The purpose of the Contracts Record View is to enter and edit Sales Contract transactions that are open (not closed). Sales Contracts are used to manage sales obligations between the company and a customer. In some instances, a customer will contract with the company to purchase an agreed upon amount of product over a set time period. This provides the customer with assurances that their demand can be met and provides the company with assurances that they will not over/under produce products to meet their customer demands. This feature is most commonly used in commodity and growing/fishing industries where the source of raw product is limited.
Software Version: YYYY.MM.DD and newer
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| Fields | Description |
Address | A label to show the Billing address for the Customer selected on the contract. This defaults to the Billing address on the Customer Address record and is required. This field is never editable. Linked Database Field: ERPx_#####.##### |
Allow Overship | A single-select standard lookup to select whether items can continue being allocated to the contract until it’s closed when the contract quantity has been exceeded. This defaults to “Yes” and is always required. This field is always enabled. If “No” is selected, then line items can only be applied to the contract when the contract has a remaining balance. Linked Database Field: ERPx_#####.##### |
Allow Substitute | A single-select standard lookup to select whether items can be substituted or if only the line items assigned to the contract are allowed. This defaults to “Yes” and is always required. This field is always enabled. If “No” is selected, only line items that exist on the contract can be assigned and other items on the sales order that are not on the contract will not be visible in the Contract field lookup on the Sales Order record view grid. Linked Database Field: ERPx_#####.##### |
Contract # | A text box to assign the unique identifier of the contract record. This is required for all records and must be unique. This value defaults from the value set in the ‘Next Contract Number’ preference but can be updated after the record is created. This value is required, if it is missing, the message: Contract Number is required." will be displayed. This field is always editable. This will print on reports and will be assigned to sales order items. Linked Database Field: ERPx_#####.##### |
Created | A date field that displays the date the contract was saved into the database. This defaults to the current date, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Linked Database Field: ERPx_#####.##### |
Customer | A single-select load on demand lookup to select the Customer the contract is for. This defaults to blank but is required, if not assigned, the message "Please select a Customer." is displayed. Linked Database Field: ERPx_#####.##### |
Description | A text box to enter additional comments or details about the contract. This must be <= 500 characters and is not required. Linked Database Field: ERPx_#####.##### |
End | A date field to enter the date the contract terms ended or will end. This defaults to the current date, formatted from the users 'Date Format' preference. Since it is common to have open ended contracts, this field is not required. However, if there is an End date it must be >= to the Start date, otherwise the message, “The Contract End Date cannot be less than the Start Date.” will be displayed. Linked Database Field: ERPx_#####.##### |
Quantity (& UOM) | There are two fields displayed as described below: The first field is a text box to enter the total weight amount that is being contracted. This defaults to 0.00 but is required. This field is always editable, but the quantity cannot be less than the remaining amount on the contract. Linked Database Field: ERPx_#####.##### The second field is a single-select standard lookup to select the unit of measure for the corresponding contracted quantity. The lookup consists of all active weight unit of measures configured in Inventory > Setup > Units of Measure. This field is required, if unassigned the message, “Please select a Quantity UOM” is displayed. This field is never editable after it is assigned. Linked Database Field: ERPx_#####.##### |
Start | A date field to enter the date the contract terms began or will begin. This defaults to the current date, formatted from the users 'Date Format' preference. This field is required, if left unassigned the message. “Please enter a Start Date.” will be displayed. Linked Database Field: ERPx_#####.##### |
Status | A single-select standard lookup to select the status of the contract. This field defaults to ‘Open’ but can be changed to ‘Closed’. This is a required field and is always editable on the Contract record. Linked Database Field: ERPx_#####.##### |
Type | A single-select standard lookup to select what the contract is for (Total weight). This defaults to Weight and is always required. If not assigned, the message "Contract Type is required" will be displayed. This field is never editable and disabled after save. Linked Database Field: ERPx_#####.##### |
Contract Summary Tab
| Fields | Description |
Contracted: Represents the total quantity (weight) agreed upon with the customer for the contract. Posted: Represents all sales orders saved as Ready to Post/Posted where line items are applied to a contract. Unposted: Represents all sales orders saved as any status < Ready to Post/Posted where line items are applied to a contract. Remaining: Represents the total quantity (weight) that is left on the contract (Contracted Quantity - (Posted Quantity + Unposted Quantity)). Overshipped: Represents the total quantity (weight) that has exceeded the contract quantity (Contracted Quantity - (Posted Quantity + Unposted Quantity)). Linked Database Field: ERPx_#####.#####. | |
| Amount | A non-editable text box to display the total dollar amount of the Posted and Unposted transactions applied to the contract. This field is never editable by the user. Linked Database Field: ERPx_#####.#####. |
| Quantity | A non-editable text box to display the total |
quantity (weight) Contracted, Posted, Unposted, Remaining and Overshipped to the contract. This field is never editable by the user. Linked Database Field: ERPx_#####.#####. | |
| UOM | A non-editable text box to display the unit of measure (weight) of the contract quantity. This field is never editable by the user. Linked Database Field: ERPx_#####.#####. |
| Quantity % |
| A non-editable text box to display the percentage of the total contract quantity for each balance type (Posted, Unposted, Remaining and Overshipped). This field is never editable by the user. Linked Database Field: ERPx_#####.#####. |
Page Detail
Contract Grid
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| Item & Description | A single-select load on demand lookup to select the Items that have been agreed upon with the customer for the contract. The lookup displays the Item ID and Item Description for all active items setup for Sales Inventory and Misc in Inventory > Setup > Items. This defaults to blank and is not editable after save, but is not required. Linked Database Field: ERPx_#####.#####. | ||||||||
| Price | A text field to enter the agreed price of the item for the contract. This field defaults to 0.0000 and is not required. This value entered in this field is the price that is used for the associated item on the sales order when the contract terms are met for the order, meaning the order falls within the agreed contract date range, for the item/s and quantities specified on the contract. This field is always editable. Linked Database Field: ERPx_#####.#####. | ||||||||
| Quantity | A text field to enter the agreed quantity (weight) of the item for the contract. This field defaults to 0.00 and is not required. This field is always editable. Linked Database Field: ERPx_#####.#####. | ||||||||
| UOM | A single-select standard lookup to select the unit of measure for the corresponding contracted item. The lookup consists of all active weight unit of measures where a unit of measure conversion exists on the UOM schedule configured in Inventory > Setup > Units of Measure. Linked Database Field: ERPx_#####.#####. |
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