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Contract Maintenance
The contract maintenance screen is used to maintain contract details and generate sales orders on a regular basis for each contract.
Note: The <Copy…>, <Change Customer…> and <Change Next Due Date…> are only available when enabled in the module Configuration Settings screen (see below).
The <Copy…> button may be used to copy an existing contract to another customer or replicate a contract for the same customer.
The <Change Customer...> button may be used to change the customer account linked to an existing contract.All orders/invoices previously crated against this contract will remain on the existing customer’s account.
The <Change Next Due Date…> button can be used to adjust the next sales order/invoice generation date for a selected contract.
The <Auto-Create> button is used to generate sales orders/invoices for all selected contracts. When this button is presses the user is prompted to select a date which ‘next due’ dates are based on.
As an example;
Contracts are required to be generated on a monthly basis on the 1st of each month.
If the 1st of May is a Saturday contract sales orders/invoices could be processed on Friday 30th April.
In this case the ‘next due’ date must be set ‘based-on’ 1st May as this will result in the following month’s contract sales orders being due on 1st June.
If this date were not changed to 1st May the contracts would be updated with a ‘next due’ date of 30th May (i.e. 1 month after the processing date of 30th April).
If a contract is selected for sales order/invoice generation which is not yet due a warning message will be displayed.
The details of generated contract sales orders may be viewed using the <View Order…> button on the ‘Template Detail’ tab of the Contract Maintenance screen.
Following generation of contract sales orders these transactions should be processes through the standard sales order processing functions (stock allocation, goods despatch, invoice printing, etc.) is manually entered sales orders.
The <View Transactions> button can be used to display monthly sales revenue journals for annually invoiced contracts (see Monthly Journal Postings for Contracts below).
Contract Details
The ‘Template Details’ tab displays information related to the contract customer and repeat frequency.
The ‘Order Details’ tab displays the list of items (stock, free text, additional charge and comments) to be included on contract sales orders/invoices.
The ‘delivery & Invoicing’ tab displays the customer addresses, tax details, discounts and analysis codes.
The ‘Contract Details’ tab displays additional information specific to the contract such as start date, contract type, etc.The module also includes a group of configurable fields which may be shown on this screen (see Configurable Settings below).
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