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Through Contracts, you can manage the agreements you have concluded with customers and / or suppliers, concerning the provision of services or goods, that may relate to commercial contracts, leasing , subscriptions, advance payments for services, factoring, etc. The Contracts can be linked to Projects, Installations, as well as Service Level Agreements (SLAs), and are available through the jobs Menu > Services Management > Contracts.  


Find out in the following tabs: 1) how to create Contracts, 2) how to manage Contracts, 3) examples of contracts (Leasing, Subscriptions, Advance payments for services), 4) how to record measurements of machines or services.


To create a new contract, follow the steps below:

Basic Data

Open the Contracts file, select New entry, and fill in:

  • the Code and Description (the format of the contract's code can be defined in the parameters Menu > Services Management > Contracts > Parameters),
  • the Labeling field, to declare whether the Contract is: 1) Main, 2) Annex (i.e. addition), or 3) Renewal of another Contract related to the new one, which you can also select in the Related field,
  • the Type of the Contract, which is responsible for tabs that appear on the default screen of the Contract.

Leasing, Advance Payments for Services and Subscription Types are available, provided that Soft1 Service CRM module is included in your Soft1 installation.


Labeling Annex applies to cases where a main Contract (e.g. with a Hospital) has expired and we create the Annex to add further Stock items/Services/Fixed assets and then link it to the main contract


In the Contracts' type:

  • if you select the Subscription Category, the Contracts / Installments tab will be activated.
  • if you select the Leasing Category, the Leasing / Installments and Pre-agreed prices tabs will be activated, as you can see in the example (see more in the Contracts Examples tab).

Then, define:

  • the Entity (Customers / Suppliers) and the Trading Party (as well as the Invoiced Trading Party in case it differs),
  • the duration of the Agreement in Start & Expiry Date fields. Specifically, the expiry date field can be used to filter records', when selecting contracts in the Sales and Purchases modules.
  • and the Contract value.



Other Data

At the same time, on the Additional Data / Comments tab, you can link the Contract to a Project , as well as add extra information, such as the Person (that is, the contact related to the Trading Party), the Manager & Salesperson of the Contract, the Payment Terms, as well as accounts regarding the connection with Accounting.





Lines of the Contract

Firstly, in case you want to add data of an already existing Installation to the lines, select it in the Installation field and click on Transfer installation to lines. In our example, we added 3 stock items that are included in the selected installation.

To add more Entities, select them in lines and fill in the quantity, the Price, Start and End dates and the extra fields displayed in the lines.



Info: In case you manage Service Level Agreements (SLAs), through CRM Services, you can add them to the lines. Find out more here.

Extra data

Finally, on the User-Defined Fields tab you can use / configure the available information fields, which are also useful in grouping. In Attached Files you can import files, folders, etc. that relate to the Contract.

Create the Related Document

In order to monitor the outstanding quantities of stock items, the contract must be linked to a related document, to record the initial prices / quantities of the contract, etc.

In Contract's Related Jobs, select Related Document, to create the sales document.

In the job, select the Document Series that you have already created for the Related Document.

If you want to track pending quantities - back order - in the Contract, then in the Type of the Contract document

  • set the Behavior to 501 [Contract] and
  • configure appropriately the Pending Quantities section.

Tip!

Related documents can also be created in Purchases, concerning Contacts with your Suppliers.

Post a sales document

To post a sales document (e.g. Sales Invoice - Delivery Note) that concerns a contract,:

  • select the Customer of the specific Contract,
  • click on the related job Select Contract,
  • select the contract that you want to invoice from the list of active contracts,
  • fill in the quantities for the stock items.

By selecting OK, the document lines will be filled in with the stock items and the corresponding quantity. Also, in Other data tab of the document, the Special Contract field will be automatically filled in .


Info #1

Right click on the Contract hyperlink to create a new one.

Info #2

From the Contracts General parameters, you can set a control to define whether all contracts or only the active ones will be available through the contracts selector.


Info #3

You can define a Purchase and Sales Pricing Policy based on the document's contract.





The next time you will post a sales document for the specific contract, the quantities you entered in Qty 1 column upon the first invoicing, will appear as Converted.

Monitor Contracts

Through the contract's Related jobs, besides the Related document, you can also check:

  • the Contract Transactions, i.e. the - related to the Contract - revenue, expenses, collections and payments documents

  • the contract's Commercial & Financial Transactions, displaying the documents' lines per Entity

  • the CRM actions



Cash Flow Analysis

Through Cash Flow Analysis (menu> Company Processes > Company View > Cash Flow Analysis), you can check out your company's future receivables (inflows) and view Forecasted Customer Contracts.


Submit Contract list to Taxis (concerns greek installations)

From the Contracts Browser, you may submit Contracts to Taxis. Right-click on the selected contract(s), declare the Quarter in the job's filters and click Execute.

Through Contracts, you can monitor Subscriptions contracts, as well as Leasing and Advance payments for services, that you conclude with your Customers / Suppliers for the provision of services and/or goods. View in the examples below, how to create and manage Subscriptions contracts, Leasing, and Advance payments for services, as well as create installment invoices.  

To monitor / manage these contracts, it is required that you have included Soft1 Service CRM module in your Soft1 installation.


Create a Subscription contract

Basic Data - Type of the Contract

In a New contract entry, fill in the general data and then, in the contract's Type:

  • select the Subscription Category, which activates the Contracts / Installments tab on the contract's card,
  • set the Calculation step (e.g. type 3 , for 3-month subscriptions),
  • fill in the Invoicing Data:
    • the Invoicing Module (e.g. Purchases, Sales, etc.), in which the installment invoices will be posted,
    • the Series of the installment invoices, as well as
    • the Service that will be invoiced.


The Type of Contract - provided that you have Soft1 Service CRM module in your Soft1 installation - is responsible for: a) the tabs that appear on the default Screen of the Contract and b) the installment invoices created by the <Create installment invoices> job (find out more below).





General Data - Lines of the Contract

Fill in the general data of the contract in Trading Party and Dates / Value sections.

In the lines of Contract select the Service/es, that will be included in the Contract. Fill in the Quantity, Price, Starts / Ends on Dates for each Service, as well as the extra fields displayed in the lines.





Calculate Contract's Installments

In the Contracts / Installations tab, you specify the data that are required for the calculation of installments.

More specifically, select:

  • the Currency,
  • the Total Value of the Contract,
  • the Number of installments,
  • the Date of first installment

... and click on <Calculate Installments> to calculate the contract's installments on the lines.


Then, you can modify the Date and Amount fields, typing directly in the lines.

The Deposit date field is automatically filled in, in accordance with the Calculation step, set in the Type of contract, also taking into account the date of first installment. In our example, we set 12 installments, with a calculation step of 3 . Therefore, the deposit of installments is set per 3 months.





Create Installment invoices

Create multiple Installment invoices, using the Create Installment invoices job, available in jobs Menu > Services Management > Contracts.

Fill in the filters, by selecting:

  1. the Period, for which you want to create the installment invoices,
  2. the Type of the Contract,
  3. the type of the the installment that will be deposited, as well as
  4. the invoice's currency 

...and click Run .

The job will create Installment Invoices for the selected Period. At the same time, the lines of the Contract (on the Contracts / Installments tab) will be updated with the Date and Code of the Invoice that was created.

Create a Leasing contract

Basic Data - Type of the Contract

In a New contract entry, fill in the general data and then, in the contract's Type:

  • select the Leasing Category, which activates the Leasing / Installments & Pre-agreed prices tabs on the contract's card,
  • set the Calculation Step,
  • fill in the Invoicing Data:
    • the Invoicing Module (e.g. Purchases, Sales, etc.), in which the installment invoices will be posted,
    • the Series and the Service of the Warranty, Installment and Warranty refund Invoice.


The Type of Contract - provided that you have Soft1 Service CRM module in your Soft1 installation - is responsible for: a) the tabs that appear on the default Screen of the Contract and b) the installment invoices created by the <Create installment invoices> job (find out more below).

General Data - Lines of the Contract 

In the lines of Contract select the  Entity/ies (Stock Items, Services, Fixed Assets), that will be included in the Contract. Fill in the QuantityPriceStarts / Ends on Dates for each Entity, as well as the extra fields displayed in the lines.




Calculate Contract's Installments

In the Leasing / Installments tab, you specify the data that are required for the calculation of installments.

More specifically, select:

  • the Currency,
  • the Total and Remaining Value of the Contract,
  • the Number of installments,
  • the Interest rate, for the calculation of Interest and Repayment amount
  • the Date of first installment

... and click on <Calculate Installments> to calculate the contract installments on the lines.

Then, you can modify:

  • the Date and Amount fields, typing directly in the lines., as well as
  • the Installment type field, in case it is Warranty or Warranty refund.


The Deposit date field is automatically filled in, in accordance with the Calculation step, set in the Type of contract, also taking into account the date of first installment. In our example, we set 12 installments, with a calculation step of 1 . Therefore, the deposit of installments is set per month.


Create Installment invoices

Create multiple Installment invoices, using the Create Installment invoices job, available in jobs Menu > Services Management > Contracts.


Fill in the filters, by selecting:


  1. the Period, for which you want to create the installment invoices,
  2. the Type of the Contract,
  3. the type of the the installment that will be deposited, as well as
  4. the invoice's currency 


...and click Run .


The job will create Installment Invoices for the selected Period. At the same time, the lines of the Contract (on the Leasing / Installments tab) will be updated with the Date and Code of the Invoice that was created.

In the created invoice, you may add the Interest Amount and Repayment Amount columns, which concern the Accounting update.


Pre-agreed prices

In the Pre-agreed prices tab you can add the elements of the agreement with the Trading party, per service, as well as manage the Payment terms.

Create Advance Payments for Services contract

Basic Data

In a New contract entry, fill in the general data and then, in contract's Type, select the Advance payments for services Category.


The <Advance Payments for services> Type is available, as long as Soft1 Service CRM module is included in your Soft1 installation.

General Data - Contract's lines

Fill in the general data of the contract in Trading Party and Dates / Value sections.

In the lines of Contract, select the Service/es, that will be included in the Contract. Then, fill in: 

  • the Price,
  • the Quantity with zero (0) value, (the quantity will be updated by creating the sales invoice. Read more below)
  • the Starts / Ends on Dates for each Service, as well as the extra fields displayed in the lines.



Make sure that the Unit of Measurement of the Services added in contract's lines, is <Hour>.


Contract invoicing

To create the Sales Invoice (e.g. Invoice for services rendered), fill in:

  • the Customer (and his Branch),
  • the Contract in the Other Data tab, and
  • the Service that you set in the Contract, specifying the Quantity (i.e. the hours that will be paid in advance), as well as the Price.

From the Contracts General parameters, you can set a control to define whether all contracts or only the active ones will be available through the contracts selector.



By saving the Sales Invoice, the Quantity field in the contract's card will be updated, for the specific Service.


Through Related Jobs of the contract, you can monitor the <Commercial & Financial Transactions>, where the Sales Invoice, that includes the initial agreed Quantity, is displayed.



Consumption of hours

Posting a CRM action will start consuming the hours of the Service. Create a new CRM action, e.g. a Task and in the General Data tab, fill in:

  • the Trading Party details and
  • the related Contract.

Then, in the Items/Services - Participants tab, add the Service to the grid, filling in:

  • the Quantity, i.e. the working hours that will be provided to the Customer for the specific service, as well as
  • the Charge Type, that should bear the <Advance payments for service> labeling.

Saving the CRM Task will update the Quantity field of the specific Service in the Contract's card, by subtracting the Hours specified in the Task.

The Task, as well as all CRM actions are available through the Related Job <Actions (contracts)> of the contract.



Advance payments for services - Checklist

Monitor the Advance payments for Services contracts, through the <Advance payments for services - Checklist> report, available in Services' reports.

Fill in the filters with the Contract(s), for which you want to be informed, and click Run.

The report includes:

  1. the initial Quantity, as it was set in the Invoice for services rendered,

  2. the Quantity of hours consumed, according to the CRM Task we posted, and finally

  3. the number of hours remaining to complete the provided Service.


Through Measurements (Menu > Services Management > Contracts) you can record measurements of devices or services (printers, vending machines, etc.), that may be under a loan for use commitment.

Create measurement Types

First of all, you must create Measurement Types. In a New entry, fill in the Code and the Description, and select:

  • the Master Measured entity (Stock items, Services, Assets) and the Measured, e.g. Digital Printing Services,
  • the Related Measured entity and the Related, e.g. the asset from which the measurements will be taken, as well as
  • the way in which the Measurement will take place, i.e.:
    • progressive, e.g. for measurements of printouts, water e.t.c.,
    • direct, e.g. for measurements of vending machines' items.

Select <is Invoiced>, to be able to create invoices for the Service.


In case the measurement is about printouts, make sure that the Unit of Measurement of the Service and the related fixed asset is <Page>.


Record measurements 

Through Measurements job, you can record the Dates of your measurements of a particular Entity, as well as create directly Sales documents, by following the steps below:

  1. Select the Measurement type. Automatically, the data of the measured element (or service) will be filled in. 
  2. Select the Unit of Measurement (UoM).
  3. Enter the measurements by date, either by typing them directly into the grid, or by: MS-Excel file, import script, web services.
  4. Create the related Sales document for selected measurement(s). To do so, right-click on the <Invoice Code> heading and select <New Entry>.


Use Measurements to create (e.g. with a flow scenario) customers' charges with the corresponding sales documents.