360° Strategic Asset Management > Common > Contract Planning

Contract Management: The contract management module allows for registration, quotation, management, billing and retirement of contracts. The module support a comprehensive set of billing rules and calculations for a wide variety of contract types.

Key functions of Contract Management include:

  • Providing support for Rental Contracts
  • Providing support for Lease Contracts
  • Providing support for Service Level Contracts (SLA)
  • Providing support for Maintenance and Repair Contracts (MARC)
  • Supporting best-practice template configuration to simplify/streamline the creation of new contracts
  • Creating, managing and monitoring of all contracts
  • Reporting on contract expiry and asset availability after contract

Lease Management: The Leasing Module provides a complete end-to-end solution for all companies that lease out mobile assets. It supports all steps in the financing contract life cycle from a financing opportunity for a lease to an offer going over to mid-lease changes and resulting in end-of-lease options.

Key functions of Lease Management include:

  • Lease payment schedule: The payment schedule is an overview of lease and provide at a glance all key information regarding the state and current values of a lease. It include the original values of the lease contract, payment calculated based term and residual value. Date a payment was billed, invoiced and paid. The payment schedule support both fixed and variable interest rates.
  • Lease Contract amendments: Mid-lease changes is inevitable. Fleet-Management Lease Module provide functionality that will support contract amendments required. Amendments supported include capital adjustments, payment hold / payment holidays and interest rate adjustment.

The following process is the work flow for creating a new contract with an external organisation or an internal organisation/department. Use this form to create and maintain Contracts. Contract Planning is used to create, maintain, and enquire about contracts.

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

Note

List pages can help reduce the time that it takes to complete some daily tasks in Microsoft Dynamics AX. You can use list pages to view a list of similar records, select a record, and then perform actions against that record. There are two types of list pages: primary and secondary. Primary list pages display a set of records, and secondary list pages display a subset of those records. You must have security access to a primary list page to view the secondary list pages that are based on it.

When the Contract Planning is opened from the common (menu) or the area page, it will open the form as a primary list page. From this view you can select an execution record and click on EDIT to open the detail or grid view to perform actions against the selected record. List pages display multiple records as a list, or a series of rows and columns. You can sort the data in the list and use filters to display subsets of the list items. You can also click links to display specific records, if records are available.

Select multiple rows in a list by using check boxes to filter the on specific records. Filter the information in a list by using a quick filter or an advanced filter. Save an advanced filter as a Cue on a Role Centre page.

Note: Project Integration : Default Rules for posting of financial journal transaction

The following default rules apply when financial journal transactions are posted to projects when project integration is ON. The rules are setup defaults to be used for posting on the project categories in projects for inventory product items and service journals. There are several places where project category can be selected and the following sequence for verification is used to select a specific project category when found during the posting of financial journal posting process to projects:

1.      Get project category from Account setups

Under 360°Strategic Asset Management > Setup > Base > Account setup for customer or Account setup for Organisation default line categories can be linked to an account setup for a customer or a specific account setup for the accounting organisation an account type. The project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

2.      Get project category from Object Structure Project Properties (Remember this is for the accounting organisation)

Under 360°Strategic Asset Management > Setup > Object > Object definition > Object structure default project categories can be added to the accounting organisation that is created for the Organisation. If there is more than one accounting organisation, then the categories can be different, depends on how the projects are created in the Project Management Module of AX. The project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

3.      Get project category from Strategic Asset Management setup parameters

Under 360°Strategic Asset Management > Setup > Strategic Asset Management setup parameters default project categories can be added to the project integration tab that is created for the Organisation. Depends on how the projects are created in the Project Management Module of AX, the project categories are selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

4.      Get project category from Inventory Released product setup

Under Product Information Management > Released Products default project category can be added to the inventory product under the Product action tab, FastTab = Manage projects. Depends on how the projects are created in the Project Management Module of AX, the project category is selected from the available drop down list for the category types = Item/Service items and will be used when then a financial posting transaction is created.

5.      Get project category from Project management and accounting parameters

Under Project Management and accounting > Project management and accounting parameters default project category can be added under the Journals tab, default category, Item. Depends on how the projects are created in the Project Management Module of AX, the project category is selected from the available drop down list for the category type = Item and will be used when then a financial posting transaction is created.

Tasks that use this form

Create/Maintain contract

Create a new contract (External)

Create a new contract (Internal)

Navigating the form

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

Action Pane

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.

Control name

Description

Contract New

Create a new contract.

Edit

Edit contract record.

Delete

Delete contract record.

Additional information

The function is used to add additional information to the contract.

Enquiries

Open a menu with the following items:

  • Gantt - This button displays the contracts in a Gantt chart format.
  • Enquiries - This tab displays the results of the enquiries run in graph format. Only the main fields as selected on the filter criteria are displayed. The detail of the analysis results is available in the analysis cube report.
  • Transactions - This function displays all the inventory and financial transactions for the selected contract record.

Refresh

Refresh the page

Export to Microsoft Excel

The function is used to export selected data to Microsoft Excel

Attachments

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

Filter Pane

Use the filter pane to limit the data on a list page so that only the records that meet the filter conditions are displayed.

Note : Find (Filter on Customer contract ID)

The filter function can be used to find specific contract record through pre-defined criteria. Additional filter fields might be displayed on the filter pane for some list pages.

List Page view

Field name

Field description

Customer contract ID

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

Contract ID

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

Contract Description

Short description of the Contract.

Specific ID

This field is selected, for the characteristic to be associated with a specific object of the selected type.

Primary serial

This field define the primary serial number of the specific and will automatically defaulted from the specific detail if a primary serial number was created.

Secondary serial

This field define the secondary serial number of the specific and will automatically defaulted from the specific detail if a secondary serial number was created.

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.

Contract per specific status

The function is used to change status of the Contract. The contract is in one of the following phases/status: Created, Quotation, In Progress or Approved.

Preview Pane

The preview pane displays information that is related to a selected record. The type of information that is displayed depends on the type of record that you selected. A preview pane is not available for all list pages.

Field name

Field description

Customer

The resource code displays the Customer code for the Contract if a customer is linked to a contract. To see more detail of the customer, hover over the customer code and the customer name will be displayed.

Percentage complete

This field indicates as a percentage how far a contract is from completion.

Stage

This field uniquely defines the stage for a specific contract status. The field is not editable.

Contract status

Shows the current status of the Contract. The status can be changed with the Status function. The contract is in one of the following phases/status: Created, Quotation, In Progress or Approved.

Contract object

Display the object that was selected to be quoted on in this contract.

Contract type

Display the contract type that was selected for this contract, or that was created through the contract event template.