Contracts
We are excited to inform you that we are working on an updated documentation which will be released soon. In the meantime, you are welcome to use the current version as it remains completely valid for your needs.
Introduction
This application allows you to manage customer and/or supplier contracts. Depending on the options enabled, it may be a simple contract tracking or contract creation and tracking.
Customer contract: allows you to manage customer contracts Supplier contract: allows you to manage supplier contracts Configuration: closed contracts: history of closed contracts / Contract templates: allows you to create contract templates / Duration: allows you to create contract durations
The creation of contracts
Manage customer and supplier contracts
Contracts > Customer or supplier contracts
When you create a contract, it is mandatory to inform the customer or supplier to whom it relates. The “Config.” tab allows you to manage invoicing, renewal and commitment.
To ensure that contracts are fully managed in the system, since their creation, you must activate the “Contract not modifiable” option within the application configurations of the “Contract” module.
Link a contract to a business / project
You can link a contract to a business/project in relation to invoicing.
When creating a project, the “Project” field allows you to select the project or case to which the contract is linked. In the list view that appears, the projects are identified in dark blue.
Monitoring the evolution of contracts
Monitor customer or supplier contracts
If the “Configurable contract” option is not activated, at the application configuration level of the Contract module, contract management in the system will be limited to simple monitoring. You will not be able to create and set up contracts in the system, but only import contracts and monitor their start and end dates.
Manage amendments
From a contract whose status is “In progress”, you must click on the “New version” button in order to generate an amendment manually. The system does not allow to manage several amendments in parallel, this is rather a version management, in which the latest version replaces the previous version which can still be consulted in the GED (Documents module).
At the application configuration level, the “Amendment management” option must be activated.
Activate / close a contract automatically
Application Configurations > Batchs > Contract Batchs
A batch allows you to terminate mass contracts, and 2 batches allow you to activate mass contracts (activation of the current version or activation of the next version).
Managing engagement
In the “Configuration” tab, it is possible to determine a duration of commitment and/or notice. If you activate the “Start of engagement according to new versions” option, the engagement date will automatically be the start date of each new version of the contract.
Manage contract renewal
In the “Configuration” tab, click on the “Tacit renewal” button. Define a renewal period. If the tacit renewal option is activated, the contract will automatically renew for a period of time that you can specify. It is possible to determine notice and commitment periods. The history of the contract versions is available in the GED (Documents module).
Checking “Automatically activate version at renewal” allows you to activate a new version at each renewal.
At the application configuration level, the “Renewal management” option must be activated.
View contract history
Contracts > Closed contracts
You can view all completed contracts.
Create contract templates
Contracts > Configuration > Contract templates
The contract template form is to be completed in the same way as that of a standard contract.
Contract invoicing
Billing a contract
The invoicing tab allows you to define a period and date of invoicing. Then click on the “Invoice” button.
In the case of periodic invoicing, the prorata temporis is supported if the corresponding box is activated.
At the application configuration level, the “Billing management” option must be activated.
Invoice a version
Pro-rata invoicing
You can invoice 2 types of pro rata: pro rata temporis and pro rata depending on the versions. In both cases these are options that you should only activate when the contract is in draft status, in the config tab.
Invoicing for exceptional services
You must first activate the option within the application configurations of the Contracts module.
To invoice for additional services, you must activate the corresponding option, while the contract is still in draft status, in the config tab.
Invoice consumption.
To invoice consumption, you must activate the corresponding option, when the contract is still in draft status, in the config tab.
Automatic invoicing
To invoice a contract automatically, you must activate the corresponding option, when the contract is still in draft status, in the config tab.
Periodic invoicing
To invoice a contract periodically, you must activate the corresponding option, while the contract is still in draft status, on the config tab. You can then activate or not the management of the prorata temporis and especially you must define a periodicity. The periods are to be defined in advance in the configurations of the Contracts > Duration module.