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Coworking:Contract Template

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Introduction

Define contract templates so that the creation of a new contract can be streamlined and does not require extensive manual work.


A contract template allows to easily create new contracts applying a concrete set of data. Usually, a template that includes all the products and conditions in a pricing plan.

Contract Template

Define a contract template so that the creation of a new contract can be streamlined and does not require extensive manual work.

You can define as many contract templates as needed by in each organization in the system.

Fields to note:

  1. Organization: An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
  2. Name: A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.
  3. Description: A description is limited to 255 characters.
  4. Contract Type: Unique ID for a contract type
  5. Active: There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:

(1) The system requires the record for auditing purposes.

(2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are existing invoices for it. By de-activating the Business Partner you prevent it from being used in future transactions.

  1. Price List: Price Lists are used to determine the pricing, margin and cost of items purchased or sold.
  2. Payment Terms: Payment Terms identify the method and timing of payment for this transaction.
  3. Contract Invoice Schedule: Sets the invoicing configuration, in regards of when the invoicing occurs, what time period is going to be invoiced and the invoice date of created invoices.
  4. Payment Method: Sets what payment method must be used.
  5. Default Duration: Default duration of the contract
  6. Default Duration Unit: Default duration unit of measure for the contract
  7. Automatic Renewal: If Y, the contract automatically renews upon expiration unless the notice period is given
  8. Notice Period: Notice period for ending the contract
  9. Notice Period Unit: Unit for the Notice Period value

Product

Defines the products that will be part of the contract

  1. Active: There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:

(1) The system requires the record for auditing purposes.

(2) The record is referenced by other records. E.g., you cannot delete a Contract, if there are existing invoices for it. By de-activating the Contract you prevent it from being used in future transactions.

  1. Product: Identifies an item which is either purchased or sold in this organization.
  2. Quantity: Indicates the quantity of product needed to process one time the sequence.
  3. UOM: The UOM defines a unique non monetary unit of measure
  4. Net Unit Price: The actual price indicates the price for a product in source currency.
  5. Line Net Amount: Indicates the line net amount based on the quantity and the actual price. Any additional charges or freight are not included.
  6. Currency: Indicates the currency to be used when processing this document.

Billing Group: Allows launching the invoice process grouping some lines from invoice plans.



Full list of Contract Template window fields and their descriptions is available in the Contract Template Screen Reference.

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