# Contract Maintenance Menu

# Contract Maintenance Setup

<span class="ts10">Video Training Manual 2016 - </span>[Click Here](https://vimeo.com/357004481)

<span class="ts0">The Time logging setup is done under the contract maintenance menu</span>

<span class="ts0">There are 3 setups required:</span>

1. <span class="ts0">The contract</span>
2. <span class="ts0">The tasks</span>
3. <span class="ts0">Service items</span>
4. <span class="ts0">Billing Rates</span>

<span class="ts0">Once these have been setup, you will need to link these to one another</span>

<span style="color: rgb(45, 194, 107);">**<span class="ts15">CRM Module&gt; Configuration&gt; Contract Maintenance</span>**</span>

##### **<span style="color: rgb(0, 0, 0);"><span class="ts15">Contract Task setup</span></span>**

<span style="color: rgb(0, 0, 0);"><span class="ts15">Click the Contract Tab</span></span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/nURimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/nURimage.png)

<table border="1" id="bkmrk-code-description-arc" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 28.5803%;"></col><col style="width: 71.5433%;"></col></colgroup><tbody><tr><td>Add</td><td>To create a new Contract</td></tr><tr><td>Edit</td><td>To edit existing contracts</td></tr><tr><td>Code</td><td>Enter a code for the Contract</td></tr><tr><td>Description</td><td>Enter a description for contract</td></tr><tr><td>Archived</td><td>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</td></tr></tbody></table>

#####  

---

##### **Billing Rate Tab**

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/4m5image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/4m5image.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/EX3image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/EX3image.png)

<table border="1" id="bkmrk-code-enter-sla-or-bi" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 27.1974%;"></col><col style="width: 72.8026%;"></col></colgroup><tbody><tr><td>**Add**</td><td>To add a new billing rate</td></tr><tr><td>**Edit**</td><td>To edit an existing rate</td></tr><tr><td>**Code**</td><td>Enter SLA or billing rate code</td></tr><tr><td>**Description**</td><td>Enter brief description of SLA or billing rate</td></tr><tr><td>**Hourly Rate**</td><td>Enter the amount billed per hour</td></tr><tr><td>**Rate Type**</td><td>Select the billing rate tye on the drop down </td></tr><tr><td>**Non Billable**</td><td>Put a tick of an SLA is non billable</td></tr><tr><td>**Archived**</td><td>If the archived box is ticked, the billing rate will be achieved</td></tr></tbody></table>

---

#### **<span class="ts0">Contract Task Tab</span>**

<span class="ts0"> <span class="ts10">Video training Manual 2016 - </span>[Click Here](https://vimeo.com/357004598)</span>

<span class="ts0">Click the Contract Task Tab</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/01kimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/01kimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/IZVimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/IZVimage.png)

<table border="1" id="bkmrk-code-enter-the-billi" style="border-collapse: collapse; width: 93.5802%; height: 297.969px;"><colgroup><col style="width: 33.5466%;"></col><col style="width: 66.4555%;"></col></colgroup><tbody><tr><td>**Add**</td><td><span class="ts10">To add a new task</span></td></tr><tr><td>**Edit**</td><td><span class="ts10">To edit an existing task</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Code**</td><td style="height: 29.7969px;"><span class="ts10">Enter an code for the task</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Description**</td><td style="height: 29.7969px;">Enter a task description or name</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Start Date**</td><td style="height: 29.7969px;"><span class="ts0">T</span><span class="ts0">he date could be set to a year if the tasks are to be reviewed yearly - Not mandatory</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**End**</td><td style="height: 29.7969px;"><span class="ts0">T</span><span class="ts0">he date could be set to a year if the tasks are to be reviewed yearly - Not Mandatory</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Colour Text**</td><td style="height: 29.7969px;">you can enter colour codes to differentiate the different tasks</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Service Item Default**</td><td style="height: 29.7969px;"><span class="ts0">T</span><span class="ts0">his field allows the default service to be chose</span><span class="ts0">n</span><span class="ts0"> from the selected list</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Completed**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Archived**</td><td style="height: 29.7969px;">If the archived box is ticked, the billing rate will be achieved</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Code**</td><td style="height: 29.7969px;"><span class="ts0">T</span><span class="ts0">his field allows the user to search for an existing service item code</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Description**</td><td style="height: 29.7969px;">This field allows the user to search for an existing service using the description</td></tr><tr><td>**Available Service Items Grid**</td><td>These will be the available service items that can be selected to be used in the service item for billing purposes</td></tr><tr><td>**Selected Service Items Grid**</td><td>These are the service items selected from the above list that will be available for use</td></tr></tbody></table>

<span class="ts0">T</span><span class="ts0">he date could be set to a year if the tasks are to be reviewed yearly</span>

Buttons

<table border="1" id="bkmrk-search-search-button" style="border-collapse: collapse; width: 94.1975%; height: 59.5938px;"><colgroup><col style="width: 32.2754%;"></col><col style="width: 67.7267%;"></col></colgroup><tbody><tr><td>**Search**</td><td><span class="ts0">Search button to populate the availab</span><span class="ts0">l</span><span class="ts0">e service item list</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Add All**</td><td style="height: 29.7969px;"><span class="ts0">A</span><span class="ts0">llows the user to add existing items</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Remove All**</td><td style="height: 29.7969px;"><span class="ts0">Al</span><span class="ts0">l</span><span class="ts0">ows the user to remove all selected items</span></td></tr></tbody></table>

##### Note/Days

These fields define the working day hours

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

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/Rdmimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/Rdmimage.png)

<table border="1" id="bkmrk-working-hours-days-f" style="border-collapse: collapse; width: 100%; height: 357.563px;"><colgroup><col style="width: 23.2366%;"></col><col style="width: 76.7634%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Working Hours**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Days From Start**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Hrs**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Lag Days**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Hrs**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Default Hours**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Excl Days**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Text Colour**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Notes**</td><td style="height: 29.7969px;">Users can add notes for internal use</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Private**</td><td style="height: 29.7969px;">  
</td></tr></tbody></table>

##### **Link Contract to Tasks &amp; 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

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/Zojimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/Zojimage.png)

Click the Billing Rate tab

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

Save and Close

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/FKvimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/FKvimage.png)

#### 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.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/scaled-1680-/8kjimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-08/8kjimage.png)

<table border="1" id="bkmrk-charge-travel-fees-c" style="border-collapse: collapse; width: 100%; height: 536.344px;"><colgroup><col style="width: 23.1195%;"></col><col style="width: 76.8805%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Charge Travel Fees**</td><td style="height: 29.7969px;">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.</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Charge Toll Fees**</td><td style="height: 29.7969px;">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.</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Travel Bill Type**</td><td style="height: 29.7969px;">Sets the default to charge travel based on distance or time travelled</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Distance Rate**</td><td style="height: 29.7969px;">Rate per kilometer</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Service Item**</td><td style="height: 29.7969px;">this is the default service item related to the task selected for the contract </td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Travel Item**</td><td style="height: 29.7969px;">Service item for travel</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Toll Fees item**</td><td style="height: 29.7969px;">Service item for toll fees</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Toll Value**</td><td style="height: 29.7969px;">default Toll price</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Contract**</td><td style="height: 29.7969px;">Default contract. this can be set per user on the user profile setup as well</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Task**</td><td style="height: 29.7969px;">Default task related to the contract</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Billing Rate**</td><td style="height: 29.7969px;">Default billing rate to pull through</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Potential Billing Task**</td><td style="height: 29.7969px;">Default potential billing rate</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Time Rate**</td><td style="height: 29.7969px;">Travel time default rate</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Time Travelled**</td><td style="height: 29.7969px;">Travel time default, eg. 1 = 1 hour</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Distance To**</td><td style="height: 29.7969px;">  
</td></tr></tbody></table>

# Add Contract

#### Billing Rate

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/7rGimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/7rGimage.png)

Adding Billing Rate

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/owAimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/owAimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/HKAimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/HKAimage.png)

---

#### Contract Task

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/0mVimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/0mVimage.png)

Adding Contract Task

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/OpOimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/OpOimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/9NHimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/9NHimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/Q7ximage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Q7ximage.png)

---

#### Contract

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/dORimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/dORimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/zK0image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/zK0image.png)

<span class="ts0">This is where the contract between the provider of a service and the user’ details is created.</span>

<span class="ts0">It has five tabs and four buttons</span>

<span class="ts0">Detail Tab – The code and description are important to fill in.</span>

<span class="ts0">Code – Code of the SLA</span>

<span class="ts0">Short Description – brief description of the SLA</span>

<span class="ts0">Minimum Billing Amount – minimum amount the customer and the service provider agree upon</span>

<span class="ts0">Maximum Billing Amount – maximum amount the customer and the service provider agree upon</span>

<span class="ts0">Start Date – beginning of the SLA started</span>

<span class="ts0">End Date – The end of SLA</span>

<span class="ts0">Archived – SLA will go to archives if the box is ticked</span>

<span class="ts0">Notes Tab – customer notes regarding SLA</span>

<span class="ts0">Custom Fields – a user can select from the cat</span><span class="ts0">e</span><span class="ts0">gory</span>

<span class="ts21">Task Tab</span><span class="ts0"> </span>

<span class="ts0">This displays the list of tasks that can be selected for this user contract</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/biPimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/biPimage.png)

<span class="ts0">Search button - to search for existing </span><span class="ts0">tasks</span>

<span class="ts0">Select </span><span class="ts0">/Deselect </span><span class="ts0">All button – selects all available </span><span class="ts0">tasks or </span><span class="ts0">unselect all the </span><span class="ts0">tasks</span>

<span class="ts21">Billing Rates Tab</span><span class="ts0"> </span>

<span class="ts0">SLA rates</span><span class="ts0"> selection</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/BYLimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/BYLimage.png)

<span class="ts0">Search button - to search for existing </span><span class="ts0">billing rates</span>

<span class="ts0">Select </span><span class="ts0">/ Deselect </span><span class="ts0">All button – </span><span class="ts0">S</span><span class="ts0">elects all available </span><span class="ts0">billing rates or </span><span class="ts0">unselect all </span><span class="ts0">billing rates</span>

<span class="ts0">Billing Rate Default - Select from the list the defaulting billing rate when this contract is selected</span>

<span class="ts0">Potential billing rate - Select from the the list the defaulting potential billing rate when this contract is selected</span>

<span class="ts21">Custom Fields Tab</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/gMvimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/gMvimage.png)

---

#### Defaults

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/scaled-1680-/Dfyimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Dfyimage.png)

# Import /Export Contract

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1093).png)

<span class="ts0"> </span><span class="ts0">The file to be imported must be in a CSV format.</span>

<span class="ts0">Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported.</span>

<span class="ts0">Once the desired file has been located either double click on the file or click the Open button.</span>

<span class="ts0">Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok.</span>

<span class="ts0">The Import button now becomes enabled allowing the user to click on the Import button to import the file.</span>

<span class="ts0">An Import Report will open displaying any errors in the import or displaying the successful import status.</span>

<span class="ts0">Please Note :</span>

<span class="ts0">The column headings can be left in the import file providing that the heading are as per the sample below.</span>

<span class="ts0">Import File Layout</span>

<span class="ts48">All items in RED are required fields.</span><span class="ts0"> </span>

<div class="block0" id="bkmrk-no-heading-value-1-c"><table class="tbl4"><tbody><tr class="row1"><td class="cell61"><span class="ts0">No</span>

</td><td class="cell62"><span class="ts0">Heading</span>

</td><td class="cell63"><span class="ts0">Value</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">1</span>

</td><td class="cell62"><span class="ts0">Code</span>

</td><td class="cell63"><span class="ts48">CONTRACT001</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">2</span>

</td><td class="cell62"><span class="ts0">Description</span>

</td><td class="cell63"><span class="ts48">Contract Description 001</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">3</span>

</td><td class="cell62"><span class="ts0">Minimum Billing Rate</span>

</td><td class="cell63"><span class="ts0">1000</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">4</span>

</td><td class="cell62"><span class="ts0">Maximum Billing Rate</span>

</td><td class="cell63"><span class="ts0">3000</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">5</span>

</td><td class="cell62"><span class="ts0">Start Date</span>

</td><td class="cell63"><span class="ts0">2015-09-11</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">6</span>

</td><td class="cell62"><span class="ts0">End Date</span>

</td><td class="cell63"><span class="ts0">2016-09-11</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">7</span>

</td><td class="cell62"><span class="ts0">Archived</span>

</td><td class="cell63"><span class="ts0">0</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">8</span>

</td><td class="cell62"><span class="ts0">Notes</span>

</td><td class="cell63"><span class="ts0">This is a note</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">9</span>

</td><td class="cell62"><span class="ts0">Task Default</span>

</td><td class="cell63"><span class="ts0">Task Code</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">10</span>

</td><td class="cell62"><span class="ts0">Billing Rate Default</span>

</td><td class="cell63"><span class="ts0">Billing Rate Code</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">11</span>

</td><td class="cell62"><span class="ts0">Tasks List</span>

</td><td class="cell63"><span class="ts0">Task Code|Task Code|Task Code</span>

</td></tr><tr class="row1"><td class="cell61"><span class="ts0">12</span>

</td><td class="cell62"><span class="ts0">Billing Rate List</span>

</td><td class="cell63"><span class="ts0">Billing Rate Code| Billing Rate Code</span>

</td></tr></tbody></table>

</div><span class="ts0"></span>