The Contracts feature enables users to create, manage, and track opportunities, proposals, and contracts, similar to CRM applications. This guide covers adding project records, managing associated items and funding, and using advanced functions like cloning and converting contracts.
Navigation:
Main Menu → Companies → Contracts
Applies To: Enterprise
Overview
The Contracts feature allows users to:
- Create and manage opportunities, proposals, and contracts for corporate clients.
- Add unlimited items, funding sources, and documents to contracts.
- Track progress from opportunity to proposal to contract.
Projects
Adding a New Contract
- Navigate to Main Menu → Companies → Contracts.
- Click the New Contract button.
- Enter basic project information.
- Create the record to enable adding items, funding, and more.
Field Definitions:
- Project Number: Auto-generated based on prior entries. Users can manually override this number.
- Project Title: Name of the project. Required.
- Type: Select Opportunity, Proposal, or Contract. Users can convert types as needed. Required.
- Status: Select Active, Inactive, or Completed. Required.
- Expire Date: Expiration date for opportunities or proposals.
- Date Start/End: Start and end dates for the project.
- Date Signed: Date the contract was signed.
- Scope: Narrative description of the project scope.
- Outcomes: Narrative of expected outcomes.
- Number Students: Estimated number of participants.
- Format, Activity, Billing Term, Account Code, Sales Type: Optional details about the project.
- Sales Person/Support Person: Staff responsible for sales or support. Only displays staff tagged with Work Area = Contract Sales.
- Notes: Additional notes about the project.
Items
Adding Items to a Contract
- Navigate to the Items tab.
- Click Add Item.
Field Definitions:
- Item: Select the revenue item. Required.
- Course Code: Enter the course code (optional).
- Date: Defaults to the current date (optional).
- Debit/Credit: Specify if the item is a Debit (+) or Credit (-). Required.
- Quantity: Enter the quantity. Required.
- Rate: Per item rate. Required.
- Extension: Auto-calculated as Rate × Quantity. Required.
- Addendum: Indicates if the item is an addendum to the contract. Required.
- Addendum Number: Assigns a number to the addendum (optional).
- Notes: Additional notes for the item (optional).
Funding
Adding Funding Sources to a Contract
- Navigate to the Funding tab.
- Click Add Funding.
Field Definitions:
- Fund Type: Select the funding source. Required.
- Amount: Enter the funding amount. Required.
- Notes: Additional notes about the funding record (optional).
Log/Notes
Adding Log Entries to a Contract
- Navigate to the Notes/Log.
- Click Add Note.
Field Definitions:
- Project Number: Defaults to the current contract but can be changed. Required.
- Date: Date the log entry was created. Required.
- Notes: Narrative text about the log entry (optional).
- Follow-Up Date: Reference date for follow-up actions (optional).
Documents
Adding Documents to a Contract
- Navigate to the Documents tab.
- Click Upload A New Document
Field Definitions:
- Document File: Click Choose A File to upload the file.
- Title: Enter the document title. Required.
- Description: Description or notes about the document (optional).
- Date: Date the document was uploaded (optional).
- Type: Select a document type for categorization (optional).
Clone/Convert
Clone
The Clone function copies an existing contract.
- Click the Clone button.
- Enter a new Project Title and Project Type.
- Click Clone to complete the process.
Key Notes:
- A new Project Number is auto-generated.
- The cloned record includes the main contract, items, and funding.
Conclusion:
The Contracts feature provides robust tools for managing corporate projects, from opportunities to finalized contracts. By following this guide, users can efficiently track, update, and manage all aspects of their contracts. For further assistance, refer to related articles or contact support.