Creating Installment-based Billing Contracts

On the e-automate toolbar, click [Contracts] to open the Service Contracts window.

Click [New] to open the New Service Contract window.

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 the equipment/item 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 the equipment/item on the contract and makes the contract inactive. This is not a likely choice for new contract. 

Pending Billing Payment: Prevents coverage of the equipment/item 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 the equipment/item on the contract until the contract bill-to customer has paid the contract invoice.

Pending Proposal: Prevents coverage of the equipment/item 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.

In the Billing Method field, select Installment.

To make this contract renewable using the e-automate batch renewal process, check the Renewable checkbox.

In the Renewal cycle field, if this contract is renewable, use the lookup 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, if any. If the contract does not expire, uncheck the expiration date checkbox.

Base RatesBase Rates

OveragesOverages

AccrualsAccruals

Click the Equipment/Item tab to bring it forward.

Select the Show only current equipment checkbox to allow the contract to only display current equipment/items on the service contract. If you remove the equipment/item from the contract they are hidden from view.

Click [Add] to open the Add Contract Equipment/Item window.

On the Add Contract Equipment/Item window, do the following:

Do one of the following:

Select the Equipment radio button to enter information about a device/machine covered by this contract.

Select the Item radio button to enter information about a non-equipment item covered by this contract.

In the Equipment/Item number field, use the lookup to select the equipment/item to be covered by this contract.

In the Description: field, enter optional information to identify this equipment or item.

In the Quantity field, enter the quantity of this item that is covered by this contract.

In the Unit base rate field, enter the unit base rate amount to be billed to the customer for this item.

In the Base rate field, enter the amount to be billed to the customer for this piece of equipment or item.

In the Overage Minimum field, specify the minimum overage amount you want to bill for this equipment on this contract.

To apply a contract rate schedule using the Rate schedule icon, see the Contract Rate Schedule section below.

In the Start coverage date field, make no change to use the date displayed or enter the beginning date on which this contract covers this equipment/item.

In the Start base billing date field, make no change to use the date displayed or enter the date on which to begin billing the base rate for this equipment/item on this contract.

To modify the auto-calculated prorated base amount, see the "Proration Settings" section of this topic below.

In the End coverage date field, make no change to use the date displayed or enter the date on which this contract's coverage of the equipment/item ends. Service calls or supply orders for this equipment/item that occur after this date will not be covered by the contract.

In the End base billing date field, make no change to use the date displayed or enter the date when billing for the equipment/item covered by this contract ends.

In the Termination code field, when removing an equipment/item from the contract, use the lookup to select the reason for the removal.

Do one of the following:

To distribute the Base rate amount based on the distribution percentage(s) defined for a specified base distribution code, do one of the following:

To use the same base rate distribution code specified for the contract on the Installment based billing tab, check the Inherit distribution code from Installment based billing tab checkbox.

To specify a different base rate distribution code for this equipment/item on the contract, do the following:

Uncheck the Installment based billing tab, check the Inherit distribution code from Installment based billing tab checkbox.

Select the Use standard distribution radio button.

In the Base distribution code field, use the lookup to select the code to use to default deferred and contract revenue distribution to the contract for this equipment/item.

To distribute the Base rate amount based on the fixed monetary amount(s) you specify for a custom distribution code defined specifically for this equipment/item on this contract, do the following:

Uncheck the Installment based billing tab, check the Inherit distribution code from Installment based billing tab checkbox.

Select the Use custom distribution radio button. To the left of the Base distribution code field, the system displays a [New] button if the custom distribution code has not yet been defined or an [Edit] button if the custom distribution code has already been defined.

Click the [New] or [Edit] button. The system opens a New/Edit Contract Distribution Code - Custom Base screen.

Using the New/Edit Contract Distribution Code - Custom Base screen, do the following:

In the Description field, enter information to identify this custom distribution code.

Check the Use accruals checkbox to use accruals with this custom distribution code, or uncheck the Use accruals checkbox if accruals will not be used with this custom distribution code.

Do any of the following:

To add a new contract base distribution detail row, do the following:

Click the [Add...] button. The system opens a New Contract Distribution - Base screen.

In the Description field, enter information to identify this contract base distribution detail row.

In the Revenue account field, use the lookup to select the General Ledger account to which the specified contract base distribution monetary amount is to be posted. This account is also the account that is used during the accrual process at the specified monetary amount (revenue recognition and accrual).

In the Revenue department field, use the lookup to select the department with which the revenue will be associated on the income statement.

In the Revenue discount account field, use the lookup to select the General Ledger account to which a discount—if any—is to be attributed. Discounts are applicable on deposit-based contracts only.

In the Accrual/deferral account field, use the lookup to select the General Ledger account to which the specified contract base distribution monetary amount is to be posted on deferred revenue contracts. This is typically a current liability account.

In the Accrual/deferral department field, use the lookup to select the department to which the unearned revenue will be attributed.

 In the Accrual/deferral discount account field, use the lookup to select the General Ledger account to which a discount—if any—is to be posted.  Discounts are applicable on deposit-based contracts only.

In the Branch field, use the lookup to select the branch to which the unearned revenue is to be attributed.

The Revenue distribution: Percent field displays the system-calculated percentage of the contract base distribution monetary amount to be distributed to the accounts identified above. The system calculates this percentage by dividing the Fixed Amount you specify on this screen by the Base Rate specified on the contract's Installment based billing tab.

In the Revenue distribution: Fixed Amount field, enter the monetary amount of the Base Rate specified on the contract's Installment based billing tab that is to be distributed to the accounts identified above.

In the Tax category field, use the lookup to select the tax category that applies to the specified contract base distribution monetary amount.

Click the [OK] button to save your changes.

To edit an existing contract base distribution detail row, do the following:

Select the contract base distribution detail row you want to edit.

Click the [Edit...] button. The system opens a New Contract Distribution - Base screen.

Referring to the descriptions listed above for adding a contract base distribution detail row, make any changes you want to make.

Click the [OK] button to save your changes.

To delete an existing contract base distribution detail row, do the following:

Select the contract base distribution detail row you want to delete.

Click the [Delete...] button.

Click the [OK] button to save your changes.

In the Bill code field, use the lookup to select the code to define the coverage of items, labor, and travel for this equipment/item on this contract. If you populated this field, this bill code overrides the Contract bill code field for this equipment/item. Typically, you would only enter a bill code here for an equipment/item that is covered differently from the Contract bill code.

In the SLA code field, use the lookup to select the service-level agreement code you want to assign to this equipment/item.

In the Tax code field, use the lookup to select the tax code to assign to this equipment/item.

Do one of the following:

If the taxable status and exempt code assigned to the contract on the Billing/Contact tab apply to this equipment/item, leave the Override taxable checkbox unchecked.

To assign a taxable status and exempt code for this equipment/item that is different from the taxable status and exempt code assigned to the contract, do the following:

Check the Override taxable checkbox. When you check this box, the system defaults the Taxable checkbox and Exempt code field values to those associated with the ship-to customer. You can modify the Taxable checkbox and Exempt code field values if necessary.

Check the Taxable checkbox if the system should calculate and assess tax on this equipment/item on the contract according to the tax code identified, or unchecked the Taxable checkbox if this equipment/item is tax exempt.  If checked, the taxable status defaults to the taxable status assigned to the equipment/item location customer. If necessary, you can edit the taxable status.  If unchecked, you need to specify the Exempt code that explains why this equipment/item is not taxable on this contract.

If the Taxable checkbox is unchecked, in the Exempt code field, use the lookup to select the code that indicates why the equipment/item is not taxable. The exempt code defaults to the exempt code assigned to the equipment/item location customer. If necessary, you can edit the exempt code.

In the Branch: field, use the lookup to select the branch associated with this equipment/item on this contract.  

In the Location: region, do any of the following:

Click the Edit Equipment Location icon to modify the equipment/item’s contract location. Billing information is displayed below the equipment/item location region.

In the Remarks field, enter optional remarks for this location.

Click the View base billing schedule to view the upcoming base billing schedule currently configured for this contract. The schedule notes increases and decreases at appropriate dates.

Click the View base accrual schedule to view the base accrual schedule. The schedule notes increases and decreases at appropriate dates.

Click the [OK] button to save your changes.

Contract Rate ScheduleContract Rate Schedule

Proration SettingsProration Settings

Meters TabMeters Tab

Miscellaneous TabMiscellaneous Tab

Item Limits TabItem Limits Tab

Custom Properties TabCustom Properties Tab

Adding the EquipmentAdding the Equipment

The Meter Groups tab displays when you add metered equipment/items to the contract. If you do not have the Meter Groups tab or you are not charging the customer for overage, minimum or cost per copy, skip this section. Meter groups are required if you want to bill overage on a contract. You can create meter groups and add meters as you add equipment/items to the contract. If you did not create meter groups while adding the equipment/item, you can use the Meter groups tab to create and bill overages using meter groups. If you have already set up your meter groups as you added the equipment/item, you can skip this tab or use the Meter Groups tab to edit or view the meter group settings already set on this contract. The instructions given below are written as if you are adding your meter groups completely from the Meter Groups tab.

Click the Meter Groups tab to bring it forward.

In the Overage cycle field, use the lookup to select the cycle in which you intend to bill overage.

In the Billing period is field, verify the date for the overage cycle and change as appropriate.

To allow e-automate to consolidate overage cycles if this contract gets behind in billing, check the Use overage cycle consolidation checkbox.

To allow e-automate to perform bulk meter estimates in the Bill Contracts window for this contract, check Allow bulk meter estimation.

To expire a contract by meters, check the Expire by Copies checkbox. The Expire by copies field displays below the Expiration date field once you add metered equipment or items to the contract. This checkbox changes the format of the Meter Groups tab. For more information, see the Creating Expiration by Copy Contracts topic.

To add a meter group, do the following:

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.

Click the [Hide Available Meters] button to hide the Available Meters region. Click [Show Available Meters] to show the Available Meters region.

In the Available meters region, select a meter to belong to this meter group.

Click the right-arrow button to add the meters to the Selected Meters region.

Repeat steps 8.e and 8.f until you have added all meters in this group.

If you would like to enter an expected monthly volume for a meter, right-click on the meter and select Set expected monthly volume. The Expected Monthly Volume window displays. In the Expected monthly volume field enter the volume and click [OK]. For more information on how volume is used, see the "Additional Info - Volume Usage" section of this topic.

If you are expiring a contract by meters, you can choose which meter groups contribute to the expiration copies. To include this group as part of the expiration copies calculation, check Include this group in calculating expiration copies. For more information on contracts that expire by meter, see the Creating Expiration by Copy Contracts topic.

To apply overage charges to this group, do the following:

Check the Apply meter group charges checkbox.

Check the Override Contract Overage Cycle checkbox to assign an override to the overage cycle on the contract.

In the Overage Cycle field, use the lookup to select the overage cycle to override.

Select the billing period to override using the drop-down in the Billing Period field.

In the Overage method field, use the lookup to select the overage method for this group. You can choose between Allowance, Minimum, or Allowance with Credits.

If you selected Allowance or Allowance with Credits in the Overage method field, e-automate labels this field Covered copies. If you selected Minimum, e-automate labels this field Minimum copies. Based on your selection enter the number of covered copies per billing cycle or the minimum number of copies.

If you want to change the next overage cycle’s covered or minimum copies, do the following:

Click the arrow button next to the Covered copies/Minimum copies field to open the Set Next Covered Copies window.

Check the Set covered copies for next overage period checkbox.

In the Covered copies field, enter the number of covered copies or minimum copies you want on the next overage billing cycle.

Click [OK] to save your changes.

If you set Overage method to Allowance with Credits, e-automate displays the Credit rate of field. Enter the credit rate for copies made below the allowance.

Do ONE of the following:

To use a single rate for overages, do the following:

Select Use single rate.

In the Overage rate of field, type the rate that is charged per copy that exceeds the number of covered copies or the minimum.

To use a tiered rate schedule for overages, do the following:

Select Use tiered rate to display a rate table.

Click [Edit] to open the Edit Overages table window.

If you have already created an overage table, use the lookup in the Base overage table field to select an overage table. If you select an overage table, verify it is correct, then go to step 10 below. If you do not want to base this group on an existing overage table, continue to step iv.

In the from 1 To field, under the Number of copies column, enter the upper limit of the first range.

In the from 1 To field, under the Rate column, enter the rate for the first range.

In the XXXX To field, under the Number of copies column, enter the upper limit of the next range.

In the XXXX To field, under the Rate column, enter the rate for the next range.

Repeat steps v and vi until all the rate ranges are added.

If you modified the overage table or want to save your newly created overage table, check Save overage table and complete the Name and Description fields.

Click [OK] to save the overage rate table and return to the Add Meter Group window.

In the Overage Distribution Code field use the lookup to select the overage distribution code to assign to this meter group.

Do one of the following:

To distribute the Overage rate of amount based on the distribution percentage(s) defined for a specified base distribution code, do the following:

Select the Use standard distribution radio button.

In the Base distribution code field, use the lookup to select the overage distribution code to assign to this meter group.

To distribute the Overage rate amount based on the fixed monetary amount(s) you specify for a custom distribution code defined specifically for this contract's meter group, do the following:

Select the Use custom distribution radio button. To the left of the Overage distribution code field, the system displays a [New] button if the custom distribution code has not yet been defined or an [Edit] button if the custom distribution code has already been defined.

Click the [New] or [Edit] button. The system opens a New/Edit Contract Custom Overage Distribution Code screen.

Using the New/Edit Contract Custom Overage Distribution Code screen, do the following:

In the Description field, enter information to identify this custom overage distribution code.

Do any of the following:

To add a new contract base distribution detail row, do the following:

Click the [Add...] button. The system opens a New Contract Distribution Detail - Overage screen.

In the Description field, enter information to identify this contract overage distribution detail row.

In the Revenue account field, use the lookup to select the General Ledger account to which the specified contract overage distribution monetary amount is to be posted.

In the Revenue department field, use the lookup to select the department with which the revenue will be associated on the income statement.

In the Branch field, use the lookup to select the branch to which the overage revenue is to be attributed.

The Revenue distribution: Percent field displays the system-calculated percentage of the contract base distribution monetary amount to be distributed to the accounts identified above. The system calculates this percentage by dividing the Fixed Amount you specify on this screen by the Overage rate of amount specified on the Add/Edit Meter Group screen.

In the Revenue distribution: Fixed Amount field, enter the monetary amount of the Overage rate of amount specified on the Add/Edit Meter Group screen that is to be distributed to the accounts identified above.

In the Tax category field, use the lookup to select the tax category that applies to the specified contract overage distribution monetary amount.

Click the [OK] button to save your changes.

To edit an existing contract overage distribution detail row, do the following:

Select the contract overage distribution detail row you want to edit.

Click the [Edit...] button. The system opens the Edit Contract Distribution Detail - Overage screen.

Referring to the descriptions listed above for adding a contract overage distribution detail row, make any changes you want to make.

Click the [OK] button to save your changes.

To delete an existing contract overage distribution detail row, do the following:

Select the contract overage distribution detail row you want to delete.

Click the [Delete...] button.

Click the [OK] button to save your changes.

Optional: To view the covered copy schedule, click View covered copy schedule to see the covered copies billing schedule currently configured.

If you want to bill a meter group base rate for this meter group, do the following:

Check the Bill meter group base amount checkbox.

In the Billed covered copies balance field, e-automate displays the number of covered copies that have been billed for this meter group.

In the Base rate per copy field, enter the base rate per click you want to bill for the specified allowance identified in the Covered copies field.

In the Round base amount to field, use the down arrow to select the number of decimal places to which you want to round the base amount on the billing.

In the Base amount field, verify the calculated value, make changes as necessary.

In the Base distribution code field, use the lookup to select the code that defines how you want this meter group base distributed and posted to the general ledger.

Do one of the following:

To distribute the meter group Base amount based on the distribution percentage(s) defined for a specified base distribution code, do the following:

Select the Use standard distribution radio button.

In the Base distribution code field, use the lookup to select the base distribution code to assign to this meter group.

To distribute the meter group Base amount based on the fixed monetary amount(s) you specify for a custom distribution code defined specifically for this contract's meter group, do the following:

Select the Use custom distribution radio button. To the left of the Base distribution code field, the system displays a [New] button if the custom distribution code has not yet been defined or an [Edit] button if the custom distribution code has already been defined.

Click the [New] or [Edit] button. The system opens a New/Edit Contract Custom Overage Distribution Code screen.

Using the New/Edit Contract Distribution Code - Custom Base screen, do the following:

In the Description field, enter information to identify this custom overage distribution code.

Check the Use accruals checkbox to use accruals with this custom distribution code, or uncheck the Use accruals checkbox if accruals will not be used with this custom distribution code.

Do any of the following:

To add a new contract base distribution detail row, do the following:

Click the [Add...] button. The system opens a New Contract Distribution Detail - Base screen.

In the Description field, enter information to identify this contract base distribution detail row.

In the Revenue account field, use the lookup to select the General Ledger account to which the specified contract base distribution monetary amount is to be posted. This account is also the account that is used during the accrual process at the specified monetary amount (revenue recognition and accrual).

In the Revenue department field, use the lookup to select the department with which the revenue will be associated on the income statement.

In the Revenue discount account field, use the lookup to select the General Ledger account to which a discount—if any—is to be attributed. Discounts are applicable on deposit-based contracts only.

In the Accrual/deferral account field, use the lookup to select the General Ledger account to which the specified contract base distribution monetary amount is to be posted on deferred revenue contracts. This is typically a current liability account.

In the Accrual/deferral department field, use the lookup to select the department to which the unearned revenue will be attributed.

 In the Accrual/deferral discount account field, use the lookup to select the General Ledger account to which a discount—if any—is to be posted.  Discounts are applicable on deposit-based contracts only.

In the Branch field, use the lookup to select the branch to which the unearned revenue is to be attributed.

The Revenue distribution: Percent field displays the system-calculated percentage of the meter group base distribution monetary amount to be distributed to the accounts identified above. The system calculates this percentage by dividing the Fixed Amount you specify on this screen by the meter group Base Amount specified on the Add/Edit Meter Group screen.

In the Revenue distribution: Fixed Amount field, enter the monetary amount of the meter group Base Amount specified on the Add/Edit Meter Group screen that is to be distributed to the accounts identified above.

In the Tax category field, use the lookup to select the tax category that applies to the specified meter group base distribution monetary amount.

Click the [OK] button to save your changes.

To edit an existing meter group base amount distribution detail row, do the following:

Select the contract base distribution detail row you want to edit.

Click the [Edit...] button. The system opens the Edit Contract Distribution Detail - Base screen.

Referring to the descriptions listed above for adding a meter group base amount distribution detail row, make any changes you want to make.

Click the [OK] button to save your changes.

To delete an existing meter group base amount distribution detail row, do the following:

Select the meter group base amount distribution detail row you want to delete.

Click the [Delete...] button.

Click the [OK] button to save your changes.

Optional: To view the meter group base schedule, click View meter group base schedule to see the meter group base billing schedule currently configured.

Optional: To view the meter group accrual schedule, click View meter group accrual schedule to see the accrual schedule associated with this meter group. In the Meter Group Base Accrual Schedule you view the currently configured accrual schedule noting where there are increases and decreases. 

Click [OK] to save the meter group and return to the New Service Contract window or the Edit Service Contract window.

If you have multiple meter groups, repeat Step 7 to add additional meter groups until you have added the appropriate meter groups for the meters in which you want to bill.

Click the Miscellaneous tab to bring it forward.

Item usage alerts are available for this contract. For more information on the fields Use e-agent contract item usage alerts for this contract and Pool item usage across the entire contract, see the Configuring Contract Item Usage Alerts topic.

In the SLA code field, use the lookup to select an SLA code that defines coverage hours for this contract. This tells e-automate if there are different hour’s settings for service calls provided under this contract when calculating regular and overtime hours.

If you want to add a contract adjustment to the contract, use the lookup in the Adjustment code field to select your adjustment code.

To add miscellaneous charges do the following:

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 select in the Bill with region located to the right.

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 miscellaneous charge according to the tax code identified. The taxable status defaults to the taxable status assigned to the equipment/item 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 miscellaneous charge is not taxable. The tax code defaults to the exempt code assigned to the equipment/item location customer. If necessary, you can edit the exempt code.

If you want to enable the billing of this miscellaneous charge, ensure 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 specified 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 this contract.

Repeat Steps a – p to add additional miscellaneous charges to this contract.

Click the Billing/Contact tab.

In the Bill to field use the lookup to select a customer to which you want to bill this contract.

If you want to bill the overage to a different customer than identified in the Bill to field, do the following:

Check the Use alternate bill to for overage checkbox.

Click the ellipses button […] to open the Overage Bill To window.

In the Bill to field, use the lookup to identify the customer to which you want to bill overage on this contract.

In the Terms field, use the lookup to identify the terms you want associated with the overage only contract invoice.

In the Tax code field, use the lookup to identify the appropriate tax code for the Bill to customer identified in the Overage Bill To window.

If you want e-automate to calculate overage taxes based on the equipment/item location, check the Use individual tax codes checkbox.

To flag overages for this bill to as taxable, check the Taxable checkbox.

If you are using equipment base rates on the contract, e-automate enables the Use individual tax codes to allow you to charge tax based on each equipment/item location.

In the Charge method field, use the lookup to select an appropriate method to charge the customer.

In the Report group field, use the lookup to select a report group.

To change the report group settings, do the following:

Click [Settings] to open the Invoice Report Settings for Contract (Next)-01 window.

If you want to override the contact associated with the customer in the Bill to field, check the Override the ‘Bill to’ accounts receivable contact checkbox.

In the Accounts receivable contact field, use the lookup to select an appropriate contact.

In the Invoice send method, use the drop-down menu and select Email.

If you want to use this contact for service call invoices, check the Use this contact for service invoices that are associated with this contract checkbox.

Click [OK] to save your settings.

Click [OK] to save your overage bill to alternate settings.

In the Branch field, use the drop-down menu to specify the branch location of this customer or make no change to use the value displayed.

To bill this contract on a single invoice grouped with billings for other contracts, check the Group invoices according to customer, bill to, etc. checkbox. The system will be on a single invoice each contract for which this box is checked if the contracts have the same customer, bill-to customer, (matching attention, name, address, city, state, and zip), branch, taxable (checked or unchecked), terms, charge methods, charge accounts, and contract statuses.

To bill and accrue this contract, check the Bill contract checkbox. If this box is not checked, the contract will not bill or accrue.

In the Billing group field, use the drop-down menu to specify the group in which to bill this contract.

In the Tax code field, do any of the following:

Use the Tax code field's drop-down menu to select the tax code for this contract.

Click the [<<Quick tax] button's drop-down menu and select one of the following:

Enter 'Equipment Location'... to use the equipment location's tax code.

Enter 'Customer' Tax Code of ... to use the customer's tax code.

Enter Bill to' Tax Code of... to use the bill-to customer's tax code.

Check the Taxable checkbox if this contract is taxable. The contract will be taxed based on the tax definitions associated with the tax code and associated tax authorities. When checked, e-automate calculates and assesses tax on the sales quote according to the tax code identified. When unchecked, the Exempt code field becomes active.

To tax each equipment/item on the contract based on the equipment/item's location, check the Use equipment tax codes: checkbox.

In the Exempt code field, use the drop-down menu to select the appropriate exempt code, if applicable.

In the Terms field, use the drop-down menu to select the payment terms for this contract.

In the Sales rep field, use the drop-down menu to specify the sales rep responsible for this contract.

In the Report group field, use the lookup to select a report group.

Click [Settings] to open the Invoice Report Settings for Contract (Next)-01 window.

If you want to override the contact associated with the customer in the Bill to field, check the Override the ‘Bill to’ accounts receivable contact checkbox.

In the Accounts receivable contact field, use the lookup to select an appropriate contact.

In the Invoice send method, use the drop-down menu and select Email.

If you want to use this contact for service call invoices, check the Use this contact for service invoices that are associated with this contract checkbox.

Click [OK] to save your settings.

In the Contact field, enter the name of the person to contact at this company. You can use the lookup to select a contact for this contract if the customer has contacts setup. You can also add a contact from this field. If you select a contact, e-automate populates the Name, Phone, and Fax fields based on the contact you select.

To view all contacts, use the drop-down menu to select No filter.

To view contacts for this customer only (the default setting), use the drop-down menu to select Filter > Customer contacts.

To view contacts for this customer, this customer's parent customer (if any), and/or contacts who are not currently associated with any customer, use the drop-down menu to select Filter > Customer, parent, or unassociated contacts.

To add a new contact, use the drop-down menu to select New. The system displays the New Contact window.  For more information on creating a new contact, see the Creating Contacts topic.

In the Name field, enter the name of the contact or make no change to use the value displayed.

In the Phone field, enter the phone number of the contact or make no change to use the value displayed.

In the Fax field, enter the fax number of the contact or make no change to use the value displayed.

In the Blanket PO field, enter the purchase order number from the customer for this contract or make no change to use the value displayed.

In the Lease schedule number field, enter the lease schedule number to be tracked, if any.

In the Job field, use the lookup to select the job associated with the contract, if any.

In the Charge Method field, use the lookup to select the method used to charge the customer. If you select Credit Card, e-automate displays the Card to bill field.

In the Card to bill field, use the lookup to select the credit card you want to bill for this contract. If no credit card is present, save this contract, edit the customer record, and add a charge account. For more information, see the Creating Customers topic.

To lock the bill code assigned to this contract, check the Lock bill code checkbox.  When checked, e-automate locks the bill code assigned to this contract. If any changes are made to the bill code, e-automate creates a revision number on the bill code and leaves the settings associated with the bill code when the contract was originally defined. You can also configure e-automate to use the newest version of a bill code when the contract is updated by checking the Use latest bill code revision upon renewal checkbox.

In the Lease mode field, use the lookup to select the lease mode for this contact.

For information on contract-level item limits, see the Configuring Contract Item Usage Limits topic.

If you selected Lease - Bill a lease amount in the Lease mode field on the Billing/Contact tab the Lease tab is displayed. You use the lease tab to define the terms of your lease on the contract. When you define lease terms on this tab, e-automate creates a lease automatically in the e-automate Leases list found on the Service menu. If you do not want a lease on the contract, select None in the Lease mode field to remove this tab.

In the Number field, allow e-automate to automatically number of lease by leaving (Next) in the field or if you want to specify a number for this lease, type it in the field.

In the Code field use the lookup to select an appropriate lease code for this lease.

You can use individual lease amounts per equipment/item. If you want to use individual lease amounts for each equipment/item, check Use equipment lease amounts and do the following:

Click the Equipment/Item tab to bring it forward.

Select the equipment/item to which you want to add lease amounts and click [Edit] to open the Edit Contract Equipment/Item window.

If you want to identify financed and payment amounts for this equipment/item check the On contract lease checkbox.

In the Financed amount field, enter the amount financed for this equipment/item.

In the Payment amount field, enter the payment amount for this equipment/item.

Click [OK] to save your lease amounts.

Repeat steps b – f to add additional lease amounts on each equipment/item.

Click the Lease tab to bring it forward.

In the Amount financed field, enter the total amount of the lease.

The Billing periods are calculated by e-automate based on the duration of the contact and the base Billing cycle field.

In the Payment amount field, enter the payment amount expected each cycle.

In the Interest rate field, type in the interest rate for this lease.

In the GL account field, use the lookup to identify the general ledger account to which you want to post this lease payment.

In the GL department field use the lookup to identify which department you want the lease payment associated.

If you are using equipment/item based lease amounts on this contract, do the following:

If you want to use individual tax codes, check Use individual tax codes checkbox.

If you want e-automate to lookup the tax codes for you, click [Yes] in the e-automate window. If you want to manually identify the tax codes on each equipment/item, click [No].

If you clicked [Yes] or [No] e-automate reports the number of tax codes that were assigned. Click [OK] to acknowledge. If you selected No, you should go to each equipment/item and identify the tax code.

In the Tax as field, use the lookup to select how you want the lease amounts taxed.

If you want to add all equipment/items on this contract to the created lease, check Use lease info for all equipment. This checkbox tells e-automate to add all equipment/items on the contract to the lease. It also tells e-automate if you are using equipment/item lease rates to allow you to enter a leased amount and a payment amount on all equipment/items, and checks the On contract lease checkbox on all equipment/items.

If you want the lease payment to be combined with the contract level base charge on this contract, check Combine the lease amount with the base amount on the invoice checkbox.

In the Notes field, enter optional internal notes about this lease.

The Custom Properties tab is available if you have custom properties enabled. For more information on custom properties, see the Setting Custom Properties topic.

On the messages tab you may enter any notes that you want seen by users that are working with contracts. You can require that the user must acknowledge they have read the message before they are able to bill the contract. When contracts with messages are moved to the billing queue e-automate indicates whether or not there is a message that the person billing the contracts can read. If you require the user acknowledges the message, the user must actually tell the system that it is okay to bill that contract.

Click the Messages tab to bring it forward.

In the Billing queue message region, enter any messages you want seen by users working with contracts.

If you want users to be required to acknowledge they have read the message before they can bill the contract, check the Require acknowledgement (Billing queue only) checkbox.

To include one-time remarks, do the following:

Check the Print on next invoice checkbox.

In the One-time remark field, enter the remarks you want to print on the next contract invoice.

To add a recurring remark that is displayed on each contract invoice, click the Recurring remark field and enter the remark.

In the Activated on field, e-automate populates the date you created the contract. You can leave this field as populated.

If you are creating a contract in which you want equipment or items covered, leave the Terminated on field and the Termination code field blank. You use these fields to terminate a contract.

Click [OK] save the new service contract.

For additional information on contract functionality, refer to the following topics:
Additional Info - Meter Groups
Additional Info - Attachments
Additional Info - Billing Overage: Single Rates
Additional Info - Billing Overage: Tiered Rates
Additional Info - Volume Usage
Additional Info - More Information