Sales Contract Maintenance

Menu Path: Customer Service $Images\bluerarw.gif$ Customers $Images\bluerarw.gif$ Setup $Images\bluerarw.gif$ Sales Contract Maintenance

Purpose

Set up and maintain sales contracts.
View sales order and purchase order line items associated with sales contracts.

Overview

Use Sales Contract Maintenance to create, edit, delete, and view sales contracts you have with your customers for a specific period of time, and a specific sales quantity or amount. You can define the following contract types:

Order - A contract that users can associate with specific sales orders.
Product - A contract for specific products or a category of products that users can associate with specific line items on sales orders.

You can set up both types of sales contracts for all customers for a specific customer, billing customer, or EDI trading partner.

Creating Sales Contracts

To create a sales contract:

Click the New button in the ribbon.
Enter a unique code for the sales contract in the Contract Code field.
Enter a descriptive name for the sales contract in the Contract Name field.
If the sales contract is for specific products or a product category, select the Product radio button. If it is not associated with products or a product category, leave the Order radio button selected.
Enter a detailed description of the sales contract in the Detailed Description field.
If the sales contract is for a specific customer, billing customer, or EDI trading partner, select the appropriate option in the Customer Option radio set, and enter the customer, billing customer, or EDI trade ID.
If the customer has a contract number or purchase order number associated with the sales contract, enter the customer's numbers in the Customer Contract Number and/or Customer PO Number fields.
Review the currency entered in the Currency field, and verify it is the correct currency for the sales contract.
Enter the range of dates for the sales contract in the Starting Date and Ending Date fields.
If you want to prevent the sales contract from being associated with orders when the current date is outside the date range you entered in step 9, select the Enforce Date Range check box.
If you want the sales contract to be marked as expired after the amount or quantity of the sales contract is exceeded, select the Expire Exceeded Contract check box.
If you want the sales contract to be the default sales contract during order entry, select the Auto Select Contract check box.
If you do not want a warning to appear when the sales contract amount or quantity is exceeded, clear the Warn Exceeded Contract check box.
If you selected the Product radio button in step 4, and want to use product prices and/or costs for the contract on sales and purchase orders, select the Use Contract Price and/or Use Contract Cost check boxes.
If you selected the Product radio button in step 4 and you want to display a warning message during order entry if the price of a line item associated with the contract is not equal to the unit price for the contract, select the Warn on Unit Price Discrepancy check box.
Enter the total amount of the sales contract in the Total Contract Amount field. If you selected the Product radio button in step 4, enter the total quantity of products for the contract in the Total Contract Quantity field.
If the sales contract is for products or a product category, click the Products tab, select whether the sales contract is for products or a product category, and enter the contract quantities, prices, and costs for the products or product category. If the sales contract is for specific products, you can enter sales contract information for the products by style if necessary.
If you want to store additional information for the sales contract in user-defined fields, click the Other Information tab and enter the information as appropriate.
Click the OK button in the ribbon. The contract is created. The contract can now be associated with orders or order line items.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Sales Contract Maintenance window.
New	Click this button to create a new sales contract.
Update	Click this button to edit the selected sales contract.
Delete	Click this button to delete the selected sales contract.
Print	Click this button to display Sales Contract Print, which allows you to print the selected sales contract.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first sales contract.
Prev	Click this button to display the previous sales contract.
Next	Click this button to display the next sales contract.
Last	Click this button to display the last sales contract.
Contract Stages	Click this button to display Sales Contract Stage Maintenance, which allows you to set up and maintain sales contract stages.
Add to Stage	Click this button to display Sales Contract Stage Maintenance, which allows you to add the selected product(s) to a previously created sales contract stage. This button is only available if the Product radio button is selected in the Product Option radio set on the Products tab.
Create Purchase Order	Click this button to display Sales Contract Purchase Order Creation, which allows you to create purchase orders for specific stages of the selected sales contract.
Create Sales Order	Click this button to display Sales Contract Sales Order Creation, which allows you to create a sales order for the selected sales contract.
Product Maintenance	Click this button to display Product Maintenance, which allows you to view and edit product information.
Attachments	Click this button to display Attachment Entry, which allows you to view and enter attachments for a selected sales contract.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected sales contract.
Remarks	Click this button to display Remark Entry, which allows you to view and enter remarks for a selected sales contract.

Fields and Buttons

Field or Button	Description
Contract Code	Enter a unique code for the sales contract, or click the Lookup button to select an existing sales contract code. This field is disabled when creating a new sales contract if the Auto Generate Sales Contract Codes check box is selected on the Order Entry tab in Customer Service Control Maintenance.
Contract Name	Enter a name for the sales contract, or click the Lookup button to select an existing sales contract name.

Main Tab Fields and Buttons

Field or Button	Description
Contract Type	Select one of the following sales contract types: Order - A sales contract associated with sales orders. Product - A sales contract associated with specific line items on sales orders.
Expired	Select this check box if the sales contract is expired. If a sales contract is marked as expired and the sales contract is associated with an order or order line during order entry, a warning message appears.
Detailed Description	Enter a detailed description of the sales contract.
Customer Option	Select whether the sales contract is for all customers, a specific customer, a specific billing customer, or a specific EDI trading partner.
Customer Code	Enter the customer code or name if the sales contract is with a specific customer, or click one of the Lookup buttons to select the customer code or name. If you enter a customer in these fields, the sales contract can only be selected for this customer during order entry. These fields are only available if you select the Customer Code radio button.
Billing Customer Code	Enter the billing customer code or name if the sales contract is with a specific billing customer, or click one of the Lookup buttons to select the billing customer code or name. If you enter a billing customer in these fields, the sales contract can only be selected for this billing customer during order entry. These fields are only available if you select the Billing Customer Code radio button.
Trade ID	Enter the EDI trade ID or name if the sales contract is with a specific EDI trading partner, or click the Lookup button to select an EDI trade ID or name. If you enter an EDI trade ID or name in these fields, the sales contract can only be selected for this trading partner during order entry. These fields are only available if you select the EDI Trade ID radio button.
Customer Contract Number	Enter the customer's contract number (if applicable). This number can be used instead of the sales contract code when entering an order or importing an order.
Customer PO Number	Enter the customer's purchase order number (if applicable).
Currency	Click the Lookup button to select the sales contract's currency. If the sales contract is for a specific customer or billing customer, this field defaults to the customer's default currency. Otherwise, this field defaults to the default general ledger currency.
Starting Date	Enter the sales contract's start date, or click the drop-down arrow to select a start date (if applicable).
Ending Date	Enter the sales contract's end date, or click the drop-down arrow to select an end date (if applicable).
Enforce Date Range	Select this check box to prevent users from associating the sales contract with an order or order line item when the date is before the sales contract start date or after the sales contract end date. The date on the order that is compared to the sales contract date range is based on the Pricing Option selected in Order Class Maintenance for the order class of the order.
Expire Exceeded Contract	Select this check box to mark the sales contract as expired if the amount or quantity for the sales contract is exceeded.
Auto Select Contract	Select this check box to enter the sales contract automatically during order entry and when importing orders. This enables you to associate the sales contract with orders automatically.
Warn Exceeded Contract	Select this check box to display a warning message during order entry if the amount or quantity for the sales contract is exceeded.
Use Contract Price	Select this check box if prices for the sales contract are used by default for orders associated with the sales contract (even if the system is set up to use the best price). NOTE Authorized users can manually enter a different price during order entry. If no price is entered for the sales contract, this setting is ignored. This check box is only available if the Product radio button is selected.
Use Contract Cost	Select this check box if costs for the sales contract are used by default for purchase orders associated with the sales contract. NOTE If no cost is entered for the sales contract, this setting is ignored. This check box is only available if the Product radio button is selected.
Warn on Unit Price Discrepancy	Select this check box to display a warning message during order entry if the price of a line item associated with the sales contract is not equal to the unit price entered for the sales contract. This check box is only available if the Product radio button is selected.
Total Contract Amount	Enter the total monetary amount of the sales contract (if applicable).
Total Contract Quantity	Enter the total quantity of the product(s) for the sales contract (if applicable). This field is only available if the Product radio button is selected.
Open Order Amount	This field displays the monetary amount of open orders associated with the sales contract.
Open Order Quantity	This field displays the quantity of products on open orders associated with the sales contract. This field is only available if the Product radio button is selected.
Invoiced Amount	This field displays the monetary amount of invoiced orders associated with the sales contract.
Invoiced Quantity	This field displays the quantity of products on invoiced orders associated with the sales contract. This field is only available if the Product radio button is selected.
Remaining Amount	This field displays the remaining contract amount, which is calculated as the total contract amount minus the amounts on open and invoiced orders.
Remaining Quantity	This field displays the remaining quantity of products for the sales contract, which is calculated as the total contract quantity minus the quantity on open and invoiced orders. This field is only available if the Product radio button is selected.

Products Tab Fields and Buttons

Note This tab is only enabled if the Product radio button is selected on the Main tab.

Field or Button	Description
Product Option	Select one of the following options: Product - Enter specific product information for the sales contract. Category - Enter specific product category information for the sales contract.
Entry Option	Select whether to enter specific products for the sales contract, or enter products by product style. These radio buttons are only available if the Product radio button is selected.
Product Code	Enter the product code for the contract, or click the Lookup button to select the product code. This field is only available if you select the Product radio button for both the Product Option and Entry Option radio sets.
Category Code	Enter the product category code for the sales contract, or click the Lookup button to select a product category code. This field is only available if the Category radio button is selected.
Contract Quantity	Enter the quantity of the product or product category for the sales contract. This field is only available if the Style radio button is not selected.
U/M	If the Product radio button is selected, enter the unit of measure of the product for the contract. If the Category radio button is selected, select the type of unit of measure for the contract (product, selling, receipt, display, etc.). This field is only available if the Style radio button is not selected.
Unit Price	Enter the unit price for the sales contract. Note This price should not include VAT. This field is only available if the Style radio button is not selected.
Product Name	Enter the product name for the contract, or click the Lookup button to select the product name. This field is only available if you select the Product radio button for both the Product Option and Entry Option radio sets.
Category Name	Enter a product category name for the contract, or click the Lookup button to select a product category name. This field is only available if the Category radio button is selected.
Unit Cost	Enter the unit cost for the sales contract. This field is only available if the Style radio button is not selected.
Add	Click this button to add the product information to the sales contract. This button is only available if you select the Product radio button for both the Product Option and Entry Option radio sets.
Remove	Click this button to remove the product information selected in the Products grid from the sales contract. This button is only available if you select the Product radio button for both the Product Option and Entry Option radio sets.
Style Code	Enter a style code for the contract, or click the Lookup button to select a style code. This field is only available if the Style radio button is selected.
Contract	Click this button to select a style for which contract information previously was entered for the sales contract. This button is only available if the Style radio button is selected.
Copy to Color/Size	Enter a color/size to which to copy contract information from a selected color/size, or click the Lookup button to select a color/size. This field is only available if the Style radio button is selected.
Copy Line	Click this button to copy the selected contract information from the selected color to the color entered in the Copy to Color/Size field. This button is only available if the Style radio button is selected.
Style Name	This field displays the product style name for the selected product style code. This field is only available if the Style radio button is selected.
Suppress Zero Quantity Rows	Select this check box to hide rows with only zero quantities from the grid. This check box is only available if the Style radio button is selected.
Remove Line	Click this button to remove the selected row of sales contract information in the grid (for a size/color that has multiple rows). This button is only available if the Style radio button is selected.
Products	If the Product radio button is selected for the Entry Option radio set, this grid displays products for the sales contract. If the Style radio button is selected for the Entry Option radio set, this grid displays products for the selected style. You can specify sales contract information for each combination of color and size for which products are available. Rows are sizes or colors based on the selected option in the Row/Column Orientation field in Style Maintenance. Note You can use the Copy Line button to create multiple rows of the same color or size. This is useful if you want to set up different unit costs, unit prices, or required dates for a single color or size. You can update sales contract information for each product in the grid, including stage information and a customer contract number. You can press the Ctrl or Shift keys to select multiple products. This grid is not available if the Category radio button is selected.
Total Contract Amount	This field displays the total monetary amount of all products for the sales contract based on the unit price. Note This is zero if no unit price is entered.
Total Contract Quantity	This field displays the total quantity of all products for the sales contract.

Customer Orders Tab Fields and Buttons

Field or Button	Description
Customer Orders	This grid displays customer orders associated with the selected sales contract. Double-click a sales order to display Order Edit, which allows you to view and edit the selected sales order.
Order Lines	This grid displays order line items associated with the selected sales contract. Double-click a sales order line item to display Order Edit, which allows you to view and edit the associated sales order.

Purchase Orders Tab Fields and Buttons

Field or Button	Description
Supplier Purchase Orders	This grid displays purchase orders associated with the selected sales contract. Double-click a purchase order to display Purchase Order Maintenance, which allows you to view and edit the selected purchase order.
Purchase Order Lines	This grid displays purchase order line items associated with the selected sales contract. Double-click a purchase order line item to display Purchase Order Maintenance, which allows you to view and edit the associated purchase order.

Other Information Tab Fields and Buttons

Field or Button	Description
Sales Contract User Defined 1-20	Enter appropriate information for the sales contract in these user-defined fields. For information on setting up the labels, format, and validation for these fields, see User Defined Fields Maintenance.