Customer contracts (CT301000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

By using this window, you can create and maintain contracts for customer service.
When you are creating a new contract, you can select the contract template you want to base it on. For more details, see About contract setup and activation.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Actions

Provides the following menu commands, which you can click to invoke actions:

  • Set up contract:
    Initiates contract setup. You can modify the contract setup date in the Set up contract dialog box that opens.
    By default, the contract setup date is the date specified in the Setup date field on the Summary tab of this window (the Contract settings section).
    When the operation has completed successfully, the contract gets the Pending activation status and an invoice is generated for the contract items that have a setup price specified.
  • Activate contract:
    Initiates the provision of contract services. You can modify the contract activation date in the Activate contract dialog box that opens.
    By default, the activation date is the date specified in the Activation date field on the Summary tab (the Contract settings section).
    When the operation has completed successfully, the contract gets the Active status and an invoice is generated for contract items that have a prepaid recurring price specified. (The recurring price is invoiced in proportion to the services to be used.)
  • Set up and activate contract:
    Initiates contract setup and service provision on the same date.
    You can modify the contract setup and activation date in the Activate contract dialog box that opens.
    By default, this date is the date specified in the Activation date field on the Summary tab (the Contract settings section).
  • Run contract invoicing:
    Initiates the invoicing process for the contract according to the invoicing schedule.
    After the operation has completed, you can view and further process the generated invoice on the Customer ledger history tab of the current window.
  • Renew contract:
    Initiates contract renewal according to the type of the contract.
    For details, see: About contract renewal.
  • Terminate contract:
    Cancels the contract (the contract status is changed to Cancelled); no services will be provided.
  • Upgrade contract:
    Initiates the contract upgrade.
    The contract is given the Pending upgrade status and contract details can be edited.
    If you run contract invoicing for such contracts, it is performed according to the settings of the previous contract.
  • Activate upgrade:
    Initiates the provision of contract services according to the new settings that you have specified when the contract status was Pending upgrade.
    For details, see: Make changes to contract services.
  • Undo last action:
    Cancels the last action performed on this contract.
    This menu command is unavailable when the contract has the Draft status and when the last action involved released documents.
    After an action is undone, the Undo last action command becomes available again after another action is performed on a contract.
    The list of actions performed is available on the Contract history tab of this window.
  • Change ID:
    Brings up the Specify new ID dialog box, where you can type the new contract identifier.
Inquiries Provides the following menu command, which you can click for quick access to an inquiry window:

This dialog box opens when you click the Set up contract action.
By using this dialog box, which includes the following elements, you can modify the date of the contract setup.

Element Description

Setup date

The date of contract setup.

By default, this box contains the date specified in the Setup date field on the Summary tab of the contract.
OK (button)

Initiates the selected operation.
Cancel (button)

Closes the dialog box without performing the selected operation.

This dialog box opens when you click the Activate contract or Set up and activate contract action.
By using this dialog box, which includes the following elements, you can modify the date of the contract activation.

Element Description

Activation date

The date of contract activation.

By default, this box contains the date specified in the Activation date field on the Summary tab of the contract.
OK (button)

Initiates the selected operation.
Cancel (button)

Closes the dialog box without performing the selected operation.

This dialog box opens when you select the Change ID action. By using the dialog box, you can modify the identifier of the contract.

Element Description

Contract ID

The new contract identifier.
OK (button) Changes the contract identifier to the new one.

You use the elements in this area to create a new contract based on a specific template or to select an existing contract for editing.

Element Description

Contract ID

The unique identifier of a contract, which is specified in accordance with the configuration of the CONTRACT segmented key.
The CONTRACT segmented key inherits its structure from the PROJECT segmented key.

Contract template

The contract template that is used as a base for the contract.
Status The status of the contract, which is one of the following:
  • Draft:
    The contract has not been activated and cannot yet be used.
  • Pending activation:
    The contract is set up and needs to be activated so that you can start providing services and initiate recurring invoicing (if required).
  • Active:
    The contract is activated and should be used as the basis for invoicing.
  • Expired:
    The contract has expired and can be renewed within the grace period.
  • Cancelled:
    The contract has been cancelled and is no longer used.
  • Pending upgrade:
    The contract is being prepared for upgrade and can be edited and invoiced.
    Contract invoicing is performed according to the settings of the previous contract.
Customer The customer associated with the contract.
Location The customer location associated with the contract.
Description

The description of the contract, which includes any related comments.

This field supports the multi-language functionality, where you can translate the entered text to multiple languages. For more information, see:About multi-language support

Balance

A read-only field that displays the sum of the balances of open invoices associated with the contract.

You use this tab to configure the general settings of a new contract or to view the settings of an existing contract.

Element Description

Setup date

The contract setup date.
For contracts with the Draft status, in this field, you select the setup date, which will be displayed by default and can be changed in the Set up contract dialog box (which opens when you click the Set up contract action).
This field is read-only after the contract has been set up.

Activation date

The contract activation date.
For contracts with the Draft or Pending activation status, you use this field to select the date, which will be displayed by default and can be changed in the Activate contract dialog box (which opens when you click the Activate contract action).
This field is read-only after the contract has been activated.

Expiration date

A read-only field that displays the date when the contract will expire.
The date is calculated automatically according to the contract invoicing schedule.

Termination date

A read-only field that displays the date when the contract was cancelled, if applicable.

Grace period (in days)

The period of time after the expiration date when the renewable contract can be renewed.
After the end of the grace period, only a copy of this contract with the Draft status can be created when you click the Renew contract action (that is, you cannot renew the same contract).

Mass renewal

A check box that, if selected, indicates that this contract is available for mass processing and is to be displayed in the Renew contracts (CT502000) window.

Renewal point x Days before expiration

The number of days before the contract expiration date when the system starts to display the contract in the Renew contracts (CT502000) window if the Mass renewal check box is selected for the contract.

The accepted maximum value in the field is 3650 days (10 years).
Currency A read-only field that displays the currency to be used for contract invoicing.
Element Description

Invoicing schedule starts on

A read-only field that displays the start date of the first invoicing period.
The date, which is calculated automatically according to the contract invoicing schedule, is displayed after contract activation.

Invoicing period

The type of invoicing schedule, which can be one of the following options: Week, Month, Quarter, Half a year, Year, Statement-based, or On demand.

The invoice date is calculated based on the selected option and the date when the invoicing schedule is started.
The On demand option means that invoicing is not scheduled and you can invoice the contract on any date.
The option cannot be used with contract items that have recurring pricing configured, except for items that are tied up with a deposit item or have a default quantity of zero. For details on deposit contract items, see: About retainer contracts.

Last invoicing date

A read-only field that shows the date when the invoicing was performed most recently.

Next invoicing date

The date of the next invoicing invoice, according to the invoicing schedule.
Element Description

Invoice to

The setting that defines the customer account to be invoiced for a contract. The following options are available:
  • Parent account:
    The account to be invoiced is the parent account of the customer account specified in the Customer field of the top part of this window.
  • Customer account:
    The account to be invoiced is the account specified in the Customer field of the top part of this window.
  • Specific account:
    The account to be invoiced is the account specified in the Account field of the current section of the Summary tab.
Account The specific account that is to be invoiced for contract services.
This field is available only if the Specific account option is selected in the Invoice to field.

Location

The customer location associated with the account the contract is invoiced to.

Invoice description

In this field, you can specify the formulas for invoice descriptions by using the standard formula editor.
The field is available for editing only when the Enable overriding formulas in contracts check box is selected in the Contract templates (CT202000) window.
For more information about formulas, see: About formulas.

Line description

In this field, you can specify the formulas for line descriptions by using the standard formula editor.
The field is available for editing only when the Enable overriding formulas in contracts check box is selected in the Contract templates (CT202000) window.
For more information about formulas, see: About formulas.
Element Description

Owner

The owner of the contract.

Salesperson

The salesperson associated with the contract.

Case count item

A non-stock item used for counting cases associated with the contract.
For details, see: Set up invoicing by the number of cases.

This tab lists the contract items provided under the contract.
The list of contract items is loaded automatically from the template you have selected.
You can modify the list of items if the Enable template item override check box is selected for the template in the Contract templates (CT202000) window.

Element Description

Effective from

The date when the contract was set up or upgraded. This field is available for editing when the contract has the Pending upgrade status.
You may select a date here that is to be displayed by default and can be changed in the Activate contract dialog box, which opens when you click the Activate upgrade action.

Promo code

The code of the discount to be applied.

Pending setup

A read-only field that displays information as follows:
  • If the contract status is Draft, the total of setup fees (item setup price multiplied by included quantity)
  • If the contract status is Pending upgrade, the total difference of setup fees before upgrade and during upgrade setup (the item setup price multiplied by the difference in quantity)

Pending recurring

A read-only field that displays information as follows:
  • If the contract status is Draft, the total of recurring fees (item recurring price multiplied by included quantity)
  • If the contract status is Pending upgrade, the total difference of recurring fees before upgrade and during upgrade setup (item recurring price multiplied by the difference in quantity)

Pending renewal

A read-only field that displays the total of renewal prices (item renewal price multiplied by included quantity).
This field is displayed for contracts that have the Draft or Pending upgrade status.

Total pending

A read-only field that displays the total pending amount.
This field is displayed for contracts that have the Draft or Pending Upgrade status.

Current setup

A read-only field that displays the total of setup fees (item setup price multiplied by included quantity).
This field is populated with this sum on contract activation or upgrade.

Current recurring

A read-only field that displays the total of recurring fees (item recurring price multiplied by included quantity).
This field is populated with this sum on contract activation or upgrade.

Current renewal

A read-only field that displays the total of renewal prices (item renewal price multiplied by included quantity).
This field is populated with the sum on contract activation or upgrade.
Column Description

Item code

The identifier of the contract item.
Description A description of the item, with any relevant comments.

Included

The contract item quantity included by default.
It can be overridden within the allowed limits.
For recurring contract items, if any are added to retainer contracts or contracts that are invoiced on demand, we recommend that you specify an included quantity of zero.

Difference

The quantity difference if the contract status is Pending upgrade.

Setup price

The contract item price for setup.

Setup discount (%)

The discount percent applied to the setup price.

Recurring price

The contract item recurring price.

Extra usage price

The contract item price for extra usage.

Recurring discount (%)

The discount percent applied to the recurring price.

Renewal price

The contract item price for renewal.

Renewal discount (%)

The discount percent applied to the renewal price.

This tab lists the contract items that have a recurring price configured.

Element Description

Recurring total

A read-only field that displays the total sum to be invoiced for the current invoicing period.

Extra usage total

A read-only field that displays the total sum to be invoiced for extra usage for the current invoicing period.

Total due

A read-only field that displays the total amount to be invoiced for the current invoicing period.
Column Description

Item code

The identifier of the contract item.
Description A description of the item, with any relevant comments.

Item ID

The identifier of the non-stock item the customer is invoiced for recurrently.

UoM

The unit of measure used for invoicing. The UoM is the contract currency for deposit contract items.

Invoice type

The item invoicing policy defined in the contract item. The invoicing type is Deposit for deposit contract items.

Included

The item quantity the customer is invoiced for at the recurring price.

Recurring price

The recurring price of the item.

Recurring discount (%)

The discount percent applied to the recurring price.

Extra usage price

The price of extra usage of the item.

Not yet invoiced

The item quantity for which the customer is to be invoiced for the current invoicing period.

Used total

The item quantity used from contract activation until the current business date.

The tab displays a list of the associations between the earning type, the labour item, and the employee.
An association is used to determine the labour item to be used as the source of the price and sales accounts for recording contract usage if this labour item is not explicitly defined in the case class for the earning type specified in the released activity.
For details, see About usage-based contracts.

Column Description
Type of hour The identifier of the type of hour.
Description The description of the type of hour.
Labour item The identifier of the non-stock item (of the Labour type) used as a source of the price and sales account to record the contract usage.
Employee The identifier of the employee. If the employee is not selected, the value is All employees.
Employee name The name of the employee.
Button Description
View contract Opens a new window with the Customer contracts (CT301000) window so you can view the related contract details.
Column Description

Action

The action performed for the contract.
Date The date when the action was performed.

User

The user who performed the action.

Related contract

The ID of any related contract.
The related contract is either derived from the current contract or served as a derivation for the current contract.
The field is populated by the system during the renewal process. For details, see: Renew a contract.

The tab displays the list of documents related to the contract.

Column Description
Type The type of customer ledger document.

Invoice no.

The invoice number of the document. By clicking the number, you can navigate to the Sales invoices (AR301000) window, where you can view the details of the document.
Post period The financial period to which the invoice transactions are posted.
Date The date of the invoice.

Due date

The due date of the invoice.
Status The status of the invoice.
Amount The amount of the invoice.

Balance

The balance of the invoice if it was paid partially.

Payment method

The customer default payment method.

The list of attributes defined in the selected template. You can use available attributes for classification of contracts.

Column Description

Attribute

The attribute name.

Required

A check box that indicates (if selected) that the user must provide a value for the attribute.

Value

The value for the attribute.

Related concepts

About contract renewal

About contract invoicing

Manage contracts - overview

Customer ledger reports - overview

About the contract life cycle

About invoice recording

About contract setup and activation

About contract usage recording

About contract preparation

About labour items

Manage non-stock items - overview

About usage-based contracts

Related tasks

Activate a contract

Configure a contract

Renew a contract

Run contract invoicing

Set up and activate a contract simultaneously

Set up a contract

Make changes to contract services

Configure a contract template

Related windows

Renew contracts (CT502000)

Customer ledger preferences (AR101000)

Expiring customer contracts (CT401000)

Contract templates (CT202000)

Update contract prices (CT503000)

Contract items (CT201000)

Run contract invoicing (CT501000)

Subscriptions accounting (AR677000)