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  2. Understanding the Data
  3. Companies

Contracts

The Contracts feature is an area for creating opportunities, proposals, and contracts similar to what one would find in a CRM software application.  This feature is most commonly used with contract training but can be used for much more.

Navigation

Main Menu > Companies > Contracts

Applies To:     Enterprise

Details

  • An unlimited number of project types (opportunities, proposals, and contracts) can all be recorded and linked to Corporate Clients.
  • An unlimited number of items can be linked to each contract.
  • Each of the three project types can also be printed in agreement/contract style merged with user-defined templates.
  • Users can create an opportunity and track it through the process to a proposal and then to a contract.  If desired, users can create a contract directly without the prior steps.
  • Each contract contains additional information options: 
    • Fund Tracking
    • Notes Log
    • Documents Upload

Projects

This is the main record for the Contracts feature.

  • To add a new contract, go to [Home > Companies], then select the Contracts tab.
  • Once you record the basic project information, you will then be able to add items to the project.
  • Field definitions: 
    • Project Number: This field will auto-generate based on prior contract entries when the record is saved.  The first contract will start using the value from the Auto Contract Number field in the Branch profile. If desired, the user can enter a unique value and bypass the auto-generation process.  The auto-generate process requires an integer to start, but if not set, the first record will start with 1001.  The field is required.
    • Project Title: Name of the project. Required field.
    • Type: Select Opportunity, Proposal, or Contract. If desired, the Convert function can be used to sequence from an Opportunity to a Proposal and then to a Contract and maintain the prior contract entries as legacy data. Otherwise, the user can change the value of the Type field for an existing contract record as the process sequences to a contract or start directly from the Contract level. Required field.
    • Status: Select Active, Inactive, or Completed. Required field.
    • Expire Date: The date the opportunity or proposal expires if not signed, or the date the contract expires.
    • Date Start/End: The start date and end date of the project. Optional.
    • Date Signed: The date the contract was signed. Optional.
    • Scope: A narrative of the scope of the project.  Optional.
    • Outcomes: A narrative for the outcomes expected for the project.  Optional.
    • Number Students: An estimated number of participants to be served by the project. Optional.
    • Format:  The delivery format for the project.  Optional.
    • Activity:  The type of activity for the project.  Optional.
    • Billing Term:  The billing term for the project.  Optional.
    • Account Code:  The account code for the project.  Optional.
    • Sales Type:  The origin of the sales source for the project.  Optional.
    • Sales Person:  The staff person responsible for the sales of the project.  Optional.
      • This select list only displays Staff records tagged with Work Area = Contract Sales.
    • Support Person:  The staff person responsible for the providing support for the project.  Optional.
      • This select list only displays Staff records tagged with Work Area = Contract Sales.
    • Notes:  Notes about the project.  This field is in addition to the Contract Log records that can be recorded and dated.  Optional.

Items

These are the items the corporate client is purchasing as part of the project.

  • To add a new contract item, go to [Home > Companies], then select the Contracts tab.
  • Go to the view mode of the Contract, click on Items, and click [Add Item].
  • There are no restrictions on the number of items that can be added to a contract record.
  • Field definitions: 
    • Item:  Select the Revenue Item for the item being purchased.  Required.
    • Course Code: Select the Course Code for the item (course, product, conference) being purchased.  Optional.
    • Date:  Date the item was added to the contract record.  Defaults to the current date on a new record.  Optional.
    • Debit/Credit: Select if the item is a Debit (+) or Credit (-) to the contract. Required.
    • Quantity:  The quantity of the item being purchased.  Required.
    • Rate: The per item rate of the item being purchased.  Required.
    • Extension: The Rate X Quantity for the item.  This field will automatically calculate when the record is saved.  Required.
    • Addendum:  This is a Yes/No field to determine if the item is an addendum to the contract after the contract has been approved.  This field is used when printing the addendum portion of a contract report.  Required.
    • Addendum Number:  If the item is an addendum, what number (integer) addendum does the item become part of.  This allows for multiple addendums to a contract.  This field is used when printing the addendum portion of a contract report.  Optional.
    • Notes:  Notes about the purchased item.  This field is in addition to the Contract Log records that can be recorded and dated.  Optional.

Funding

This area allows a user to list the funding sources that are expected to be used to pay for this project.

  • To add a new contract funding source, go to [Home > Companies], then select the Contracts tab.
  • Go to view mode of the Contract, click on the Funding tab, and click the [Add Funding].
  • There are no restrictions on the number of funding sources that can be added to a contract record.
  • Field definitions: 
    • Fund Type:  Select the Funding Source for the item project.  Required.
    • Amount:  Enter the amount of funds expected to be used towards the payment of this project.  Required field.
    • Notes:  Notes about the funding record.  This field is in addition to the Contract Log records that can be recorded and dated.  Optional.

Log

This area allows a user to record notes and events related to this project.

  • To add a new contract log entry, go to [Home > Companies], then select the Contracts tab.
  • Go to the view mode of the Contract, click on [More > Notes/Log] tab, and click [Add Note].
  • There are no restrictions on the number of log entries that can be added to a contract record.
  • Field definitions: 
    • Project Number:  Select the Project Number.  The field will default to the Project Number from the contract being viewed.  However, the Project Number can be changed to a different contract.  Required.
    • Date:  The date the log entry was recorded.  Required field.
    • Notes:  The narrative text to be recorded in the notes.  Optional.
    • Follow-Up Date:  This field can act as a reference date if the topic of the log note requires follow-up attention.  Optional.

Documents

This area allows a user to upload documents related to this project.

  • To add a new contract document, go to [Home > Companies], then select the Contracts tab.
  • Go to the view mode of the Contract, click on Documents tab, and click [Add Document].
  • There are no restrictions on the number of documents that can be added to a contract record.
  • Field definitions: 
    • Title:  Enter a title for the document.  Required.
    • Description: Enter a description or notes related to the document.  Optional.
    • Date:  The date the document was uploaded.  Optional.
    • Type: Select a type reference to help categorize the document.  Optional. This field is not user-defined.
    • File: Click the [Browse] button to start the upload process.  Locate the file locally, and the file will upload when the record is saved. Click the file name to view the document.
    • Current: These view only fields provide updated file storage information.

Clone and Convert

These two functions allow the user to Clone (copy) or Convert a contract record.

  • Clone
    • Click the [Clone] button to start the process.
    • Enter the Project Title for the new copy.
    • Click the [Submit] button to complete the cloning process.
    • The new copy will be assigned a new Project Number automatically.
    • The cloned copy will contain the main contract record, items, and funding from the original.  The original remains unchanged.
  • Convert
    • The Convert process is intended to allow a user to start with an Opportunity and sequence to a Contract while maintaining the historical reference to each step of the process.
    • Click the [Convert] button to start the process.
    • Select a new Project Type for the converted project.
    • Click the [Submit] button to complete the conversion process.
    • The converted copy will be assigned a new Project Number automatically but will maintain the same Project Name.
    • The converted copy will contain the main contract record, items, and funding from the original.  The original remains unchanged.






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