360°Strategic Asset Management > Common > Contract Register

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-Maintenance 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: 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 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 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:

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 New

Create a new contract.

Edit

Modify the details of the contract. When you click this button, the contract is switched from read-only mode to modify mode.

Delete

Delete the selected contract.

Header view

View header and header-related information on FastTabs.

Line view

View the header and line information together. You can expand the lines and line details tabs to see more information about lines.

Additional information

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

Enquiries

Open a menu with the following items:

  • Gantt - This button displays the contracts in a Gantt chart format.
  • Enquiries Graph - 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 financial transactions for the selected contract record.

Status

The function is used to change current status of the Contract Specific Status and the Record Status.

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. 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 Record

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

The contract ID that is selected will also display the contract status for the selected contract.

The customer contract ID with contract status will display under the Contract ID (Search/Find) field. Base on how the contract statuses were setup, the display can be colour coded in order to identify the status of contract. (For example all contracts in status "In Progress" will display in colour blue). This is user definable and is done in the base status setup.

Contract header

This tab is displayed only in the line view of the form.

Field name

Field description

Customer contract ID

This field is used as a unique identifier for identifying the new Contract. Customer contract ID is a system generated identification number that is predefined on how the number should be generated.

Contract description

This field defines a short detailed description for the Contract.

Status

Shows the current status of the record. The status of the record can be changed with the Status function.

Contract status

Shows the current progress status of the Contract. The status can be changed with the Status function. The different contract statuses will be defined according to the clients requirements, as well as the rules of when can a status be loop back to a previous status and when not.

Stage

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

Start date

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

End date

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

Percentage complete

The field indicates the percentage of completion for the defined contract period.

Currency code

This field defines the currency that contract costs will be use for calculating and displayed in. This is the company currency and can be changed for the contract and all the resources on the contract. Once the contract is in "Approved" status the currency can no longer be changed.

Contract Specific

This grid is displayed only in the line view of the form.

Button

Description

Add line

Use this to add another contract specific line.

Remove

Use this remove a contract specific line.

Lines

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.

Setup

The purpose of this function is to maintain and view execution characteristic, contract age, address, maintenance, and adding of additional data for the contract.

Open a menu with the following items:

  • Characteristics - Use this form to create and maintain the contract specific characteristics. This function is used for specifics with characteristic type = Contract.
  • Contract Age - The purpose of this form is to enables you to update the contract’s current meters. It will update the meters ageing of the selected contract. Rules for meter update are set up when creating the contract type.
  • Maintenance Agreement - Use this form to create and maintain the contract maintenance billing information according to predefined events for the maintenance task that . This form will be used to identify the maintenance agreement exception conditions for a specific with the billing indicators that specify what resource types will be billable for the event. Multiple events can be attached to a contract line with different billing indicators.
  • Address - Use this form to create and maintain the contract address information. Your company’s address usually is the default delivery address however; the address type will indicate the address.
  • Additional Information - Use this form to create additional detail information for the contract record.

Create

The purpose of this function is for the creation of new execution and failure.

Open a menu with the following items:

  • Maintenance - This function is used to create a maintenance execution work order for the selected contract specific.
  • Failure - This function is used to register a new failure for the selected contract line.

Enquiries

This button displays the Enquiries function for the specific execution work orders on.

Open a menu with the following items:

  • Budget vs Actual calculations - This function must be executed to process the calculations for budget vs actual cost and sales for the selected event.
  • Budget vs Actual costs results - This function must be executed to view the calculation results for budget vs actual cost for the selected event.
  • Budget vs Actual sales results - This function must be executed to view the calculation results for budget vs actual sales for the selected event.
  • Transactions - This function displays all the inventory and financial transactions for the selected contract record.
  • Handover/collection report - View/Print the handover/collection condition report for the selected object.
  • Contract quotation - This will create a contract quotation report when the contract specific status is "Quotation" and can be viewed/printed.
  • Contract report - This will view/print the contract agreement when the contract specific status is "Approved" or "In Progress".

Meter feedback

This form is used to maintain all contract feedback on contract specifics records that have an "in progress" status. This form is for contract feedback on all contracts that have mandatory feedback on specifics or where contracts have adjustments on the specifics for the contract.

Status

This function allows for the changing of statuses.

Open a menu with the following items:

  • Contract Status - The function is used to change the status of the Contract according to the predefined setup statuses for a contract and contract specific.
  • Record Status - This form contains the predefined values for the current record. This is used to change the Status function.

Field

Description

Contract ID

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

Contract object

Defines the object from the lookup value list of the object to be quoted on in this contract. Contract object (asset) will always be selected, because this is used to define the pricing quoted on the contract.

Structure code

This field is the structure position for the object. The code uniquely identifying the position of the item in the structure and is user definable. A Structure code of “0” is automatically allocated by the system for the top (Highest level) of every object.

Specific ID

This field defines the specific asset's detail that will be allocated to this contract, for example Toyota Hilux 2.7 with registration number XX 00 XX GP. The specific ID is selected once the specific can be added and associated with the selected object type. This will be added once the contract is accepted by the customer/client and the contract is ready to go into progress.

Maintenance agreement

This field is used to select the type of maintenance agreement that will be used on this contract. It will be of type Included or Excluded. This is not linked to the selected contract type, but Maintenance exception conditions can be setup for this contract.

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.

Event code

Defines the event code that will be used to generate the contract lines.

Contract specific status

This field is used to display the status of each specific per contract.

Total revenue

This field defines the cost for the selected contract object and all the contract resources.

Line Details

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

Tabs

Field

Description

General

Customer contract ID

This field is used as a unique identifier for identifying the new Customer Contract. The information will be automatically displayed from contract detail.

Contract ID

This field is used as a unique identifier for each specific per contract.

Contract description

Short description of the Contract.

Sort field1

Select the sorting order for the specific record.

Sort field2

Select the sorting order for the specific record.

Sort field3

Select the sorting order for the specific record.

Record status

Shows the current status of the record. The status of the record can be changed with the Status function.

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.

Next journal date

Define the date for the next journal entry to be made.

Last journal date

Define the date when the last billing transaction was processed.

Percentage complete

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

Contract specific status

This field is used to display the status of each specific per contract.

Stage

This indicates a stage of the status field.

Stop Billing

This indicates the stop billing run for this line item/s.

Extended Billing

This indicates that for this contract the billing will be extended after the end date of the contract. This can also be setup under Organisation structure and then it will be defaulted for all contracts for this organisation, but if a specific contract then should not be extended this indicator on the line details will be not be selected. In the instance where a organisation has not extended billing on in organisation structure, but you want a specific contract to be extended then this indicator will be selected.

Setup

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.

Event code

The event code will be displayed from the contract detail. Defines the event code that will was used to generate the contract lines.

Contract organisation

This field defines the name of the organisation for which this contract was created.

Contract org structure

This field defines the structure position of the contract organisation for which this contract was created.

Current location

This field is used to define the current location detail of this contract object.

Location structure code

his field defines the position in the location structure. Select the structure code from the list of lookup values.

Maintenance agreement

This field is used to select the type of maintenance agreement that will be used on this contract.

Journal cycle

This field will be used to define the recurrence on which the billing will take place.

Related project

Select the related project identification from the list of lookup values that is related to this contract.

Project contract ID

Project contract id identifier will be enabled when the Application = External and when project integration is enabled and a project can be selected from the available drop down list.

Search name

This field is used to specify text for fast search.

Internal accounting org

Select from the available lookup list the internal accounting organisation to be used for accounting purposes.

Internal accounting org structure

This field defines the structure position of the internal accounting organisation and the field will automatically be added from the Organisation.

Mandatory feedback indicator

If this field is TRUE (ticked), the feedback on the contract specific line record is mandatory.

Specific swap out

Select from the available lookup list the specific object that will be used temporarily for a swap out.

Swap out structure

This will automatically be added from the specific structure table if the specific object is selected.

Specific

Primary serial

This field defines the asset serial number that is unique to a specific. In some instances this will be used for the vehicle registration number, if the specific ID is used by another unique number, for example a bar coded asset number. This field can be updated, but history records will be created for changes since it is a asset. (For example a vehicle's registration number is used as Primary serial, then the vehicle is allocated to another province, and the primary serial is updated).

Secondary serial

If the asset/specific has more classification that will uniquely define the specific, and can be used as the secondary serial.

Header View

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

FastTabs

Field

Description

General

Customer contract ID

This field is used as a unique identifier for identifying the new Customer Contract. The information will be automatically displayed from contract detail.

Contract Description

Short detail description of the Contract.

Status

Shows the current status of the record. The status of the record can be changed with the Status function.

Contract status

Shows the current status of the Contract. The status can be changed with the Status menu function.

Stage

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

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.

Percentage complete

The field indicates the percentage of completion for the defined contract period.

Currency code

This field defines the currency that contract costs will be use for calculating and displayed in. This is the company currency and can be changed for the contract and all the resources on the contract. Once the contract is in "Approved" status the currency can no longer be changed.

Setup

Application

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

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.

Responsible person

This field defines the detail of the identifying the person responsible for the contract.

Responsible person structure

This field defines the position of the responsible person in the structure. Select the structure code from the list of lookup values.

Current location

This field is used to define the current location detail of the contract object.

Location structure code

This field defines the position in the location structure. The field will be added from the warehouse information if location was completed.

Detail

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, and will be automatically defaulted from the organisation.

Resource code

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.

Customer name

This displays the Customer Name for the Contract.

Internal organisation

Select the internal organisation 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 = Internal.

Internal org structure code

This field defines the structure position of the internal organisation and the field will automatically be added from the Organisation.