Strategic Asset Management > Common > Contract Register

Definition of Lease Contract: A legal document used for the terms under which one party agrees to rent an asset (vehicle/equipment/property) from another party. A lease guarantees the lessee (the renter) use of an asset and guarantees the lessor (the owner) regular payments from the lessee for a specified number of months or years, with certain pre-defined conditions.

A lease contract is a commercial arrangement where:

  • the lessee (customer or borrower) will select an asset (equipment, vehicle, property);
  • the lessor (finance company) will purchase that asset;
  • the lessee will have use of that asset during the lease;
  • the lessee will pay a series of rentals or installments for the use of that asset;
  • the lessor will recover a large part or all of the cost of the asset plus earn interest from the rentals paid by the lessee;
  • the lessee has the option to acquire ownership of the asset (e.g. paying the last rental, or bargain option purchase price);
  • the finance company is the legal owner of the asset during duration of the lease;
  • However the lessee has control over the asset providing them the benefits and risks of (economic) ownership.

How to create a new Lease Contract

The following is process for the create contract wizard view with project integration = ON.

1.      Next (tab-1) Contract requirements: Specify the application, agreement type, customer and organisation.

 

2.      Next (tab-2) Contract detail: Provide details regarding the contract, the applicable object, event and the contract period.

 

3.      Next (tab-3) Contract specifics: Identify a specific and internal accounting organisation for this contract. If required provide project details or create a new project for the contract. Specify the first billing date.

 

 

4.      Click on the Finish button to complete the create wizard process for the contract. The contract lines will defaulted in from the event detail as it was setup in the event template. For this exercise the contract lines will be added in the update process of the contract.

 

  1. When the new contract is created, click on the OK button to open the Contract List page and then switch to the line details tab on the contract form line view on the Setup tab, select the related project, right-click in the field to view details.

Fields

Field name

Field description

Application

Select the correct classification for the contract type, Internal for contracts within the organisation between different divisions/departments, or External for contracts to external customers.

Maintenance agreement

Select the classification for the agreement/contract. The following options are available as a classification: Included or excluded can be selected. This field is used for filtering purposes and is not linked to the contract type that is selected.

Customer code

Select from the list of lookup values the customer code that uniquely identifying the customer.

Customer name

Description of the Customer Code and will be automatically added from the resource table.

Creating organisation

Select the organisation name from the list of lookup values that defines the organisation which created this contract.

Creating org structure

This field defines the structure position of the organisation which created this contract, by selecting the organisation from the list of lookup values.

Internal organisation

Select the internal organisation/department name from the list of lookup values that defines the organisation for which this contract was created. This is only applicable if the contract application is of type = Internal.

Internal org structure code

This field defines the structure position of the internal organisation/department for which this contract was created, by selecting the organisation from the list of lookup values.

Contract type

Select from the drop down list of predefined contract types. Contract type = Not Applicable will be the default contract type. If you want to use any other contract type, change the contract to another type. If event templates is used for specific contract set ups, the contract type selected in the event template will be defaulted in when the event template is selected in the create wizard.

Contract description

Define a short detailed description for the contract. If event template is used, then the event description will be defaulted into the description, but it can be edited.

Contract object

Select the object from the list of lookup values to be quoted on for this contract.

Structure code

The structure code will be added after a contract object was selected.

Event code

This field defines the event code that was created in the event definition for this contract template. Select from the lookup list an event code.

Description

The event template description will default in from the event definition.

Start date

This field define the planned date when the contract must start.

End date

This field define the planned date when the contract must end.

Specific ID

Select the identifier from the list of lookup values to uniquely identifying the specific.

Structure code

The structure code will be added after a specific was selected.

Internal accounting org

Select from the available lookup list the internal accounting organisation to be used for accounting purposes. This field is a mandatory entry.

Internal accounting org struct

This field defines the structure position of the internal accounting organisation for which the contract is performed and the field will automatically be added from the Organisation. This field is a mandatory entry.

Project contract ID

Project contract id identifier will be enabled when the Application = External and when project integration is enabled. New button will allow for the creation of a new project contract ID. Default can be selected if a default project contract was defined for the organisation in the setup parameters.

Project name

The project name will be added from project ID that was selected.

Related project

Select the related project identification from the list of lookup values that is related to this contract and created under the account setup for the accounting organisation.

Project name

The project name will be added from project ID that was selected.

First billing date

Enter the date for the first billing for which the customer will be billed.

How to update a new external Contract

The following is an example of the contract opened in contract planning edit mode.

1.      From the list page click on the newly created contract to open the contract and then switch to the line details tab on the contract form line view on the Setup tab, select the related project, right-click in the field to view details.

 

2.      Right click in the related project field, click on View details, and open the project to update the status of the project.

Click in the project stage, and change the project to In Progress and then close the project form.

 

3.      On the contract specific select the Lines button to open the contract specific lines form.

 

4.      Click on the New Contract line button to add the resource type for the contract.

 

  1. Select for example the resource type = Service and resource code = Rental Monthly.
  2. Add the Default quantity and Quantity values for the resource.
  3. Add the Sales price, Cost price, Currency, Bill recurrence and Pricing model for the resource.

8.      Add another resource line for the contract, that will need monthly feedback before the contract postings and billing process are executed.

 

9.      When all the resources were added to the contract, the status of the contract can be updated. First the contract status is changed to Quotation. Once the customer has agreed to the quotation of the contract, the status is changed to Approved, and then the contract is put into In Progress

 

  1. According to the billing cycle that was selected, the feedback, contract postings and billing (invoicing) are done. (For more detail definition on contracts feedback, contract posting and billing(Invoicing), refer back to the step - by - step process in Contract Planning)