Contract Manager Help and User Guide


Table of Contents

1. Pre-Requisites

1.1. Sage Stock Product Group(s) & Nominal Account Recommendations

1.2. Sage Service Stock Items & Nominal Account Recommendations

1.3. SOP Settings and User Permissions

2. Contract Manager Menu Structure

3. Utilities - Settings

3.1. Contract Settings Tab

3.2. Contract Line Settings Tab

3.3. Sales Order Generation Tab

3.4. Renewals

3.5. Job Costing Settings Tab

3.6. Renewal Prices

3.7. Custom Fields Tab

3.8. Reconcilliation Tab

3.9. Contract Line Analysis Code Tab

4. Contract Maintenance

4.1. Creating Contracts within Contract Manager

4.2. Creating a Contract via Sage 200 Sales Order Processing (SOP) Module

4.3. Contract View / Contract Line View

4.4. Variable Billing Contracts Menu option

4.5. Custom Involving Profile

5. Contract Processing

5.1. Process Amendments

5.2. Process Renewals

5.3. Generate Sales Orders

5.4. Update Renewal Prices (Preferred and Recommended Options)

5.5. Expired Contracts

6. Period End Routines

6.1. Monthly Journal Postings for Contracts

6.2. Contract Reconciliation

7. Contract Printing

7.1. Print Renewal Reminders (not applicable to ‘rolling contracts’)

7.2. Print Purchase Orders

7.3. Expired Contracts - Added to v.201x.2.07

8. Maintenance

8.1. Contract Type Maintenance

8.2. Payment Type Maintenance

8.3. Visit Frequency Maintenance

8.4. Deletion Reason Codes (Cancellation Reason Codes)

8.5. Who Sold Maintenance

9. Imports

9.1. Import Contracts

9.2. Import Service Item Stock Settings

10. Generate Deferred Postings

11. Creating a Contract, via Sage 200 SOP

12. Enable Module

13. Release Notes

14. Contract Manager Downloads


Product overview

Help and User Guide maintained for Contract Manager version v20xx.17.0.0 and upwards


  • Manage the costs and automated periodic billing associated with any type of contract or optionally with a job or project
  • This module provides a solution to the problem of contract management and measurement of profitability per month or for the life of the contract.

Fully integrated within Sage 200 & easy to use

  • This module is operated entirely within the Sage 200 environment and the Screens and processes have been designed for non-IT users.  Contracts are quick and simple to set-up.
  • Contract enquiry and management screen: Provides a simple view of any contract, showing all costs and revenues.  Drill down to any detail or transaction history.
  • Reminder Notices available: Reports are designed in the Sage report designer and are all amendable. (Reminder Notices only apply to contracts that have an expiry date, not rolling contracts, as rolling contracts are deemed not to require renewal)
  • Runs with Multiple Sage Companies: Can be used on multiple Sage companies at no additional cost.
  • System Requirements: The Contract Management & Billing system runs as an additional module for Sage 200 so it has no additional system requirements.
  • There are two methods to create a contract; directly into the Sicon Contract Manager module or via Sage 200 SOP
  • Users can decide to create a new contract for each type for each customer or have a master contract, and have multiple contract lines on the master contract.  Each line can have different periods of cover and different invoicing terms but based on an Annual Price

The Contract Manager Help and User Guide will take you through the features and settings for the Sicon Contract Manager module for Sage 200.  It looks like any other Sage 200 module, making it easy to use for anyone already familiar with the Sage 200 environment.

 


1. Pre-Requisites

Sicon Contract Module requires Sage 200 Commercials to be installed, Sage Product Group(s) set up, Service Stock Item(s) set up, SOP user Permissions to be reviewed / configured , Fulfilment method set (recommendation is to ‘Confirmation Not required’) at least one deletion/cancellation reason set within Contract Manager (Used during amendment and cancellation processes)

Sicon Contract Module can be used Standalone or Integrated with Sicon Job Costing and/or Sicon Service Manager. For further details of these products please visit

Notes:

  • Contract Manager Settings should be reviewed / configured before use
  • If purchased in conjunction with Sicon Job Costing, the Job costing module should be installed first, along with Sicon Common Components.

1.1. Sage Stock Product Group(s) & Nominal Account Recommendations

On a stock Product group, you can set a default contract line description and using the ‘Insert Variable’ button, select and insert key fields which are used when generating recurring invoices (Such as a Description and Bill cover from: Bill cover to dates).

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s)

If added at product group level all service stock items within that product group will by default when adding a contract line will use these defaults, you do not need to add them on the product group and on every individual service stock item, unless for one service stock item it needs to be different in which case on individual Service Stock item (s) via amend stock item details, and the maintenance tab as example below  (it may be that for this service stock item you need to show the Billing duration, rather than the bill cover from: to dates).

Selecting Insert Variable button shows the user all the fields that can be used, and when the required one is found in list simply can be selected by double clicking.

For amended individual service stock item (s), please note that their defaults override the product group default contract line description when using on a contract line.

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 2

Important Note: If you do not set a default, when adding a service stock item, that is flagged as a maintenance item on to a sales order , then in order for the Bill cover FROM:TO dates to appear on the sales order line as additional text and in on the invoice you MUST press  ‘Amend Description’.

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 3

Which in turn will populate the description on the contract line to include code and bill cover from;to dates.

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 4

If you do not select the ‘Amend Description’ no dates will appear on the sales order body, or the invoice, if this is okay for the first invoice then of course it does not matter so much, but from a customer’s perspective they are more likely to pay a contract bill if they know the dates they are being bill from and to.

If you do not select ‘Amend Description’ when the sales order is posted through to the contract itself, and when that contract line is renewed the system is able to use the bill cover from: to dates from within the contract line itself, so on renewal the dates will pull through to the sales order and the invoice. 

The other reason why adding default contract line descriptions on to either the product group or on individual service stock item, is so that the information added pulls through on to the contract line itself.

The screen shot bellows shows a contract where Line one was from a product group that had no default contract line description added whereas Line 2 and three did.

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 5

If it does not matter when looking at the contract in this view, and you are not looking to use the facility to for example ‘send to excel’ and if you are happy to click on each line and view / edit to view the contract bill cover from: to dates then it’s not a problem but during project implementations that we have done although initially the customer may say it does not matter, further down the line it may be useful.

So we recommend the use of adding default contract line descriptions on to a stock product group or on individual service stock items.

Before you can start setting up the Contract module you will need to create Sage Stock Product Group(s), as these are a mandatory requirement of Sage to assign Service Stock Codes within.

Careful consideration should be giving to setting up product groups based on whether you have different nominal codes based on the contract type or if all contracts, regardless of type, are posted to one nominal code. If you have multiple nominal codes on the P & L for example, for different types of contracts you will need to have a stock product group for each of these contract type and associate the relevant nominal code against each one. If you are using separate P & L nominal codes for different contract types for reconciliation purposes, it is worthwhile having equal number of Balance Sheet codes, one for each contract type, this is especially worthwhile if managing deferred transactions ((Posting original value to balance sheet and drip feeding to P & L)  and reconciliation.

Create your Product Group as a type Service/Labour (we recommend ticking keep movement history).

The nominal codes entered on this screen against the product group are those seen from within the sop order when the contract line is posted through to SOP and determines where the initial revenue value is posted. Note Standard Sage requires nominal codes in accrued receipts/issues, but these are not used by the Contract module.

In our example the postings would be:

  • Initial Revenue posted to the Balance Sheet code 29101
  • Initial Costs posted to the Balance Sheet code 19101

If you are deferring costs (posting original value to balance sheet and drip feeding to P & L), when receiving the suppliers invoice, the initial transaction value should be posted to the relevant balance sheet code and careful processing of that invoice is required; in as much as if you have entered your expected costs onto the contract line –  for example £500 (which is the figure that the contract module would use to defer the costs) and the suppliers invoice is received, and it is a different value then the cost price on the contract line will need to be altered to ensure 100% reconciliation.

Be aware that if you have default nominal codes, cc and dept’s set up on customers and within SOP Settings / Default Accounts Tab and you have ‘Use Same Nominal code as ’Customer account’ selected and ‘Use same cost centre & dept as customer account’ selected, you may not see the results you expect when the sop orders / returns are posted.  This is because regardless of what is setup on the stock record as to where to post the revenue, the settings will override it.

Important Note 1: Where you have contract costs and where you are deferring costs (taking into consideration the details above), if you are raising a Purchase order to a supplier, you either need to ensure that on the PO, the nominal code assigned on the POP Order Line is the balance sheet code configured on the Maintenance Contract tab either on the ‘product group’ or the’ service stock item’ itself, is the Analysis Tab; Field Name ‘Stock’ – example screen shot below.

This will ensure that when the PO is raised for the said service item, the invoice will be posted correctly as detailed in note 1.

Sage Stock Product Group (s) - image 1 updated

If you have contract costs and you do not defer those costs, but instead post direct support costs to the P & L, then you should configure the ‘stock’ field nominal account to be the relevant P & L account for where you post support costs for the relevant service item (example below).

Sage Stock Product Group (s) - image 2 updated

If you leave the Default Nominal Account for Stock as your normal stock account, which is normally a balance sheet item, then you would need to look to raise a manual journal to move from the balance sheet stock account to the P & L contract cost account as and when you raise your contract sales invoices, to ensure that your financial reporting is accurate.

In all scenario’s where you have contract costs please be mindful of timings as to when the purchase invoice hits the accounts and when you invoice the contracts to ensure that the costs hit the same period as the revenue, (for more guidance on posting dates and general sage 200 standard periods, please contact your Sage 200 Business Partner).

Where you do not have any contract costs as you as a company are providing all the services invoiced out from within contract manager , then the system would not be looking to use ‘Stock Default Nominal code’ against the service item’ , in this instance then we recommend you look to use a nominal code such as suspense, as the finance teams tend to monitor that nominal account , so if a purchase order is raised for that service item for any reason, it will be spotted, and can be manually corrected accordingly, but as above for more information / advice as to sage 200 standard default nominal codes, please contact your Sage 200 Business Partner.

Screen Shot below for a group where deferred revenue/costs are required:

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 6

Once relevant defaults are set on the details tab you will then need to select the:

Contract Settings Tab.

The deferred nominal codes on the Product Group – Contract Settings tab screen are used as defaults to manage the deferred Income / Costs

In our example above, the revenue journal postings would be:

  • Revenue Balance sheet code 29101: Debited   – Sales P & L code 36001: Credited
  • Costs Balance sheet code 19101: Debited   – Cost of Sales P & L code 36001: Credited

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 7

Contract Settings on A Stock Product GroupSome companies only generate sales orders for contracts through the contract module itself, setting up the contract and processing through to Sage 200 SOP for invoicing.

Some however would like contract to be generated; or an existing one updated automatically via Sage 200 SOP.

You can have a mixture of both, but in order to configure the contract module so it knows how to process contract lines starting off on sales order you need to select your preferred option

When raising a sales orders which contain a service item marked as a maintenance item the options are: ‘Always create a new contract’; ‘Always add a new line to an existing contract’ or where certain criteria are met ‘increment the qty on an existing contract line’

These Settings can be set against the product group, the stock code, or within contract manager. With the Stock Code settings being the overriding one.

Sicon Contract Manager Help and User Guide - Sage Stock Product Group (s) 8

Notes:

When a sales order is saved, a contract will be added or a contract line will be added to an existing contract with a flag set a ‘Future’ using the dates specified on the saved (but not posted) sales order

It is important that before the sales order is progressed to ‘an invoice’ and the ‘posted’ the dates are correct and changed if required as at the point of ‘posting’ the sales order the contract will have changed from ‘flagged’ to ‘live’ and become an active contact

These contract settings can also be set at service stock item level & product group level, and the hierarchy is stock code is the overriding.


1.2. Sage Service Stock Items & Nominal Account Recommendations

Having set up the required Product Group/s, the next step is to set up your service item stock code(s), link them to the relevant stock product group and tick them as a Maintenance contract item (s).

For more details on using Default Contract Line Descriptions, please refer to section 1.1 – Sage Stock Product Group (s).

Please refer to the ‘Contract Settings’ on the Stock Product Group for details on options on whether New Contracts are to be added regardless; A New Line to an Existing Contract or Qty Incremented on an Existing Contract Line (Based on certain criteria)

When Item is sold linking to a contract line is mandatory: If relevant and if enabled the sales order lines cannot be saved without linking to a contract line.  This is relevant to The Sicon Service Manager Module if purchased, to link equipment to a contract to be used when logging a service case.

Sicon Contract Manager Help and User Guide - Deferred Options

Deferred Options To defer income and /or costs resulting in (the original document value being posted to balance sheet and drip feeding to P & L on a monthly basis) tick the boxes as required.

Please also refer to important information relating to which Sage 200 default Nominal codes to use on Service Items created to be used in the Sicon Contract Manager.

NB: if you do not enter any nominal codes in this section, the defaults set up on the product group will be used; if you do enter nominal codes here and they are different than those detailed on the product group, the stock Item codes will override the Product Group codes and will be used in journals posted.

If Deferred Income/cost processing is required, when setting up the Service Stock Item within Stock control and deferred nominal codes on the stock Product Group, the default nominal codes for revenue and accrued receipts should be a balance sheet codes.

Important note: Where deferred costs are being used its important to note that the cost is derived from a cost field on the contract line which is unique to Sicon Contract Manager.

At this time sage costs on a service stock code, sop line are not carried through to contract manager lines.

In the example contract described in this Contract Manager Help & User guide, we are posting a £1200 revenue contract and spreading the revenue/costs over 12 months, but if you are looking to post the initial revenue and costs to the balance sheet, but want to post to the P & L as a one off transaction, in a future month for this particular contract service/type you would use the function below:

Sicon Contract Manager Help and User Guide 3 month deferred posting option on stock record

If ticked, then in our example the £1200 revenue would be initially posted to the balance sheet and would be moved in full (£1200) to the profit & loss 3 months later.

NON DEFERRED

If when posting contracts the revenue and cost, no deferred transactions required (i.e. posted directly to the profit & loss accounts) when setting up the Service Stock Item within Stock control default nominal codes on the analysis codes tab, the revenue and accrued receipts nominal codes should be  profit & loss codes.

Sicon Contract Manager Help and User Guide Amend stock Item details Analysis Tab

Sicon Contract Manager Help and User Guide - Deferred Options 2

Location – even though your stock type is service/labour, in order for the stock code to be active it has to have an associated location/warehouse. This could be an existing warehouse or set up a new warehouse for contract purposes only, we normally suggest a warehouse called ‘Service Contracts’ or ’Contracts’.

Sicon Contract Manager Help and User Guide Edit Warehouse Details to add a service contract warehouse


1.3. SOP Settings and User Permissions

Within SOP Utilities – System Set Up – SOP Settings – Order Processing Tab, ideally the Service/Labour order lines should be defaulted to Confirmation not required.

NB: If you do process normal sales orders with service/labour items that do require users to confirm dispatch then leave as Confirmed with Goods Dispatched or Confirm as Service/Free Text.  The system will for contract orders lines only, change the contract line to Confirmation not required automatically.

Sicon Contract Manager Help and User Guide SOP settings and order processing tab

Within SOP Utilities – System Setup – User Permissions, those users using the contract module MUST have at least Override Prices, Override Cost Prices set to yes.

Sicon Contract Manager Help and User Guide Sop User Permissions


2. Contract Manager Menu Structure

Sicon Contract Manager Help and User Guide - new-image-menu-items-part-1Sicon Contract Manager Help and User Guide - new-image-menu-items-part-2

Within the Contract Module, users can (based on the users & role permissions):-

  • Maintain new and existing contracts
  • Manage deferred income and month end routines
  • Print contract renewal notices (for non-rolling contracts)
  • Print a purchase order for the contract lines where supplier details and costs have been entered (Does not post to POP, and is meant for internal purposes / reference only (i.e. for the contract person, to hand to finance team to make them aware that a suppliers invoice is forthcoming in relation to a service contract being sub contracted out)
  • Maintain cancellation and deletion reason codes (Can be used on custom reports)
  • Maintain (add reasons codes) for naturally Expired contracts
  • Configure & Enable the module
  • Import Contracts & Default settings for service stock item records in relation to contract settings and where there is deferred income / costs associated with the records imported, generated the deferred income transactions which are stored and then used to generate the monthly deferred routine

Contracts List: Selecting this will give you a Sage 200 List View of contracts from which you can select and edit / view.

Sicon Contract Manager Help and User Guide Contract List Screen


3. Utilities - Settings

Sicon Contract Manager Help and User Guide - Utilities Menu


3.1. Contract Settings Tab

Sicon Contract Manager Help and User Guide - Contract Settings

Functionality

  • Enable auto number: If ticked, the system will auto generate a contract number, if un-ticked users will be able to enter a user defined contract number on saving (can be switched on at a later date and using the ‘generate contract numbers’ populate previous blank contracts with a contract number).
  • Allow contract copy Ticked will enable the users to make an exact copy of a contract as opposed to re-keying all the details. (This works well for contracts that are one contract line per contract, and separate contracts for the same customer is your preferred use of the module, it does not work so well if you have multiple lines per contract because you would use the function to copy, and then potentially unless all details on lines are the same, you would need to edit each line and change details where necessary).
  • Allow contract customer change; Not recommended where using deferred transactions: But if not and If you have set up a contract for a customer , and then realise it is wrong, then you can (if this option is enabled) change the customer , please note that any previously linked sales orders generated from a contract, and deferred postings will not retrospectively change, so this option should be used with care and consideration. And if you change the customer and then look on the contract   ‘ Sales orders generated from this contract’ pane’ – the sales order listed will not show they are for a another account, so could cause confusion.
  • Quantity format sets the display to the required number of decimal places. Two is default.

Sicon Contract Manager Help and User Guide Contract Settings Quantity format

And the default format contract line Quantity and Annual unit price would display as below:

Sicon Contract Manager Help and User Guide Quantity format display image

If you change for example to 4 then on a contract line the contract line Quantity and Annual unit price would display as below:

Sicon Contract Manager Help and User Guide Quantity format display image with extra decimal places

Attachment location: Default location for documents to be stored that are adding within the attachments tab (effective sage 200 2015 versions they changed  from one default attachment location for all sage 200 companies to one per sage 200 company so when upgrading from a previous version, if you are running the module in multiple companies and you are using the option for attachments your business partner / you should check the location post upgrade, and change where required and discuss with them the file location of documents prior to upgrade)

Year-end Date: Year End date is used in connection with the feature, ‘enable ‘New / Existing’ status’ for a pure custom reporting ability and flagging a deferred line as ‘New’ or ‘Existing (within up to year end date specified)

This feature was included for a customer who wanted to record within a given 12 month period (and not the same 12 month period as their sage 200 financial year) which contracts were ‘new’ which were existing.

Sicon Contract Manager Help and User Guide Year End Settings

Update Billing Unit Price: Fix DI: Set Next Contract Number: Generate Contract Numbers (Options at bottom of Screen).

Sicon Contract Manager Help and User Guide - Contract Settings - Functionality

Update Billing Unit Price : Not for general use and should not need to be used:  Within the module purely in case a customer has issues upgrading from an older version and the Billing Unit Prices have not migrated/upgraded properly; If you encounter an issue with your billing unit prices contact sicon support for further assistance.

Sicon Contract Manager Help and User Guide Billing Unit Price confirmation screen shot

  • Set Next Contract Number: In Conjunction with ‘Enable Auto Numbering’ or after ‘Importing Contracts’ select ‘Set Next Contract Number’ to set the next Contract Number
  • Generate Contract Numbers: If Auto Number was not set and contract shave been added with no contract numbers use ‘Generate Contract Numbers’ to populate numbering of pre-existing Contract; also can be used if importing contracts with no numbers

If this feature is enable, the system the deferred transaction line will change from ‘new to existing’ once the date/month in a given year is passed.

Sicon Contract Manager Help and User Guide Deferred Revenue screen shot

Enable dismiss option on update contract lines screen: (Not recommended)

If contracts are generated from sales orders, at the time of posting the sales orders a screen appears to show what contracts will be either added/updated. If the user chooses not to update contracts at this time, when the contract module is accessed a warning will appear to show that there are unposted contract entries (the user can then post from there).

If however this ‘enable dismiss option’ is ticked, at the point of Post Sales orders, a user could choose to dismiss the creation of contracts, which in turn means that the contract will not be generated.

  • When updating contracts from SOP, always create a new contract for the customer (regardless of whether there is an existing contract for the sop customer) or
  • When updating contracts from SOP, look for an existing contract for the customer, but always create a new contract line

For a more In-depth explanation of these two options / settings  see Creating a Contract via Sage 200 Sales Order Processing (SOP) Module

 

Maximise Edit Screen

If not enabled when you first edit the contract the screen is minimised.

If enabled, when selecting ‘Edit’ the Contract Details Screen will be in ‘full screen mode’

Sicon Contract Manager Help and User Guide Maximise edit screen explained

Optional Features

Sicon Contract Manager Help and User Guide Optional Features Screen shot

Enable Contract details Tab: If enabled when within the contract an extra tab appears showing the ‘Type’ ‘Payment Type’ ‘Visit Frequency’ ‘Who Sold’ options configured within the ‘Maintenance’ area

Enable deferred nominal Tab: Deferred Nominal codes to be used within the system are configured within either the Stock Product Group or on the Service Stock Item. If however there is a situation whereby for some contract lines the deferred codes are to be different than those defaulted its possible by line level to specify the codes to be used

Sicon Contract Manager Help and User Guide Contract Line deferred tab explained

Enable Custom Fields Tab: If enabled any configured Custom fields created within Configuration settings, Custom Fields set up, will be accessible from within the ‘Custom Tab’ on the contract / contract lines

Enable SOP analysis codes: If enabled you will be able to on a contract line select the standard Sage 200 sop analysis codes. Various screens within contract manager allows filtering by sop analysis codes.

Show period of grace:  (POG) A flag to mark the contract as being in a state of ‘Period of Grace’: For example ‘and you are in discussions with the customer but the contract end date is approaching and / or has passed but you still want to supply a service while you are in discussions. By flagging the line as POG as a visual to note the fact. It would also be possible for any custom reports to pick this flag up.

For customers using Sicon Service Manager Module, the POG flag will show against the equipment on a customer’s record / within a service manager case.

Enable Enhanced Discounts:

If not enabled, line discounts are of one type (as per standard sage functionality) , and are visible/amendable on the line as below.

If enabled an extra tab will appear on a contract line where you can specify discounts for different types of discounts; ‘Campaign’ , ‘ Scale’ , ‘Loyalty’  these could then be reported on custom reports to report on discounts given and for what reason.

Within Contract View, and the Contract all lines view, the enhanced discounts are also visible by %, Unit Value, and where in use ‘Pro Rata Unit, Total discount %, Total Discount value & yearly results.

Deferred Income ‘Change deferred posting status without generating journals’

Sicon Contract Manager Help and User Guide Deferred Income

Against each deferred transaction line is a ‘Posted’ or ‘Not Posted’ status;

Posted meaning a journal has been created for that line, and movements within the nominal place has happened

Not Posted meaning the Period End Routine for the relevant period which would result in a journal being created has not yet taken place

If ‘Change deferred posting status without generating journals was enabled: It would be possible to change the status from ‘not posted to posted’ or ‘posted to not posted’ but NO journal would take place and no nominal movements would occur

** Important Note** Deferred reconciliation looks at these ‘posted’ and ‘not posted’ status , values, and transactions within deferred to give you the values of deferred income and costs past and yet to happen Not Posted , so if the deferred status is changed the ‘not yet posted/happened will change’ and will no longer reconcile with the nominal

This function should only be used if for some reason a manual journal took place against the nominal codes assigned to be used at month end for, and you need to adjust the deferred income/cost line

 

Display

Hide warehouse: Will hide the Warehouse drop down list box in the contract entry screen.

Hide unit cost: Hide the amend unit price option when making amendments

Hide internal description: If unticked the internal description column will show on the summary tab when editing a contract.

Set Next Contract Number: If Auto Contract number switched on, you can set the starting number here, i.e. C0000001.

Generate Contract Numbers: If you have existing contracts with no contract numbers, selecting Generate Contract Numbers will populate existing contracts with contract numbers based on your starting number as above.


3.2. Contract Line Settings Tab

Allow editing of contract line quantities: If ticked users will be able to alter quantities on a contract line.

Only service items to be visible when adding lines to a contract: If enabled when adding a code the system will only show service stock items and Standard Sage 200 stock items will not be visible for selecting.

Delivery address is compulsory: Tick if it’s a mandatory requirement for users to select a delivery address for the service being provide (The Standard SOP delivery addresses function is used for this area of the module).

Automatically create default delivery address: Only applicable if ‘delivery address is compulsory’ and if enabled and is designed to be sued where there are no sop delivery addresses created already.  If there are no delivery address created all ready with this enable the system will use the customer’s s/l address and a) create a sop delivery address and use on the contract line automatically.  If the customer do have some sop delivery address already created then on the contract line, users will need to select one from the already created sop delivery addresses, it will not default to the customers s/l address.

Ask for Reason for deleting contract line: Force users to select from a drop down of reasons why a contact is cancelled. The system requires a minimum of one cancellation reason to be set.

Delivery Address Caption :  Use where an alternative name for delivery address to be used as a prompt/label  (For example , if the services being supplied at a customer’s address is known to your company as ‘Site’ you may prefer to use label ‘Site’ rather than delivery address].

Display delivery address when viewing contract lines: When ticked this will show the delivery address when editing a contract line.

Default Warehouse for new lines: Sage Stock Control requires a warehouse, even for service items, when using service stock items for contract manager if there is no ‘real’ warehouse we recommend you set one up called ‘contracts’ or ‘service items’ and allocate accordingly against the service stock item when creating.

Enable price change with amendments: If enabled the users will be able to make changes to the price of a contract during the amendment process being used.


3.3. Sales Order Generation Tab

Sicon Contract Manager Help and User Guide Sales Order Generation Tab Settings

Sales Order analysis code to be set: Select which SOP header analysis code, (pre-configured in standard sage) you wish to stamp with the title in Value of sales order analysis code been set.

Value of sales order analysis code been set: Enter a Description for the content, which will be populated as set in the relevant SOP Sales Order analysis code.  This is then pulled through to the SOP module on the sales order and can be viewed on list views, printed on documentation and used for reporting.

Use Contract billing description if populated: If enabled the Billing Description entered on the main contract screen is added as a comment line on to the sales order underneath the contract line itself (If a contract has multiple lines, with same renewing dates, you may not want to enable this option as you may end up with the additional ‘billing description comment’ appearing multiple times on the sales order and therefore invoice.

Create orders for customers on hold: If enabled, during process renewals and generate sales order process, a sales order for the relevant contract will be generated (Thereafter standard sage 200 credit/on hold functions take precedent). If not enabled the system will not generate a sales order, and the account in standard sage would need to be taken off hold before the module allowed users to either ‘generated the sales order’ or processed renewals for that account. 

Separate sales orders for each delivery address: If enabled the system will generate separate sales orders per delivery SOP delivery address (For example you have one contract for a customer with two lines both renew on same date for different delivery addresses; if enabled the system would generate two sales orders, whereas if you do not enable this option only one sales order would be generated and you may want to then ensure that the invoice layout on the lines show the end users contract sop delivery address.

In Conjunction with the above, and only editable if the above setting enabled; The system will change the sales order delivery address details to match the contract line delivery address.

In conjunction with the above: Use customer delivery address description as customer order number: Use if the customer delivery address is to act as their order number on the header of the saes order (This would only work if you used the function ‘separate sales orders for each delivery addresses).

Use New contract Line screen: If ticked, within the Lines of a contract the Edit button appears.  When the Edit button is selected, it brings the full set of details relating to that line.  If Un-ticked, the Edit button is not displayed and lines can be viewed only.

Change deferred posting status without generating journals: Allows the processing of deferred revenue postings without creating a nominal journal, this is used when other factors need to be taken into account, and a report of the deferred income is used to populate for example a 3rd party/external system.


3.4. Renewals

Within the module there are Renewal Reminders (not relevant with contracts lines that are flagged as ‘rolling’ because these by the pure nature they are rolling, do not expire/do not need renewing)

We do NOT recommend rolling unless you know that your pricing never increases, and your company does not wish to review contracts and potentially increase contract pricing

It’s very easy to renew contracts (even if no price increase) , using the Update renewal process so we strongly recommend always setting a contract line to expire , so it can be reviewed.

Renewal Settings

First renewal reminder in xx months and second renewal reminder in xx months

When run, the options in here can be used to determine which layout is printed when printing the reminders; the layouts could have different wording on for the different intervals, i.e. in this screen shot instance, the 3 months before renewal reminder may be worded differently to the reminder printed 2 months.

Hide Renewal Quantity –  If all your contract quantities are 1, and they do not increase, then enable this ‘Hide renewal quantity’ so the field is not seen on the renewal tab during the renewal process (avoids confusion for users).

Allow confirming renewals whilst updating renewal prices –  During the update renewal process , previously users would have to go into each line, the renewal tab and confirm the customers acceptable that the customer is renewing at the said price. By enabling this feature on the ‘update Renewal Screen a ‘Confirm Renewal for All Lines’ button will appear and if used the ‘Renewal confirmed’ box will be ticked’ on the renewal tab on the contract line, thus allow the contract renewal invoice to be processed.

Use existing annual unit price if renewal price is zero  – Enable if you would prefer on the contract line, on the renewal tab, that the current contract line unit price is pulled through into the Renewal annual unit price field rather than £0.

When renewing, default renewal discounts to current discounts if renewal discounts are not set – Enable if you would prefer on the contract line, on the renewal tab, that the current contract line discount details is pulled through into the Renewal annual unit discount % and value fields.

Default renewal frequency to current line frequency – Enable if you would prefer on the contract line, on the renewal tab, that the current contract line invoice frequency value is pulled through into the Renewal annual invoice frequency field.

Default renewal Duration – If all your contract renewals will have the same contract length / duration, enter here to save entering the same information in on every contract renewal, i.e. if all your contracts renew for a further 12 months enter 12.

Default price % increase – if all your contracts at renewal increase by a certain % enter the % value increase here, i.e. if they always increase by 5% enter 5.

Please note that when the Reminders function is run, (from Within ‘Contract Printing’ / ‘Print Renewal Reminders) and if the above example the reminders for ‘3 month’s is printed, if they need to be reprinted, on the relevant screen you need to tick ‘Display Previous Printed’ (As per screen shot below) otherwise they will not appear on the list because the system will know they have already been printed.

Sicon Contract Manager Help and User Guide Print reminders display previous printed explained


3.5. Job Costing Settings Tab

Sicon Contract Manager Help and User Guide Job Costing tab settings

If Sicon Job Costing is installed the two modules integrate based on settings determined on this tab.  When Enable Job costing is ticked, then the system will integrate with the Sicon Job Costing Module.  If Create job for every contract is ticked, upon saving of a new contract, (within the contract module) or when updating a contract/posting of a SOP Order, where contract lines are included, a New Job will be created.  You can set a default Cost Header to which the revenue will post to on the Job.

You can set the format of your job costing numbering.  By default if contract Auto number is switched on and your contract number is generated for example 0000008, then the Contract number will be generated C0000008, (with a C in front of it).

If Create new job for each contract line is ticked, when a new line is added to a contract then a sub job will be added automatically using the original job number plus the line number; e.g. if existing Job number was C0000008 and a line was added and it was line 2 on the contract the sub job would be C0000008-002.

Zero sales order transactions in job costing and show deferred postings instead: Only editable if selecting to ‘Enable Job Costing’.

If using deferred transactions within contract manager, and if on the job you prefer to see the revenue in the month that the deferred income is moved to the P & L (therefore spread over the period of the contract then you should ‘enable this’ feature ; If not enabled then the contract period revenue will appear as one lump figure when the sales order is invoiced.

Create Outstanding Jobs: Run this routine if you have enabled job costing after contracts have been previously created, and you wish to retrospectively create Jobs or if you have imported contracts.

Sicon Contract Manager Help and User Guide Create outstanding jobs


3.6. Renewal Prices

The following settings are used when running the ‘Update Renewal Prices’ routine and you have set contract pricing using price bands.

Sicon Contract Manager Help and User Guide Renewal Tab price book set up explained

Current Price book: the price book that will be used to update renewal prices for contracts with a renewal date before the ‘Price Increase Date’ field.

Price Increase date/Renewal price book: any contracts with a renewal date after the ‘Price increase date’ will use the ‘Renewal price book’ when updating renewal prices.

To move on / Forward to next Year

Once the price increase date has past, and you prepare for the following year you would:

  1. Prepare a new price book (using our example you would call ‘From 01-01-2017’)
  2. Change:
    • Current Price book to be ‘From 01-01-2016’
    • Price Increase date to be ‘01/01/2017’
    • Renewal price book to be ‘From 01-01-2017’

3.7. Custom Fields Tab

In addition to analysis fields, users can set up their own custom fields, which can then be allocated against a contract line.  Custom Fields are visible not only on the contract line, but on screen on the main contracts list, selecting the Contracts, Contract line details or Custom fields radio buttons.

NB: SpareDateTime, SpareNumber and SpareText fields 1 and 2 are reserved for system use.  It is not possible to configure the number of decimal places shown for ‘numeric’ spare fields.

Configurable (Spare) Fields

It is possible to setup a number of configurable text, numeric or date fields to be maintained against each contract Line, (custom Tab).

When a value is entered for any of the SpareDateTimex, SpareNumberx or SpareTextx fields, this text will enable the fields on the Contract Maintenance screen with the name/label being the configured value.

Sicon Contract Manager Help and User Guide Custom tab set up explained

Once Configured these Configurable (Spare) Fields can be seen on a contract, Contract Line, and Custom Fields Tab.

Sicon Contract Manager Help and User Guide Custom tab info on lines explained

As well as being seen on the Main Contract List as with Sage 200 Standard, users can right mouse click on the screen/lines and ‘Send to Excel’, ‘Print’, or ‘Find’. The columns can be sorted, and moved around to suit users own requirements.

Sicon Contract Manager Help and User Guide send to excel on list views explained

On the main contract screen there are various radio buttons, which each show different lists of information. The Contracts option will list all contract lines with all fields on the line shown, this allows those using the standard sage function, to right mouse click which gives the option to Find, Export to Excel or Print.


3.8. Reconcilliation Tab

If marked as ‘to be visble’ ,  Sage 200 Sales Ledger anaylsis codes  will be visible when selecting display on the section ‘ Deferred Invcome By Customer And Product’.

Sicon Contract Manager Help and User Guide reconciliation and analysis codes explained

Sicon Contract Manager Help and User Guide Reconcillation Tab in CM Settings

As with most list views within Sage 200 , users can right mouse click and export ‘Selected’ Line’ or ‘All’ to Excel.


3.9. Contract Line Analysis Code Tab

These anaylsis codes are configured from within Sicon Contract Module (as opposed to the standard sage 200 anaylsi fields which are set yup in ASM, and configured to be used within the sage 200 modules).

Sicon Contract Manager Help and User Guide sicon contract line analysis code set up screen

If configured, and used on a contract Line within contract manager they are pulled through to the relevant Sales Order Line, and can be added to custom layouts / reports.

They can be configured either to be a ‘Drop Down’ , ‘Date field’, Text’, ‘Numeric Value’ or Tick Box and can be marked as Mandatory if required.

Sicon Contract Manager Help and User Guide custom field options

These anaylsis codes are selectabe, viewed or edited on each contract line; Mandatory Anaylasis codes can be identified by the * symbol.

Sicon Contract Manager Help and User Guide custom fields as they appear on lines

Sicon Contract Line Anayslis can be used for filtering the ‘Cotnract Processing’ elements of the module as shown below :

Sicon Contract Manager Help and User Guide Process amendments and filters

Process amendments and filters 1

Sicon Contract Manager Help and User Guide Process amendments and filters 2
Sicon Contract Manager Help and User Guide Process amendments and filters 4


4. Contract Maintenance

Sicon Contract Manager Help and User Guide Contract Maintenance menu

When you first open the Contract Maintenance Screen by default all Live contracts are visible.

To change which contracts to view enter wither a customer code to select just one customers contract (s); One Contract status: Black for all, On Hold, Cancelled, Completed, or use filters such as Service Item Code, Name, or a SOP analysis codes (which are assigned at contract line level).

Users can also choose on this screen to view by contract line analysis by using the radio buttons which then list the contract lines, rather than top level.

After which users can select the contract (top level) or individual contract line’ to view, edit, delete, copy existing contracts, add new contracts.

Various filters including by customer, by service stock code / name, by sop analysis codes (which are assigned at contract line level).

Sicon Contract Manager Help and User Guide Contract Maintenance Main screen radio buttons

Use the Radio buttons to show different detail:

  • Contracts: (As above screen shot) showing the Contract Number, A/C Ref, Customer Name, Description, Status, Contract Totals (Net before discount, Total Discount, Total Net after Discount)
  • Quantities: Will show the Qty, Pricing, Unit Cost, No of times used (number of times the contract line has had a sop contract order generated from it), and no of invoices remaining ( for example Annual contract , but invoiced per Qtr, 2 invoices invoiced, 2 left)
  • Contract Line Details: Will show the Qty, Pricing, Unit Cost, No of times used, Customer Delivery/site address (Label of which is configurable within settings), no of invoices remaining, Contract Start Date (current contract period), End Date, Current Bill cover to:from dates, Invoice frequency (i.e. If invoicing annually this would display 12, if invoicing per Qtr this would show 3, if invoicing monthly this would show 1. Also displayed would be any analysis codes attached to line, the Sicon Job costing Job associated with the contract if linked (and if job costing enabled), and any renewal or amendment details
  • Contract Analysis codes: Will show the Sicon Contract Module Analysis codes associated with the contract line (as opposed the sop analysis codes)
  • Custom Contract Manager Fields:  Will show any custom fields (Spare fields) assigned to the contract line. Custom fields can be either text, numbers, date & time, and there are 5 of each available and are configurable within configuration settings
  • Edit the Contract Selected to View (or edit)
  • Description: contract description for internal purposes only, such as Jim Murry’s Contract (s) (When there is one master contract for a customer with multiple lines)
  • Status: Manual Status users can set to define the status of a contract and can be used on various list views (No automation process change this status, and should not be confused with the contract line status)

Sicon Contract Manager Help and User Guide View Contract Main Screen

Purchase Order Printed: When a contract line on the contract has had a PO printed (not to be confused with sage 200 POP printing) this flag is ticked (Note that even if there are multiple lines on a contract at this time it only takes one line to have had a PO printed to flag this; this feature will be enhanced and extended in future releases)

Total invoiced to date/total remaining: Total value invoiced and total value remaining based on sales orders generated from this contract, and remaining values to be invoiced

Sales Orders: Sales Orders generated from this contract will be listed and can be viewed.

Orders Created from this contract: This section shows sales orders and sales returns generated from within the contract, or from a sales order linked to the contract , use ‘View Order’ to view the order/return. Where a one off credit, one off charge or an amendment has been generated thus producing a sop order or return they will also be shown

View Deferred Postings: Select to view the deferred posting transactions associated to the order / return

Sicon Contract Manager Help and User Guide View defferred Postings

The details being displayed include:

Deferred Transaction Line for the relevant month; SOP Document Number; Amount that has or will be deferred on that date; The Posting Status ( Posted means the deferred routine has been run for that month, and the journal has been created); The URN allocated to that posting; The Nominal codes used within the journal, ; Deferred Ref ( Balance Sheet code debited for an order/credited if a sop return) and P/L Ref
( P & L code credited for an order/debited if return)

If for some reason the journal was for example created as a recurring journals manually in the nominal by the finance team, not realising its automatic, users can create a ‘Reversal’ of the posted or yet to post transaction, or if a manual credit note has been raised against the contract and not linked correctly to the line, the transaction line can be adjusted by using the ‘Edit’ function

Important Note : The transactions stored for deferred income / costs are stored and used in the ‘Contract Reconciliation’ and therefore it’s important to try and ensure that all adjustments to contracts are done in the correct way, and that no manual journals are posted to the nominal accounts within the nominal ledger , if they are there will be variances . See Contract Reconciliation section for more details.


4.1. Creating Contracts within Contract Manager

Select Contract Maintenance from the side menu, click on New and complete the contract header details as required.

Description is displayed on the list view, contract list Customer Order Number is for the while contract, and is not populated through to individual contract lines so where multiple contract liens are on a contract, with different periods and where customers issue different PO numbers for each contract line you may wish to consider using Sicon Analysis Codes to record individual contract Line PO numbers if applicable.

Sicon Contract Manager Help and User Guide Creating Contract details tab

Once completed, click on the Lines Tab and Add to start adding the contract line(s).

In the example below, we are entering an annual contract for £2400 (revenue), period of cover 01/04/2016 – 31/03/2017, with an Invoice frequency of 12 (meaning every 12 months / annually).

Annually invoiced contracts do not have the same issue.

Sicon Contract Manager Help and User Guide - new-contract-line-screen-shot

Select the relevant Service Stock Item; within settings you can make it so that only service items are selectable on a contract line (see note 1).

Select the site/location address from the drop down field – users can add/edit addresses from this screen and a default defined if required.

NB: these are standard Sage SOP delivery addresses. The label can be changed in the module settings to suit your organisation and can be made mandatory.

The Internal Description and Sales Order Line Description will pull through from the Stock Item (if defaulted) but can be edited if required (Internal Description can be turned off in settings if note required; some companies use internal description to add notes for internal use, but if this applies then unless you want these notes to appear on documentation then this field should be excluded from layouts).

Depending on your preference there are two options as to how the information pulls through to the sales order (and in turn invoice).

Option1 : if the stock item name is descriptive enough, users do not need to detail information in the ‘sales order Line description’ field as the system will pull through the stock name on to the sales order line, along with the dates to:from , if this is your preferred option please note that the bill cover from; to dates are displayed underneath the description line on the sales order; so if for example you have several lines on the contract generating at the same time, it may limit the number of lines on a sales order / invoice.

Option 2

Use the contract line ‘Sales Order Line Description (Which defaults to the stock code and period of cover variables) in order to make the dates appear displayed on the same line as the sales order line description (not underneath)   Using this Option also allows you to add additional variables  that will be populated from data on the contract and which each time generated show the appropriate information without the user having to manually amend.
Enter the relevant Quantity, Annual Price (Revenue), Annual Cost Price (if applicable) and Contract Start and End dates (the contract original start date for renewing contracts is stored and shown as the original contract start).

Invoice Frequency: e.g. For yearly invoicing enter the Invoice frequency as 12; for quarterly enter 3 and for monthly invoicing enter 1.

Rolling Contract should only be used/ticked – if the contract renews automatically every year, i.e. no price change and you do not wish to go through a ‘renewal’ process (Rolling Contracts are not displayed within print reminders because they are rolling they are treated as ‘not requiring renewal’.

Sicon Contract Manager Help and User Guide update renewal prices by zero percent

However we always recommend regardless of if a customer’s pricing does not increase that you consider the benefits of not using the rolling feature; But instead add a duration; add a contract end date and prior to renewal review contract and if there is no price increase as a ‘cheat’ you can use the ‘Update Renewal Prices function (within contract processing) to renew all contracts with 0% increase, simply by entering 0%, select relevant contacts and ‘Process’; Screen shot below.

Sicon Contract Manager Help and User Guide contract invoice already generated screen

Current Invoice Already Generated: when you have (on a previous system) already invoiced for the current bill cover from:to   (and you are entering the contract line in peroration for the next invoice to be generated you should tick the ‘Current Invoice Already Generated’ as Highlighted above.  By ticking this, no transaction for the current bill cover from:to will appear in the ‘Generate Sales Order Routine / Screen’.

The current bill cover from:to is the current period of cover, if setting up a contract in advance in preparation for renewal, (a) and for example current period of cover is 01/04/2016 to 31/3/2017 and the invoice for the current period has already been generated by your previous system  then the current bill from:to period will be 01/04/2016 to 31/3/2017, with next bill from:to dates being auto populated and in this example 01/04/2017 to 31/3/2018.

Whereby if the first period of cover is 01/04/2017 – 31/03/2018 and that is the period you wish to raise an invoice for the first time you would still enter the current bill cover from:to as  01/04/2016 to 31/3/2017 (if not the system will not know to invoice for the period 01/04/2017 – 31/03/2018.

Subsequent invoices will then be generated from Contract Manager as required as per the Next Bill Cover from and to dates which will be automatically populated in accordance with the invoice frequency.

Note 1: If on a contract you wish to add a service stock item so it is invoiced at the same time as the first invoice (i.e. service item for installation of kitchen) then as service item should be set up, but not ticked as a maintenance item, this can then be added as a line to the contract, the bottom half of the screen is greyed out, as no dates, invoice frequency is required.

Sicon Contract Manager Help and User Guide adding a non contract service item on to contract l

When the first invoice for the contract is invoice this ‘install’ line would be charged, it then is hidden on the contract.

SOP analysis codes can be assigned against the contract line (The use of sop analysis codes can be switched off in configuration settings (For further details on setting on standard sage 200 sop analysis codes please refer to the sage 200 user guide ).

Sicon Contract Manager Help and User Guide SOP analysis codes tab on a contract line

Sicon Contract Module also allows up to an additional 150 analysis codes specific to the module, and can be used in various areas for filter and custom reporting.

Sicon Analysis fields are setting up within configuration settings and can be either text, date, numeric or can be set to tick on/off or a value selectable from a drop-down list and can be marked as mandatory.

Sicon Contract Manager Help and User Guide Sicon contract analysis codes set up screen

They are allocated at contract Line level and can be used in various areas for filter and custom reporting.

Sicon Contract Manager Help and User Guide sicon contract line analysis code set up screen as it appears on the line

Pro-rata Contract Lines

If you wish to align a contract line with an existing contract or to amend all contracts to fall in line for renewal dates, the system allows you to mark a contract as a full years contract, but when invoicing the initial period, you are able to pro-rata it.

Add the line with the appropriate start and end times but in addition, tick the pro-rata box and enter the pro rata start date.

In the following example, the contract will run from 1/1/16 to 30/9/16 and be invoiced at £900.00 and then at renewal, will run from 1/10/2016 to 30/9/17 and will be invoiced at £1200.00.

Sicon Contract Manager Help and User Guide - pro-rata-new-line

If Job Costing integration is enabled, select a Job and Cost Header (although it is possible for Jobs to be created automatically, see configuration settings for further details).


4.2. Creating a Contract via Sage 200 Sales Order Processing (SOP) Module

It may be that you have to quote your customers before they take a contract on with you in the first instance), if this is the case within standard Sage 200 SOP quotes, you can pick up the service stock item for the contract, but until the quote is converted to a sales order, there will be no contract fields / contract tab visible to add information to

It may be you are invoicing for a standard stock items that come with a contract, and there is a requirement to invoice them both on the same Sales Order with all the normal SOP functions available as standard sage

Within standard Sage 200 sales orders when you a line you will see a screen similar to the below:

Sicon Contract Manager Add line to sop

However, if you then add / select a ‘Service stock Item’ which on the stock record is flagged as a maintenance item) an extra tab appears entitled Contract Details

If you wish the Code and bill cover dates from: to push through to contract / the contract line description you must select the ‘Amend description.

Create new order item line

When selecting the Amend Deception button, as example screen shot below, the information pulled through is the ‘Code’ and the ‘Bill cover from;to’ period. If you do not use the ‘Amend Decryption function to populate the details’ then on the contract lines itself the ‘Description will be blank’.

Amend description feature

When adding the contract service item all the standard contract line fields appear and will need to be populated, and depending on settings will automatically suggest a contract, contract line to link to or you can manually link to increment quantities.

When adding a service stock item (that is flagged as a contract maintenance item) depending on settings

which can be set at stock product group level, stock level or within contract manager the system will either:

  • When updating contracts from SOP, always create a new contract for the customer (regardless of whether there is an existing contract for the sop customer) or
  • When updating contracts from SOP, look for an existing contract for the customer, but always create a new contract line

Pending line settings

If either of the above two settings are selected, then when a sales order line is added for a contract item, there will be no option to ‘Link to Existing Contract Line’ and therefore a ‘Pending Contract Line’ will be created (Which in turn becomes a ‘live’ Contract Line’ at the point of the SOP Post/Contract Update’ occurs where the contract line on the sales order has been printed/completed.

If neither of the settings are selected, then when you start to add the contract line the system will highlight (in green) that ‘A new pending contract line will be created’ (This is because at this time, no details have been added for which the programme to see if any details match existing contract lines).

Adding a new line showing pending message

As you start to add details, if the Qty, Annual Unit Price, Delivery Address and Start Date match an existing contract then (in red) you will be advised (as per example screen shot below) that the system has found a match line.

Pending line messages

You can then ‘Linked to Matched Contract Line’, If you select then the system will confirm the action to be taken.

sales order linked to contract message

Once you confirm by selecting ‘yes’ the system will confirm the new sales order ‘pending line’ is linked to the relevant line on the existing ‘live contract line’.

Linked message

Until the line is invoiced and the sop posted if viewing the contract, using the ‘pending filter’ will show there is a pending qty (In screen shot below, you can see the ‘Live Qty’ is 2 and ‘Pending Qty’ is 1.

Pending Line View

When the sales order line, is invoiced, complete and sales order for the line posted, the contract will show this addition as a ‘live Qty’, with no pending.

using our example above in the you can see (in the screen shot below) the ‘Live Qty’ is 3 and ‘Pending Qty’ is 0.

Contract Line View post sop post

The user who is responsible for posting the sales orders, should have contract manager scripts enabled on their role with Sage 200 SA , this is to ensure they are able to confirm update of contracts from sop  (In screen shot below setting was set to create a new contract).

Post routine SOP

Contract update screen

NB : There is an optional setting to show the dismiss button on this screen, but we DO NOT recommend turning this on, if you do and a user dismisses the contract update then the contracts will not be updated with the lines added on the sales order and contracts will not be created  and/or added to).

When viewing the contract within contract maintenance you can see it states that it derived from a sales order being added.

 Linked order screen

If the Sicon Contract Manager script is not enabled on the relevant users role with Sage 200 SA , when a contract manager module user goes into the contract module they will be warned / prompted to update contracts via ‘Post Invoice Update’ routine within the contract processing menu option.

If uses keep ignoring message until Post Invoice Update is run from within the contracts module, the following message will continue to be displayed.

 contract post update incomplete

Important Note: Where deferred costs are being used its important to note that the cost is derived from a cost field on the contract line which is unique to Sicon Contract Manager.

At this time sage costs on a service stock code, sop line is not carried through to contract manager lines.


4.3. Contract View / Contract Line View

When opening a contract and viewing the contract Lines by default ONLY Live contract lines will show and the Live contract lines status filter ticked.

contract view lines status

Other status’s available are:

  • Expired contract Lines – Contract lines that have expired
  • Deleted Lines – Lines that have been Removed from the contract
  • Cancelled Lines – Lines that have had a credit raised against the line / contract line cancelled and a reason flag status recorded
  • Pending Contract lines – Contract Lines that have been added initially via a Sales order, and where the sales order has not yet been posted and therefore the contract not 100% confirmed as such
  • Completed non contract lines – Service Stock Items that have been added on t the contract, but are not flagged as a Maintenance Contract Item, on the Maintenance Contract Tab on the stock Record

It’s possible this type of service stock item on to a contract but it’s not treated as a recurring line, and once invoiced will be flagged with a status of a ‘Complete non contract line’.


4.4. Variable Billing Contracts Menu option

Added in v2015.2.0.19 Variable Billing is for contract lines where the amount varies each invoice, for example electric metre readings.

Where required to be used, on the Service stock item enable the ‘Use Variable Billing Box, if ticked the Maintenance Contract Item option is greyed out (and vice versa).

Variable item lines are treated different and do not need bill cover from : to dates / a contract start / end date and as such are treated as a non maintenance item is the same way as a service item not flagged as maintenance item , but the difference being is that the system will not remove a variable contract line after being invoiced once (where as a standard service non contract item line will be removed/flagged as non contract item) once invoiced .

Important Notes

  1. It’s important and we recommend you use the Insert Variable function (either on the product group or the service stock item itself because there is no bill cover:to date fields as such so the system unless you do so  you will need to add within the sales order description field  on the contract line every time , otherwise the system will not know what dates to use / pull through on to sales order / invoice so the customer knows what date is being billed up to.
  2. The Variables are different to those used for standard maintenance contract items so whether you are adding default variables on the variable product group, the service stock item itself or on the contract line / sales order line description be careful to ensure you pick up the correct ones.
  3. We recommend you have a different product group / service stock items for variable lines, because where using default variable codes (to save entering on every contract line) the variables required for showing the relevant billing date is a different variable to a normal contract item, as detailed in more detail above.

Sicon Contract Manager Help and User Guide - product group variable

You may also want to consider different nominal codes for the revenue, costs, as you are likely to be billing after the event you would probably not be deferring these type of contracts and therefore you would want to post the revenue direct to the P & L]

Once the ‘Use Variable billing’ box is enabled, you would then as normal add a new contract line, but because the item has been flagged as a variable item, you only enter the Qty.

The Annual Unit Price should be left £0.

No dates are required and therefore are greyed out.

Enter other details as you would a normal contract line (You may want to consider using one of the sop analysis codes or Sicon contract line analysis codes to mark the line as a variable).

Invoicing

When you know the variable amount to bill to process the line through to a standard sales order for invoicing select the ‘Update Variable Billing Prices’ within the Contract Processing Menu.

Select display to show all the variable contract lines.

Enter the relevant bill date, that you wish to record that you are billing up to (i.e. electric usage up to xx/xx/xx.

Enter the Billing Net Total.

Select the lines to and select process after which the screen will display ‘Update Process Complete’.

The next step will be generating through to sales order processing, using the ‘Generate Sales Orders’ within ‘Contract Processing’

Enter the date that you wish the system to list those contracts that require sales orders generating thereafter invoicing, in this example we have entered 31/06/2016. The list can be filtered using various analysis codes, or by customer, invoice frequency, contract number or contract type (Contract Type can be set up within Maintenance).

Overdue contract lines will be shown as red with a message.

The Sales order will then be visible from within contract manager, on the relevant contract tab.

Next Invoicing Period

Follow the steps above, no need to go into the contract again, no need to renew and its only when you want to mark the variable billing line as cancelled and set cancellation flags, change any other details that you need to go into the contact line again.

Note Jan 2017 : Variable billing future features include , importing, validating of dates , warnings of £0 valued entries, additional filters, variable billing status within contract.


4.5. Custom Involving Profile

Where a contract invoicing frequency cannot be set as monthly, quarterly, annually, every xx months we have added the ability to have a custom invoice frequency profile

Example: A Contract that officially runs Sep – Aug for a 2-year period, then is renewed.

However the Customer will only accept invoices within each financial year.

So for the contract example of Sep16 to Aug 18 (24 months)
Total Value £2400 plus vat

By using the custom invoicing profile our 2-year contract will have (within a 2-year period) just 3 invoices raised each covering the periods

01/09/2016 to 31/3/2017   – 7 Months @ £ 700

01/04/2017 to 31/3/2018 –  12 Months @ £ 1200

01/04/2018 to 31/8/2019 – 5 Months @ £ 500

How to create a line with a custom Invoicing profile?

This can ONLY be done from within Contract Manager

On the line itself there is a Custom invoicing profile tick box

Custom Involving Profile

When selected the fields / sections not relevant will be greyed out, and as you tab through the No. of Invoices Remaining will not display any dates , but instead the text ‘ Custom Invoicing Profile’

Custom Involving Profile

Use the ‘Planned Sales Orders’ Tab to enter the invoicing profile (when you need the sales orders to be generated)

If you attempt to save the line without adding, you will be warned.

Planned Sales Orders Process

Using Add, enter each of the planned/required sales order details, as below and Save

If you attempt to add more than you should (past the contract required dates / value) you will warned.

Once you are happy with the planned sales order lines.

Select Save.

If you have any analysis codes set to mandatory you will be required to set them at this point.

If this is a new contract, and the line is the first on the contract you will see the contract number displayed.

If you are adding a line to an existing contract the screen will close taking you back to the Summary screen showing the line(s).

And also the relevant dates, the period of first planned sales order, and in the Invoice Frequency Column the indication that the line is one with a ‘Custom Invoicing Profile’.

The next step will be generating through to sales order processing, using the ‘Generate Sales Orders’ within ‘Contract Processing’.

Enter the date that you wish the system to list those contracts that require sales orders generating thereafter invoicing, in this example we have entered 31/06/2016. The list can be filtered using various analysis codes, or by customer, invoice frequency, contract number or contract type (Contract Type can be set up within Maintenance).

  • Overdue contract lines will be shown as red with a message

The Sales order would then be invoiced, posted and contract updated as standard.

The Sales order will then be visible from within contract manager as standard from either the Main Contract Screen and the ‘Orders created from this Contract Pane as below.

Or from the contract line itself, selecting View Details.

And on the Planned Sales Order Tab, users can see the sales order numbers against each planned sales order line if generated.

When Viewing the Line after the first planned sales order has been raised users can see when the next planned sales order is due.

When all the planned sales orders have been raised, the planned sales order tabs will show all relevant sales orders, with no more showing TBC.

Users can also click on a line and View the sales order.

Because all planned sales orders have been raised then on the Summary screen there will be no ‘next sales order date’.

After all Planned Sales orders have been raised / The Contract invoicing has ended the options thereafter will be to:

Either leave to expire naturally if not renewing and if required set a reason flag.

If the renewal is going to result in another custom invoicing profile, then the renewal should be done from the line, by initially entering the details on the renewal tab (example below).

Once Saved you will see the following message.

After Clicking OK users need to go back on to the line and the planned sales orders tab and enter the new planned sales order details for the second year

 

If the renewal is going to result in a standard invoice frequency i.e., every month, every xx months then because the contract in effect has changed (invoice frequency changed) then because of restrictions , by the pure nature the line was ‘custom’, you will  need to to leave the ‘custom invoicing profile line to expire’ and add a standard contract line , this time, not ticking custom invoicing profile and entering a contract start / end dates, current bill cover to:/end dates etc as you would normally.

  • It may be in the future we can allow swopping types, but at this time we can’t.
  • You can use the one of credit, one off charge as you would normally.
  • You can use the amendment tab to cancel the contract and credit all or some of the previously raised planned sales orders.
  • Again because of restrictions by the pure nature its custom at this time you cannot increase / decrease qty’s.

5. Contract Processing

Sicon Contract Manager Help and User Guide contract processing menu


5.1. Process Amendments

Use the Amendments Tab on the contract line to process an amendment of one of the following type.

Amend Quantity Adjustment (This can be used to make an adjustment to either decrease the quantity, decrease) depending on the action taken either an additional invoice will be raised or a credit.

Enter the Quantity to be added (as a positive figure)

In example 1 below we are looking to cancel the contract and issue a credit for previously raised invoices

Example 1
the original contract quantity was 1 off, so by entering a minus 1 (-1) it zeros the contract quantity and by ticking two of the previously raised sales orders, the system will raise credit notes.

Sicon Contract Manager Help and User Guide Contract amendments new screen

Tick the Confirm amendment and Save, (if you do not tick confirm amendment the system will not generate a credit / SOP return).

Where only part of a period of cover has to be credited or adjusted up/down then you can select ‘pro rata’ by ticking and enter the date that the pro rata is effective from.

Example 2

In example 2 below we are looking to raise a credit note for one of the periods that we have raised an invoice for BUT NOT adjust the contract duration or pricing and not cancel the contract.

Sicon Contract Manager Help and User Guide one off credit function

Select one off credit, enter the credit value, the start date of the period you are crediting, duration, and tick confirm amendment , and it explains what will happen , in this case a ‘sales return with a quantity of 1 and a value of £200 to cover the period 01/02/29/02/2016.

Sicon Contract Manager Help and User Guide admendment process screen 2

Once cancellation / credits or and/off charges are processed through the ‘process amendments screen (as above screen shot) they will push through to sales order processing for printing / posting (at which stage the contract is fully updated with changes)

  • Select Contract Processing – Process Amendments from the Contract Manager Side menu options.
  • Select Display, then select (by ticking) the relevant contract(s) to be invoiced/credited and select Process.
  • Once the amendment of the contract pushes through to the SOP module, the standard Sage 200 processes apply for SOP orders.

 Contract ‘Non Renewals’ – Customers simply not renewing

Where a contract naturally expires, the customer simply does not want to renew but pays for the year invoiced, and no credits due, then no action is required, the contract line will simply expire, and once past contract line end date will by default disappear from the contract but is visible by selecting ‘show expired’; Expired contracts by default are hidden

NB : You may  set a reason why the contract did not renew (let contract naturally expire) , you may want to do this (if known )  for reference and any custom reports; This would be done by  selecting ‘show expired contract lines’ , editing the relevant line, select the amendment tab and populate the ‘cancellation code fields’.

Where contract lines naturally expire, by using the Expired Contracts Enquiry menu option as below:

You can list all those lines that have naturally expired and in a grid form select a reason why and then select ‘Updated Cancelled Contract lines’.

Replace screen shot in https://www.sicon.co.uk/user-guide/contract-manager-help-user-guide/#3  under text

Enable deferred nominal Tab: Deferred Nominal codes to be used within the system are configured within either the Stock Product Group or on the Service Stock Item. If however there is a situation whereby for some contract lines the deferred codes are to be different than those defaulted its possible by line level to specify the codes to be used.


5.2. Process Renewals

Reminder that Rolling Contracts do not require any action to renew – the system will automatically increment the cover dates on the contract and the contract will appear in the Generate Sales Orders list for invoicing as per the invoice frequency.

If created originally by a sales order, when viewing you will note that there is no contract end date and it shows as a rolling contact with the duration showing as ‘Indefinite’.

We DO NOT recommend rolling unless you know that your pricing never increases, and your company does not wish to review contracts and potentially increase contract pricing

It’s very easy to renew contracts (even if no price increase) , using the Update renewal process so we strongly recommend always setting a contract line to expire , so it can be reviewed.

Sicon Contract Manager Help and User Guide rolling line period message

Renewal by Contract Line Manually

You can:

Either leave it as it is or change the renewal annual unit price  or use the ‘Increase by% field by ticking, entering the percentage you wish to increase, and save.

Note: If you are using the price book function to automatically project increases, and you then on a contract line use the Increase by %, you need to carefully check on the update renewal screens that you are happy with the results. Any lines where by this Increase by % is used on the screen above will (on the update renewals screen) be shown as red as an indication that this has been set.

To process renewals through to SOP for invoicing, select Contract Processing – Process Renewals Tick as required or Select All and then Process Selected Renewals and Generate Sales Order.

Sicon Contract Manager Help and User Guide Renewals Process


5.3. Generate Sales Orders

 

Use this function to raise the invoice for the ‘first Invoice’ of a contract just added, a contract line is marked as ‘Rolling’ or a variable billing contract line

Enter the date that you wish the system to list those contracts that require invoicing, in this example we have entered 31/06/2016. The list can be filtered using various analysis codes, or by customer, invoice frequency, contract number or contract type (Contract Type can be set up within Maintenance).

Overdue contract lines will be shown as red with a message.

Click Display to get the list of contracts due before the date entered.

Tick the relevant contract, or select all and select Process Selected Contracts and Generate Sales Orders.

Ticking a contract and clicking Contract Details will take you through to the contract screen.

Once they have been posted through to SOP, they will disappear from the list and you can either choose more or Close.

Once the contract is through to the SOP module, standard Sage 200 processes apply.

Noting that the order is posted through to the customers ledger from SOP, the contract is not updated fully, and where deferred.

transactions are being applied, they will not be written to the deferred table until posted) this is because until orders are posted completed) they can be amended.

When using the generate Sales Order process, and you enter your chosen date, if there are sales orders that were due before that date , you will be warned with a message in red ‘ Lines in red are overdue’ , and as it says , line in red are those that should have been generated before now (as per screen shot example below)

Important Note: If there are lines in red, and you then process them, you may find that when using this process next , they may appear again but for the next period

For example: If you select 28/1/2017 in your ‘show orders due before’ date, and as above image it shows there was one due to be generated 13/10/2016 and if you select that one, it will generate the order commencing bill cover from 13/10/2016 for the given invoice frequency period, so if the invoice frequency was 1, then the next time you run the process and if you again enter 28/1/2017 in your ‘show orders due before’ date , you will still see the red warning message and lines, and it will show the invoice for the next 1 month on that is due 13/11/2016

So in summary, if you have missed 3 months of monthly invoices it will not generate 1 sales order for 3 months , because your invoice frequency is set to 1 (monthly) you will need to generate the 3 missing sales orders separately


5.4. Update Renewal Prices (Preferred and Recommended Options)

Rather than renew per contact line, if you increase contracts by a set % or by a pre-defined renewal prices already determined on a price book (a standard sage 200 function)

Renewal by Price Book (If no price books settings set up in configurations settings this option will be greyed out)

If groups of contracts renew the same time every year, you may wish to consider using the Sage 200 standard Price Book facility to set renewal prices. Price books can be set up as required and then configured in the Contract Manager Settings – Renewal Prices tab.

Sicon Contact Manager Help and User Guide Renewal Prices Settings

Then by selecting the Update Renewal Prices menu option, select the end date between ‘x’ and ‘y’, select Use Price bands, select the relevant contracts or select all, and then select Process.

Sicon Contract Manager Help and User Guide update renewal prices by price book steps

Renewal by Percentage

Select the Update Renewal Prices menu option, enter dates, select and enter a value Increase by xx%, select Display and the system will show you the Current Price and New Renewal Price. (in our first example screen shot 5%).

Sicon Contract Manager Help and User Guide update renewal prices by percentage

For those contracts that do not have price increases , but rather than use rolling you wish to ‘renew’ with no price increase as a ‘cheat’ you can use the ‘Update Renewal Prices function (whit contract processing) to renew all contracts with 0% increase, simply by entering 0%, select relevant contacts and ‘Process’; Screen shot below.

Sicon Contract Manager Help and User Guide enewal with no price increase cheat screen

Prior to version V 201x 2.0.0, users would then have to go in to the contract, the contract line, the renewal tab and ‘tick confirmed’.

The module was designed this way by design, and a lot of customers still like their contract managers to go into each contract line, check all renewal details and manually tick ‘confirmed’.

However, following feedback for those customers that have 1000’s of contract lines this would be very time consuming, and especially where it is one or two key members of staff managing the contracts this was felt un-necessary.

We have listened to feedback and now added a setting within Contract Manager, Configuration Settings to ‘Allow confirmation renewals when updating renewal prices’.

Sicon Contract Manager Help and User Guide renewal configuration in settings


5.5. Expired Contracts

expired-contract-enquiry-screen

By selecting Expired Contracts users can review contracts lines that have expired naturally but where no reason code thereafter entered.

Users may add the reason why (by selecting the line and selecting the reason from the drop down list available as screen shot below) not only from a visual aspect within a contract, but where they have written custom reports for expired / cancelled contracts they may want to ensure there are always reason codes entered.

expired-contract-prcessing-screen

It’s important to note that simply by adding a reason codes the contract line is not cancelled/further invoicing will be suspended.


6. Period End Routines

Sicon Contract Manager Help and User Guide Period end routine menu

Use this menu option to generate your monthly deferred income/cost postings, if you are using this for your contract DI Reconciliation.


6.1. Monthly Journal Postings for Contracts

Select the month you wish to post the journals for.

In this example, we have chosen June 2016, you will note that the system has warned us that there are postings due for previous months, which means that contracts have been added relating to a previous period or we did not run the month end for that period, or we did not select all relevant transactions during a previous routine.

If this message appears we recommend you do not continue, but investigate those past month’s transactions before continuing to ensure you action accordingly.

If the periods are still open they will post into to the relevant period. If the previous periods are closed, they will (as is standard within Sage 200), post into the current open period.

It’s very important to note that if you have future months open and in error you select a future month, it is possible if you ‘Post’ that postings will occur ( a journal moving from balance sheet to p & l ) for future months.

Where this applies monthly journal postings for deferred transactions the system will split journals by date . This will make sure that journals are posted on the correct date.

Sicon Contract Manager Help and User Guide monthly jounral postings screen explained

The screen allows you to view what the journal entry would look like to make sure you are happy with the postings and if not, close/amend the correct contract and process again.

Select a contract and choose Show Contract to view that specific contract or

Select a contract and choose Show Transactions to display the order history and any deferred transactions.

View Past Transactions, will display any postings previous for the same period.

You can choose your views as follows:

  • Standard list, shows Contract number, A/C Ref, A/C Name, Contract Line and amounts or
  • Extended list which shows the relevant nominal codes as well as the above fields as standard list

To process the journal simply press Post.  The system will ask you if you are sure you want to post deferred revenue; if you are select Yes.

Sicon Contract Manager Help and User Guide are you sure you want to post deferred transactions message

Subject to your standard Sage 200 Nominal ledger settings, the journal transactions will either appear on the relevant nominal accounts straight away or sit in deferred waiting until update nominal postings are processed.


6.2. Contract Reconciliation

Contract DI Reconciliation showing the analysis of all the deferred income transactions.  There are three options for reconciliation enquiries:

Sicon Contract Manager Help and User Guide contract DI reconcilliation for deferred income

Deferred Income over Months: displays the total value of the deferred income transactions broken down by month and grouped by nominal code.

Customer and Products: the top two panels show customer and product contract values and should always balance.  This is a total value for the contract, not just the remaining deferred income.

The bottom three panels provide a detailed breakdown of the remaining deferred income postings, by default includes all the deferred income transactions (posted and un-posted).

Sicon Contract Manager Help and User Guide Contract reconciliation customer and product tab shwoing bottom screen

You have the option to filter out transactions already posted to give you the remaining total deferred income by customer, product or by both.  In order to report these details you can use the right mouse click ‘Send to Excel’ for each of the panels.

Reconciliation Screen: this shows the total remaining deferred income for each nominal code that the contract lines are linked to.

This is compared to the current nominal balance plus any waiting (deferred or pending) nominal postings and provides a variance.

In an ideal world there should be no variances, if there is it’s likely that a manual journal has been posted to the balance sheet nominal code, so we recommend manual journals are not made, if the nominal balance on the balance sheet account is incorrect then investigations should be made into the contract deferred postings and nominal, and where required adjustments to the deferred ‘not posted’ transactions

The deferred income nominal ideally should be flagged as ‘No Journals Allowed’ in order to stop other transactions effecting the balance of the nominal account.

Sicon Contract Manager Help and User Guide Contract reconciliation variance


7. Contract Printing

Sicon Contract Manager Help and User Guide Contract Printing menu


7.1. Print Renewal Reminders (not applicable to ‘rolling contracts’)

Two different renewal reminder letters can be printed from the Contract Manger Module; first reminder and second reminder.  You can use either, or both, and the layouts are based on standard Sage 200 report designer layouts, which can be amended. NB: using reminders is not a mandatory step.

The renewal month will be picked up from the next start date of the contract line and the First and Second Reminders will be sent out in accordance with this date and in conjunction with the module settings (see Utilities – Configuration Settings – Renewals).

Select Display to show all the contracts due for reminders to be sent (or use the filters as required).

Select the relevant contracts or select all and select print.  Standard Sage 200/3rd Party print options apply for sending to customers.

Sicon Contract Manager Help and User Guide Print renewal reminders screen


7.2. Print Purchase Orders

This facility in this version is relatively new and may grow in function over the next few releases.

On a contract Line you can specify a supply that the contract is ‘backed off to’ (for example).

Sicon Contract Manager Help and User Guide print purchase orders explained

The purchase order layout is a simple one, but can be customised through Sage 200 report designer (This function is not at this time linked through to Sage 200 POP).

The details listed are contract numbers, in this example on contract number 10 ‘Hulme Home Fitters’.

The contract has 2 lines, one for hardware support, one for software support, both lines are backed off to 3rd parties and both have suppliers (different suppliers) associated with.

Sicon Contract Manager Help and User Guide SUpplier Details Tab 1

Sicon Contract Manager Help and User Guide Supplier Details Tab 2
Sicon Contract Manager Help and User Guide Printing purchse orders

The system will generate 2 pages.

Page 1 for the back to back / 3rd party supplier costs in association with line 1.

Sicon Contract Manager Help and User Guide print purchase order example1

Page 2 for the back to back / 3rd party supplier costs in association with line 2

Sicon Contract Manager Help and User Guide print purchase order example2

 


7.3. Expired Contracts - Added to v.201x.2.07

Added to 201*.2.07 a Menu option for ‘Expired Contracts’.

sicon-contract-manager-help-and-user-guide-expired-contracts-menu-items

When running this process uses will be able to see which contract lines have naturally expired.

If the lines are correct and the user wishes to record a reason why, they can select a reason from one of the pre-defined ‘reason codes’.

Thereafter selecting ‘Update Cancelled Contract lines’ so they are flagged with relevant reason.

sicon-contract-manager-help-and-user-guide-expired-contracts


8. Maintenance

Sicon Contract Manager Help and User Guide contract maintenance sub menu


8.1. Contract Type Maintenance

The ability to create contract types were in the legacy contract manager as standard and were included before the ability to have up to Sicon contract line analysis codes (up to 150).

Once configured sits within the ‘contract details tab’ which can be enabled from within the contract settings tab within configuration settings.

Contract types can be used on custom reports, and as a filter within ‘generate sales orders’.

Sicon Contract Manager Help and User Guide Contract Type Maintenance

If enabled, an additional tab appears on the contract line and is a selectable drop-down feature.

Sicon Contract Manager Help and User Guide Contract Type Maintenance as displayed on screen


8.2. Payment Type Maintenance

The ability to create payment types were in the legacy contract manager as standard, and were included before the ability to have up to sicon contract line analysis codes (up to 150), and there was a requirement for some customers to analyse contracts by payment method within custom reports.

Once configured sits within the ‘contract details tab’ which can be enabled from within the contract settings tab within configuration settings.

Sicon Contract Manager Help and User Guide payment type set up in maitnenance

If enabled, an additional tab appears on the contract line and is a selectable drop-down feature.

Sicon Contract Manager Help and User Guide Visit Frequency Maintenance set up


8.3. Visit Frequency Maintenance

The ability to create payment types were in the legacy contract manager as standard, and were included before the ability to have up to 150 analysis codes, and there was a requirement for some customers to visually see / note if onsite visits were included in the contract.

Once configured sits within the ‘contract details tab’ which can be enabled from within the contract settings tab within configuration settings.

Sicon Contract Manager Help and User Guide Visit Frequency Maintenance as displayed on a line

If enabled, an additional tab appears on the contract line and is a selectable drop-down feature.


8.4. Deletion Reason Codes (Cancellation Reason Codes)

At least one ‘Cancellation is required’ in order to process amendments/credit of previously raised contract sales order.

For custom reporting purposes / for a visual reference to record why a contract has expired, not renewed or cancelled.

Sicon Contract Manager Help and User Guide Deletion Reason Codes set up

The system has cancellation flags on the contract lines which are visible / editable on a contract when using the function ‘edit’ / ‘amend’ and ‘View’.

They are no longer visible when adding a new line as they were previously.

The only time that the system populates the date cancelled flag and cancellation code (reason) automatically is when the contract amendment process is used to cancel and credit a previously raised contract sales order.

If the contract line is left to ‘expire’, the line, by default is not shown on the contract line, but can be accessed by ticking the expired flag, at which time the line can be edited and the contract flags manually set.

Sicon Contract Manager Help and User Guide cancelaltion flags where they appear on existing lines not new

There are also two additional flags which could be added to custom reports as well as a visual, they are.

Complimentary: To record perhaps that the credit was because the contract is to be complimentary / no charge.. In this instance you would not flag as cancelled or enter a cancelled date (if you do the system will not display the contract lines in other areas for renewal etc).

Suspended: If you want to flag the contract as being suspended, if ticked a free text box for entering a reason why appears.

Sicon Contract Manager Help and User Guide suspended flag if enabled free text box

Contract Lines were Suspended Flag is ticked will not allow generation of ‘Sales Orders’.


8.5. Who Sold Maintenance

The ability to create Who Sold maintenance  were in the legacy contract manager as standard and were included before the ability to have up to 150 sicon contract line analysis codes, or the use of SOP Analysis codes  within the module (SOP Analysis Codes is the  most frequent method used to allocate a sales person against a transaction).

Sicon Contract Manager Help and User Guide who sold maintenance setup

Once configured the data sits within the ‘contract details tab’ which can be enabled from within the contract settings tab within configuration settings and can be used on custom reports, and as a filter within ‘generate sales orders’

Sicon Contract Manager Help and User Guide who sold codes where they appear on line


9. Imports


9.1. Import Contracts

Import Contracts using the csv import available from within the module itself, this ensures the correct template for the correct version.

Sicon Contract Manager Help and User Guide Import Contacts

By Selecting ‘Example Import file’ the system will generate / create two excel workbooks.

One will have definitions of the data to be populated on a spreadsheet with headers, types, length, details of whether the field is mandatory or optional, notes for your reference and examples.

We do not recommend contract numbers starting with a 0 (Zero) as excel / saving as csv have a habit of stripping these off; We recommend you ensure that date columns, Qty Columns are formatted correctly and other excel formatting and configuration is considered.

contract import screen shot xls example

The other one will be an example of a csv (which is the file format required for importing).

Sicon Contract Manager Help and User Guide contract import screen shot csv example

As with all Sicon module import routines if there are errors in the file to be imported the system will give you details of which line is causing the issue, and what field on that line is the issue.


9.2. Import Service Item Stock Settings

If using deferred Revenue and/or Costs, default numbers can be set at either stock product group level or stock code level. Nominals for these types can be imported against each stock record using the Import Service Item Stock Settings using the csv import available.

Example file (Currently available within the add on folder when installed but in the next release will be populate from within the module as the Import contract function).

Sicon Contract Manager Help and User Guide contract import screen stock settings example

Sicon Contract Manager Help and User Guide import stock settings import screen


10. Generate Deferred Postings

As standard deferred transactions are created and stored in database at the point of the contract sales order being raised and then posted , but where contracts lines are being imported, and the service items are flagged on the stock record as being a type where deferred income/costs apply , and where the current period of contract has been invoiced in a another system prior to importing you may want to generate the deferred transactions  in the new system in order for monthly postings / journals to occur rather than manual journals manually within the nominal ledger

If however for the imported contract lines, where the service item is flagged as deferred , but you do not wish  (until renewal) for the system to generate monthly journals, then simply do not use this function.

If this is the case use the menu option within utilities:

sicon-contract-manager-help-and-user-guide-deferred-postings-utilities-menu

Enter the date you wish the system to generate deferred transactions from , tick the ‘mark as posted’ option , select display and the relevant contract lines will be displayed.

sicon-contract-manager-help-and-user-guide-deferred-postings-2-jpg

Select the relevant ones , and select ‘Generate Deferred Postings’.

Once complete if you were to look at a contract line, and then view details.

sicon-contract-manager-help-and-user-guide-deferred-postings-3-jpg

And select the ‘deferred Transactions Tab’.

The newly created deferred transactions will be listed.

sicon-contract-manager-help-and-user-guide-deferred-postings-4-jpg

Important note however; consideration needs to be given current balances on the relevant nominal codes prior to import and the requirement to ensure the correct nominal codes are associated to the stock product groups or stock codes for service stock items being used within contract manager. We would recommend that new nominal codes are created on take on of contract manager where it’s felt the balances on the nominal codes are not accurate.


11. Creating a Contract, via Sage 200 SOP

It may be that you are invoicing for standard stock items that come with a contract, so your preference is to invoice them both on the same order.

If this is the case you have the ability, when selecting a contract maintenance service stock item on a sales order to, at the point of posting the sales order, either:

  • Add to an existing contract for that same customer as a separate contract line.
  • Add to an existing contract for that same customer to an existing line if the service item , contract duration/dates/value are the same.

The setting to determine which method is in Contract module settings and is a select one of the above option.


12. Enable Module

Each year your Sicon Contract Manager module will require a new enable string to ensure continued use.

Sicon Contract Manager Help and User Guide Enable Module

When you have been issued with your new key, select this option and enter the code into the New enable string field (copy and paste is the easiest way).


13. Release Notes

The Release Notes document below shows which release of the Contract Manager system includes which new features and for which version of Sage these will work. The version number indicated in the Contract Manager Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113. It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Contract Manager Release Notes

14. Contract Manager Downloads

Sicon Ltd. Additions Software Licence Agreement

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