Contract Maintenance Menu

• Contract Maintenance Setup
• Add Contract
• Import /Export Contract

Contract Maintenance Setup

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The Time logging setup is done under the contract maintenance menu

There are 3 setups required:

1. The contract
2. The tasks
3. Service items
4. Billing Rates

Once these have been setup, you will need to link these to one another

CRM Module> Configuration> Contract Maintenance

Contract Task setup

Click the Contract Tab

Add	To create a new Contract
Edit	To edit existing contracts
Code	Enter a code for the Contract
Description	Enter a description for contract
Archived	This is used to flag obsolete contracts that are no longer in use. we do not allow them to be deleted due to audit trails and historic time logs that may have the contract linked

 

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Billing Rate Tab

Add	To add a new billing rate
Edit	To edit an existing rate
Code	Enter SLA or billing rate code
Description	Enter brief description of SLA or billing rate
Hourly Rate	Enter the amount billed per hour
Rate Type	Select the billing rate tye on the drop down
Non Billable	Put a tick of an SLA is non billable
Archived	If the archived box is ticked, the billing rate will be achieved

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Contract Task Tab

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Click the Contract Task Tab

Add	To add a new task
Edit	To edit an existing task
Code	Enter an code for the task
Description	Enter a task description or name
Start Date	The date could be set to a year if the tasks are to be reviewed yearly -              Not mandatory
End	The date could be set to a year if the tasks are to be reviewed yearly -                Not Mandatory
Colour Text	you can enter colour codes to differentiate the different tasks
Service Item Default	This field allows the default service to be chosen from the selected list
Completed
Archived	If the archived box is ticked, the billing rate will be achieved
Code	This field allows the user to search for an existing service item code
Description	This field allows the user to search for an existing service using the description
Available Service Items Grid	These will be the available service items that can be selected to be used in the service item for billing purposes
Selected Service Items Grid	These are the service items selected from the above list that will be available for use

The date could be set to a year if the tasks are to be reviewed yearly

Buttons

Search	Search button to populate the available service item list
Add All	Allows the user to add existing items
Remove All	Allows the user to remove all selected items

Note/Days

These fields define the working day hours

these details are not mandatory to complete. they are typically used for scheduling

Working Hours
Days From Start
Hrs
Lag Days
Hrs
Default Hours
Excl Days
Text Colour
Notes	Users can add notes for internal use
Private

Link Contract to Tasks & billing rates

Click the Contract tab

Click edit to edit the contract

Click the task tab

Activate the relevant task for the specific contract

Select the default task

Save and close

Click the Billing Rate tab

Activate the relevant rates for the task and select the default rate

Save and Close

 

 

Defaults Tab

This tab allows one to set certain defaults, so the user does not have to complete all these fields when capturing the time logs.

Charge Travel Fees	This will set the default to always charge travel. Tick off will set default to off, indicating no travel charges. user can manually tick the box on time log capture if applicable.
Charge Toll Fees	This will set the default to always charge toll fees. Tick off will set default to off, indicating no toll fees charges. user can manually tick the box on time log capture if applicable.
Travel Bill Type	Sets the default to charge travel based on distance or time travelled
Distance Rate	Rate per kilometer
Service Item	this is the default service item related to the task selected for the contract
Travel Item	Service item for travel
Toll Fees item	Service item for toll fees
Toll Value	default Toll price
Contract	Default contract. this can be set per user on the user profile setup as well
Task	Default task related to the contract
Billing Rate	Default billing rate to pull through
Potential Billing Task	Default potential billing rate
Time Rate	Travel time default rate
Time Travelled	Travel time default, eg. 1 = 1 hour
Distance To

Add Contract

Billing Rate

Adding Billing Rate

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Contract Task

Adding Contract Task

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Contract

This is where the contract between the provider of a service and the user’ details is created.

It has five tabs and four buttons

Detail Tab – The code and description are important to fill in.

Code – Code of the SLA

Short Description – brief description of the SLA

Minimum Billing Amount – minimum amount the customer and the service provider agree upon

Maximum Billing Amount – maximum amount the customer and the service provider agree upon

Start Date – beginning of the SLA started

End Date – The end of SLA

Archived – SLA will go to archives if the box is ticked

Notes Tab – customer notes regarding SLA

Custom Fields – a user can select from the category

Task Tab 

This displays the list of tasks that can be selected for this user contract

Search button - to search for existing tasks

Select /Deselect All button – selects all available tasks  or unselect all the tasks

Billing Rates Tab 

SLA rates selection

Search button - to search for existing billing rates

Select / Deselect All button – Selects all available billing rates  or unselect all billing rates

Billing Rate Default - Select from the list the defaulting billing rate when this contract is selected

Potential billing rate - Select from the the list the defaulting potential billing rate when this contract is selected

Custom Fields Tab

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Defaults

Import /Export Contract

 The file to be imported must be in a CSV format.

Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported.

Once the desired file has been located either double click on the file or click the Open button.

Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok.

The Import button now becomes enabled allowing the user to click on the Import button to import the file.

An Import Report will open displaying any errors in the import or displaying the successful import status.

Please Note :

The column headings can be left in the import file providing that the heading are as per the sample below.

Import File Layout

All items in RED are required fields.