Contract Lines Details - Conf

When a contract line is added to a contract, or double clicking on the line number of an existing contract line, the Contract Lines Details window is brought up. This window contains the following information.

Total Qty

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.

Invoiceable Qty

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.

Sessions

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 the Conference Set Up help pages.

 

To Add a Item/Delegate to a Session

  • In the Contracts Line window, click on the Sessions button. The total quantity value will dictate how many of the Item can be assigned. If the company have taken more than one item, for example 2 tickets, the total quantity value must be changed to 2 to allow you to assign the tickets to two sessions and delegates.
  • A grid displaying the sessions will be displayed, click on the Use tick box of the session you would like to assign the item to and then click on the Edit Button.
  • A grid will then display a list of contacts at that company. Click on the Use tick box to assign that contact as a delegate. They will automatically be given a badge number as dictated in the Conference Set up and any sub service fields i.e. fields for adding more information that have been set up can be added to here. For more information see the Sub Service Fields section of the Conference Set Up.
  • You can add other delegates here who may not be a contact listed on the company record by clicking on the New button to the left hand side of the grid. A box will open for you to enter their details. When all the details are entered click on the green tick button to return you to the contact list.
  • When all the delegates have been assigned to sessions. Click on the Done button to return you to the sessions window.
  • If you have added too many delegates for the number of Items, a pop-up message will tell you. Untick the Use box of the extra delegates and if that number is required, return to the contract line screen and change the total quantity number to the appropriate amount.
  • There are buttons for filtering on the right hand side of the sessions grid. Auto takes you into the delegate list for that session. Used reveals only the sessions that have been ticked, Active shows all sessions that have been set up.
  • When all sessions have been completed click on the Done buttonto return you to the contract line window.

Manual Line

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.

Auto 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.

Active Line

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.

Cancelled Line

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

Click on this tick box if the Invoicing is to follow the payment schedule either set up as default in theConference Set Up or entered in the Contract payment Terms section of the contract.

By Date

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.

Pricing

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.

Frequency Discount

Tick the box if you would like to apply frequency discount to this contract line. Enter the percentage discount required.

Corporate Discount

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.

Item Discounts

Under the corporate discount there are two 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.

Agency Commission

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.

VAT Code

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 see VAT Codes.

Once all the pricing structure details have been entered, click on the Contract button to hide the rest of this window.

Payment Split

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.

  • Click on the company code and click on the Edit Button.
  • Adjust either the percentage of the item or a goods value the company is to pay.
  • Click on the Done button to take you back to the previous screen.
  • If the goods value does not now add up to the value of the item, click the AutoCorrect button, the system will try to correct the value.
  • If you would like to abandon the changes click on the Reset button to return the values to as they were previously before they were edited.
  • Click on the Payment Split button to return to the Contract Line window.

Invoice Lines

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.

Communications

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.

Name Links

This button allows you to add another name associated with the contract.

To Add a Name Link

  • Click on the New Button to the left hand side of the grid.
  • Enter or search for the company code and name code. The search window will bring up all the companies that have been linked to the company in the Companies Record, for more information on linking companies see Company Details.  For more details on adding additional names to a company see Additional Company Names.
  • Once the company code and name code have been chosen (if it a different name of the same company who have set up the contract, enter the same company code) click on the green tick button.
  • Click on the Names Link button again to return to the Contract Lines Window.

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.