Use this form to create and maintain the item specific contract lines for the main contract, add the feedback values/quantities to the specific record and to create purchase orders for the specific contract. When the contract is a lease then the payment schedule for the period is also generated on the lease line.

Tasks that use this form

Create a new contract line

Commit Feedback

Add and maintain Specific Plan Allocations

Create Purchase Orders

Payment Schedule setup

Navigating the form

The following tables provide descriptions for the controls in this form:

Contract line actions

The Action Pane is divided into groups that contain action buttons. You can use the buttons on the Action Pane to create new records, perform actions against a selected record, and open forms to display more information about a record. The buttons that are displayed on an Action Pane depend on which list is displayed, your personal settings for the list, and your security access.

Action Button

Description

Contract line New

Create a new contract line record.

Edit

Modify/add the details of the Contract line. When you click this button, the record is switched from read-only mode to modify mode.

Delete

Delete the selected contract line.

Commit Feedback

Feedback is the mechanism by which you update what actually occurred during the progress of the contract item. During actual duration period of the contract, variances will occur between the budgeted items and what actually gets used/consumed. The main purpose of this function is to provide feedback on events in progress. Feedback can be done on all resources linked to an event.

Specific Plan Allocation

This form is used to allocate a specific resource against an execution or contract record. A resource allocation cannot overlap for multiple execution/contract records. This function is to add more specific detail to a resource/item allocated to an execution/contract. (For example an driver is allocated to for the contract; in the specific resource you can allocate the planned usage about the driver.)

Purchase order

This button for the rotable items or services, and allows you to raise a purchase order for the selected item. The item must have a Vendor account, and External item number defined in order for a Purchase order to be able to be created.

Payment Schedule setup

This button function is used to setup and generate the contract lines payment schedule. This function will only be available if the contract type = "Lease" type contracts and the payment schedule can only be generated on the resource line of the lease.

Refresh

Refresh the page. (This function is only available in the grid view mode)

Export to Microsoft Excel

The function is used to export selected data to Microsoft Excel. (This function is only available in the grid view mode)

Attachments

View and open the documents that are attached to this contract line. This includes external documents.

Grid View

A grid displays the records that make up a list page. To sort records, click any of the columns and select the columns to display in the grid.

Field

Description

Line ID

This field is used as a unique identifier for identifying the new Contract specific lines.

Resource type

This field identifies the resource type. The resource type defines if the resource is an item, service, facility, etc.

Resource code

This is a code uniquely identifying the resource. The value displayed in this field will be according to the resource type. For example, if Resource type = Material, an Item number will be displayed.

Line description

Description of the resource code that is required for the task.

Qty UOM

Select from the available list the type of unit of measure to define the quantity. Describes the unit in which resource quantities will be required to perform the task.

Quantity

The actual numeric value to indicate quantity of resource required.

Duration UOM

The unit of measure for the duration or time the resource is required for. This is only used for resources of type service, trade and support equipment.

Duration

The actual duration the resource will be required for the contract.

Journal value

The feedback value will be sent to journal against the selected task once the feedback is committed.

Feedback value

Define the quantity of the resource utilised, for feedback purposes. The way the feedback value works for item related feedback (resource type material or contractor) depends on the set up of the auto feedback indicator.

  • For resource type of COST the actual cost value expressed in the base currency must be entered in this field.
  • For resource type of FEE the actual selling price value expressed in the base currency must be entered in this field.
  • For all other type of feedback the actual quantity of the resource must be entered in this field.

Sales price

The sales price value that will be shown on the contract journals.

Line budget cost

This field defines the total budget costs for this specific contract line.

Line start date

This field defines the contract start date and is used for billing purposes for this specific contract line. The contract start date will default in from the contract detail, but can be changed if needed for each of the contract lines. If the line is once-off and in advance for payment, this date will be ignored.

Line end date

This field defines the contract end date and is used for billing purposes for this specific contract line. The contract end date will default in from the contract detail, but can be changed if needed for each of the contract lines. If the extended billing indicator is selected for the contract this date will be ignored.

Stop billing

This field defines the that if the indicator is selected then this line will no longer be billed through the billing run process.

Detail View

This detail is displayed only in the header view of the form.

Fast Tabs

Tab

Description

General

This tab displays the general identification and billing information on a contract line.

Values

This tab displays the quantity, duration and monetary information on a contract line.

Setup

This tab displays the disclose, billing recurrence detail, payment schedule criteria and supplier information on a contract line.

Purchase order lines

This tab displays any purchase order lines for the selected contract line.

Financial dimensions

Display the default financial dimensions for a contract line.

Stock dimensions

Display the Inventory Dimensions that are classified into 3 groups: Product, Storage and Tracking dimensions. The stock dimensions will ONLY be available if the resource type is of type = ITEM.

FastTabs

Field

Description

General

Resource type

This field identifies the resource type. The resource type defines if the resource is an item, service, facility, etc.

Resource code

This is a code uniquely identifying the resource. The value displayed in this field will be according to the resource type. For example, if Resource type = Material, an Item number will be displayed.

Line Description

Description of the resource code that is required for the task.

Line start date

This field defines the contract start date and is used for billing purposes for this specific contract line. The contract start date will default in from the contract detail, but can be changed if needed for each of the contract lines. If the line is once-off and in advance for payment, this date will be ignored.

Line end date

This field defines the contract end date and is used for billing purposes for this specific contract line. The contract end date will default in from the contract detail, but can be changed if needed for each of the contract lines. If the extended billing indicator is selected for the contract this date will be ignored.

Next journal date

Define the date for the next journal entry to be made. This will automatically be created when the journal postings for billing are completed.

Last journal date

Define the date when the transaction was processed. This will automatically be created when the journal postings for billing are completed.

Stop billing

This field defines the that if the indicator is selected then this line will no longer be billed through the billing run process.

Extended billing

This field defines the that if the indicator is selected then this line will run through the billing process after the contract end date was reached.

Values

Qty UOM

Select from the available list the type of unit of measure to define the quantity. Describes the unit in which resource quantities will be required to perform the task.

Default Qty

The default quantity value of the resource required.

Quantity

The actual numeric value to indicate quantity of resource required.

Duration UOM

The unit of measure for the duration or time the resource is required for. This is only used for resources of type service, trade and support equipment.

Default duration

The default duration the resource will be required for the contract.

Duration

The actual duration the resource will be required for the contract.

Sales price

The sales price value that will be shown on the contract journals.

Cost price

The cost price value of the line item that will be shown on the contract journals.

Setup - Billing

Journal cycle

This defines the frequency of the billing cycle to be sent to the customer.

Bill recurrence

This field will be used to define the recurrence on which the billing will take place. For example a cycle or once-off billing.

In advance

Select this indicator if billing will be done in advance as an once-off payment or in the event of cycle but payment billing is in advance for the contract. (The cycle in advance billing is for example a monthly rental contract on a building/shop space, then payment is in the beginning of the month and not at the end).

Pricing model

Select a value from the drop down list to indicate the pricing model for the contract. The following options are available: “Variable” – “the pricing can be changed according to agreement” or “Fixed” – “the pricing model is fixed for the full duration of the contract period.” Option variable means that the cost of the resource can be changed, and fixed means that the cost for the resource is fixed and cannot be changed.

Payment schedule values Only be visible if the contract type = "Lease" contract types.

Periods per annum

This defines the periods per annum base on the journal cycle that is select. For example: Monthly cycle = 12 per annum, or Quarterly = 4 per annum.

Number of periods

This defines the number of payments that will be done for the duration of this contract. This will be calculated based on the start/end date of the contract as well as the journal cycle that is selected. For example: The journal cycle = monthly, and the contract period is 60 months base on the start/end date, then the number of payment periods = 60.

Payment schedule calculation

This defines the payments schedule calculation method that will be used for the calculating the instalments per period. Compound method is currently the only method that is used for leasing contracts.

Residual amount

This defines that residual value is one of the constituents of a leasing calculus or operation. A Residual Value or "Balloon Payment" is a lump sum owed to the financier at the end of a loan term after all regular monthly repayments have been made. This allows a borrower to repay only part of the principal of their loan over its term, reducing their monthly repayments in exchange for owing the financier a lump sum at the end of the loan term.

Residual percentage

This defines that residual value as a percentage and is one of the constituents of a leasing calculus or operation. A Residual Value or "Balloon Payment" is a lump sum owed to the financier at the end of a loan term after all regular monthly repayments have been made. This allows a borrower to repay only part of the principal of their loan over its term, reducing their monthly repayments in exchange for owing the financier a lump sum at the end of the loan term.

Period base interest rate

This defines the base interest rate that show the lending interest rate that will be used by the organisation to define the customer/client contract interest rate.

Interest rate adjustment

This defines the interest rate percentage, above or below the base interest that was agreed with the customer/client to derived the contract interest rate. This rate is set on the customer profile.

Contract interest rate

This defines the contract interest rate that was agreed with the customer. When the pricing model for the contract is Fixed the contract rate will stay the same for the duration of the contract term. When it is a Variable pricing, the contract rate will be adjusted as and when the base interest lending rate is adjusted. These type of adjustments are normally based on the prime interest rates adjustments and happens quarterly.

Days per annum

This defines the number of days per annum used for the calculation of interest rate adjustments on the payment schedule transactions.

Stock

Process stock

This defines the processing of stock when stock is managed internally and the resource type = Fuel. The indicator will only be selected if internal processing of fuel stock is used.

Disclose

Disclose Ind

If this box is ticked, the record detail will be disclosed on the invoice to the customer.

Rollup resource type

Use the lookup values to find the resource type with which this resource record must be rolled up when invoices are displayed.

Rollup resource code

Use the lookup values to find the resource code with which this resource record must be rolled up when invoices are displayed.

Supplier

Supplier

Select the supplier code for the select item if this is an item that can be purchased from a supplier/vendor. In the resource form this supplier/vendor should be linked to the item as related resource in order to see any suppliers/vendors.

Description

Display a short detail description of the resource line.

Related structure code

This will define the structure code for the contract object that this line relates to.

Related UOM

This will define the UOM code for the contract object that this line relates to.

Purchase order lines

Purchase order

Display the Purchase order number attached to the specific resource line.

Line number

Display the line number for the purchase order.

Item number

This is a unique user-defined code that is assigned when items are created. We recommend that you not use special characters or spaces in the item number. Item numbers can be system generated by linking the item number to a Number sequences (form).

Line status

Indicates how far the purchase line has progressed along its life cycle.

Nett amount

The line amount after subtracting discounts.

Financial dimensions

Contract Specific

The contract specific associated with the origin contract specific record. (The field will automatically defaulted from the contract lines).

Cost Center

Select the Cost Centre associated with the resource record.

Department

Select the Department number associated with the resource record.

Execution Specific

The execution specific associated with the origin execution specific record. (The field will automatically defaulted from the resource lines).

Expense Purpose

Select the Expense Purpose associated with the resource record.

Specific

The specific associated with the origin execution specific/contract specific record. (The field will automatically defaulted from the resource lines/contract lines).

Stock dimensions

Product dimensions: (Setup and changed in Product Master)

Configuration

This field defines the descriptive name of configuration.(This will default in from the Inventory master table.)

Size

The field defines the size of the item, select from the available list of sizes.(This will default in from the Inventory master table.)

Colour

The field defines the colour of the item, select from the available list of colours.(This will default in from the Inventory master table.)

Style

The field defines the style of the item, select from the available list of styles. (This will default in from the Inventory master table.)

State

The field defines the state to describe the working order of the item. (This will default in from the Inventory master table.)

Storage dimensions:

Site

The field defines site where the item is stored, select from the available list of sites.

Warehouse

The field defines the warehouse location where the item is stored, select from the available list of warehouse locations.

Location

The field defines the location where the item is stored, select from the available list of locations.

Pallet ID

The field defines the pallet that is associated with the item, select from the available list of pallets.

Tracking dimensions:

Batch number

The field defines the batch number that is associated with the item, select from the available list of batch numbers.

Serial number

The field defines the serial number that is associated with the item, select from the available list of serial numbers.