Contract Entry window can be easily accessed in a single click from the Main Menu. Relevant key fields are:
Contract Class – choose one from among those already created.
Contract ID – this is auto-generated upon setup criteria e.g. Customer ID plus an auto-incrementing number (set up from class – Next Contract ID)
Description – text field – populated with Contract Class description by default , but it is editable
Contract Ref – memo field, such as Contract ID from other system such as eContracts.
Default Live Date –for contract the default date must be set
End Date– checkmark, need to be checked to enter End Date
Signature Date – set to GP user Date
M4 Systems Ltd – Dynamics GP Enhancement Series
Contract Documentation – browse to folder where relevant document will be stored and saved.
Review Frequency – select Annually, Quarterly or Monthly
Next Review Due Date – calculated as- Default Live Date + Review Frequency
Customer ID - link to Debtor Details in RM Tables – lookup button provided. Selected debtor need to be setup properly (see Debtors Maintenance section)
When the Customer is selected, the rest of fields are automatically populated:
Customer Name – from Customer ID
Invoice SOP Type – Defaults from contract Class
Return SOP Type - Defaults from contract Class
Contract Status – automatically set see Contract Status below for explanation
Bill to Address - Address where Sales Invoices are sent to. Lookup field defaults from Contract Class or Contract Header but may be overridden at line level
Default Supply At – automatically chosen – from Contract Class or from Debtor –it not defined inside Contract Class, it will default from Debtor.
Contract Entry - User Defined Additional Fields Use Additional button to fill up the extra added fields.
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 - more on those options in the following section.
Also User Defined fields are displayed on the left bottom side.
M4 Systems Ltd – Dynamics GP Enhancement Series
Creating Contract Lines
There is a separate line for each product or service ordered on the order form, as well as a separate line for each location enablement. For the same service at various locations the lines simply repeat but with different Installation ID’s.
In some instances one contract may only have one line – for example if an order was signed off for one service and at only one location. If any line is amended, deleted or added, then a new version of the contract with an incremental version number will be saved.
To create Contract line use Contract Entry from Main RB Window. Containing fields:
Line Status – automaticaly selected
Item -lookup glass is provided
Important: RB Setup – Use Contract Class items - item need to be added into class, only items belonging to that class will be displayed.
If Use All Items is set – lookup glass for items is provided.
Double click on Item from list to add it.
Item Description – taken from GP Inventory
Extra Description1,2 – extra description fields provided
Currency ID – defaulted from Contract Entry
Installation ID– text field
Supply at – lookup glass select from Addresses
Live Date – mandatory - use calendar icon to select the proper date
Anniversary Date – automatically calculated as Live Date + 1 year
Billing Frequency – choose from:
Note: Ensure that the Price on the right changes, as Billing Period too. If the price is 0.00, check Debtor Price Level settings, and check if Enter price manually is selected (see below)
Billing Period (Days) – automatically calculated based on Billing Frequency
Run Billing in Advance - amount
Annual Price – automatically generated
Daily Price - automatically generated
M4 Systems Ltd – Dynamics GP Enhancement Series
QTY - Quantity typically “1” for time-related billing however, this may be more than “1” for products such as software media.
100 % Discount – checkmark button
Discount Value (%, Amount) – A reduction in the amount payable, typically offered if the payment is made by a certain date.
Cease Date and Cease Request Date, QTY to Cease - It is possible to cease just part of quantity. Afterwards Contract line will have Ceased checkmark, and ceased Item will not be part of billing process. For more see Cease
Enter Price Manually: checkbox - If the price has to be added manually – the values are 0 see below on example:
Index ID – from previously defined Index follow the Index Entry link.
Add Percent - % can be added – see Repricing
Note: Any new line will pickup current date, for the live Date, unless user specify different. On the right side of the Contract Line window:
Last Billed Date – as no billing has been performed
Last Billing Start Date
Last Billing End Date
The following will be populated automatically:
SOP Type ID – from the contract heading
Billing U of M schedule – from setup
Billing U of M - from setup
Annual List Price
Daily List Price
Next Billing Period Amount – see Billing Routine If the line is being ceased there are:
Credit Start Date
Credit End Date
Credit Amount
Deferral – checkmark box for entering accounts info below
Deferral Account
Billing Recognition Account
Distribution Type - drop down list
M4 Systems Ltd – Dynamics GP Enhancement Series
Contract Line - User Defined Additional Fields
If not already set-User Defined fields refer to section User Defined Fields Setup
Click on Save.
At the bottom, there is a space for Notes. Use Add Note button, create note and then click on Attach. To delete note, click on note and use provided Delete button. When attached, notes are displayed in table view with date/time added and class and User ID. They can be sorted using arrows or by provided keyword. To display all notes use Clear Filter button.
At this point there are two action buttons:
Save – to save contract line – line gets Draft status
Delete – by clicking the delete selected contract line will no longer exist.
Note: Only contract in draft status can be deleted.
After closing Contract Line Entry Window, the added line is displayed as draft,
Tip: click on Contract line to see the last note on this line.
Next step is to submit the contract. Click on submit on the top left.
To continue with RB process go to Approvals
To edit contract or correct contract lines go to Editing Contract Status
Contract Status of all Contracts can be viewed from Contract ID lookup window while creating new contract. Inside Contract Window, contract can be sorted by keyword on by provided arrows. To open any contract, double click on it, or use one click and select button.
Contracts can be in one of the several statuses:
Draft - details entered but not approved, ignored by Billing Routine.
Contract lines inside Draft contract are in draft status. By clicking on the line and then on Edit line button, it is easy to change or delete the line.
Also it is possible to create more lines inside draft contract.
Live – contracts entered, approved and used by RB Billing Routine to generate invoices, can be revised to create draft copy of existing one.
Historical - contract complete or terminated so no longer live or active.
Data is kept for historical reporting capability.
Referred –this contract need to be checked and referral e-mail is sent.
They are listed in Approval window together with submitted, see Approvals and User Roles. Also Referred Contract can be deleted
Submitted – draft contract after submit gets this status .
M4 Systems Ltd – Dynamics GP Enhancement Series
Editing Contract Lines
We have submitted Contract with contract lines inside. Select contract, select View Line – line is presented with full data (additional fields included):
Depending on user role user can:
• Approve – only line can be approved
• Refer – send e-mail for further check
• Recommend Approval – line inside contract will get status Advised - Approval
• Recommend Referral –line will be recommended as referred – status
Live Date is set to 02/01/2017
Anniversary Date: Live Date + One Year
Billing Frequency is set to Annually – so 73 days are left for billing (28+31+14)
First Cycle Start Date – RB Start (as this contract was never billed)
Next Billing Start Date - is Live date, and till the next annually circle (as this contract was never billed)
Annual List Price is 1780 / 365 gives 4.87 Daily List Price Daily List Price * Billing Period = Billing Period Amount After billing the screen will show see Billing Example later.