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Contract

Edit Contract Item

A contract item can be edited when the contract is in the Active state.

Certain amendments made to the contract item, will trigger the contract to be moved back to the Released state, in order for the contract to be checked and re-Approved. An email will then be sent to all users who have the rights to authorise this contract.

These are the changes involved that will trigger the re-Approval process:

  • If any contract Item is added or removed
  • If any contract Item Fee is added or removed
  • If the Billing Customer on an Item Fee or Item Meter is changed.
  • If any of the following details are changed on contract Item Fees:
    • Amount
    • Start Date
    • End Date
    • Escalation %
    • Account Code
    • COS Account Code
    • Invoice Description
    • Billing Period
    • Billing Cycle
    • Finance Party
    • Finance Amount

Ribbon Select Contract > Contracts

The Contract Listing screen will be displayed.

Your employee user record should be linked to a default site. In this case, the site will auto populate with this default, otherwise the site must be manually selected.

Another site can be selected, if required, and if you have the security rights to access the site.

If All Sites displays here, then you do not have a default site configured on your user record, and need to select the required site.

Upon opening, this screen will default to the Active status, listing all the Active contracts for the selected site.

Select the Contract  

  • Select the row of the contract that you wish to process.

  • Click on the Edit button.

The Contract Maintenance screen will be displayed.

Edit Item Details  

  • Here you can make changes to the following contract item details:
    • Location
    • Shipping Address
    • COS Account Code
    • SLA Hours
    • Travel Charge
    • Is Extra
  • To make a change to any of these details, click in the relevant field of the selected item.

Edit Location  

  • In this example, we have clicked in the Location field of the second contract item in the list.
    • The original location is Reception.

  • Type in the new location.
    • In this example, Second Floor has been typed in.

Edit Travel Radius

  • Note: This should be 0 if travel is included in the contract)

  • In this example, we have clicked in the Travel Radius field of the first machine in the list.
    • The Travel Radius is currently 0.

  • Either type in or use the arrow indicators to select the updated travel radius for this contract item (in kilometres).
    • In this example, the Travel Radius has been changed to 42.

Save Item Changes  

Save the Contract

  • When you are done, click on Save.

  • The contract will be saved and you will return to the Contract Listing screen where the status defaults to Active, or will be set to the Status you last selected.
  • Click on the drop-down arrow in the Status field and select the relevant status.

  • New contracts can be found within the New contract status listing screen.
  • From here, the contract will need to be Released and then Approved before it becomes active.
  • Edited contracts may either remain in Active status or move to Released status in order for changes to be reviewed before Approval depending on the change made.

Note on Contract Triggers

    • Note: If the item detail that was changed, was one of the triggers that would move the contract back into the Released status, then you will need to change the Contract Listing screen status to Released to be able to view the updated contract item details.