18.1. Contracts - Projects

With SocrateCloud allows you to manage project related contracts. Use the contracts functionality to:

• manage the steps prior to a contract - approval workflow, contract signing;

• manage the additional documents and contract appendixes;

• automate the notification processes for events linked to contracts;

• control the supply chain relative to the contract indications.

In order to enter a customer contract, you need to follow the steps:

• Enter contract data;

• Add the appendixes/additional documents as projects.

Starting with version 13.09 you can enter the appendix details directly from the Contracts window.

The Contracts window, located in the Partner Relations -> Contract Management menu is used to manage project related contracts. The following fields are available:

• Business Partner, Contact, Location - the contract beneficiary and it's contact and location information;

• Tenant is Contractor? - is used to determine the Contractor:

  • check if the business partner is the customer;

  • clear if the business partner is the vendor;

• Document No, Customer No, Description, Comment

• Contract Date - the date when the contract generate it's effects;

• Customer Date - the date when the contract is registered by the business partner;

• Additional document - select this the contract is an additional document for another contract, in which case the main contract must be completed;

• Emitent societatea - select if the contract was initiated by the organization;

• Representative - sales agent, purchase agent or customer service representative responsible with the contract;

• Category - contract classification method: purchasing, sales, service;

• Contract type - used when classifying a contract by its application areas. The available option can be defined in the Contract Type window;

• Contract Source - used when classifying a contract by its source (Auction, Promotional Campaign, Renewal etc.). The available option can be defined in the Contract Source window;

• Sent Date - the date when the contract was sent for approval/signing;

• Date Received - the date when the approved/signed copy of the contract was received;

• Contract Status - a list with predefined statuses, applicable by the operator with the purpose of tracking the contract's general situation;

• Start Date, End Date - the contract's running interval

• Schedule - indicates the execution schedule used for the contract. Not available in the current SocrateCloud version.

Invoicing section:

• Bill To, Location, Contact - select the business partner to be invoiced and the corresponding contact and location information;

  • for a contract with a business partner, invoices can be sent to a different business partner.

Financial section:

• Currency - currency used for this contract;

• Invoice Schedule - not available in the current SocrateCloud version;

• Initial Amount (system maintained) - contract amount excluding appendix amounts;

• Total Amount (system maintained) - total contract amount, including appendixes and excluding taxes;

• Grand Total - manually entered amount, with no corresponding appendix information;

• Payment Term - indicates the payment term used for generating orders from the project annexed to the contract. Details in Payment Terms;

• Distribution List - not available in the current SocrateCloud version;

• Warranty Percent - percentage used to determine the warranty amount;

• Warranty Amount (system maintained) - amount obtained by applying the warranty percent to the contract amount;

Service section - contains information used for service contracts:

• Service - indicates whether the contract is a service contract;

• Free of charge service - free service according to contract;

• Guarantee Months - used to determine the service period;

• Shipment Days - shipment days according to the contract.

History section - contains system generated fields containing information about the record:

• Created On - date when the contract was created;

• Created By - user who created the contract;

• Updated - date when the contract was updated;

• Updated By - user who updated the contract.

In the Anexe/Oferte tab you can enter appendixes/additional documents as Projects. Details in Projects.

The Contract Gain/Loss Reevaluation report, located in the Performance Analysis menu, reevaluates the account balance contract rates at specified date (reevaluation date), only for contracts with currency different from base currency. The report can generate GL Journals, based on which the actual revaluation can be made.

The Generate Contract Notifications process is used to send notifications to business partners with contract appendixes (projects). The process checks all the contracts for the business partners within a group and sends email notifications to their contacts (with valid email settings). Notifications will only be sent for contracts with the end date within the current date and the next 3 months and with less than 90% duration reached (Start Date - End Date interval). The notifications will contain an attachment with all the contract appendixes (projects), as PDF, printed using the specified print format.

• Position - selection filter for the contacts for which emails will be sent;

• Print Format - print format used to print the projects as PDF;

• Mail Template - determines the notification email structure and contents.