Manage Contracts

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A contract will be set up per client, per product master, allowing your client to be billed for any / all of the products allocated to this product master, depending on the products / services rendered.

SetupContracts.jpg
Before You Start:
  1. Create Clients (Manage Clients)
  2. Setup Contract Terms (Terms)
  3. Create a pricelist (Pricelists)
  4. (Optional) Setup your sales team (Manage Sales Team)

Create / Edit Your Contracts

Client

Select the client to whom this contract belongs. If the client is not available in the drop down, you can create it by selecting the button next to the field. This field cannot be updated once you've processed invoices associated with this contract.

Product Master

Select the product master (product grouping) for which this contract is set up. A contract is set up per product master, allowing your client to be billed for any / all of the products allocated to this product master, depending on the products / services rendered. If the product master is not available in the drop down, you can create it by selecting the button next to the field. This field cannot be updated once you've processed invoices associated with this contract.

Contract Term

This indicates how long the contract will remain effective. If the contract term is not available in the drop down, you can create it by selecting the button next to the field.

Pricelist

Select the pricelist applicable. The pricelist will indicate the selling prices to be used during billing. If the pricelist is not available in the drop down, you can create it by selecting the button next to the field.

Contract Type

"Standard Contract" - A contract of this type will remain active, until the contract is terminated (based on the end date selected). Annual price increases are applicable to this contract type, unless a contract price is set up for this contract (optional).

"Term Contract" - A contract of this type will remain active for a fixed term and will terminate once the term has ended (based on the end date selected). A contract price needs to be set up for this type of contract to ensure price increases do not apply during the contract period in effect.

Contract Number

The contract number is automatically generated and is made up of the client account code, product master code and incremented with each contract created.

Sales Person

Select the person who made the sale. The options available are displayed based on account managers and sales persons created via the “Sales Persons” screen. If the sales person is not available in the drop down, you can create it by selecting the button next to the field.

Document ID

This ID reflects the ID of the contract as it is stored in your document repository.

Description

Give this contract a friendly description so you can easily identify it. This will not be displayed to your clients

Payment Terms

The payment term will determine the due date of your client’s invoices and indicates the amount of time the client has from date of invoice to pay the amount due. All contracts with the same payment term will appear on the same invoice.

Start Date

The contract will be effective from this date.

End Date

The contract will be effective up to this date (Including this date). An end date can be specified for a standard contract, but is not required. An end date has to be specified for all term contracts.

Contract Termination

If you wish to cancel a contract you can simply set an end date for the contract. The contract will be billed for up to this date.

Invoice Group

When the client is set up to process invoices with defined groups, the contract has to be allocated to an invoice group. Should the group, to which the contract must be allocated, not exist, the invoice group has to be added by editing the client.

What is an invoice group?

Invoice groups allow you to group usage by a defined group. This group could represent a specific area, branch, sub-client, etc. A client can be setup to process invoices with groupings, without grouping, per grouping or per contract. When the client is set up to process invoices with defined groups, multiple invoice groups can be specified. Once the invoice group has been captured, one / more contracts can be allocated to this group. The invoice group name will be displayed on the clients' invoice and contracts allocated to this group grouped together and sub-totalled.

Consolidated invoice with no defined groups Consolidated invoice with defined groups Invoice per defined group Invoice per contract

ConsolidatedNoGrouping.png

ConsolidatedGrouping.png

PerDefinedGroup.png

PerContract.png

Next Steps:
  • Setup recurring quantities for a contract (Contract Services)
  • Setup special pricing for a client's contract (Contract Prices)
  • Link collected records to contracts (Client Identifiers)
  • Related

  • Frequently Asked Questions