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.

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” to create a new contract.

3. You will see a new screen with three steps: Contract Information > Duration > Reminder. This wizard 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.

Hover over the field for a couple of seconds to view the help text.

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	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.
Renewal after the end of the previous period	These options are supported: None: The period will not be extended Automatic: new contract periods will be created automatically. Possible: The period needs to be extended manually. Month to month: will be extended for a year Year to year: will be extended for a year

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.

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.

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.
Documents	An overview of the documents regarding the contract and the possibility of attaching new documents
Details	View of the contract details.

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.

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 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.

Let`s add a generic item to the contract. Press “Add generic item.”

Now you can fill in the details of the new contract item. 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.

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.