There are two ways to create a new contract
1. From the Companies Screen
2. From the Contracts Screen
The following information can be added or changed in the top half of the window as required
A description of these fields can be found in theContract Screen Overview
Once the new contract has been created you must then add or set up the items and necessary details related to that contract which make up the contract lines.
The Contract Lines tab contains the following fields which are described below
This field will show the quantity of Items for the contract and is dictated by what has been entered in the Item set up. If the company has purchased more than one of these items, the total qty number can be changed and the total value will be calculated automatically.
This value of this field is reflected by the status of the contract. If the status of the contract is not to be invoiced this value will automatically be 0, if the contract has been set up with an invoiceable status this value will correspond to the total quantity and if the contract is subsequently changed from not to be invoiced to that of an invoiceable status, this quantity will change to the total quantity value. The quantity can be changed manually, all or some of the total quantity can be invoiced regardless of the status by entering a number in this field, the manually invoiceable qty check box to the right of field automatically becomes ticked if a number is entered here.
If the Item you have entered on the contract needs to be assigned to a session of the conference for example a ticket, click on the Sessions button, you can also add the name of the delegate(s) attending and assign badge numbers. This button displays a grid showing the Sessions that have been entered in the Conference Set Up. For more information on setting up sessions see theConference Set Up help pages.
To Add a Item/Delegate to a Session
Clicking on the manual line tick box means that the contract line no longer follows the status of the main contract. For example, if the main status of the contract is changed from uninvoiceable to invoice, the invoiceable quantity on this contract line will not change. You can use the manual line tick box to change details about a specific contract line.
The Auto line tick box is ticked by default. This means that the contract line follows the main status of the contract, for example if the contract status is changed from an uninvoiceable status to that of an invoiceable one, the invoiceable quantity will change to reflect this. This tick box cannot be unticked, changing the contract line to manual will automatically untick this box.
This tick box is used to set the contract line as active and allows it to be included in any invoicing and transactions. By default this box is ticked. Removing the tick will mean that the item will not be included in any further processing of this contract. Unticking this box will automatically untick the auto line box and tick the manual line box as this means that you are manually deciding how the contract line is to be processed.
The Cancelled Lines tick box is tells the system to treat this line of the contract as cancelled. With the Active Line box ticked, you will be able to produce a credit note against this line if appropriate. If there is no tick in the Active Line box, then the system will disregard this line of the contract and no transactions will be allowed to be produced. If the Auto line is ticked, the contract line will follow the main status of the order, if this status is set to cancelled, the contract line will be cancelled. If the manual button is ticked, the cancelled line tick box allows the contract line to be ticked without the whole contract being cancelled.
No Rep Commission
Click on this tick box if you would like no rep commission to given against this contract line.
By Schedule Dates
Clicking on this tick box brings up another field for you to enter a date you would like the invoice to be produced. This overrides the schedule dates.
Cancellation Terms Apply
Tick this box if the cancellation terms as set up in the conference Set Up will be applied to this line if the line is cancelled. If an item has cancellation terms linked to it in the Items window, then the system will automatically find the terms and apply them to this contract.
The Initial value, any adjustments, VAT and total value are displayed as determined by theItem set up along with the default VAT code. To see a more detailed pricing breakdown or to apply discounts to this contract line, click on the Expand button next to the VAT code.
Tick the box if you would like to apply frequency discount to this contract line. Enter the percentage discount required.
Tick the box if you would like to apply a corporate discount to this contract line. Enter the percentage discount required. If a corporate discount has already been applied in the top half of the Contracts window, this figure will already be entered here.
Under the corporate discount there are 2 fields for item discounts. The first is for a percentage discount, the second for a value discount. Enter or Search for the discount code you would like to apply and enter either a percentage in the first field or value in the field below. These fields are automatically subtracted from the initial value of the item, if you would like them to be added to rather than taken away from the initial value, make the percentage or value a negative figure. For more information seeItem Discounts.
An agency commission can be taken off the subtotal manually, click on the tick box and enter a value for the commission. This will be automatically taken off the sub total to give the final item value. If an Agency Commission code has been applied already in the top half of the Contracts window, this will already be displayed in this field.
The VAT code as entered in the conference set up will automatically be added to the contract line. If this is not correct for the specified contract line, enter or search for the correct code For more information seeVAT Codes.
Once all the pricing structure details have been entered, click on the Contract button to hide the rest of this window.
Payment for the contract line can be split between 2 or more companies. Any companies that have been linked to this company for invoicing of this contract in the Companies page of the contract screen will be listed here and the final value of the item divided between them as previously set up. You can edit the value these two companies pay here.
Displays a grid listing all the invoices related to this contract. To view any of the invoices in more detail, click on the line and hit the Edit Button. To return to the contract lines window, click on the Invoice Lines button again.
Lists all the communications made against this contract. The communications can be filtered by using the Drop Down Menu. For more information see Adding a Communication To return to the Contract Lines window, click on the Communications button again.
This button allows you to add another name associated with the contract.
To Add a Name Link
The other tabs in the contract screen contain pages to add more information and details related to the whole contract rather than the contract line in particular. For more information click on the links below.
Contract Companies page, which is used to list the companies that are involved in the contract such as different invoice and agent companies
Contract Payment Terms page, which contains details on the financial arrangements that have been agreed for the 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, Employees responsible for the contract can also be added here and their commission. 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 Transaction Page page, which displays any transactions that are associated with the specified contract.