Entering the Contract Lines

In an Akuiteo contract, there is an intermediate level between the contract and its lines: the contract service.

This level is required as it enables you to group together contract lines, in a coherent way (e.g. software maintenance, computers maintenance, servers maintenance, etc.)

Information can be the same for different lines, but it cannot be saved on the contract header as it does not cover all the lines in the contract, such as:

  • Price review index and next review date
  • Prorata prices
  • Information about help desk issues: work group, issues default values, Guaranteed Response Time / Guaranteed Fault Response Time, alerts, etc.

Software contracts: software maintenance, SaaS, Subscription, Hosting, Premium maintenance

Equipment contracts: maintenance services five days a week, 4-hour GFRT maintenance, etc.

To add a service:

1 First prepare a list of template services, using the same codification (i.e. the template service code) for all the contracts.
2 Under the Services tab, click on .
3 Under Index, specify the index coefficient that was used (e.g. Syntec) and its revision.
4 Under Prorata prices, specify the prorata rule to apply. Otherwise, the formula remains disabled. This prorata is not linked to the index.
5 Save.

Under the Lines tab (or the contract details), specify the lines that will ultimately be the invoice lines.

To do so:

1 Click on then on .
2 Specify the maintained product associated with the contract (e.g.: software, service or maintenance of an equipment billed monthly), the quantities, the amounts, the detailed labels, and the project code (if not mentioned on the Main tab of the contract).
3 In the Identification field, specify the label of the invoice line.
4 In the Valid from.../to fields, indicate the dates when the lines must be taken into account for billing. These fields can be useful when adding a line, as they enable you to calculate the price based on the due date. Indeed, these dates trigger a prorata calculation when they fall within the period to bill.
5 In the Index date field, indicate the date that enables you to specify - on the line - when the index must be taken into account. The index value is automatically filled in, depending on the setup.
6 From the Discount field, select the discount option desired and specify the discount:
  • Select % to specify a discount percentage on the line. Then specify the percentage in the Discount field.
  • Select Amt. to specify a discount amount. Then specify the amount in the Discount field.
7 Check Fixed UP to prohibit any fluctuation of the unit price. Fields related to the UP are used to take into account the billing period if no management rule has been enabled.
8 Specify the Title, Sub-title and Sub-title 2 fields if you want to categorize the contract lines and later create grouping titles and sub-titles for delivery lines generated from contracts. Therefore, the contract lines with the same title, sub-title and/or sub-title 2 are grouped together.

To specify a sub-title, the title must have already been indicated. In the same way, to specify a sub-title 2, the title and the sub-title must have been indicated.

Note

These fields are automatically specified for contract lines generated from order lines that belong to a level 1, 2 or 3 title.