Archive Tick if the contract is no longer relevant.
Start Date Enter the appropriate date or use the date picker.
Expiry Date Enter the appropriate date or use the date picker. The Work Flow Engine can send an alert to the email address when the Expiry Date is breached (i.e. the day afterwards).
Reminder Date Enter the appropriate date or use the date picker. The Work Flow Engine can send an alert to the email address when the Reminder Date is reached.
Renewal Date Enter the appropriate date or use the date picker. The Work Flow Engine can send an alert to the email address when the Renewal Date is reached.
Email Enter the email address where the Expiry/Reminder/Renewal alerts will be sent.
SLA Indicate the level of service that the contract is to provide. This relates to the SLA category.
Type Use these fields to classify the contract. The fields can be amended to suit using the DataDictionary.
Type2
Cost Input the cost of the contract for the defined period. This amount is charged for a customer contract or paid for a supplier contract.
Budget Cost/Code Enter a required figure and charge code here.
Notice Days Enter the number of days’ notice required when terminating the contract.
Terms These entries can be used for any purpose, such as payment terms for the contract charge, whether it is active or related sales information. The fields can be amended to suit using the DataDictionary.
Status
Branch
Vendors
Sales Quote
Project
Sales Person
PO
PO Date Enter a date if appropriate or use the date picker.
Extra Date 1
Notes Enter further information about this contract
Assignee If appropriate, select the assignee for tickets relating to this contract.
Supplier Details
Supplier Contract Indicate if the contract covers service provided by a supplier. (If the box is unticked, this will be a customer contract). Supplier Contracts are listed in the Supplier Contract field on Assets and in the Contract field on Products.
Supplier Select the supplier from the list. You can click the label to access the supplier record.
Supplier2
Supplier SLA Indicate the level of service expected on this contract. This relates to the SLA category.
User/Customer and Product Details
Org Select the record to which the contract applies. Customer Contracts are listed in the Contract field on these records.
Customer/User
Contact
Inventory
Product Supplier Contracts are listed on Product records
Service Select the Service to which this contract applies.
Support Calls Tick the box if the contract covers a number of pre-paid support calls.
Calls Left For a new contract, the number defaults from the Company Configuration record but you can override this value. When this contract is assigned to a customer, the number is set as the number of pre-paid support calls. It is then reduced as calls are logged against this contract.

Items Covered

The items covered by this contract can be accessed via the More link. It shows the record covered by the contract. If you update the contract, the items covered are automatically updated.items covered

More Contract Information

  • Extra Fields and Attachments (on the More link) can be added once the Contract has been created.
  • The Print button creates a printable form. The output can be customised using a Contract_Print form.
  • The Contract can be included on the ticket form.
  • Activities/Tasks can be added to Contracts.

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