Contents

Contracts

Caroline Buckland Updated by Caroline Buckland

The process

Contract Billing covers the generation of charges for jobs carried out and recurring charges made through a contract to supply, by automatic generation of an invoice.

1. Batch Header

To access the Contracts screen:  Accounts Receivable>AR Processes>Contracts>Contracts Click on the Insert icon.

If you hover over a field and see that your cursor has changed to a question mark, it means that this field is promptable, and you can use Prompt to help find the code.

 

1.   Double click in the field.
2.   You can enter a code or description to limit your search.
3.   Double click on the code you wish to return.
This will return you to the screen you came from, with your chosen code in the field.

Enter the following information:-

·       Contract Code

·       Description

·       Ledger/Account

·       Start and End Dates

·       Location

·       Currency (if this does not already default)

·       Document Type: Normal

2. Detail Line

Enter the following information:-

Item Code

Sequence code of 1 – this represents the order an item line appears on the invoice so on a contract with one item line this will always be 1.

Note: the start and end dates will default from the header but can be changed
To delete a line at this screen click on the Cmd column and enter a ‘D’. Press the Return key and the line is removed.
To copy a line click on the Cmd column and enter the ditto symbol (“). Press the Return key and a line a copied below.
To insert a new line click on the Cmd column and enter an ‘I’. Press the Return key and a new line is inserted below.

Move to the Billing tab.

Select a frequency from ‘Billing Frequency’ pull down menu.

Enter a frequency start date, this is likely to be the same date as the item start date but this depends on the charge basis.

Navigate to the Price tab.

The Unit of measure will default from the item.

If the item has a price against it then a price is not required on the contract item line.  It makes sense to hold prices against the items so if there is a price increase the price only needs to be changed on the item and not on every contract that uses that item.

Click on the Tax/Management tab.  The VAT code will default from the item but can be amended as required.

Again the GL code may default from the item code but can be manually entered or amended if required.

3. Set Contract Dates

Click on the Line Text tab.

If the contract item it to be billed in arears then enter a Y in the Prev Period field otherwise leave it blank.

Select the required date indicator from the drop down list.  This is the date that will appear on the invoice.  If you select Both Dates then the start and end dates of the billing period will automatically show on the invoice when it is produced.

Enter any required line text across the 5 line text fields.  N.B. These should not hold data that will need to change each month (i.e. dates.  Dates should be shown using the date indicator outlined above).

4. Update the Contract

Press the Update button and a message will be displayed to indicate your contract is created.

Overnight a process will run to create the contract, the following is then available to view.

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