Contract Entry window is used to add and maintain the contracts in Microsoft Dynamics GP.
It can be accessed either by selecting Contract Entry form the RB Main menu. Relevant key fields are:
Contract Class – choose one from among those already created. Only classes that user belongs to will be displayed, for more see Contract Classes
Contract ID – this is generated upon setup criteria e.g. Customer ID plus an auto-incrementing number (set up from class – Next Contract ID)
Hold – checkmark to Hold/Unhold, can be applied only to live contract after revise
Description – description of the contract or overall services; populated with Contract Class description by default, but this can be overwritten
Contract Ref – editable field on Contract Entry, when new contract is created or imported, Contract Reference field is defaulted with Contract Number, When SOP is created, Contract Reference becomes GL reference
Default Live Date – date from when the contract can start billing from ; for contract the default date must be setup, this date will go for every item in the contract line, but can be changed
RB Start (Day-Month) – this setting will overwrite setting from item and from RB setup
Important: RB Start order is Contract Header>> Item >> Setup
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End Date - date when contract is to finish ; To enter a contract end date the checkbox for End Date must be selected to make the end date field editable; more about using End Date can be found under how to Stop Billing Contract chapter inside this guide
Signature Date – date of signature on contract – Reference; set to GP user date by default; However, this can be modified
Contract Documentation – ability to linked saved files to contract. Each customer will have their own folder specified on the network and a link to that folder will be entered here; browse to folder where relevant document will be stored and saved
Review Frequency – defines how often the contract is reviewed; can be Annually, Quarterly or Monthly
Next Review Due Date – default next review date according to option above specified;
calculated as- Default Live Date + Review Frequency
Contract Status – draft as this is a new contract, more about at chapter Contract Status
Customer ID - Customer that the contract is linked to - link to Debtor ID selected using the lookup icon provided. Selected debtor need to be setup accurately prior to contract entry commencing (For further information see the Debtors Maintenance section of this guide), several fields below are populated based on Customers data but can be changed accordingly.
Salesperson ID - If Salesperson ID is populated on the Contract header or line than use it from RB otherwise take from SOP
When the Customer is selected, the rest of fields are automatically populated:
Customer Name – from Customer ID
Invoice SOP Type – Defaults from contract Class
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Return SOP Type - Defaults from contract Class
Currency ID – defaulted from customer, can be changed
Contract Status – automatically set see Contract Status below for explanation
Bill to Address - address where Sales Invoices are sent. Lookup field defaults from Contract Class or Contract Header but may be overridden at line level
Default Supply At – Debtor address – automatically chosen from Contract Class
Price Level – taken from Customer , but can be changed
PO Number – field to populate SOP PO Number, there is also a field on PO that refers to Contract ID, follow Integration with PO link
Bill Period Include Today Date – user date will be included inside billing period
Total Contract Amount – sum of all Next Billing Period amounts on contract lines (ceased lines will not count)
Annual Price – sum of annual prices for items on lines
Annual Cost – If set, will be populated automatically from contract lines – using Cost User defined fields
Annual Margin – automatically calculated as Annual price - Annual Cost
Cease – Ceased check button
Cease Request Date/Ceased Date – populated if contract is already ceased
Notice Period (Months or Days) defaulted from Contract Class, can be changed default period to be used for contracts before cease can be performed, if left blank, the notice period from price tables is applied
Tip: Cease Requested Date + Notice Period = Cease Date
Minimum Period (Months or Days)– defaulted from Contract Class, can be changed; period in which contract cannot be ceased (from Live date)
Contract Entry - User Defined Additional Fields
Use Additional button to open the User-defined Fields Entry screen for any fields that have been configured for use with the contract header. If not set on GP Company itself, global settings will be used.
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Click on Save to save contract, which is now in draft status. On the bottom right corner, there are the following options: View Line, Edit Line and Create Line. These buttons are used to add the detail of the contact lines to the record. Contract line part consists of several columns; those columns are explained inside next chapter.
Note: Pick List 1 from User defined fields, if set and populated can be used as a filter inside Billing process.
Comment ID
On the bottom of contract header there is a Comment filed from: Administration >> Setup
>> Company >> Comments – Contract Comment Entry:
Adding Notes on Contract Header
There is a Note icon placed bottom right of the Contract header screen; if there is no note, icon is white, if notes are added, becomes yellow:
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On the left there is icon View Line Note, selected line’s note will open (depicted above).