Create Contract

This page allows you to create a contract, which records the details of the order placed by the customer. The system generates the contract number automatically based on the numbering series selected as prefix and “year” as suffix. You can select the type of contract to be created.

The contract to be created with or with out a source document. If the contract is to be created based on an existing document, the source document is to be specified. For the selected source document, the system populates all the details of the document to the respective fields in the page.

The customer and the salesperson details are recorded in this page. After all the necessary details are furnished, contract number is generated.

Select the “Create Contracts” link under the “Normal Sale Order“ business component.

The “Create Contract” page appears.

The system displays the following field:

Status	The status of the contract after entering all the required fields in the page. The options available are:
	Fresh – indicates a newly created contract when all the mandatory fields are specified.
	Draft – indicates a newly creates contract when any one of the mandatory fields is not specified.
	Authorized – indicates the status of a contract that is authorized.
	Under Amendment – indicates the status of an authorized contract that is under amendment. The contract will be in the “Under Amendment” status until it is authorized.
	Hold – indicates the status of the contract that is put to hold. The system will temporarily hold the processing of the details mentioned in the contract.
	Closed – indicates the status of the sale order when invoicing and delivery of all the items in the Contract is completed.
	Short Closed – indicates a contract that is closed prematurely and if no further processing is to be done then status is set to “Short Closed”.
	Deleted – indicates the status of the contract that is deleted.
	Return – indicates a contract which is to undergo changes or the person in charge of authorizing does not want to authorize then the status of the contract is updated to “Returned”.

Note: When the page is launched the status field is left blank. After creating a Contract, the status can be set to “Fresh” or “Draft”.

In case of “Returned” status, you can filter the returned Contract in the Edit/Amend screen and perform the changes accordingly. After the changes are made, the status again set to “Fresh” or “Under Amendment” respectively.

Enter the following details:

Contract No.	The unique number identifying the contract (Alphanumeric, 18) Mandatory. The contract number is provided with a suffix and prefix. The system displays an error message if the mode in which the number entered is “Manual” and the contract number is null. If not entered manually, then the system generates the number automatically on successful submission of all the mandatory fields. The number should not contain spaces and special characters excepting Hypen (“-“).
Numbering Series	Use the drop-down list box to select the prefix and suffix for the contract number that is created Mandatory. The numbering series that are related to contract are retrieved from the “Numbering Class” business component.
Contract Date	The date on which the contract was created (Date Format) Mandatory. The contract date can exceed system date if system parameter is set to “Yes”. The system also checks if date is within Calendar. Else an error message is displayed.
Contract Type	Use the drop-down list box to select the type of contract to be created Mandatory. You can select from either “Blanket Sale Order” or “Agreement”.
Folder	Use the drop-down list box to select the classification of the contract Mandatory. The values are populated from the “Category” business component in alphabetical order.
Contract Desc.	The description of the contract (Alphanumeric, 100).
	Zoom facility available.

Enter the following details in the “Source Doc. Details” group box:

Source Doc.	Use the drop-down list box to select the type of source document from which the details are to be copied to the respective fields. The system ensures that the type and number of source document should not be null. You can select from “Quotation”, “Agreement” or “Blanket Sale Order”.
Doc. No.	The number identifying the source document selected (Alphanumeric, 18). The system checks for the validity of the document number for the selected document type.
	Help facility available.
Reference Doc.	This check box is selected to populate the values of the reference document name and number to the appropriate fields in the page.

Click the “Copy Doc. Details” pushbutton to populate the details of the source document selected to the respective fields in the page.

The system retrieves the data corresponding to the source document from the database.

Enter the following fields in the “Customer Details” group box:

Customer Code	The code identifying the customer (Alphanumeric, 18) Mandatory. The system checks for the validity of the customer code.
	Help facility available.
Customer Name	The name of the customer (Alphanumeric, 40) Mandatory.
	Zoom facility available.
Customer Address Id.	Use the drop-down list box to select the address ID of the customer Mandatory. The system loads all the values for the selected customer code if the customer code is valid and if it is in “Active” status.
Bill To Customer Code	Use the drop-down list box to select the code identifying the customer to whom the invoices are to be sent Mandatory. The system loads all the values for the selected customer code if the customer code is valid and if it is in “Active” status. The default value is set to the default value specified in the Customer Master.
Bill To Address Id.	Use the drop-down list box to select the address id of customer to whom the invoices are to be sent Mandatory. The system retrieves all the bill-to address ids of all the bill-to customer codes. The system displays the default value of the bill-to Address id is set to the default bill-to customer code.
Customer PO No.	The number identifying the purchase order number of the customer (Alphanumeric, 18). The system ensures that if the customer purchase order number is specified, then the customer purchase order date should also be entered.
Customer PO Date	The date on which the customer has prepared the purchase order (Date Format). The system ensures that if the customer purchase order date is entered, then the customer purchase order number should also be entered.
Contact Person	The name of the contact person (Alphanumeric, 45). The person recommended by the customer to be contacted.
	Zoom facility available.

The system displays the following details on selection of “Reference Document” check box:

Reference Doc. Name	The name of the reference document.
Ref. Doc. No.	The number identifying the reference document.

Enter the following details:

Sales Person Code	The code identifying the salesperson (Alphanumeric, 6). The system ensures that this field is not left blank. It also checks for the existence of the code. If the code exists it retrieves the description pertaining to the entered salesperson code.
	Help facility available.
Sales Person Name	The name of the salesperson (Alphanumeric, 60).
	Zoom facility available.
Sales Team Code	The code identifying the sales team (Alphanumeric, 6). The system ensures that this field is not left blank and checks for the existence of the code. If the code exists it retrieves the description pertaining to the entered sales team code.
Sales Team Desc.	The description of the sales team (Alphanumeric, 100).
	Zoom facility available.

Click the “Create Contract” pushbutton to create a new contract.

The system copies the details from the Source document into link pages of the open Contract. It also copies the link document details to BSO and BSO Schedule. .

The system updates the status of the contract to "Draft".

The login user ID and the system date are updated in “Created By” and “Created Date” fields.

The system displays the following:

Created By	The login user ID of the person who has created the contract.
Created Date	The date on which the contract was created.

To proceed, carry out the following

Select the “Enter Agreement” link at the bottom of the page to add the details for the agreement.
Select the “Enter Blanket Sale Order” link at the bottom of the page to create a blanket sale order.

Prerequisites

Mandatory

The numbering Type should be defined in the “xxx” activity of the “Numbering Class” business component.
The customer details should be defined in the “Create Customer” activity of the “Customer” business component.
The pay term should be defined in the “Create Pay Term” activity of the “Pay Term” business component.
The pricing list details should be defined in the “Pricing” business component.
The “Organization Setup” business component must be defined.
The item details should be defined in the “Item Administration” business component.
The UOM should be defined in the “UOM Addition” activity of the “UOM Administration” business component.

Conditionally Mandatory

The sales person code should be defined in the “Create Sales Person” activity of the Sales Person business component.
The transportation mode should be defined in the “Create Category Type” activity of the “Category” business component.
The warehouse code should be defined in the “Create Storage Information” activity of the “Storage Administration” business component.
The sipping point should be defined in the “CIM Modulator” business component for selecting a Shipping Point from that organization unit.
The “Carrier” business component must be defined.