Creating Expiration-by-copy Contracts
E-automate offers a variety of contracts that you can create by simply modifying the settings on the contract. Traditionally, installment-based contracts are covered in the Creating Installment-based Billing Contracts topic; however, contracts that expire by copy are also installment-based contracts, and they are covered in this document to simplify the documentation. The additional tabs not covered in this topic are covered in the Creating Installment-based Billing Contracts topic, and only the necessary content for expiration-by-copy contracts is covered in this topic.
You use e-automate to create contracts that expire by copies. You can configure the following styles of contracts that expire by copy:
When the contract exceeds its expiration copies, the contract expires and you bill for any excess copies made as overage upon expiration.
When the contract exceeds its expiration copies, the contract expires and the additional copies above the expiration copies are either billed or rolled forward to a renewed contract.
E-automate offers an option to roll copies over the expiration copies or excess copies to a renewed contract as an adjustment. For example, you have a contract that has expiration copies of 20,000 and the customer makes 23,000 copies. Instead of charging the customer for the 3,000 copies as overage on the prior contract you can roll those copies to the renewed contract. Of course, if the contract is not renewable, you simply charge the customer as overage. If the contract is renewable, e-agent can renew the contract for an additional 20,000 copies and the renewal process places a negative adjustment on the contract of -3,000 copies. This makes the net expiration copies on the renewed contract 20,000 minus 3,000 or 17,000 copies.
E-automate also allows you to configure a contract that both rolls to the renewed contract and bills excess. When setting up the contract you identify what the expiration copies are as well as a maximum amount of copies that can roll to the renewed contract. This is an important option for occasions when the excess copies made exceed the original allowance. You set up the contract to not allow more copies to roll to the renewed contract than are on the original contact. For example, you have a contract that has 20,000 expiration copies and you allow the contract to roll up to 10,000 unused copies to the renewed contract. The customer makes 32,000 copies. The renewed contract has expiration copies of 20,000 and a negative adjustment of -10,000 copies for a net of 10,000 expiration copies. Because the customer exceeded the expiration amount by an additional 2,000 copies over the maximum allowed roll over, the original contract is configured to bill those as overage.
To automate the process of renewing contracts that expire by copies, you use the e-agent task Contract expiration by copies. You configure this task to run on a schedule so contracts are automatically renewed on a schedule acceptable to you. This task specifically looks for contracts that expire by copies only or contracts that expire by date, whichever comes first. In addition to expire by copies contracts, this task looks for contracts that are not already renewed and contracts that are not terminated.
The task calculates accumulated copies for each contract and then determines which contracts are expired and which are not. If a contract is expired by copies, e-agent determines the date in which the contract expired (meter entry date) and enters the date in e-automate as the expired date on the contract. E-automate makes a distinction between the Expiration date and the Expired by copies on date. The Expired by copies on date is displayed on the Meter Groups tab and is only displayed when the contract is expired by copies.
If you have a multiple equipment contract that expires by copies, e-agent looks for meters on the other equipment that are within the billing meter tolerance of the Expire by copies date. If it locates meters, e-agent enters these meters on the contract as ending meters for the contract for the equipment. If e-agent cannot find meters within the billing meter tolerance, it cannot renew the contract automatically and it is reported to you in an email sent when the task is completed.
If the contract is configured to bill excess copies (those above the expiration copies), e-agent configures the contract to display in the contract billing window so that overage charges can be assessed based on the amount the customer exceeded the expiration copies. Once the contract is configured to bill overage for excess copies, e-agent renews the contracts with the dates and meters that expired the previous contract. If there are adjustment copies, e-agent sets them as appropriate on the renewed contract.
Once complete, e-agent sends an email explaining the success/failure of contract renewals. This email contains the following sections:
Contracts that failed to renew: This section contains a list of contracts that failed to renew using the e-agent task. This is typically because there is insufficient information to renew the contract.
Contracts that did not meet the minimum profit margin: The contract that is renewing does not meet the profit margin percentage specified in the e-agent task.
Contracts that succeeded: Contracts that renewed. These contracts still need to be billed in e-automate and will automatically show up on the Bill Contracts window.
The Contract Expiration by Copies task is designed only for contracts that expire by copy, for contracts that expire by date only, use the Contract Renewal window. You use the Contract Renewal window to batch renew contracts that expire by date or to list contracts that expire by copies and determine a list of contracts that may be expired.
You can create contracts that expire by click with multiple equipment on the contract. For example you have a contract with three equipment that can accumulate up to 100,000 copies before the contract expires. This is a more complex contract to renew. As you are collecting meters for the three equipment, at some point one of the equipment will push the three over their expiration allowance. The contract is now expired. To renew the contract, e-automate requires an ending meter for all equipment on the contract and through the renewal process it will use the ending meters on the original contract as the start meters on the new contract. E-automate already has an ending meter for the one equipment that expired the contract however it does not have an ending meter for other two equipment on the contract. E-agent when attempting to renew the contract cannot renew the contract because it does not have enough information to create the renewed contract (start meters on the two equipment). E-agent communicates this issue to the user through email and explains the additional information needed. Once the additional information for the two equipment is entered, the automated task automatically renews the contract.
When e-automate bills for overage on a contract, it typically bills for a specified period of time called the overage cycle. On contracts that expire by copy, their overage cycle may not be like a typically overage cycle but the period of time it took from contract start date to the date the contract expired by meter is the cycle. If you are billing the excess copies or billing some of the excess copies and rolling some to the renewed contract, you must have meter reading for all equipment on the contract for the start date and meters for all the equipment near the contract meter expiration date. These meters are subject to the Billing Meter Tolerance rules just like all meters billed on contracts.
E-automate allows your system administrator to set the billing meter tolerance. The rules is that meters collected for contract overage or excess billing must be within the billing meter tolerance set in your e-automate database. You can set your tolerance up to 13 days, but typically it is 10 days or less. This means that if you have a cycle of January 15 to February 14 you must have a start meter on or near January 15 and an end meter on or near February 14. The tolerance says you can have a meter for beginning any time between January 5 and January 25 for the beginning meter and a meter between February 4 and February 24 for an ending meter. All other meters outside of this range are not considered viable for billing because they are outside the billing meter tolerance. For more information and examples, see the Setting Service Contract Options topic.
If the meter you collected for a start or end is outside the Billing Meter Tolerance you can use the override billing date field to specify a date for the meter within the Billing Meter Tolerance. When e-automate does contract billing or overage billing, it will use the override date not the actual meter collection date. E-automate allows a variance of up to 27 total days off the actual date. Your administrator determines how many days before or after. For more information and examples, see the Setting Service Contract Options topic.
When saving contracts configured to expire by copy, e-automate makes some important checks to assure the contract is configure correctly.
E-automate determines if all the equipment on the contract being saved are on a meter collection cycle. Equipment on contracts that expire by copies should have an automated meter collection cycle. Collecting regular meter readings for equipment on contracts that expire by copy allow e-automate to regularly determine if the contract has expired. If the equipment do not have a meter collection cycle, e-automate offers the suggestion to add one.
E-automate checks to see if the expiration copies identified on the contract match the sum of the allowance copies on the meter group or groups less the adjustment copies. e-automate uses these fields to accurately determine when contracts expire and bill excess copies.
E-automate checks to see if equipment on expire by copy contract have start meters. Because e-automate allows you to identify the number of clicks allowed on a contract, to determine when the contract expires, e-automate must know each equipment start meter on the contract to determine the expiration copy point.
When using contracts that expire by copy, you add a base cycle to the contract that is usually a year or greater. This tells e-automate to defer the revenue billed on the contract and then e-automate recognizes the revenue on a timed basis, typically monthly.
Getting to the TransactionGetting to the Transaction
On the e-automate toolbar, click [Contracts] to open the Service Contracts window.
Click [New] to open the New service contract window.
Basic InformationBasic Information
Complete the following fields as appropriate:
Contract number: If necessary, you can override the number of the contract. The next sequential number in the database is automatically assigned by e-automate.
Rev: Revision number of the contract number.
Customer: Name of the customer associated with this contract.
Contract type: Specifies the default Base distribution code assigned to the service contract. The base distribution code identifies the revenue and unearned revenue accounts for the base values billed on the service contract unless overridden in other areas of the contract.
Contract bill code: Designation of how this customer is billed for services performed on equipment covered by the contract unless the bill code is overridden in another area of the contract.
In the Status field, select one of the following:
Active: Allows the contract you are creating to be active as soon as you save the contract.
Inactive: Prevents coverage of equipment on the contract and makes the contract inactive. This is not a likely choice for new contract.
Pending Billing Payment: Prevents coverage of equipment on the contract and allows you to bill the contract and have the status change to Pending Payment once the contract is billed.
Pending Payment: Prevents coverage of equipment on the contract until the contract bill-to customer has paid the contract invoice.
Pending Proposal: Prevents coverage of equipment on the contract and allows you to create a contract proposal to offer the contract to the customer. Proposals when accepted and paid are automatically changed to active contracts.
Terminated: Status assigned to a contract when you have terminated the contract. If a contract is Terminated (termination code identified), e-automate synchronizes the Status field when the contract is saved.
In the Billing Method field, select Installment.
To make this expire by click contract renewable using the automated e-agent task, check the Renewable checkbox.
In the Renewal cycle field, if this contract is renewable, use the lookup icon to select a renewal cycle.
In the Start date field, enter the date the contract begins.
In the Expiration date field, enter the date the contract expires or the time they have to use the allotted copies provided on the contract.
Installment Based Billing TabInstallment Based Billing Tab
In the Billing cycle field, use the lookup to select the billing cycle to be used for this contract's base rate charges. This is the amount of time you want to allow the customer to accumulate covered copies, typically one year.
In the Billing period field, verify the dates are correct. If necessary, make changes. The system automatically populates this field to match the contract Start date.
To bill the contract base charge at the end of the identified base cycle instead of at the beginning of the base cycle, check Bill base rate in arrears. This is not typical for an expire by copy contract.
If you want to bill the contract in advance of the Billing period date, in the Bill base in advance field enter the number of days or months you want to bill the base in advance. Use the drop-down menu to select Month or Day as appropriate.
Choose ONE of the following:
Use contract base rate: Select this option when you want to enter a contract rate for the contract.
Use equipment base rates: Select this option when you want to specify a specific rate for each piece of equipment you add to the contract.
In the Base rate field, enter the base amount to bill the customer, if you selected Use contract base rate above.
In the for field, enter the number of days or months to which the Base rate amount applies. If you are using equipment base rates, the for field applies to the rate entered for each equipment. use the drop-down menu to select Month or Day as appropriate.
In the Base distribution code field, use the lookup to select the code used to default deferred and contract revenue distribution to the contract item.
Optional: To view the base billing schedule as it is currently configured, click View base billing schedule.
To consolidate base billing if this contract gets behind, check the checkbox, Use base cycle consolidation.
Optional: To view the base accrual schedule as it is currently configured, click View base accrual schedule.
Contract AccrualsContract Accruals
If this best practice is followed, you should not need to take any action in the Accruals region. If this is not followed, complete the following steps.
In the Accrual cycle field, use the lookup to select the cycle in which you want to accrue (recognize) revenue associated with this expiration by copy contracts.
In the Accrual period field, verify the dates are correct. If necessary, make changes.
The Accruing on date displays below. This is the date e-automate picks up this contract in the manual or automated accruing process. It also displays the Accrued through date. This is the date through which this contract has been accrued (recognized), if the contract has not been accrued (recognized) e-automate displays ‘---‘.
Optional: To view the base accrual schedule as it is currently configured, click View base billing schedule.
Equipment/Item TabEquipment/Item Tab
Click the Equipment/Item tab to bring it forward.
Click [Add] to open the Add Contract Equipment/Item window.
On the Equipment/Item tab select the Equipment radio button and complete the following fields as appropriate:
Equipment number: Equipment to be included under this contract.
Description: Add an optional description for this equipment.
Base rate: Amount to be billed to the customer for this piece of equipment.
Contract Rate Schedule icon: to apply a contract rate schedule, see Contract Rate Schedule below.
Start coverage date: Check the checkbox and type in the date that this equipment begins coverage under this service contract.
Start base billing date: type in the date you want to begin billing this equipment on this service contract.
Proration Settings: To modify the auto-calculated prorated base amount, see Proration Settings below.
End coverage date: Date when coverage for this equipment ends on the service contracts. Service calls or supply orders occurring after this date will not be covered by the contract.
End base billing date: Date when equipment removed from the contract ends billing on the contract.
Termination code: When you are removing equipment from a contract, you use this field to identify the reason for the removal. This field is not accessible when creating a new contract. For more information, see the Adding and Removing Equipment on Service Contracts topic.
Base distribution code: Present only when you have selected Use equipment base rates on the Installment based billing tab. You use this code to define the way in which base revenue or deferred contract revenue is distributed for this equipment on this contract.
Bill code: Defines the coverage of items, labor and travel for this equipment on this contract. This bill code overrides the Contract bill code field, if entered. Typically, you enter a bill code here for equipment that are covered differently from the Contract bill code.
SLA code: SLA code assigned to this equipment.
Tax code: Tax code assigned to this equipment.
Override taxable: If left unchecked, the system will use the taxable status and exempt code assigned to the contract on the Billing/Contact tab. When checked, the system will populate the Taxable checkbox and Exempt code field with those used on the ship to customer. You can modify the Taxable checkbox and Exempt code field as necessary.
Taxable: When checked, e-automate calculates and assesses tax on the contract according to the tax code identified. When unchecked, the Exempt code field becomes active. The taxable status defaults to the taxable status assigned to the equipment location customer. If necessary, you can edit the taxable status.
Exempt code: Exempt code identifying why the equipment is not taxable. The exempt code defaults to the exempt code assigned to the equipment location customer. If necessary, you can edit the exempt code.
Branch: Branch associated with the contract.
Location: Click [Edit Equipment Location] (pencil button) to modify the equipment contract location. Billing information is displayed below the equipment location region.
Remarks: Enter optional remarks for this location.
View base billing schedule: This option is displayed when you are using equipment base rates. Click this option to view the upcoming base billing schedule currently configured for this contract. The schedule notes increases and decreases at appropriate dates.
View base accrual schedule: This option is displayed when a contract will accrue or defer. Click this option to view the base accrual schedule. The schedule notes increases and decreases at appropriate dates.
Contract Rate ScheduleContract Rate Schedule
Click the Rate Schedule button 
adjacent to the Base rate field to open the Contract Rate Schedule window.
If rate increases are based on the contract renewal cycle, select the Use renewal cycle radio button. If increases are based on contract billing cycles, select the Use billing cycles radio button.
In the Base Schedule on field, use the lookup to select a base rate schedule template, or use the drop-down menu to select New to create a new template. E-automate populates the rate schedule with appropriate dates for the contract.
In the Start date field, use the drop-down calendar to identify the date on which you want e-automate to start counting cycles to determine when to implement the new rate.
Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.
In the Method field, use the drop-down menu to select the method for the increase.
In the Round to field, use the drop-down menu to select a rounding amount for the new rate.
In the After cycle field enter the cycle after which you want the rate increased.
In the Increase by field enter either an amount (Absolute method) or a percentage (Percentage method) for the rate increase.
Click [QuickAdd] to add the increase.
To add increases, repeat steps 2 to 5 until you have defined all the increases for the contract.
To delete an increase, select it from the list and click [Delete].
To modify an increase, select it from the list. E-automate populates the Method, Round to, After cycle and Increase by fields. Make necessary changes and click [Update].
Click [OK] to save the rate schedule to the contract equipment.
Proration SettingsProration Settings
Click the [Proration settings] button to open the Proration Settings for Start of Equipment on Contract window.
Uncheck the Auto calculate prorated base amount checkbox and in the Prorated base amount field, type in the prorated rate. If you accept the auto-calculated prorated base amount skip this step. If you are using meter group base rates, leave this field at $0, the prorated meter group base rate is handled by the meter group.
If you want to bill the base prorated adjustment amount immediately, check the Bill immediately checkbox.
In the Start meter reading date field, use the date control to select a date or type in a date for the start meter reading.
If necessary, you can use the Start override billing date field to identify a date different from the Start meter reading date. For more information, see the Setting Service Contract Options topic.
From the Meters list, select the meter for which you want to enter a start reading.
In the Start reading field, type in the meter reading for the beginning meter for this meter on contract for overage billing.
If the reading entered is an estimate, check the Estimate checkbox.
Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list. Repeat steps 3 – 6 to enter readings for all meters on the equipment you are adding.
To add a meter group for the selected meter click [Add meter group]. For information on adding meter groups, see the Meters Group Tab section below.
To edit your proration settings click [Edit prorate settings].
If you have configured the meter group and proration settings for all meters, click [OK] to return to the Add Contract Equipment window.
Click the Meters tab to bring it forward. The meters tab is only displayed on metered equipment and applicable to expire by copy contracts.
In the Start meter reading date field, check the checkbox and enter a date.
If you need to override the meter date for contract billing, use the Start override billing date field to identify the override date for the meter.
End meter reading date: Use this field when you remove equipment from the contract. See Adding and Removing Equipment on Service Contracts.
End override billing date: You use this field to override the meter date when you remove equipment from the contract. See Adding and Removing Equipment on Service Contracts.
In the Meter type field, use the lookup to select the meter type for the meter you are entering.
In the Meter display field, enter the meter.
If the reading entered is an estimate, check the Estimate checkbox.
Click [Update display] to record the meter. If this equipment has multiple meters, repeat the above steps to enter the additional meters.
If the Leases tab is present and you want to add sublease information for equipment, click the Leases tab to bring it forward.
Click [Add] to open Add Lease for Equipment XX window.
Verify the Lease tab is forward
In the Sub lease number field, number assigned to this sub lease. You can allow e-automate to automatically assign the next available number by leaving the (Next) in the field or you may enter a custom number.
In the Rev field, enter the revision number of the contract number.
In the Start billing date field, enter the date you want the equipment to begin being billed.
The Start lease term date displays the date the lease terms will start to take effect. The start lease term date lines up with the date of the next billing cycle. For example, If you have an existing quarterly contract and you add this lease (and it is a 12 month lease) in the middle of the quarter, the lease will start billing from the date in the Start billing date field, but the least terms will not start until the date in the Start lease term date field and extend 12 months from that date.
In the Term field, enter the number of months for which this sublease must be paid.
The number of Billing periods for the duration of the lease displays. The billing periods are determined by on the base billing cycle and the terms. For example, a 12 term lease with a contract billed quarterly will have 4 billing periods.
The End lease term displays the date the number of terms assigned to the lease end. This date is obtained by adding the value in the Terms field in months to the start lease term date. The amortization schedule is based off of these two dates.
In the End billing date field, if necessary, enter the date you want the sublease billing to end by checking the checkbox and using the down arrow to select the ending billing date. When an end billing date is identified, you are required to assign a termination code. You do not have to identify an end billing date.
In the Amount financed field, enter the amount financed for this equipment on this sublease.
In the Lease rate factor field, enter the lease rate factor that will compute the sublease payment. The system will automatically populate the Monthly lease amount, Billing amount, and Interest rate fields using the factor you enter here.
The Billing amount displays the amount that is actually billed and must be paid towards the lease when you bill the contract. The Billing amount is the monthly lease amount multiplied by the number of months in the base billing cycle. For example, if the monthly lease amount is $1000 and the contract bills quarterly this total will be $3000.
In the Monthly lease amount field, the amount calculated by the lease rate factor that is expected to be paid on this sublease each month displays. Edit as necessary.
In the Interest rate field, the interest rate calculated by the lease rate factor displays. Edit as necessary.
If you want the sublease payment to be combined with the contract level base charge on this contract, check the Combine the lease amount with the base amount on the invoice checkbox.
In the Lease distribution code field, use the Lookup to select the lease distribution code that identifies the revenue and unearned revenue accounts for the values billed on this equipment.
The Tax code the Tax code assigned to this equipment displays.
If you uncheck the Override taxable checkbox, the system will use the taxable status and exempt code assigned to the contract on the Billing/Contract tab. If you check the Override taxable checkbox, the system will populate the Taxable checkbox and Exempt code field with those used on the ship to customer. You can modify the Taxable checkbox and Exempt code field as necessary.
If you have the Taxable checkbox checked, e-automate calculates and assesses tax on the sublease according to the tax code identified. The taxable status defaults to the taxable status assigned to the equipment location customer, but you can change it if necessary. When unchecked, the Exempt code field becomes active.
In the Exempt code field, you may use the Lookup to select the exempt code that identifies why the lease is not taxable. The tax code defaults to the exempt code assigned to the equipment location customer. If necessary, you can edit the exempt code.
In the Branch field, use the lookup to select the branch associated with this sublease.
You use the Lease termination code field is used for to identify the reason for the removal when you are removing equipment from a contract.
In the Asset number field, enter the fixed inventory asset tracking information, if any.
Once the lease is created, the Principal balance displays showing you how much is left to pay towards the lease’s principal.
After the lease has been billed once the Base billed through is populated.
Click the Amortization Schedule tab to bring it forward. The Amortization Schedule tab displays the payment schedule based on the terms listed in the lease. The columns show (from left to right) which term you have specified, the start date of the term, the end date of the term, the payment amount for the term, the amount going towards interest for the term, the amount going towards the principal for the term, the amount left to pay on the lease as a whole (including interest), and the amount left to pay on the principal of the lease at the end of the term. The tab is populated once the Amount financed and lease rate factor are inputted.
Click the 
Notes icon to enter any notes you want to add for this sublease.
Click [OK] to add the sublease to the equipment.
If you want to list only current leases in the Leases region, ensure the Show only current leases checkbox is checked.
Miscellaneous TabMiscellaneous Tab
To add miscellaneous charges, click the Miscellaneous tab to bring it forward.
Click [Add] to open the Add Miscellaneous Charge window.
In the Charge code field, use the lookup to select an appropriate contract miscellaneous charge code.
In the Description field, verify the description and make changes as necessary.
Select the charge method you want to use, either Absolute or Percent.
If you selected Absolute, do the following.
In the Quantity field, enter the quantity of the miscellaneous charge you want to assess.
In the Rate field, enter the amount you want charged for a quantity of 1 for this miscellaneous charge.
The Amount field will displays the calculated miscellaneous charge amount.
If you selected Percent, do the following.
In the Percent field, enter the percentage of the base, overage or lease to be charged. Whether the system calculates based on the base, overage, or lease depends on what you selected in the Bill with region on the Miscellaneous tab when adding equipment. For the equipment it takes into account only the things associated with that specific equipment.
If you want to define a minimum amount that can be charged with the percentage defined, uncheck the No minimum checkbox and enter the minimum amount in the Minimum charge field.
If you want to define a maximum amount that can be charge with the percentage defined, uncheck the No maximum checkbox and enter the maximum amount in the Maximum charge field.
In the Branch field, use the lookup to select the appropriate branch.
In the Tax code field, use the lookup to select a tax code if you want the tax code for this miscellaneous charge to be different from the contract tax code already associated with this service contract.
If you uncheck the Override taxable checkbox, the system will use the taxable status and exempt code assigned to the contract on the Billing/Contract tab. If you check the Override taxable checkbox, the system will populate the Taxable checkbox and Exempt code field with those used on the ship to customer. You can modify the Taxable checkbox and Exempt code field as necessary.
If you have the Taxable checkbox checked, e-automate calculates and assesses tax on the equipment according to the tax code identified. When unchecked, the Exempt code field becomes active. The taxable status defaults to the taxable status assigned to the equipment location customer, but you can change it if necessary.
In the Exempt code field, you may use the Lookup to select the exempt code that identifies why the equipment is not taxable. The tax code defaults to the exempt code assigned to the equipment location customer. If necessary, you can edit the exempt code.
If you want to enable the billing of this miscellaneous charge, assure the Enable billing for this charge checkbox is checked.
In the Bill with field, use the down arrow to select one of the following:
Base: This miscellaneous charge is billed by e-automate with the base cycle identified on the contract.
Overage: This miscellaneous charge is billed by e-automate with the overage cycle identified on the contract.
Lease: This miscellaneous charge is billed by e-automate with the lease cycle identified on the contract.
To further define how this miscellaneous charge bills, select one of the following:
Bill always: When selected, e-automate always bills this miscellaneous charge with the defined cycle in the Bill with field.
Bill only once: When selected, e-automate bills this miscellaneous charge one time only. The charge is billed the first time the cycle identified in the Bill with field is billed.
Bill for a specific period: When selected, e-automate bills the miscellaneous charge for the period of time that corresponds with the cycle identified in the Bill with field and the dates identified in the Start date and End date fields.
Start date: The date in which you want this miscellaneous charge to start billing.
End date: The end date in which you want this miscellaneous charge to stop billing.
In the Notes field, enter optional internal notes about this miscellaneous charge.
Click [OK] to add this miscellaneous charge to the equipment on this contract. Repeat the above steps to add additional miscellaneous charges for this equipment.
Item Limits TabItem Limits Tab
Click the Item Limits tab to bring it forward. For more information on configuring contract equipment item limits, see Configuring Contract Item Limits.
Adding the EquipmentAdding the Equipment
Click [OK] to save the equipment to the contract.
Repeat the instructions under the Equipment/Item tab to add more equipment to this contract.
To edit equipment on this contract, select the equipment and click [Edit] to open the Edit Contract Equipment window.
If you added the wrong equipment to the contract you can remove the equipment by selecting the equipment and clicking [Remove]. This completely removes the equipment from the contract and all references to it. If you have been billing the equipment and you want to end the equipment on this contract you should use the End date on the equipment to stop billing the equipment. Using the End date gives you the option of configuring e-automate to prorate the base and overage amounts for a refund for the equipment’s time on the contract. For information on how to prorate equipment removal, see Adding and Removing Equipment on Service Contracts.
Expiring by CopiesExpiring by Copies
Once you have added metered equipment to the contract, e-automate displays the necessary fields to expire a contact by meter on the service contract record.
Under the Expiration date field, check the Expire by copies checkbox. E-automate displays the Expiration copies and Adjustment copies fields. In the Expiration copies field, enter the number of clicks allowed on this contract before it expires.
The Adjustment copies field is for e-automate to roll adjustment copies onto renewed contracts. Typically you leave this field at zero for the first contract.
Meter Groups TabMeter Groups Tab
You use the Meter Groups tab to charge cyclic overage or to identify settings for contracts that expire by copy.
Click the Meter Groups tab to bring it forward.
On contracts that expire by copy, do one of the following to handle copies exceeding the expiration copies specified on the contract:
To bill excess copies, check Bill and/or roll expiration copy overages. This option allows e-automate, each time the contract expires to create a new contract at the meter or meters that expired the contract and bill for on the original contract for copies over the expiration copies. For example on contract, Ex1234-01 you allow 10,000 copies and you plan to bill the excess copies. The customer makes 14,000 copies. When the e-agent task runs that renews expiration by copies contracts, e-agent expires the contract Ex1234-01 at 14,000 or 140% of the contract and configures contract, Ex1234-01 to bill excess charges of 4000 copies times the appropriate rate. The task also renews the contract and creates contract Ex1234-02. This contract has a start meter of 14,000 and an expiration copies of 10,000.
To bill and roll excess copies, check Roll expiration copy overages onto the renewed contract as negative exp. adjustment copies. In the Maximum overage copies to roll field specify the maximum number of copies you allow to roll to the renewed contract as adjustment copies. Copies made in excess of the contract expiration copies up to the maximum to roll amount are rolled to the renewed contract as negative adjustment copies reducing the renewed contract allowance. For example, you have contract Ex9876-01. The contract is configured to expire at 20,000 copies and to bill and roll excess copies with a maximum roll of 3000 copies. The customer makes 25,000 copies. When the e-agent task runs that renews expiration by copies contracts, e-agent expires the contract Ex9876-01 at 20,000 and renews the contract with 9876-02. On contract 9876-02 it sets the expiration copies to be 20,000, same as the original contract and also sets the adjustment copies to be -3,000 for net expiration copies of 17,000 on contract 9876.02. E-agent also configures contract 9876-01 to bill for 2,000 copies in overage the amount exceeded on 9876-01 less the maximum adjustment copies of 3,000. When contract billing occurs, contract 9876-01 bills the 2,000 copies and 9876-02 bills for the renewed contract allowance of 20,000.
To manually manage contracts that expire by click, leave the Bill and/or roll expiration copy overages unchecked. This allows you complete manual control of contract renewal. These contracts can automatically renew using the e-agent task however, you will need to manually manage any excess and how you invoice for it and start meter readings on the renewed contracts.
To add a meter group, click [Add] to open the Add Meter Group window.
In the Meter Group field, enter the name for the meter group.
In the Description field, enter an optional description.
In the Available meters region, select the meters to belong to the meter group. These are the meters that contribute to the expiration copies.
Click the right-arrow button to add the meters to the Selected Meters region.
Repeat steps 6 and 7 until you have added all meters in this group.
E-automate automatically checks the Include this group in calculating expiration copies when the contract expires by copies.
To specify the excess charges, do the following:
Check Apply meter group charges.
In the Overage method field use the lookup and select Allowance.
In the Covered copies field, e-automate automatically enters your expiration copies. If you have expiration Copies entered and Maximum overage copiers to roll, e-automate adds them together and enters them in the Covered copies field.
In the Overage rate region, select Use single rate.
In the Overage rate of field type in the rate you want to charge per copy that exceeds the number of expiration copies.
In the Overage distribution code field, use the lookup icon to select the overage distribution code for this meter group.
Click [OK] to save the meter group and return to the New Service Contract window.
If you have multiple meter groups, repeat steps 3 through 11 to enter additional meter groups until you have added the appropriate meter groups for expiration by copies.
Completing the TransactionCompleting the Transaction
In the Activated on field, e-automate populates the date you created the contract. You can leave this field as automated.
If you are creating a contract in which you want equipment covered, leave the Terminated on and Termination code fields blank.
If you are planning to revise the contract, meaning end it early and create a new revised contract and the equipment is metered, best practice recommendation suggests that you identify ending meter readings on all equipment on the contract before you click the [Renew/Revise] button. For more information, see the Renewing or Revising Service Contracts topic.
Click [OK] to save the new service contract.
For information on the other tabs associated with an installment based contract, see the Creating Installment Based Contracts topic.
For additional information on contract functionality, refer to the following topics:
Additional Info - Meter Groups
Additional Info - Attachments
Additional Info - More Information
Non-supported ReleaseNon-supported Release
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