Contract batch

Batch activation/closure of contracts

Access : Application config → Batches → Contract batch

When a batch is created, you have one of five possible actions:

• Invoicing: will enable invoices to be generated automatically.

• Terminate: close contracts.

• Current version activation: activate pending new contracts.

• Next version activation: activate pending new versions (amendments) of a current contract.

• Revaluate contracts: revalue contracts.

More information on creating a contract batch can be found below.

Create a batch

1. Open a contract file. Add all the necessary information.

2. Dates: in the Invoicing tab, you will find the start dates of the next invoicing period and the end dates of the next invoicing period. For example, 01/01/2024 has been defined as the start date and 31/01/2024 has been defined as the end date. In addition, an invoicing date (in this case, 31/01/2024) has been defined. In other words, the batch should generate invoices for all contracts that have the batch date as their invoice date.

3. Next, process a batch. Access: Application config → Batches → Contract batches.

4. Create a new batch.

5. Action: select ‘Invoicing’ as the action.

6. Type: in the Invoicing tab, enter the type of contract. In the example it is the Customer type.

7. Invoice Date: enter the invoice date. Select the date that corresponds to existing contracts (for example, 31/01/2024). Remember to save any changes you have made.

8. Display the concerned contracts: this button allows you to display the concerned contracts before launching a batch.

9. Run batch: when all the information has been completed, you can start mass processing by clicking on this button.

10. An information message will appear. For example, it may tell you that: ‘Two contracts have been processed and zero anomalies have been reported’.

11. Invoicing tab: when you return to the contract file processed by a batch, open the Invoicing tab. Here you will find an invoice that has been generated. You will also find the next invoicing dates (for example, if you have invoiced for the month of January, you will find the next invoicing dates for the month of February).

Activating the new version via batch

1. New version: once you have entered the necessary information on the contract file, create a new version by clicking on the ‘New version’ button.

tip

In the new version, you can change the information, for example, the quantity and the price.

info

Put on hold: the ‘Put on hold’ button allows you to put the contract on hold.

Activate the contract: you can activate the contract at any time by clicking on the dedicated button.

View contract: on a new version contract, this button allows you to return to the initial contract.

View next version: this button appears on a contract following the creation of a new version. You can navigate between the two. Note that this button disappears once you have processed the new version of the contract in batch mode, for example.

2. Create a contract batch: if you want to activate the new version, you need to create contract batches. Access: Application config → Batches → Contract batches

3. Next version activation: select ‘Next version activation’ as the action.

4. Run batch: fill in the rest of the information and then run batch.

5. When you have contracts to process which correspond to the criteria indicated, an information message will appear informing you that the contract has been processed and how many anomalies have been reported.

6. If you return to the contract for which you have created a new version, you will find that the ‘View next version’ button is no longer available. In addition, the contract number will be changed (for example, from C0018 to C0018-1). If you have modified the price on the new version, once this version is activated, the price will be modified on the contract file on which you created the new version.