About contract usage recording

After contract activation, your company can start providing the services defined by the contract.
The contract is invoiced in accordance with its invoicing schedule. Invoicing is performed for usage accumulated during an invoicing period. If the contract is invoiced on demand, invoicing is performed for usage accumulated up to the date of the invoicing.

Contract usage is the sum of used units of each non-stock item associated with the contract.
You can associate a non-stock item with the contract directly or through such system entities as cases, activities, and expense claims.

You may want to track the usage of a particular non-stock item during a invoicing period or the whole duration of the contract.
To track usage, you create a contract item, specify this non-stock item as the one provided recurrently, and add the item to a contract template. When a contract based on this template is activated, contract items that have non-stock items provided recurrently are listed on the Recurring summary tab of the Customer contracts (CT301000) window. Here you can view the usage of the contract item, which is the sum of the used units of the non-stock item provided recurrently.

You can affect the contract usage in the following ways:

Using cases

You can associate a case with a contract.
To recognise the invoiceable time of a case as a contract item usage, you should assign a non-stock item that is provided recurrently to a case class that is invoiced on a per-case basis.
When a case of this class is closed and released, its invoiceable time is added to the usage of the contract item.
The invoiceable time of cases associated with non-stock items that are not included in the contract is presented on the invoice as a separate line.
For details on using contracts for cases invoicing, see About usage-based contracts.

Using case activities

If a case belongs to a case class that is invoiced on a per-activity basis, you can associate the case with a contract as well.
When a case activity is completed and released, the respective transaction can be viewed in the Contract usage (CT303000) window. The invoiceable time of activities associated with non-stock items that are not included in the contract is presented on the invoice as a separate line. For details on using contracts for activities invoicing, see About usage-based contracts.

Using expense claims

You can associate the details of expense claims with a contract.
After an expense claim is invoiced, a transaction for the details associated with a contract can be viewed in the Contract usage (CT303000) window. The quantity of details associated with non-stock items that are not included in the contract is presented on the invoice as a separate line. For details on managing expense claims, see About processing expense claims.

Using non-stock items

You can associate the usage of any non-stock item with a contract by using the Contract usage (CT303000) window.
The usage of non-stock items that are not included in the contract is presented on the invoice as a separate line.
For details on entering usage transactions, see Enter contract usage.

You can enter item usage for past, current, and future invoicing periods.

If you have entered transactions with a date in a past invoicing period, they will be invoiced in the next invoicing period.
If you have entered a transaction with a date in the future, the transaction will be invoiced in the invoicing period that contains the date. When you run a contract invoicing process, the system checks the date of transactions and invoices those with a date before or the same as the current business date.

Records of usage transactions are presented as invoice details according to the invoicing format settings of the applicable contract template.