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Contract management

The contract register transforms a document into a predictable recurring process. It calculates the next dates and cycles and controls when which follow-up document type is generated.

Doc register contract

Via the desktop button Contracts Recurring documents can be recorded for customers and suppliers on the home desktop. The contract register transforms a document into a predictable recurring process. It calculates the next dates and cycles and controls when which follow-up document type is generated.

Cycle, start date, lead time and number of cycles together determine the next execution. Check these values ​​together before the first follow-up document is created.

Contract logic

  • Target doc type: The document type that is generated when a contract is executed.
  • Subject: Brief description of the contract or recurring service.
  • Cycle: Time interval between executions.
  • Start date: Start of the contract term and calculation basis for the cycles.
  • Premature: Indicates that the target document should be created at the beginning of the performance period. If the check mark is removed, the program generates the first document on the last day of the period recorded as the cycle period.
  • End date: Planned end of the contract period. If it is a contract without a fixed contractual goal, we recommend entering an end date that is far in the future. (e.g. 12/31/3000)
  • Next appointment (read-only): Technical next execution date; calculated based on the fields Cycle, Start Date and Early.
  • Lead days: If the start date of the contract is not also the date on which the document is to be created, the different days can be set here. This means that the correct contract period is displayed in the documents generated.
  • Next execution date (read-only): Off Last execution, cycle and forward calculated actual execution day.
  • Cycles executed: Cycles already processed.
  • Pending cycles (read-only): Number not yet processed.
  • Cycle amount (read-only): Total number of scheduled cycles.
  • Status: Current contract status. When a contract is created, it automatically receives the status Draft. As soon as the contract is executed for the first time, it receives the status Active. After pressing the button Break the contract receives the status Paused. If the last cycle has been carried out, the status changes to Fulfilled. If a termination date was entered before the last cycle was executed, the contract receives the status Terminated. If the contract is terminated prematurely using the cancel button, the status changes to Aborted. No further changes or modifications can be made.

Termination and actions

  • The cancellation information is purely informal and has no effect on execution.
  • Possible termination date: Earliest or intended effective termination date.
  • Terminated on: Actual termination date recorded.

Actions

  • Create target document: Creates the next planned follow-on document.
  • Cancellation: Starts or confirms the termination of the contract. The contract receives the status Aborted.
  • Break: Temporarily suspends further execution of the contract. The contract receives the status Paused.
  • Continue: Reactivates a paused contract.
  • Set next appointment: Allows you to consciously determine the next contract date after a break.

Work safely

Select target document type and cycle, specify start, end and lead time, check calculated dates and only use create, pause or termination in the appropriate status.

In this chapter

Further information / source

Related topics

  • Basics
  • Calendar
  • Equipment service

Frequently asked questions

What do I use contract management in X-ERP for?

Contract management keeps the term, deadlines, services, billing and reference to partners or devices together in one place.

What should I particularly check?

Extension, notice period and billing frequency are financially effective. Check dates and status before release.