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Learning Objectives

After reading this article, you’ll be able to:

Tell what a contract is.
Create new contracts.
View and change details of a contract.
Add contract items to a contract

What are Contracts?

A contract is an agreement between two parties that creates an obligation to perform (or not perform) a particular duty. Think of agreements regarding property, assets, or one with a cleaning company. Within Workplace Management, you can record and manage the different contracts within a company. You can add contract items, for example, rental price/service costs. A nice feature is that it is possible to send reminders of upcoming renewal dates , create invoices, and auto renew contracts.

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title	Create a new contract?

Create a new contract?

1. To add a contract, open the contract menu and click on the first option: “Contracts.”

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2. Click on “Create new contract”

to create a new contract

.

3. You will see a new screen with three steps: Contract Information > Duration > Reminder. This wizard will guide you through the process of creating a new contract.

4. In the “Contract information” step, we need to provide information in the following fields. The fields marked with an * are mandatory. After filling in the necessary information press “Next step” to go to the next tab. If you hover over field a help-text will appear.

Field name	Description
Category	Choose the option fitting the contract.
Name	Fill in the name of the other party.
Payment	Define if the contract is: to pay, receive a payment, both ways, or there is no payment involved.
External Reference	A reference of an external party
Description	A description of the contract
Party 1	In most cases,

your own

your own company
Party 2	The party which is involved in this contract. Choose one of the already created contacts.
Main document	Upload the contract document here. This can also be uploaded after finishing the wizard.

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5. The “Duration” step is about the duration of the contract. After entering the necessary details, press “Next step” to continue.

Field name	Description
Original start date	This is the original start date of the contract before any renewals.
Duration	The duration of the contract
Term of notice

A term's notice is use before the last day of the time and expires at the end of the next term. You can set here the period for it

Used to determine when a contract is renewed and for creating notification.

Renewal after the end of the previous period

These options are supported:

None: The period will not be extended
Automatic:

new

the contract

periods

period will be created extended automatically one day after the term of notice period.
Possible: The period needs to be extended manually.
Month to month: will be extended for a

year

month
Year to year: will be extended for a year

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6. The last step before finalizing the contract is “Reminder” step. Once these field are filled in, click on “Registration done” to finish the contract.

Field name	Description
Automatic end period reminder	Yes or No, if yes there will be an automatic reminder sent based on your settings
Send reminder X days before term of notice period	How many days before the notice term do you want a reminder sent? The period can be set in days.
Contract reminder to	Choose to whom the reminder needs to be sent.

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Info

The status of the contract is set automatically.

Draft: The contract start date has not occurred yet.
Active: the start date has commenced, but the end date of the period or termination date has not occurred yet.
Terminated: the termination date has been entered and has occurred.
Expired: the end date of the period has occurred and the contract has not been renewed.

An expired contract can still be renewed or will be canceled. If the contract is renewed, a new period will be generated or the current period will be extended (depending on the period schedule).

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title	How to open an (existing) contract?

How to open an (existing) contract?

To open a contract, press “Contracts” in the Contracts menu.

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Enter your query in the search bar or leave it empty (for all results), and press “Search.” You will see the results in the include beneath the search bar. Click on the contract you want to open to open it.

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title	Contract view

Contract view

You will see a screen with seven different tabs when a contract item is opened.

Tab name	Description
General	General info about the contract. Parties, duration, contract description, payment info, documentation, and notification settings.
Contract Items	Here you can see the active period, historical, and future contract items.
Period Schemes	This tab gives insights into the duration(s) of the contract.
Invoicing	In this tab, you will find the settings regarding invoice runs. Also, the option to create new invoices
Indexing	Here you can find the indexation details of this contract.
Notifications	You can turn on and off automated notifications in this tab and change notification settings.
Documents	An overview of the documents

regarding

linked to the contract and the

possibility of attaching

option to attach new documents.
Details	View of the contract details.

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Contract view: the

The tab "General"

The tab “General”

In the “General tab,” you will find general information about the contract.

It`s the same information you entered while creating the contract.

You can change/add/update information on this screen.
At the bottom of the page you will find the option to add sub-contracts. By clicking ‘new’, the settings of the current contract are duplicated and the new contract is set a a child of the contract you where in.

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title	Contract view:

the tab "Contract items"

adding contract items

The tab “Contract items”

Here you will see the following fields:

Field name

Description

Pricing period

The standard price period of the contract

Invoice period

The invoice period of the contract

Total amount

The total amount of all contract periods

Next payment

The date when the next payment is due

At the bottom in the include, you can see

In this tab, contract items are added. The sum of the contract items represents the total amount of the contract.

CONTRACT

Before adding contract item you can change some default settings. The pricing - and invoice period settings you make here will be used as a default for the contract items you will later on create.

Pricing period
Invoice period

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PERIOD

The period start- and end date are set here.

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What you should know about contractitems

Pricing and invoice period:

After you have created the contractitems, the pricing and invoice period settings on the contract items are leading. You can view the setting by opening a contractitems (click on the magnifying glass).
We do not recommend applying deviating invoice periods on your contract items as this will make make managing the contract unnecessarily complex.

Start- and end date

Contractitems also have a start- and end date, these can deviate from the period setting.
The contractitem start- and end date must lie within the periode start- and end date.
By default the start- and end date on the items is empty, in this case the dates set on the period are applicable.
The dates on the contract items are leading with respect to invoicing and renewal.

Note
If an end date is set on a contract item, the item will not be renewed or depending on the date, also not indexed.

Active, historical, and future contract item

At the bottom of the page there is an overview of the active, historical, and future contract items.

You can change the view by clicking on the tabs.

Below the row of tabs, you can see a list of active contract items and buttons to add different kinds; generic items, assets, areas, and properties

. NoteGood to know:
If an item has an end date before the end date of the contract period. The item is not carried over to the new contract period

.

Add a generic item to the contract

Press

Click “Add generic item” in

the include on

the

bottom under

“Active contract items.”

Now you can fill

include.
An empty contract items is now added to the list
Fill in the details of the generic item directly in the include. You can add a description, the quantity, the price, the period, etc. These values are going to be a part of the total contract. In this example, we

added a rental fee for a printer.
Click the save button on the top right or ‘Save and return’ if you’re done adding items

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Add an asset to the contract

Press “Add asset” in the include on the bottom under “Active contract

items.”

items”
Select the asset(s) you want to add to the contract
Now

you

click ‘Ok’ to add the selected asset
You can fill in the details of the

generic

asset. You can

add a

change the description, the price, the period etc.
Click the save button on the top right or ‘Save and return’ if you’re done adding items

Add an area to the contract

Press “Add area” in the include on the bottom under “Active contract items.”

Choose

Fill in the filter fields and click ‘Search’
Select the area(s) and click ‘Ok’
Choose use the object use type for the area(s)
1. Note: if you now end up in a empty screen, first object use typed need to be created.
Now you can fill in the details of the generic asset. You can add a description, the price, the period etc.
Click the save button on the top right or ‘Save and return’ if you’re done adding items

Info
Object use types Object use types can only be created and managed by an administrator. The object use types

can be

are found via the

general settings, tab "Properties". Via

startBoard button ‘Module settings’ > "Masterdata” tab > now click the function "Use types"

the object use types can be created and managed by an administrator

.

In an object use type it can be defined what the default price, vat rate, unit and price period is. For each area that is added to a contract (via the period as a contract item), all the object use types will be

presented

shown and can be selected to add as a contract item.

For all the selected object use type, the

The default values for the price, quantity, price period, vat rate, etc. will be

taken over in

applied to the contract item.

Add a property to the contract

Press “Property asset” in the include on the bottom under “Active contract items.”
Select the property you want to add to the contract
Now you can fill in the details of the generic asset. You can add a description, the price, the period etc.
Click the save button on the top right or ‘Save and return’ if you’re done adding items

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Contract view: the

The tab "Period Schemes"

The tab “Period Schemes”

You can create “Period Schemes” on this tab, which the contract will follow. The first period is created automatically. The next ones can be made through a scheme if it differs from the previous one.

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Contract view: the

The tab "Invoicing"

The tab “Invoicing”

This tab shows every field/info that is necessary for an invoice. Decide from which date you will invoice the current contract and the payment cycle.

For more details about invoices and invoice runs, see the following article: link to article invoice runs

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Contract view: the

The tab "Indexing"

The tab “Indexing”

This tab shows all the info needed to raise the price. Decide from which date indexing is allowed.

For more info regarding indexation, see this article.

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Contract view: the

The tab "Notifications"

The tab “Notifications

On this tab, you can create.” notifications regarding contract renewals.

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Contract view: the

The tab "Documents"

The tab “Documents”

Here you can find all the relevant documents for this contract, and you can add new ones.

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Contract view: the

The tab "Details"

The tab “Details”

Here you can find a summary of the different contract details.

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Summary

Rw ui textbox macro
You know how the contract module works You add contract items to a an contract. You are able to view and update contract details

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Version	Old Version 14	New Version 15
Changes made by	Sergio Karijodinomo	Jelle Roelofs
Saved on	Mar 31, 2023	Apr 03, 2023

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Key

Content

Learning Objectives

What are Contracts?

Create a new contract?

How to open an (existing) contract?

Contract view

The tab “General”