versaCRM Contracts

Video Tutorial

Contracts can be created for versaCRM records which allow for various criteria and information to be captured. These can be setup with automated notifications for Contract expiry. To create a new Contract the mandatory fields (denoted by a *) must be completed.

A new Contract can be created by selecting the Contracts tab within a versaCRM record and clicking the New icon () in the top left corner. Existing Contracts will be listed in the Contracts panel and can be modified by double clicking on the record.

Contract Details

The New Contract window contains two sections, the Contract Details at the top and the tabbed sections towards the bottom. The Contract Details will always be shown while the tabbed sections' fields will change depending on the selected tab.

In this section you can enter some initial details about the Contract.
The fields/controls available in the Contract Details section are:

Field/Control Purpose
Contract Title * The title of the Contract
Organization * The Organization to which the Contract applies to
Contact The Contact to which the Contract applies to
Owner * The Owner of the Contract. This applies to versaSRS Users only.
Signed By * Who the Contract was signed by. This applies to versaSRS Users only.
Start Date * The Start Date of the Contract
End Date * The End Date of the Contract
Notify Days Allows you to specify the number of days prior to the Contract expiry date to send the expiry notification
Notify button When clicked will display a new Case with the configured Case template applied. This will be used for sending notifications or alerting the assigned User.
If the Case does not display as expected check the Global Settings Application Property ContractNotificationTemplateID has an assigned Template.
Contract Amount The amount that the Contract is for
Contract Reference The Reference for the Contract
Contract Type * The type of Contract. You can add or edit the available Contract Types via the Manage System Tables drop-down option versaCRM - Account Codes.
Contract Status * The status of the Contract. You can add or edit the available Contract Statuses via the Manage System Tables drop-down option versaCRM - Account Codes.
Purchase Order No. The Purchase Order number
Invoice No. The Invoice number
Contract No. The Contract number

Details

The fields/controls available in the Details tab are:

Field/Control Purpose
Monthly CostThe Monthly cost for the Contract
Current Cost The Current cost for the Contract
Discount The discount for the Contract
Review Date The Review date of the Contract
Price Review Date The Price Review Date for the Contract
Insurance Cert Date The Insurance Certificate date
Notify Days Allows you to specify the number of days prior to the Review Date, Price Review Date, and Insurance Cert Date date to send the expiry notification
Notify buttons When clicked will display a new Case with the configured Case template applied. This will be used for sending notifications or alerting the assigned User.
If the Case does not display as expected check the Global Settings Application Property ContractNotificationTemplateID has an assigned Template.
Description A description of the Contract
Notes Any other notes about the Contract can be recorded here

Terms

The fields available in the Terms tab are:

Field Purpose
Terms The terms of the Contract
Termination Details about the termination of the Contract

License

The fields available in the License tab are:

Field Purpose
License Details about the license
Ownership Details about the ownership of the Contract

Warranty

The fields available in the Warranty tab are:

Field Purpose
Warranty Details about the Warranty

Confidentiality

The fields available in the Confidentiality tab are:

Field Purpose
Confidentiality Details about the confidentiality agreement

Indemnification

The fields available in the Indemnification tab are:

Field Purpose
Indemnification Details about the Indemnification of the Contract

Documents

The controls available in the Documents tab are:

Control Purpose
Add Documents This icon allows documents to be added to the Contract
Delete button Allows you to delete any added Documents

Financials

This tab is used to record transactions and save them against the Contract.
The fields available in the Financials tab are:

Field Purpose
Transaction Name The name of the transaction
Description A description of the transaction
Account Code The account code for the transaction. You can add or edit the available Account Codes via the Manage System Tables drop-down option versaCRM - Account Codes.
Credit The credit amount used in the transaction
Debit The debit amount used in the transaction
Tax Code The Tax Code
Notes Free text field to record any additional notes about the transaction
Date The date of the transaction
Hours The Hours for the transaction

Forms

The fields/controls available in the Forms tab are:

Field/Control Purpose
Refresh Refresh button to refresh the page to display new changes
Select Allows for the selection of a Form to be added to the Contract
Delete button Allows you to delete any added Forms