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 Posted Unposted Remaining Overshipped 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 applied to the contract. This field is never editable by the user. Linked Database Field: ERPx_#####.#####. |
| UOM | Linked Database Field: ERPx_#####.#####. |
| Quantity % | Linked Database Field: ERPx_#####.#####. |
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