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
- Open the
Sales
Contract window and and query for your contract, then click the
Items tab.
- 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.
- Insert a new line in the upper table window in the
Lines/Items tab.
-
Enter the values as shown in the table below.
- Save the records. (F12)
Line Name |
Line Description |
Track |
Building Tracks |
Signaling |
Repair Signaling |
For items based on sales value
- 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.
- Enter Item Name e.g. Track Replacement
- 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.
- 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.
-
Enter
Item Sales Currency. Default value is taken from contract
Currency. Use the List of Values to select a different value if needed.
-
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.
- If Calculation Method is
set as Fixed then enter a value for Sales Value column directly.
-
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.
-
Save the
item. (F12)
For items based on cost value
- Highlight the line that you want to add an item to and insert a new record
in the lower table window.
-
Enter Item Name. e.g. Cable work
- Select a Calculation Method
from dropdown box. e.g. Per Unit. See details above on differences between
the Calculation Methods.
- Set Calculation Type to Cost Value.
- 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.
- 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.
- If Calculation Method is set as fixed then enter Cost Value
and
Markup.
-
Enter a Planned Start Date and/or a Planned Finish
Date. This will make it is easier to plan contract deliverables with more
detail.
- 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.
- Open the
Sales
Contract window and and query for your contract, then click the
Items tab.
- Highlight the line that you want to add an item to and insert a new record
in the lower table window.
- Add a new Item record.
- Right click on the new item record and select the Change Details
menu option.
- 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.
- Open the
Sales
Contract window and query for your contract, then click the
Items tab.
- Right click on the tab and select the Audit
Trail Settings menu option.
- In the Audit Trail Settings dialog
box select the Audit Trail check box.
- 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.