Create a new contract?

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

2. Click on “Create 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.

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

 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.

How to open an (existing) contract?

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

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.

Contract view

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

The tab “General”

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

The tab “Contract items”

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
PERIOD The period start- and end date are set here.

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.

Active, historical, and future contract item

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

Add a generic item to the contract

1. Click “Add generic item” in the “Active contract items.” include.

2. An empty contract items is now added to the list

3. 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.

4. Click the save button on the top right or ‘Save and return’ if you’re done adding items

Add an asset to the contract

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

2. Select the asset(s) you want to add to the contract

3. Now click ‘Ok’ to add the selected asset

4. You can fill in the details of the asset. You can change the description, the price, the period etc.

5. Click the save button on the top right or ‘Save and return’ if you’re done adding items

Add an area to the contract

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

2. Fill in the filter fields and click ‘Search’

3. Select the area(s) and click ‘Ok’

4. 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.

5. Now you can fill in the details of the generic asset. You can add a description, the price, the period etc.

6. Click the save button on the top right or ‘Save and return’ if you’re done adding items

Add a property to the contract

1. Press “Property asset” in the include on the bottom under “Active contract items.”

2. Select the property you want to add to the contract

3. Now you can fill in the details of the generic asset. You can add a description, the price, the period etc.

4. Click the save button on the top right or ‘Save and return’ if you’re done adding items

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.

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

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.

The tab “Notifications

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

The tab “Documents”

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

The tab “Details”

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

• You know how the contract module works

• You add contract items to a an contract.

• You are able to view and update contract details