Executing Sales Contracts—Exercises
Basic Data Setup
Customer
Purpose: The purpose of this exercise is to show you how
to create a customer. Customer is mandatory to award the contract.
Windows:
Customer
- Create a customer that should be associated with your contract, if this
has not already been done.
- Save your changes.
General exercise for
Customer Setup
Required Data
Sales Contract
Purpose: The purpose of this exercise is to show you the
required data that is used in the exercises below.
For creating a sales contract see the general exercise for
Creating Sales
Contract
Main Exercise
Purpose: The purpose of these exercises
is to show you how to handle a sales contract. This includes negotiating,
reviewing, activating and revising a contract.
Windows:
Sales Contract
- Open the
Sales
Contract window and and query for your contract.
Note that the sales contract must be in status Tendered.
- Right click, and then click Status and Award.
- Enter a value in the Reason ID field. Use List of Values to select
from all valid Reason ID's if needed. (The list of values will contain all
reason ID's of reason type Won.)
- Verify that the correct customer is inserted in Customer ID,
otherwise insert the correct customer. Use List of Values to select from all
available customers on the contract.
- The Award Date will default to the current date. A
different date can be entered if needed.
- Add additional information into the Note field if needed.
- Click OK
Note that the sales contract status changes to Awarded and that information is
updated in the Win/Loss tab.
- Open the
Sales
Contract window and query for your contract.
-
Right click, and then click Status and Lost Contract.
-
Enter the competitor to whom the contract was lost in the Lost To
field. Use the List of Values to select from all competitors. (If the
competitor cannot be found in the list you can add them in the basic data).
- Enter a value in the Reason ID field. Use List of Values to
select from valid Reason ID's with the reason type Lost.
- Additional information can be entered into the Lost Note field if
required.
- Click OK to confirm.
Note that the sales contract status changes to Lost and that information is
updated in the Win/Loss tab.
- Open the
Sales
Contract window and and query for your contract.
-
Click on
Revision tab. Alternatively you
can use the
Items tab to create a new revision as well.
-
Right click, and then click Create Revision to
open the
Create New
Contract Revision dialog box .
-
The new revision number will be created automatically.
-
Enter a reason identity number in the Reason ID field. Use List of Values to
select from Reason ID's that explains why you want to create a new revision.
- If required, notes about the revision can be
entered in the Revision Note field.
- The Audit Trail, Variation Order and
Variation Order Comment Required check boxes will display the
default settings as defined on the revision on which the new revision is
based. If required you can change it here.
- Click OK.
Note: By default the revision number on which
the new revision will be based, will be the latest revision, which is not in the
Obsolete or Canceled status. You can select a base revision using the List of
Values.
Adding Audit Trail Settings
- Open the
Sales
Contract window and query for your contract.
-
Click the
Revision tab and
make sure that you have selected the
desired revision to change the
audit trail settings on,
right click and select Audit
Trail Settings.
Note that a dialog box
Audit Trail Settings with check
boxes for Audit Trail, Variation Order and Variation Order Comment will
be displayed. By default they will be indicating the current settings. Variation
Order and Variation Order Comment cannot be selected if the Audit Trail check box
is not selected.
- Select or clear the boxes as required.
- Click OK to confirm.
Reviewing a contract
- Open the
Sales
Contract window or
Sales Contracts window and and query for your contract.
Note that the contract must be in the Award status and it should have an
active revision.
-
Right click, point to Status and select the
Review menu option.
-
Observe that the status of the contract is changed to
Under Review.
Activating a Contract
- Open the
Sales
Contract window or
Sales Contracts window and and query for your contract.
Note that the contract must be in the Award or Under Review status.
-
Right click, point to Status and select the
Activate menu option to open the
Activate Contract dialog
box.
-
If you want to
set the contract baseline, select the
Set Contract Baseline
check box. When you set the contract
baseline, if the contract revision is not frozen, it will automatically be
frozen.
-
Click OK.
-
Observe that the status of the contract is changed to
Activated.
Setting Contract Baseline
- Open the
Sales
Contract window and and query for your contract.
Note that a contract baseline can only be set when contract is in status
Awarded, Under Review or Active. The contract baseline is set for a active
revision.
- Right-click and select Set Contract
Baseline
- Click Yes to confirm setting the contract baseline for the active
revision.
Note that the Contract Baseline is checked in sales contract
General tab.
Note that IFS/Applications for Payment should be installed.
- Open the
Sales
Contract window and and query for your contract. The contract
must be in status Awarded, Under Review, Active or Completed. Right-click and click
Create Application.
- A new application for payment will be created. The contract information
will be copied into it.
- Save the record.(F12)
- Open the
Sales
Contract window and and query for your contract to be completed.
- Right Click, then click Status and select Complete.
- Observe the sales contract status changes to Completed.