Histórico da Página

This routine performs all processes regarding product and/or service contracts, making it possible to detail all specifications of the company's contracts, such as: suppliers, clients, duration, date of signing, person responsible, subject matter, contract clauses, fines, use of bonds, adjustment rates, spreadsheets, financial schedules, accounting schedules, advance payments, sales representatives, among others.

The spreadsheets define the contract's details; that is, its items. For instance, in an electronic equipment maintenance service contract, the following spreadsheets might exist: Technician Visit and Equipment Replacement.

The System enables you to select several customers for a Sales Contract and change customer by using the Contracts Review, providing a more flexible Contracts Management, enabling you to control several customers in a single Sales Contract.

A contract may have more than one spreadsheet. Each spreadsheet may have more than one product, as in the following example.

Example of a service provision contract

The contract's data update sequence is controlled by its status. Changing the contract status is done manually in the Status option of the routine.

Previous Routines

In order to correctly fill out this routine, it is necessary to perform the following registers beforehand: Contract Types / Rates Register / Payment Terms / Suppliers / Fines Register / Documents x Status.

Related Routines

Data from the registers are to be used by the following routines: Bonds / Spreadsheets / Schedules / Measurements / Revisions / M-Messenger.

Procedures

Registering contracts:

A new screen is displayed for selecting the type of contract to be registered.

Examples of Contract Type:

To do so, use the standard query of the CN1 - Contract Types available table.

The system displays the Contract Maintenance - Add window, split into these areas:

Header

This area is subdivided into tabs:

This tab shows the data which characterize the contract's subject matter and its main specifications, such as: contract number, start date, signing date, duration (days/months/years), end date, payment terms, contract type (e.g.: construction, service provision, material, etc.), current value of the contract, initial value of the contract, rate used, authorization for adjustment of the contracted value, presence of bonds, bond minimum percentage, contract revision number, subject matter of the contract (e.g.: expansion of the water supply system), contract clauses, closing date, contract pending balance, contract status (e.g.: draft, issued, approval, effective, downtime, canceled, termination request, terminated, revise, revised), among other data.

Pay special attention to the following fields:

In this field, the Undetermined option caters to contracts without end dates. For these contracts, the system considers the date 31/12/2049 as end date.

When selecting a flexible contract type that has a financial estimate, the system enables the Initial Value field for editing. This value is considered in the Measurements/Deliveries and Revisions routine.

This tab displays the fields needed for tax configuration, according to contract specifications. They are:

Taxes:

Informational:

Items

This area is subdivided into tabs:

This tab is displayed only if the contract is of the sales type. Sales representatives involved in the contract's negotiation must be informed in it.

The Suppliers tab displays the suppliers taking part in the contract.

At the bottom of this screen, take note of the Evaluation option, which displays the supplier x contract evaluations, if applicable. When you run it, evaluation data for the supplier and its respective contracts are displayed. If the data has been registered, the following is displayed: contract number, evaluation details, invoice, the status of the contract when it was evaluated, evaluation date, etc.

The Evaluation option, at the bottom of this scree, displays the supplier x contract evaluations, if applicable. When you run it, evaluation data for the supplier and its respective contracts are displayed. If the data has been registered, the following is displayed: contract number, evaluation details, invoice, the status of the contract when it was evaluated, evaluation date, etc.

Also check the Supplier Evaluation topic.

This tab displays the bonds negotiated for ensuring the fulfillment of the information registered in the contract. Adding bonds to it is not allowed, you may only view the bonds registered by the Bonds routine related to the contract.

This tab displays the bonds negotiated for ensuring the fulfillment of the information registered in the contract. Adding bonds to it is not allowed, you may only view the bonds registered by the Bonds routine related to the contract.

It displays the existing spreadsheets for the selected contract, showing execution data for the selected product/service.

For following up contract spreadsheets, the following data is displayed: spreadsheet number, the supplier who performed the service or delivered the materials, start date, end date, grand total, balance, financial schedule number, etc.

The Edit option, available at the bottom of this screen, allows editing the data in the related spreadsheets or adding new items when the contract is being drafted.

Upon using this option, the created schedule, if present, is to be updated according to the new data from the spreadsheets when you confirm the editing. In this case, a message is displayed containing two options:

It displays the wizard responsible for the financial and physical schedule configuration.

To edit the schedule data manually, you may use the Schedule option available in Related Features or access the Schedules routine.
 
To configure the schedule's data, check the Schedule topic.

This tab displays the financial schedules for monitoring the contract. It is updated by operations in the Schedules routine.

Configure parameter screen of Financial/Physical Schedule according to expected result.

It displays the applicable contractual fines/bonuses.

It displays all the documents related to the contract and their characteristics (code, description, document type, issue date, validity date, etc).

It displays all withholdings done during the measurement of the contract, displaying: contract number, measurement number, supplier code and store, measurement date, posting value, posting date, etc.

The View option, available at the bottom of all tabs, allows checking the registration data of suppliers, bonds, spreadsheets, schedules, fines/bonuses, documents and withheld bonds, respectively.

It displays the financial advances registered for the purchase or sales contract.

It allows viewing the accounting schedule data, if configured. It is updated by operations in the Accounting Schedule routine.

Configure parameter screen of Accounting Schedule according to expected result.

This field indicates how contract bonds are to be controlled. It can be configured as:

When configured with the Withholding option, the withholding bond control allows the contract to have a withheld value during each measurement, accumulated for its validity duration. The withheld value is calculated according to the Bond % field (minimum bond percentage) and saved in the contract at each measurement.

It is configured for defining whether access control to the contract and measurements is used. It can be configured as:

It uses features from the Access option, which allows defining the access control to bonds, spreadsheets, schedules, contract documents, measurements, contracts and knowledge base registers of the documents by user and/or group of users.

The Access option will not be available. Thus, contracts can be accessed by all system users.

Example:

For the contract number 000000000000002, the Contr. Valid. Y/N field was configured with the Yes option (validates access to the contract). So, when selected, the system will validate the register access configurations defined by user and/or group of users.

According to the access configuration performed, the system may display a message warning the user that he does not have access to the selected transaction.

Otherwise, if the contract is of the sales type, go to the Sales Representatives tab and select the sales representatives involved in the negotiation and their commission percentages.

In the Sales Representatives tab, up to five representatives can be selected.

Check the contract status, which is shown as Draft.

See Also

Contracts report.