Contracts Record View
The purpose of the Contracts Record View is to enter and edit Sales Contracts. 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.
Sales Contracts only work against Sales Order transactions, they cannot be applied to Price Adjustments or Sales Order Returns.
Software Version: 2019.12.20 and newer
Page Header
Header Toolbar
| Toolbar Icons | Description |
|---|---|
| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| New | Opens a new blank record for data entry. |
| Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. | |
| Save | Saves all changes. |
Home Tab
| 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_ARCustomerAddress.CustomerAddressSK WHERE AddressTypeEN IN (1,3) |
Allow Overship | A single-select Yes/No lookup used to select whether or not a quantity from a sales order line can be assigned to the contract if the contracted quantity has already been met. 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 positive remaining balance. Linked Database Field: ERPx_SCContractHeader.OverShipOptionSK |
Allow Substitute | A single-select Yes/No lookup to select what items from a sales order can be assigned to a contract. This defaults to “Yes” and is always required. This field is always enabled. If "Yes" is selected, any item can be assigned to the contract. If “No” is selected, only line items that exist on the contract can be assigned. This rule is enforced by limiting the list of contracts that show up in the contract lookup for each sales order line item. Linked Database Field: ERPx_SCContractHeader.IsSubstitutionAllowed |
Contract # | A text box to assign the unique identifier of the contract record. This is required for all records and must be unique for the company. This defaults to "(Use Next #)" and if it is not overwritten, then on Save it will be updated to the number in the ‘Next Contract Number’ Sales Order Preference. This can be overwritten before the contract is saved or 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_SCContractHeader.ContractID |
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_SCContractHeader.CreatedDate |
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. This field is not editable after the Contract has been save. The lookup contains a blank value and the list of all 'Active' customer names sorted alphabetically. Linked Database Field: ERPx_SCContractHeader.CustomerSK |
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_SCContractHeader.Description |
End | A date field to enter the date the contract terms ended or will end. This defaults to one year from 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. This value is always editable and is not required. Linked Database Field: ERPx_SCContractHeader.EndDate |
Quantity | A text box to enter the total weight that being contracted (in the Unit of Measure specified). This defaults to 0.00 but is required. This field is always editable, but it cannot be less than the total of the Unposted and Posted quantities on the contract if the 'Allow Overship' property is set to "No". Linked Database Field: ERPx_SCContractHeader.ContractedAmount |
| Quantity UOM | A single-select standard lookup to select the weight unit of measure that the contract quantity is stated in. There is no label for this field. 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 not editable after the contract has been saved. Linked Database Field: ERPx_SCContractHeader.UOMSK |
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_SCContractHeader.StartDate |
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. This lookup contains all the values in the SCContractStatus Enumeration Class. Linked Database Field: ERPx_SCContractHeader.ContractStatusSK |
Type | A single-select standard lookup to select what type of quantity the contract is for (For example: Weight, Units, Dollars). This defaults to Weight and is always required. At this time NorthScope only supports 'Weight' contracts. If not assigned, the message "Contract Type is required" will be displayed. This field is never editable and disabled after save. This lookup contains all the values in the SCContractType Enumeration Class. Linked Database Field: ERPx_SCContractHeader.ContractTypeEN |
Contract Summary Tab
| Fields | Description |
| Contracted - Amount | A non-editable text box that displays the Contract Header total dollar amount. This field is not currently used. |
| Contracted - Quantity | A non-editable text box that displays the Contract Header 'Quantity' amount. This field is only editable from the Home tab. |
| Contracted - UOM | A non-editable text box that displays the Contract Header 'Quantity UOM'. This field is only editable from the Home tab before the contract is initially saved. |
| Contracted - Quantity % | This field is not currently used. |
| UnPosted - Amount | A calculated field that displays the total extended amount of all the line items, on unposted sales Orders, that are assigned to this contract. The extended amount is calculated from allocated quantities if there are allocations, otherwise ordered quantities are used. This is a calculated field and not editable. |
| UnPosted - Quantity | A calculated field that displays the total weight of all the line items, on unposted sales Orders, that are assigned to this contract, converted from the Sales Order Item weight UOM to the Contract UOM. If allocations exist allocated quantities are used otherwise ordered quantities are used. This is a calculated field and not editable. |
| UnPosted - UOM | A non-editable text box that displays the Contract Header 'Quantity UOM'. This field is only editable from the Home tab before the contract is initially saved. |
| UnPosted - Quantity % | A calculated field that displays the total from [UnPosted - Quantity] / [Contracted - Quantity]. This is a calculated field and not editable. |
| Posted - Amount | A calculated field that displays the total extended amount of all the line items, on posted sales Orders, that are assigned to this contract. This is a calculated field and not editable. |
| Posted - Quantity | A calculated field that displays the total weight of all the line items, on posted sales orders, that are assigned to this contract, converted from the Sales Order Item weight UOM to the Contract UOM. This is a calculated field and not editable. |
| Posted - UOM | A non-editable text box that displays the Contract Header 'Quantity UOM'. This field is only editable from the Home tab before the contract is initially saved. |
| Posted - Quantity % | A calculated field that displays the total from [Posted - Quantity] / [Contracted - Quantity]. This is a calculated field and not editable. |
| Remaining - Amount | This field is not currently used. |
| Remaining - Quantity | A calculated text box that displays the value from [Contracted - Quantity] - [UnPosted - Quantity] - [Posted - Quantity]. This is a calculated field and not editable. |
| Remaining - UOM | A non-editable text box that displays the Contract Header 'Quantity UOM'. This field is only editable from the Home tab before the contract is initially saved. |
| Remaining - Quantity % | A calculated field that displays the total from [Remaining - Quantity] / [Contracted - Quantity]. This is a calculated field and not editable. |
| Overshipped - Amount | This field is not currently used. |
| Overshipped - Quantity | A calculated field that displays how much the contract has been overshipped. This will only be populated when the [Remaining - Quantity] = 0. This is calculated as ([UnPosted - Quantity] + [Posted - Quantity]) - [Contracted - Quantity]. This is a calculated field and not editable. |
| Overshipped - UOM | A non-editable text box that displays the Contract Header 'Quantity UOM'. This field is only editable from the Home tab before the contract is initially saved. |
| Overshipped - Quantity % | A calculated field that displays the total from [Overshipped - Quantity] / [Contracted - Quantity]. This is a calculated field and not editable. |
Page Detail
Contract Grid
| Toolbar Icons | Description |
| Delete | Deletes the selected line(s) from the transaction or master file. This icon is only enabled for transactions with a Status of 'New'. |
| Excel |  Clicking the Excel toolbar icon exports the current contents of the grid to an Excel file that is automatically downloaded. The contents that export are only those currently visible. If the grid is filtered, only the filtered contents will be exported. |
| New | Adds new blank lines in the grid section to allow for data entry. |
| Fields | Description |
|---|---|
| Item & Description | A single-select load on demand lookup to select the Items that a customer may have specifically requested 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_SCContractItem.ItemSK |
| Price | A text field to enter the 'Contract' Price that will be assigned to the sales line item when the line item it is assigned to this contract. This defaults to 0.00 but can be changed to any positive amount. This field is always editable. Linked Database Field: ERPx_SCContractItem.Price |
| Quantity | A text field to enter the 'Contract' quantity (weight) of the item for the contract. This field defaults to 0.00 but can be changed to any positive amount. When the 'Allow Overship' header property is set to "No", the total quantity entered across all line items cannot exceed the total contract quantity specified in the header, otherwise the message "The total quantity for the contract items cannot exceed the contracted quantity of (Quantity value from header)." is displayed. Also, when Overship is set to "No", the contract 'Quantity' in the header cannot be changed to a value less than the total that already been posted and unposted to the contract, otherwise the message "When Allow Overship is set to No, you cannot set the contracted quantity to less than what has already been posted and unposted to this contract – see the contract summary tab for details" is displayed. This field is always editable. Linked Database Field: ERPx_SCContractItem.ContractedQty |
| 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 for the item that have a conversion to the contract UOM. Linked Database Field: ERPx_SCContractItem.UOMSK |