Contract Screen Overview - Conferences

 
 
This is the contract Master Window which is used to enter new contracts into the system. The Event code under which the contract was set up is denoted at the top of the screen.

The page is divided into two parts, the top half of the window holds a number of fields which are described below.

Contract Number

The first field in this window is the contract Number field. When you create a new contract, the system will automatically create a unique contract Number for your.

If you want to view an existing contract, you can scroll through the records using the arrows on the Navigation Toolbar or search using the search window

Invoice / Credit Link Button

Clicking this button takes you to the Invoice and Credit Note window. The contract number will be automatically entered. For more information on creating an invoice, see Invoice/Credit Individual Orders

Payment Button

Clicking this button allows you to open the Payment window for the selected contract. The Payment window is used to enter the amount of payment that was received from a customer. For more information see Payments against an Invoice/Order. Allocation at this level does not match the payment to an invoice, only to the Contract.

Communications Button

Clicking this button will open the communications window and automatically link it to the contract you are currently viewing. For more information see Adding a Communication.

Company Code

The first field shows the company that placed the contract. From this code the address, telephone and fax number are automatically filled in. If you are creating a new contract, you must enter or Search for the code of your customer’s company

Contact

Next to the Company Code field is the Contact Code field. This field displays the Code of the Contact at the specified company who placed the contract. If you are creating a new contract, you can enter or Search for the necessary Contact Code.

Clicking on the Expand button reveals a Contract Note text box which you can enter important or pertinent information relating to this contract. This information will be shown in the Company Info field as well and may be used to separate out information from the general communications section.

Company Info

Clicking on this button reveals two read-only text boxes. The first one is Company Info, any text added to the company record by a communication under the COMPINFO comm. type will be shown here.  Any of your colleagues will be able to see these notes when they are logged into BusiPro.  

If a company has had any information added in this way, the info button will be underlined. No underlining indicates no text has been added. For more information see Adding Company Information Notes.

The second one is Visitor Profile which is taken from the Other Tab of the Event Set Up window. Click on the Contract button to reduce the size of this area.

Home Currency

If the contract is setup in another currency, this button will allow you to switch between the home currency and the second currency. The selected currency will be displayed in the button label.

You can set the second currency under the Payment Terms tab in the lower half of this window.

Contract Date

The date the contract was created is automatically entered here. This date can be changed if necessary.

Status Code

The status code is used to specify the current status of the contract. The status is defaulted to the one entered in the Event Set Up. The status can be changed to reflect the level the contract is at e.g. from unconfirmed to confirmed contract. For more information see Contract Status.

Status Date

This field will automatically be filled with today’s date when the Status Code is changed. You can also change this date manually if necessary.

Sub Status

The Sub Status is an additional marker that can be used as a special reference. For example, if you use your contracts window to log enquiries, you can use the Sub Status field to tag the enquiry as Hot, Medium or Cold depending on the perceived seriousness of the enquiry.

In this field, enter a single character code that you wish to use to represent the Sub Status you are creating. For example, if you are using the Sub Status to indicate the customer interest levels, you can enter the code V to represent Very Interested. For more information see Contract Sub Status.

Sub Status Date

This field allows you to enter a date relevant to the Sub Status code you choose to use. This field can be changed as often as necessary.

Corporate

Use this field to enter a percentage discount to be applied to the contract. The discount will be applied to each line. You can also add an individual corporate discount to each contract line. For more information on setting up corporate discounts see Item Discounts.

Agency Comm. Code

Enter or search for a Agency Commission code equivalent to the commission taken off for an agent. If the commission code you require is not listed see Item Discounts. Agency commission can also be added manually in the contract line. If a default Agency commission code has been added in the Accounting tab of the Company record, the code will automatically be entered here when an contract is set up for that company.

Salesman

Enter or search for the sales person's user code who is responsible for the contract.

Their Reference

Enter the purchase contract or reference number your customer has given you for the contract. This reference number can be printed out on any invoice or transaction.

 

In the bottom half of the window there are six tabbed pages. Each of these page holds different information that may be necessary for this contract. If you would like more information on any of these pages, click on the appropriate link below.

Creating a New Contract page. Use this page to enter the actual items that are to be included in the contract . Double clicking on the Line Number field will take you to the details page connected with this page.

Contract Companies page, which is used to list the companies that are involved in the contract such as different invoice companies.

Contract Payment Terms page, which contains detail on the financial arrangements that have been agreed for the contract.

Contract Communications page, which list all communications that are connected with the selected contract.

Contract Other page. This page contains four additional tabbed pages. The first page is the Employee Links page, which provides details on any employees that are associated with the specified contract. The second page is the contract Name page, which lists all the companies associated with this contract. The third tab is History which lists all the other contracts this company has placed and the final tab Attributes lists the attributes that have been assigned to this contract.

Contract Transactions page, which displays any transactions that are associated with the specified contract.