Strategic Asset Management > Common > Contract Register

Contract Templates are created in event definition and determine the generic composition for external contracts. It will include information about resources required, set ups for billing, budgets quantities and additional characteristics used in contracts. When a new contract is created, users then have the option to select form a list of available templates and use as is, or modify where required.

Contracts can be created from various sources. These include:

  • From a previously recorded Failure
  • From a previously recorded Incident
  • Directly from the Specific Asset register
  • Directly from the Maintenance register work order

Create a new external Contract

The following is an example for the create contract wizard view with project integration ON.

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

TAB

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 set up in the event template.

 

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 structure

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 set up 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 set up 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.