Difficulty: starter/ novice/ expert/ legend
Content
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.
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.
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 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. |
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 | Used to determine when a contract is renewed and for creating notification. |
Renewal after the end of the previous period | These options are supported:
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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. |
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).
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.
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.
CONTRACTBefore 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.
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PERIODThe 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.
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. 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
Click “Add generic item” in the “Active contract items.” 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
Add an asset to the contract
Press “Add asset” in the include on the bottom under “Active contract items”
Select the asset(s) you want to add to the contract
Now click ‘Ok’ to add the selected asset
You can fill in the details of the asset. You can 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.”
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)
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
Object use types
Object use types can only be created and managed by an administrator. The object use types are found via the startBoard button ‘Module settings’ > "Masterdata” tab > now click the function "Use types".
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 shown and can be selected to add as a contract item. The default values for the price, quantity, price period, vat rate, etc. will be 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
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.
Summary
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