Contract maintenance

Contracts:

After logging into the system, please go to the "eContract" module with the mouse pointer and click on "Contracts" in the menu that pops up.

Now all contracts maintained in the system are displayed in the field "Contract overview" on the bottom left, sorted by their status. A distinction is made between inactive, active, expired and deactivated contracts.

Now please click on the button "new contract". Thereupon the window "Contract" opens on the right with different input fields for the contract maintenance, in which all information and data are entered.

First, the contract must be given a title. In this example, it should be a rental agreement for office space.

Next, a contract period must be defined. Select the period by clicking in the "from" and "to" boxes and select the respective date.

Now you can enter further information for contract maintenance under the "Contract data" tab.

It is obligatory to specify the contract partners, the person responsible, the contract type, the company code and the operating facilities. The stored responsible person will receive a notification on the date of issue. If you set a check mark for the contract overview, the contract will be listed under the tab Contract overview.

Now please click on the magnifying glass icon for "Contract type".

A new dialog box opens with all the contract types maintained in the system (see Administration). Select the contract type from these by clicking on it and confirm by clicking on the "Accept selected item(s)" button.

Now please select the contract partner as well as the company code and the operating site. The latter are selected by clicking on the plus symbol.

Next, click on the "Contract costs" tab. In this tab you can enter information about the payment term, tax code, currency and cost type. The cost type is a mandatory field (see Administration for attachment).

The tax code can be selected via the magnifying glass icon.

Next, click on the magnifying glass icon in the "Cost type" field and select the cost type.

After selecting the cost type, two new columns will appear, in which the due date, gross amount, as well as net amount and payment periods of rent and service charges will be entered. These fields can be defined per cost type in the administration.

Next, please click on the "Contact person" tab. Under this tab, information such as name, e-mail address, telephone number and fax number can be stored for a contact person for the contract. As these are not mandatory fields, it is not compulsory to fill them in.

Now please go to the Attachment tab. Under this tab you will find a button that allows you to select files from your computer that will be attached to the contract. (e.g. the rental contract as a PDF)

The Additional tab allows you to enter additional information in the form of rental object, ancillary agreements and a description. The user is again free to fill in these fields. These displayed fields can be set contract type in the administration.

Finally, you can release the contract for users and/or user groups stored in the system in the "participants" tab. The users (user groups) are selected via the plus symbol to the right of the name. If an item has been selected, a check mark is automatically placed in the "read" box. If you also check the "edit" box, the user/user group can edit the contract.

After all relevant data has been filled in for the contract, it can be saved and activated using the corresponding buttons at the bottom right.

If you have saved and activated the contract, it will now be displayed in the box on the left under the "Active contracts" tab with its contract number. Next to each contract item in this box is either a plus , or a minus symbol. These indicate whether the respective contract results in expenses or income. The contract maintenance is now complete.

Contract Overview:

Now please click on the tab "Contract overview". Under this, all contracts maintained in the system (with a check mark for the contract overview) are displayed with their relevant information such as number, designation, start, pronunciation, period of notice, end, one-time payment, net amounts, etc..

In the "debate" column, a date is stored for each contract. If the date is already in the past, it is displayed with a red background. If the date is in the future, it is displayed with a green background. Under the columns "Single payment", "Net year" and "Net month" the deposited amounts are also displayed either red or green. If the amount is red, it means that the contract will result in expenses. If the amount is green, it means that the contract generates income. The Status field shows whether a contract is active or inactive.

Administration:

Next, go to the "Administration" tab. In this tab you can create new contract types and cost categories, which will then be available to you when maintaining contracts.

The "Create" button can be used to create a new contract or cost type.

The contract types can be edited after creation via the pencil icon. Here contract fields can be created for each contract. To do this, enter a description and select the type of text field (text field, date field, etc.) With Add and activate via the lock icon, the created fields are visible under the tab Additional in the contract.

Via the lock symbol, the contract types can be activated/deactivated and deleted via the recycle bin. The "Status" field is displayed green for active contracts and red for inactive contracts. The "Dependencies" field shows in how many contracts the contract type has been stored. Contracts can only be created for activated contract types.

The cost types are maintained according to the same scheme. You can define payment intervals using the pencil button. To do this, enter a name for the field and the payment interval. After adding and saving, the fields will be displayed in the contract under the costs.