Handling contracts

A contract in Evatic can contain several different elements: A contract header, one or more fixed price rows and/or one or more volume rows.  The contract header must always be established before the rows of the contract are added.
 

Entering contract headers

 

Here follows a short presentation of the contract header, you will find more information under Field descriptions contract header.
 

 

Contract number: The Evatic contract number can be parameter controlled to be generated automatically or the user can enter the number (see Evatic Admin). 

 

**Customer:**The Customeris selected by using either the customer number or the customer name. The correct customer can be found in several different ways:
 

·   If the user knows the customer number, this can be entered directly. Press TAB or move the mouse to a different field and Evatic will fill in the other fields. 
 

·  You can also search in the customer name or customer number fields by entering the first part of the number or name and then pressing F3. The corresponding list will then be displayed and the correct customer can then be selected.

     

Invoice recipient: The address chosen as the invoice address for the customer is displayed in Customer. If you have several addresses registered for the customer you can select from these in the drop down list box (F4) beside Name. Remember! If you have more then one invoice recipient for your selected customer, the system would not automatically suggest one address. You have to select from the drop-down-list. Note! A extra invoice recipient  button can additionally be found on each contract row, so that you are able to add different invoice addresses to the contract, e.g. customer and leasing company.

 

Contacts: The contacts connected to the customer can be added to the contract by choosing from the contacts drop down list box. Only contacts that are already registered for the customer can be selected here. Read more here.

 

NB! You must press F12 (Save) so that the contact field is active. After saving, the other banners (Fixed price, Volume etc.) under Contract become active.

 

Fixed price rows

If the customer is to be invoiced a fixed price sum at regular intervals, a fixed price row must be set up. The fixed sum is completely independent of the copy volume.

 

  • Open the tab <Fixed prices>.

  • The following information should be entered in the Fixed price screen dialog, articles to be used on the invoice (E.g. Article name: "Fixed monthly cost for the copy machine"), as well as the start date and the length of time for the contract.
     

  • By entering the number of months between invoice and start date, Evatic will automatically calculate the end date for the period.  
     

  • A Machine can also be entered into the row to allow income to be connected to this machine. To set up prices the fixed price row must be saved (F12). After saving the “Price pr. month” table will be available. The prices are entered with a start date and a sum.
     

 (See: Field descriptions for Fixed Prices for more information about filling in these fields).
 

 

 

Volume rows

If the customer is to be invoiced by copy volume, one or more volume rows must be set up in the contract. This is done from the <Volume lines> tab. Here you will find a summary of the volume rows within the contract.
 

1. To set up a new volume row, select New.

2. After pressing one of the buttons, a screen dialog for volume rows will be displayed.  

3. The first thing you need to do is to select the method of calculation. The following methods of calculation (methods) are found in Evatic:

 

  • 001        Periodic volume, yearly
     

  • 002        Periodic volume, running total
     

  • 003        Periodic volume, fixed length
     

  • 004        Actual utilization
     

  •  005        Running volume contract, with time limit
     

  •  006        Running volume contract, without time limit
     

  •  007        Actual utilization with deposit
     

  •  008        Running volume contract, with time limit only

 

4. After selecting the method of calculation, the fields that need filling in will be made available. NB! All the different methods of calculation will have different fields available. For more information about how to enter this information, see: Field Descriptions for Volume Rows.
 

General information for methods of calculation.

The following applies to all methods of calculation:
 

·    Invoice interval:The number of months between each invoice (for volume in advance) can be between1 and 12 and is independent of the frequency of any meter reading letters. (See: Volume lines->Contract ->General) Except for 004,006 and 007)

 

·Meter Reading frequency: The frequency of these readings can be between 1 and 12 per year and is independent of the invoices for any periodic volume. (See: Volume lines->Contract->Meter Reading Letter). This will be e.g. the number of months between each invoice for calculation method 004 ( Actual utilization).
 

·   For all methods of calculation (except for 004 and 007) you can select if you will send invoices for over use. (See Volume lines->Details)
 

·   For methods of calculation 001,002 and 003 you can select whether it is allowed that under use is to be credited. (See Volume lines->Details)

 

·   For methods of calculation 001,002 and 003 you can select whether the system should doautomatic adjustment of the volume during reporting(See Volume lines->Details).
 

·  The volume you enter in for 001,002 and 003 is  per month or per period. For methods of calculation 005, 006 and 008 it is only per period.
 

***The different methods:

 ***

001 Periodic volume, yearly

Here you can invoice a yearly volume that can be divided into several invoices for, e.g. a yearly volume of 120,000 copies that will be invoiced quarterly. This will mean that the customer receives four invoices of 30 000 copies. The readings can be taken from 1 to 12 times for this year. This is done by setting up how many months between each meter reading. This method of calculation will only take into account meter readings that have been read in using the meter reporting function. After the customer has used over 120,000 copies, the excess use will begin to be calculated. After the last meter reading for the year, Evatic can credit unused copies. You can also set up a maximum number of copies that can be credited. A contract that does not accept crediting will have a minimum volume of 120 000 copies. If you select OK for crediting, you can then decide what the minimum volume should be. 

 

Example:

 

An estimated volume per year of 120 000 (agreed with customer).

 

Start date is 1/1-20xx. The contract is to be invoiced 3 times in advance for volume and the meter is to be read 3 times. The meter on the machine when installed at the customer site is set to 0.

  • 1/1, an invoice for 40 000 units in advance is sent to the customer. Invoice 0->40 000 copies.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Nothing else will happen, i.e. no extra invoicing (the meter reading is less than 120 000).

  • 1/5, an invoice for 40 000 units in advance is sent to the customer. Invoice 40->80 000 copies.

  • 30/8, the second meter reading letter is sent to and returned by the customer, meter reading 96 000. Nothing else will happen, i.e. no extra invoicing (the meter reading is less than 120 000).

  • 1/9, an invoice for 40 000 units in advance is sent to the customer. Invoice 80->120 000 copies.

  • 30/12, the third meter reading letter is sent to and returned by the customer, meter reading 125.000. I.e., 5000 excess copies to be calculated and invoiced to the customer. If the last reading had been under 120 000 for the yearly volume hen the customer could have been credited for the volume under 120 000 if this had been included in the contract. (See: Volume lines->Details).

 The next invoice will then be sent out 1/1, the year after the contract started. A new year with 120 000 units pr. year will now begin and Evatic will not invoice excess use until the meter reading is greater than 125 000 + 120 000 = 245 000.

 

002 Periodic volume, running total 

Here you can invoice an agreed volume in advance, then take a meter reading. This is a periodic contract, i.e. Evatic will calculate each period. A 002 contract will utilise the meter reading dates to calculate the volume that should be for the period. I.e. it is the number of days between this reading and the last that decides the volume against which the contract is calculated. This method of calculation will only take into account the meter readings read in by the meter reporting function. The periods for prepayment and settlement are independent of one another as in all the methods of calculation.
 

Example:

 

An estimated volume per year of 120 000 (agreed with the customer). I.e. the contract has a volume of 120.000/360 = 333.3333 units pr. day.
 

  • Start date is 1/1-20xx. The contract is to be invoiced 3 times in advance for volume and the meter is to be read 3 times. The meter on the machine when installed at the customer site is set to 0.

  • 1/1, an invoice for 40 000 units in advance is sent to the customer.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Evatic will calculate that it is 120 days since the contract started, i.e. the customer had the right to run (120 000/360*120) 40,000 units. The customer will be invoiced for 8000 units.

  • 1/5, an invoice for 40 000 units in advance is sent to the customer.

  • 10/9 the second meter reading letter is sent to and returned by the customer, meter reading 115.000. Evatic will calculate that it has been 130 days since the last time the meter was read, i.e. the customer had the right to run (120 000/360*130) 43 333 units. The customer will be invoiced for 115 000 - 48 000 (meter reading from the last time) - 43 333 = 23.667 units.

 

And in this way the contract will continue to be invoiced.
 

003 Periodic volume, fixed length of time 

Here you can invoice an agreed volume in advance, then take a meter reading. This is a periodic contract, i.e. Evatic will calculate each period. It is the number of months between each account settlement that decides the volume to be included in the period for each reading, not as in 002 where it is the number of days between the meter readings that is decisive. This method of calculation will only take into account the meter readings read in by the meter reporting function. The periods for prepayment and settlement are independent of one another as in all the methods of calculation.

 

Example:

 

An estimated volume per year of 120 000 (agreed with the customer). I.e. the contract has a volume of 10 000 unit s per month.
 

  • Start date is 1/1-20xx. The contract is to be invoiced 3 times in advance for volume and the meter is to be read 3 times. Each period is equal 12/3 = 4 months for each invoice. The meter on the machine when installed at the customer site is set to 0

  • 1/1, an invoice for 40.000 units in advance is sent to the customer.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48.000. Evatic will calculate this by taking the volume in the period (meter reading frequency * monthly volume) and calculate against the start reading from the meter. 48.000 - (4*10.000) - 0 = 8000. 8000 units in excess will be invoiced

  • 1/5, an invoice for 40.000 units in advance is sent to the customer.

  • 10/9 the second meter reading letter is sent to and returned by the customer, meter reading 115.000. Evatic will calculate this by taking the volume for the period (meter reading frequency * monthly volume) and calculate against the last reading, 115 000 - (4*10 000) - 48.000 = 27.000. 27.000 units in excess will be invoiced.

And in this way the contract will continue to be invoiced.

 

Example(when the option 'Use invoiced to volume' is selected under the contract header).

 

An estimated volume per year of 120 000 (agreed with the customer). I.e. the contract has a volume of 10 000 unit s per month.

  • Start date is 1/1-20xx. The contract is to be invoiced 3 times in advance for volume and the meter is to be read 3 times. Each period is equal 12/3 = 4 months for each invoice. The meter on the machine when installed at the customer site is set to 0.

  • 1/1, an invoice for 40 000 units in advance is sent to the customer.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 38 000.

  • USE INVOICED TO VOLUME: Evatic will calculate against the previous invoiced units, which is 40 000. No invoice issued.

  • NOT USE INVOICED TO VOLUME: Evatic will calculate this by taking the volume in the period (meter reading frequency * monthly volume) and calculate against the start reading from the meter 38 000. 38 000 - (4*10 000) - 0 = -2000. No invoice issued.

  • 1/5, an invoice for 40 000 units in advance is sent to the customer.

  • 10/9 the second meter reading letter is sent to and returned by the customer, meter reading 115 000.

  • USE INVOICED TO VOLUME:  Evatic will calculate against the previous invoiced units, which is 80 000. 115 000- 80 000 = 35 000 units. 35.000 units in excess will be invoiced.

  • NOT USE INVOICED TO VOLUME: Evatic will calculate this by taking the volume in the period (meter reading frequency * monthly volume) and calculate against the start reading from the meter 115 000. 115 000 - (4*10 000) - 38 000 = 37 000. 37 000 units in excess will be invoiced.

And in this way the contract will continue to be invoiced.

 

Note! If the option 'credit unused units' was chosen for your contract, the system will calculate credit for the period. Full credit amount will be

calculated after the last meter reading and it will be subtracted from the last period units overuse.

004 Actual utilization

This method of calculation is based upon the meter reading letter. The customer is invoiced only for the actual use reported in by the meter reading letters. ** **(See: Contract->Meter Reporting). A reading is taken and the customer pays the difference between this reading and the reading from the previous meter reading.
 

Example:

  • Start date is 1/1-20xx. The meter is to be read 3 times. The meter on the machine when installed at the customer site is set to 0.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Evatic will calculate this by calculating against the meter start reading 48 000 - 0 = 48 000 units. 48 000 units will be invoiced

  • 10/9 the second meter reading letter is sent to and returned by the customer, meter reading 115 000. Evatic will calculate this against the last reading, 115 000 - 48 000 = 67 000 units. 67 000 units will be invoiced

And in this way the contract will continue to be invoiced.

 

If you are using the field minimum price on the contract, the contract will behave like this:

 

- The minimum price will be checked on the total sum for the row (all meters, all machines).If you have 1 machine with one meter on the row than the  price is for that machine, if you have 2 machines and several meters on the row the price is for both machines/all meters. etc.

- If the total price after reporting letters, for all machines and all meters on the row, is bigger than the minimum price, then no change of the current calc. method 004

- If the total price is below the minimum price, then the minimum price is invoiced.

  • The income of the minimum price invoiced will be divided on all the active machines and meters on the row.

  • The income will be divided using the machines part of the invoice if there was no minimum price.

 Example: if meter Mono should have been invoiced 10$ and the Color meter should have been invoiced 20$ but the minimum price was 45$ then Mono meter should get 33,33333% of 45$ and Color meter should get 66,666667% of 45$.

 

 

005 Running volume contract, with time limit

For this method of calculation the customer is invoiced for a fixed agreed volume in advance. In addition excess use is invoiced over this volume. The contract is set up for an agreed fixed period. When this period is over the contract is automatically renewed. Even if the customer has not used the agreed volume an invoice will be sent. If the customer has used more than the agreed volume before the period is finished, a new invoice will be sent and a new period will begin automatically. This type of contract is always based upon the meter readings being reported in either by meter reporting function, service tasks or other types of customer contact.
 

Example:

 

An estimated volume per year of 120 000 (agreed with the customer).

Start date is 1/1-20xx. This contract will be invoiced once pr. year for volume in advance and the meter is read 3 times pr. year. The meter on the machine when installed at the customer site is set to 0.

  •  1/1, an invoice is sent to the customer for 120.000 units in advance. These are then valid until 31/12 in the same year.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Nothing else happens until the 120 000 copies are “used”.

  • 05/05, a technician is on a service task on the machine and takes a meter reading of 50 000. Nothing else happens until the 120 000 copies are “used”.

  • 10/9, a meter reading letter is sent to and returned by the customer, meter reading 100 000. Nothing else happens until the 120 000 copies are “used”.

  • 12/11 a technician is on a service task on the machine and takes a meter reading of 127 000. An invoice will then be created for the excess use of 7000 units together with a new period will of 120 000 units. Totalt 127000 units. These are then valid until 11/11 the next year.

 

  • If the reading from 12/11 had not been so high Evatic would have automatically started a new period and sent an invoice for 120 000 units on 1/1 the next year.

 

 

006 Running volume contract, unlimited period of time

A volume is invoiced in advance.  The customer is invoiced again when the meter reading is over the number of units invoiced in advance. No invoice will be sent before the meter readings are reported in, either via meter reporting function, service tasks or other types of contact with the customer that indicates that the volume in the contract is exceeded.
 

Example:

 

An estimated volume per year of 120 000 (agreed with the customer).

 

  • Start date is 1/1-20xx. The contract is to be invoiced once pr. year for the volume in advance and the meter is to be read 3 times pr. year The meter on the machine when installed at the customer site is set to 0.

  • 1/1 an invoice is sent for 120 000 units in advance.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Nothing else happens until the 120 000 copies are “used”.

  • 05/05, a technician is on a service task on the machine and takes a meter reading of 50 000. Nothing else happens until the 120 000 copies are “used

  • 10/9, a meter reading letter is sent to and returned by the customer, meter reading 100 000. Nothing else happens until the 120 000 copies are “used”.

  • 12/11 a technician is on a service task on the machine and takes a meter reading of 127 000. An invoice will then be created for the excess use of 7000 units together with a new period will of 120 000 units. Totalt 127000 units. These are then valid until 11/11 the next year.

 

  • If the reading from 12/11 had not been so high Evatic would not have done anything before receiving a new reading at a later time that was close to 120 000 copies.

 

 

007 Actual utilization with deposit

In principle, the same as number 004, minor difference of method is an addition of function allowing the invoicing of a volume in advance the first

time the contract is invoiced (a deposit).. The deposit is entered in under Volume lines-> Details. This is not subtracted before the last reading is taken for the machine. When the meter reading letter is reported in (Contract->Meter Reporting – The banner Reporting) you will find a field where you can indicate that this is the last meter reading. If this field is selected the deposit will be subtracted from the last invoice.
 

Example:

  • Start date is 1/1-20xx. The meter is read 3 times per year. The meter on the machine when installed at the customer site is set to 0. The deposit is for 10.000 units.

  • 30/4, the first meter reading letter is sent to and returned by the customer, meter reading 48 000. Evatic will calculate by subtracting the start meter reading, 48 000 - 0 = 48 000 units. The deposit (10 000) will be added to the first invoice. 58 000 units will be invoiced

  • 10/9 the second meter reading letter is sent to and returned by the customer, meter reading 115 000. Evatic will calculate this against the last reading, 115 000 - 48 000 = 67 000 units. 67 000 units will be invoiced.

 

  • 31/12 the third meter reading letter is sent to and returned by the customer, meter reading 147 000. This is the last meter reading before the contract is to be terminated and this is selected when registering the meter reading. Evatic will calculate this against the previous meter reading, 147 000 - 115 000 = 32 000 units. Evatic will then invoice these minus the deposit of 10 000. 22 000 units will be invoiced.

 

008 Running volume contract, with time limit only

Very similar to the method of calculation in 005, but won’t be renewed because of the meter reading. In this type of volume contract the customer is invoiced for a fixed agreed volume in advance. In addition excess use over the agreed volume is invoiced. The contract is set up to cover a fixed period of time. When this period has ended, the contract is automatically renewed. Even if the agreed volume is not used by the customer, the invoice will be sent. Excess use will also be invoiced at the end of the period. The excess use is always based upon the meter readings that have been reported in, either by meter reporting function, service tasks or other types of contact with the customer. Even if a reading is received indicating that the customer has gone over the volume fixed for the period, no invoice will be sent out until the period end is reached. An invoice will then be sent for excess/under use and the fixed volume for the next period.
 

Example:

 

An estimated volume per year of 120 000 (agreed with the customer).

  • Start date is 1/1-20xx. This contract will be invoiced once pr. year for volume in advance and the meter is read once per year. The meter on the machine when installed at the customer site is set to 0.

  •  1/1 an invoice is sent to the customer for 120 000 units in advance. These are valid until 31/12 the same year.

  • 05/05, a technician is on a service task of a machine and takes a reading of 50 000 units. Nothing else happens until the period is over.

  • 12/11 a technician is on a service task of a machine and takes a reading of 127 000. Nothing else happens until the period is over.

  • 22/12, a meter reading letter is sent to and returned by the customer, meter reading 134 000. Nothing else happens until the period is over.

 

  • 1/1, an invoice for 14 000 units in excess use is sent to the customer and for a new period with 120 000 units in advance. These are valid until 31/12 the same year.

 

 

**How to enter volume rows with virtual counters

 **

Contracts with virtual counters must be set up in the Normal Mode (select Button New).

Enter the volume row in the normal way. In the <Machine> banner you can set up machine(s) and the physical counters that are part of the virtual function in the same way as normal. When you come to the <Counter> banner the virtual meters will be one of the choices in the drop down list box. Choose the virtual counter here, and enter the price per unit for this meter.
 

The price for the virtual meter is not needed. When for example the system prints the meter reading letters the physical counters will be here.  Evatic calculates automatically in accordance with the virtual meter function set up. More background information about virtual meters can be found under: Model> Field description model.