Versions Compared

Version Old Version 14 New Version Current
Changes made by

Sergio Karijodinomo

Jelle Roelofs

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Difficulty: starter/ novice/ expert/ legend

Content

Table of Contents
minLevel1
maxLevel1

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.

Image Added

Expand
titleCreate a new contract

?

Create a new contract

?

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

Image Modified

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 the 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.

Image Removed

Image Added

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 a 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 the 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

Image Removed

Image Added

 6. The last step before finalizing the contract is the “Reminder” step. Once these

field

fields 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.

Image Removed

Image Added

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 period’s 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).

Expand
titleHow to open an (existing) contract?

How to open an (existing) contract?

To open a contract

, press

:

  1. Press “Contracts” in the Contracts menu

.

Image Modified

2. 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. You can also use the advanced search

3. Click on the blue hyperlink of the contract

you want

reference to open

to open

it.

Image Removed

Image Added

Expand
titleContract view

Contract view

You will see a screen with

seven different

six tabs when a contract

item

is opened.

Image Added

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

.

Expand
title

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 as a child of the contract you were in.

Image Modified

Expand
title

Contract view: the

The tab "

Contract

Contact 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 a 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

Image Added

PERIOD

The period start- and end date are set here based on your input when creating the contract using the wizard.

Image Added

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 don't recommend applying deviating invoice periods on your contract items as this will 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 items' start and end dates are empty; in this case, the dates set on the period are applicable.

  • The dates on the contract items are leading concerning 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 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

  1. Click “Add generic item” in the

include on the bottom under

  1. “Active contract items.”

Now you can fill

  1. include.

  2. An empty contract item 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


  1. added a rental fee for a printer.

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

Contract itemsImage ModifiedImage Modified


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

you

  1. click ‘Ok’ to add the selected asset.

  2. You can fill in the details of the

generic

  1. asset. You can

add a

  1. change the description, the price, the period, etc.

  2. 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.”

Choose

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

  3. Select the area(s) and click ‘Ok’

  4. Choose

use

  1. the object use

type

  1. types you want to add for the area(s)

    1. Areas are not added in the same way as assets and properties. Instead, Object use types (services) are added. Examples are rent, cleaning costs, and internet service.

    2. Note: if you now end up in an empty screen, object use types have not yet been created. The info panel below explains more about adding new object use types.

  2. Now you can fill in the details of the

generic asset

  1. area. You can add a description, the price, the period, etc.

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

Info

Adding new ‘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

, you can define: the default price, vat rate, unit

and

, price period

is

, etc. 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 default values for the price, quantity, price period, vat rate, etc. will be taken over in the

contract item.

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

  1. property. You can add a description, the price, the period, etc.

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

Expand
title

Contract view: the

The tab "Period Schemes"

The tab “Period Schemes”

You can create

“Period Schemes”

additional 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.Image Removed ExpandtitleContract view: the

. The first period scheme is created automatically based on the contract wizard used to generate the contract.

Why use multiple period schemes?

  • There is no reason to create more period schemes if a contract is periodically extended by the same period (e.g., 1 or 2 years).

  • Multiple period schemes are used for more complex renewal arrangements. An example is a contract that first runs for five years, and is then renewed every two years. For this, two-period schemes are needed. See the screenshot below.

    • Period 01 is automatically created by the contract wizard. A duration of 5 years was set here.

    • Period 02 is added later by clicking ’New' in the ‘Periode scheme’ include. Since period 02 is the last period scheme, the contract will be renewed according to the settings of this period scheme (so every two years) until the contract is terminated.

Image Added

Expand
titleThe 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

Image Removed
Expand
titleContract view: 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.

Image Removed
ExpandtitleContract view: the

invoicing information and settings. Moreover, the include “Invoices“ shows the related invoices for this contract. You can toggle between all and open invoices using the ‘Show open/ Show all’ button in the “Invoices” include.

Image Added

Please hover over the settings to see what they do. A couple of settings are highlighted:

  • Exclude from invoice run: if the contract does not need to be invoices via an invoice run, you can enable this setting.

  • Invoicing from: Contract items before this date are ignored when invoicing a contract. When to use this setting? Suppose you started using Workplace on 2023/01/01, and you have added a contract that begins on 2020/01/01. In that case, you don’t want Workplace to invoice the contractitems in the period before 2023/01/01 because these items have most likely already been invoiced via another system. You can set “Invoicing from = 2023/01/01”.

  • Start date payment cycle:

    • No date filled in: by default, contract items will be invoices for a whole month, with the start date being the first of the month and the last day of the month as the end date of the invoice item (e.g., 2023/03/01 to 2023/03/31).

    • Date filled in: this date is used as the start date of the contract item. Please take a look at the example screenshots below.

Image Added

Image Added

Previewing to be invoiced contract items

After creating a contract, you might want to preview what items are made on the next invoice.

  1. Click ‘'Period invoice” on the “Invoice” tab

  2. Set an end date

  3. Click ‘Ok’ for a preview.

  4. Click ‘Back’ > and click ”Back' a second time to navigate back to the Invoicing tab of the contract.

Image Added

Expand
titleThe tab "Notifications"

The tab “Notifications

On this tab, you can

create.” notifications regarding contract renewals.Image Removed

disable/ enable the automatic notifications and:

  • Change the default contact that receives the contract reminders.

  • View the automatically generated notifications. These notifications are generated and updated automatically based on the contract settings. Don’t change these.

  • Add additional recipients for the notifications:
    1. Navigate to the “Send additional notification to” include (bottom of the page)
    2. Click ‘Add.’
    3. Search and select a contact
    4. Click ‘Add.’
    5. The contact who is added to the include will now also receive the notifications

Image Added

Expand
title

Contract view: the
Expand
titleContract view: the tab "Details"

The tab “Details”

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

Image Removed

The tab "Documents"

The tab “Documents”

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

Image Removed

Image Added

Summary

Rw ui textbox macro

  • You know how the contract module works

  • You A wizard is used to create a new contract.

  • After the contract is created, remember to add contract items to a an contract. You are able to view and update contract details

  • Use the tab to find the information you need.

Search

Live Search