Adding Sales Contract Lines and Items—Exercises

Basic Data Setup

Setting up Item Types

Purpose: The purpose of this exercise is to set up the basic data required for running this particular functionality.

General exercise for Sales Contract Basic Data Requirement.

Main Exercise

Purpose: The purpose of these exercises is to show you how to add lines and items to a sales contract.

Windows:
Sales Contract

Adding Lines

  1. Open the Sales Contract window and and query for your contract, then click the Items tab.
  2. Select the latest Revision No that is in status Planned.

Note that it may be required to refresh the contract if you have just created a new revision.

  1. Insert a new line in the upper table window in the Lines/Items tab.
  2. Enter the values as shown in the table below.
  3. Save the records. (F12)
    Line Name Line Description
    Track Building Tracks
    Signaling Repair Signaling

Adding Items

For items based on sales value

  1. Highlight the line that you want to add an item to and insert a new record in the lower table window.

Note that you have to highlight the line created in upper table by doing a single click to the left of the line (on the row header) and then double click on the item row header to create an item.

  1. Enter Item Name e.g. Track Replacement
  2. Select a Calculation Method from dropdown box. e.g. Per Unit

Note If the item is measured in quantities, the Calculation Method should be set to Per Unit or Rate Only. If the item depend on a fixed value the Calculation Method should be set to Fixed. There is no functional difference between Per Unit and Rate Only, but there is a fundamental difference from a contractual standpoint. Rate Only means that the quantity is only an estimate and is not contractually binding (e.g. time and materials consultancy days), whilst Per Unit would normally imply that the quantity is fixed and should not be exceeded.

  1. The Calculation Type field is set according to the default value defined for the contract, but you can change it if necessary. When creating a new contract the default Calculation Type is Sales Value.
  2. Enter Item Sales Currency. Default value is taken from contract Currency. Use the List of Values to select a different value if needed.
  3. If Calculation Method is per unit or rate only then enter Quantity, e.g 100, a Sales Rate, e.g. 10 and the unit code, e.g. pcs. Use the List of Values to select the UOM.

Note that the Sales Value is automatically calculated based on the Quantity and Sales Rate entered.

  1. If Calculation Method is set as Fixed then enter a value for Sales Value column directly.
  2. Enter a Planned Start Date and/or a Planned Finish Date. This will make it is easier to plan contract deliverables with more detail. Note that entering a Planned Start date is mandatory.
  3. Save the item. (F12)

For items based on cost value

  1. Highlight the line that you want to add an item to and insert a new record in the lower table window.
  2. Enter Item Name. e.g. Cable work
  3. Select a Calculation Method from dropdown box. e.g. Per Unit. See details above on differences between the Calculation Methods.
  4. Set Calculation Type to Cost Value.
  5. Enter Item Sales Currency. Default value is taken from contract Currency. Use List of Values to select a different value.
Note The Item Cost Currency is always the company currency and it is not updatable.
  1. If Calculation Method is per unit or rate only then enter Quantity, e.g 100, a Cost Rate, e.g. 10, a Mark Up value and a unit code, e.g. pcs. Use the List of Values to select the Unit Code.
Note The Cost Value is automatically calculated based on Quantity, Cost Rate and Cost Rate Factor. The Sales Value is automatically calculated based on Cost Value and Markup. The markup value will vary according to the item type, which can be pre defined, and can be retrieved accordingly.
  1. If Calculation Method is set as fixed then enter Cost Value and Markup.
  2. Enter a Planned Start Date and/or a Planned Finish Date. This will make it is easier to plan contract deliverables with more detail.
  3. Save the item. (F12)

Note: You can enter markup values in either the Markup field in the Sales Contract/Items tab or the Sales Contract/Markups tab.

Keeping Track of Changes

  1. Open the Sales Contract window and and query for your contract, then click the Items tab.
  2. Highlight the line that you want to add an item to and insert a new record in the lower table window.
  3. Add a new Item record.
  4. Right click on the new item record and select the Change Details menu option.
  5. Observe that the new item that you entered has been added in the Contract Changes window with the Change Type as Added.

Note The Change Details will have records depending on the type of change you have made to the item record, such as deleting an item record or modifying a record.

Note: Audit trail settings must be enabled to track the changes. Follow the steps given below first to enable Audit trail settings on the selected contract revision.

  1. Open the Sales Contract window and query for your contract, then click the Items tab.
  2. Right click on the tab and select the Audit Trail Settings menu option.
  3. In the Audit Trail Settings dialog box select the Audit Trail check box.
  4. You can select Variation Order and Variation Comment Required check boxes if you require a variation order to be specified and a comment to be given when making a change to the item.