Configure a contract template

Before you proceed

Make sure that the contract items you want to include in the contract template are properly configured.
For details, see: Configure a contract item.

If you want to invoice customers for the number of cases, you should also configure a designated non-stock item.
For details see: Set up invoicing by the number of cases.

1. Go to the Contract templates (CT202000) window.
2. Click .
3. Optional: Specify the ID manually in the Contract template field.

   The unique ID of a contract template is formed in accordance with the TMCONTRACT segmented key.
   If the Contract template field contains the <NEW> place holder, it means that auto-numbering is enabled for a key segment and the ID is assigned automatically.

4. In the Description field, type a brief description of this contract template, including any relevant comments.
5. In the Contract settings section of the Summary tab, do the following:
   1. In the Contract type field, select the expiration policy. The following options are available:
      • Renewable:
        Select this option if you are going to renew contracts based on this template.
        The renewal process changes the expiration date of a contract of this type and generates an invoice for a renewal fee, if there is one.
        A contract should be renewed during its grace period; otherwise, the renewal process changes the contract status to Expired and creates a copy of the contract with the Draft status.
      • Expiring:
        Select this option if you are not going to renew contracts based on this template.
        If you run the renewal process for such a contract, the contract status changes to Expired and a copy of the contract is created with the Draft status.
      • Unlimited:
        Select this option if you want contracts based on this template to have no expiration date.
        A contract of this type can be terminated only.
   2. In the Duration fields, type the number of units and select the duration unit to specify the period when a contract based on this template is valid.
   3. Select the Refundable check box if you want to refund the setup and renewal fee when a contract based on this template is terminated.
      The setup fee is refunded if both the contract and the contract item are marked as refundable.
      If a renewal fee is collected on activation, it is refunded along with the setup fee.
      If the contract is terminated, recurring charges are refunded in proportion to unused services.
   4. If you have selected the Refundable check box, type the appropriate number of days in the Refund period field.
      If a contract based on this template is terminated during this period, the customer may claim a refund.
   5. Select the Renew automatically check box if you want the contract based on the template to be available for mass processing and displayed in theRenew contracts (CT502000) window.
   6. In the Grace period field, type the number of days after the expiration date when services under a contract are still provided and the contract can be renewed according to its type. When you invoke the Renew contract action after the end of the grace period, a copy of the contract with the Draft status is created, regardless of the contract type.
   7. In the Currency field, select the currency to be used for invoicing the customer. The customer's currency should match the template currency. You can include only contract items priced in the same currency.
   8. Select the Enable template items override check box if you want to allow users to modify the list of contract items for each contract based on this template.
   9. Select the Automatically release customer documents check box if you want Customer ledger documents generated during contract invoicing to be released automatically; otherwise, they will keep the Balanced status.
      The Undo last action command in the Customer contracts (CT301000) window is not available for actions that involve released documents.
   10. Optional: In the Effective from and Discontinue after fields, specify the period of time when the contract template is available for creating contracts based on it.
6. In the Invoicing settings section, do the following:
   1. In the Invoicing period field, select the time period the contract invoicing schedule should be divided into.
      The following options are available: Week, Month, Quarter, Year, Statement based, and On demand.
      With the On demand option, invoicing is not scheduled and you can invoice a contract on any date.
      This option cannot be used with contract items that have recurring pricing configured and are not assigned to a deposit contract item.
   2. In the Invoice to field, select the account that is to be invoiced for the contract.
      The following options are available: Parent account, Customer account, and Specific account.
   3. In the Invoicing schedule starts on field, select the starting point of the contract invoicing schedule.
      The following options are available: Setup date and Activation date. The contract expiration date is calculated based on this setting.
   4. In the Invoicing format field, select the format of invoices for invoicing contracts based on the template.
      The following options are available:
      • Summary:
        Contract item usage is summed up and shown as one line with the total quantity and total sum.
        The expense claims are shown individually.
      • Detail:
        Each contract item usage occurrence is shown as a separate line.
7. In the Case count item field, select the non-stock item used for counting cases associated with the contract.
   You can invoice a customer for the number of cases accumulated.
   For details, see: Set up invoicing by the number of cases.
8. To add contract items to a contract template, switch to the Details tab, and do the following:
   1. On the table toolbar, click . In the Item code column, select the contract item you want to offer to customers.
      The system fills related columns with the appropriate values automatically. You can change the item description and quantity within the allowed limits.
   2. Repeat step 8.a for each contract item you want include in the contract template.
9. In the top part, select the Active check box to make the template available for creating contracts based on it.
10. In the window toolbar, click .

Now you can proceed to contract preparation.