Contract Maintenance Menu Contract Maintenance Setup Video Training Manual 2016 - Click Here The Time logging setup is done under the contract maintenance menu There are 3 setups required: The contract The tasks Service items 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   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 Contract Task Tab   Video training Manual 2016 - Click Here 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 T he date could be set to a year if the tasks are to be reviewed yearly -              Not mandatory End T he 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 T his field allows the default service to be chose n  from the selected list Completed Archived If the archived box is ticked, the billing rate will be achieved Code T his 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 T he date could be set to a year if the tasks are to be reviewed yearly Buttons Search Search button to populate the availab l e service item list Add All A llows the user to add existing items Remove All Al l ows 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   Contract Task Adding Contract Task   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 cat e gory 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 –  S elects 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 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.   No Heading Value 1 Code CONTRACT001 2 Description Contract Description 001 3 Minimum Billing Rate 1000 4 Maximum Billing Rate 3000 5 Start Date 2015-09-11 6 End Date 2016-09-11 7 Archived 0 8 Notes This is a note 9 Task Default Task Code 10 Billing Rate Default Billing Rate Code 11 Tasks List Task Code|Task Code|Task Code 12 Billing Rate List Billing Rate Code| Billing Rate Code