There are two methods to create Customer Contract Pricing in The Business Edge. The original method enables you to enter contract pricing in the Customer Record where the dates and price are stored with the Product Code. There are some limitations with this method and there is no related reporting.
The Customer Contract System was created as an enhanced system which also provides reporting directly related to the Contract Pricing. This enables companies to do more analysis on their customers activity on Contract items.
Some key features of the Customer Contract System
Contracts are setup with the Contract Dates and an optional Contract Number maintained in the Contract Record heading.
Contracts can be applied to different types of Orders, there may be one contract for Firm Orders and another Contract for VMI Orders or Work Orders
One part can have different contract prices as long as they have different Alternate Product Codes
Products can be flagged to warn when the Customer purchases a defined quantity based on different intervals
Reporting is available specifically relating to Products on Contracts.
The Customer Contract system is located in the menu below:
Accounts Receivable System
A/R File Maintenance
Customer Contract System
First, you must create a Customer Contract Code. This code is an internal and can be alpha numeric. The Customer Contract Description is a free form type field where you can enter details regarding the contract such as Customer Name. Next, choose the Customer you would like to enter the contract for and the Contract Start Date and End date. The Customer Contract number field is an optional field that can be used if your Customer has given you a Contract number to reference. If you have an agreed upon Estimated Usage with your Customer you can elect to Warn if Orders go over Est. Usage by answering Yes to the question below. Please note, if you answer Yes once the usage exceeds the estimated a new contract must be entered before an order can be placed.
Next, you can choose whether you would like to use this contract for VMI Orders, Orders or Work Orders or all three.
Once you are finished with the Contract heading, when you press OK or Escape you are taken to the Detail Lines of the Contract. In this screen you can manually enter each line on the contract or choose from the options on the right-hand side which are to Import Detail Lines, Delete All, Mark Inactive or Mark Active.
If you choose New Line you can manually Enter a Product on the Contract as seen below. First select a Product and then press OK at the bottom right.
After you select a product you can enter contract details such as the Customer Alternate, Unit Price, Estimated Usage, Customer Liable for Stock and the Max Liable Quantity. On the right-hand side you also have the options to Mark Inactive and Mark Active.
If you enter a Customer Alternate, the contract Price will only be applied when that Alternate Code is used on an Order. If there is no Alternate Code the Customer will get the Contract Price every time, with or without an Alternate.
If you have multiple products to add to the Contract you may want to use the Import Option on the right- hand side. In that case you will first start with an excel spreadsheet. The file must be saved as a text tab delimited file to your folder on The Business Edge server. The columns required are Product Code, Customer Alternate and Contract Price. There cannot be any blank rows in your data, but if you do not have a Customer Alternate you can leave that column blank. When you save a file to the server, it is located in your user directory, which is always /usr/users/login name. This path is already filled out for you when you click on Import from the main contract screen.
If there are any problems with the import, the system will show you the errors, warnings and total lines read. At this point you can proceed with the import by pressing ok or go back and correct the issues on the spreadsheet and try again.
