Field descriptions for the Contract Heading

	By pressing print in the menu at the top of the Evatic screen Contract (->Contract header) is displayed, a preview of a report will be displayed showing all the fixed price and volume rows of the contract, with the invoicing status.

General

The contract header must be filled in and saved (F12) before both the tabs fixed price and volume become active.

Contract number	The number of the contract. If this is to be assigned automatically, it can be set up by the Evatic administrator.
Responsible	Responsible for the contract (Evatic users)
Preview the next invoice	Show the next invoice generated by the system.
Statistics	Display the statistics for the contract.
Sql reports	This button gives you a list of the Sql reports connected to this module. The reports are saved under Reports->Sql Reports. If they are not accessible, you can download them from our web site.
	This button is for coping  some fields from the contract heading
Active	Is this contract active or not. Not possible to generate contract invoices when a contract is set to inactive. Valid for both meter reading and period volume.
On hold	Is this contract on hold or not (for invoicing/meter reading letter). Not possible to generate contract invoices when the contract is on hold. Valid for both meter reading and period volume.   1. Periodic invoicing: When a contract is  on hold and invoicing is processed where the “Invoice to and including date” selection is equal to or greater than the “on hold date”, the contract will not be invoiced. A list of contract set “on hold” will appear.   2.Meter reading card printouts: When printing out meter reading letters and the letter’s “next meter reading date” is greater than or equal to the “on hold date”, no letter will be printed.   3. Reporting in meter reading cards: When invoicing meter reading cards there will be a list of all contracts ready for invoicing where the “on hold date” is equal to or smaller than today’s date.
On hold text field	Memo field to add why the contract is on hold.
Customer	Enter the customer number and move to the next field or enter the first part of the number and press F3 to search.
Customer name	Enter the customer name and move to the next field or enter the first part of the name and press F3 to search.
Open customer	If you have selected a customer, you can open the customer dialog by pressing this button.
Department	The department related to the contract.
Order type	What type of order this contract is to generate (periodic invoicing).
Order type MR	What type of order this contract is to generate (meter reporting).
Credit terms	The credit terms for the invoices generated from this contract (periodic invoicing). If the credit term is set on the customer card, this field is filled automatically. If the credit term is marked as SEPA, an S-button will appear in front of the credit term and the fields under this button are mandatory.
Credit terms MR	The credit terms for the invoices generated from this contract (meter reporting). If the credit term is set on the customer card, this field is filled automatically. If the credit term is marked as SEPA, an S-button will appear in front of the credit term and the fields under this button are mandatory.   Note! If an invoice contains both meter reading letter and periodic rows the credit term for meter reading letter will be used.
Sort groups	Sort groups 1 – 5. NB! The names of these fields can be controlled by the Evatic administrator (Evatic Admin), so that the text Sort group 1 etc. is not necessarily the text in your field.
Payment type	The customer's payment type. Select one of the alternatives from the drop down list box (F4). If the payment type is set on the customer card, this field is filled automatically.
Payment type MR	The customer's payment type for Meter reporting. Select one of the alternatives from the drop down list box (F4). If the payment type is set on the customer card, this field is filled automatically.
Delivery address	This button opens the dialog allowing you to set up a delivery address for the contract: 1. Change to another delivery address which is registered on the customer. Choose from the drop-down list. 2. Change to another customer. Enter the customer number and move to the next field or enter part of the number and press F3 to search.
Dealer credit	This button opens the dialog allowing dealer credit to be setup for a contract.  It is possible to generate the credit automatically each time the contract is invoiced.  This function should be used if the dealer gains profit on the amount the customer is being invoiced: Credit info: Contract rows Overview of rows/meters Credit customer The customer (dealer) for the credit. ‘Get machine resp. cust.’: Insert the responsible customers from the machines on contract. ‘Add new’: Insert new credit customer. Enter the customer number and move to the next field or enter part of the number/name and press F3 to search.     Enabled Activate the dealer credit for this contract. NB! Must be activated here for fixed price and volume rows, as well as you have to mark the fixed price or/and volume row. Virtual credit Activate the dealer credit as a virtual credit Credit % % credit of the contract invoice (can be higher/lower then 100/-100%) Credit fixed Fixed amount for the credit Unit price credit (Only for volume contracts). Unit price PV (Only for volume contracts).  For entering a difference price (PPE) Unit price MR (Only for volume contracts). For entering a difference price (PPFE) Only once Mark if the credit should only be generated once. Credit end date End date for the credit Article settings: Default for all contract rows. Invoice article no Enter the article number used on the contract invoice (enter part of the number and press F3 to search.). Credit article no Enter the article number used on the credit invoice (enter part of the number and press F3 to search.). Note! price change can be done to the dealer prices under settings/contract/dealer price change.
Contract start date	By selecting this button you can set another starting date for the whole contract. All the new fixed price rows and volume rows entered will have this date as a starting date. (Button only visible when entering new contracts.)
Contract active from	By selecting this button you can set another contract valid from date on contract types. The field is by default set to today (the same as the start date) Note! Will only work if the contract has not been invoiced yet.
Invoice all contract rows when meter readings are reported	By selecting this option all the rows (both the fixed price and the volume rows) will be sent on the same invoice that is created when the meter reading letter information is reported in.
Print all machines on one meter reading letter.	All the machines in this contract at the same address will be accumulated on the same meter reading letter.
Create only one order line from contract	By selecting this option all the order rows for this contract will be totaled and only the total row will be printed. By clicking in the fields, you can select which articles are to be included here. You can enter part of the article description and press F3 so that all the articles beginning with this text will appear on the screen. Then select the correct article.
Make XML file of invoice	By selecting this option XML files of the contract invoices can be created.
Calculate all volume rows as a total volume	By selecting this option total volume of all the volumes rows is created.  The advantage instead of having a total volume on one row  is that the contract can contain different periodical prices and invoice layout for each machine.   Remember! If you wish to add a new machine to the total volume agreement, you must ensure that all the machines on the contract have the counter reports back. Otherwise, Evatic will not let you add a new machine. If you have generated the meter reading letter, but have not invoiced the customer yet, you will be notified of this when you try to add a new machine.   Note! This is only  for the calculation methods where a volume can be shared. E.g. not for 004 and 007.
Use invoiced to volume	By selecting this option the system will always for meter readings look at the previous invoiced units. If this option is not selected, the system will calculate the meter against previous reading + month/periodic volume * reading frequency. This is only valid for the calculation methods 003, and for calculation methods 001, where the reading frequency is 12. An example of a contract like this is to be found here.
Estimated dealer credit	By selecting this option a special dealer credit can be used. Your administrator must activate this function (see COMPANY_XXX/ CONTRACT/CREDIT_ESTIMATED_ON) Note! In order to use this function, the following must be added.   1. The field responsible customer on the machine must be used to connect the machine to the dealer. The dealer connection must be set for all machines included in the estimated credit contracts. Note! The customer number for this dealer is also used for the dealer login to the web portal for checking the estimated meter readings. 2. Set the contract header to ‘Estimated dealer credit’. 3. Set the contract rows to be included on each machine on each row. The fixed credit is also defined for each machine on each row (see Volume contract/Machine tab).

 

Invoice Recipient

N ote! Your administrator can change the length of the address fields in the drop down list (see COMPANY_XXX \ COMBO_COLUMNS)

Name	Here you can choose who should be set up to receive the invoice within the contract and which customer address the invoice should be sent to. This information will be used as the standard for all the rows of the contract, but each row can be changed. In the drop down list box (F4) there may be several contacts that you can choose from, these have been entered under Customer ->General. Select the desired address.
Address 1	Displays address line 1 for the selected address.
Address 2	Displays address line 2 for the selected address.
Address 3	Displays address line 3 for the selected address.
Post code	Displays the post code and town or city for the selected address.

Contact

This is a list where you can enter different contacts at the customer site for this contract. The contacts must be set up for the customer before they can be selected here.
 

• To enter a new contact right click and select New contact from the menu. The contact will automatically be stored under the customer card.

• To change the information for a contact, double click on the row after the contact has been entered or right click and select Open contact from the menu.

• To delete a contact, select the row and press the Delete button on your keyboard orright click and selectDelete contactfrom the menu.

 

If the contact person should be deleted permanent, you need to delete the contact from the customer card.

 

Name	You can select from a list of contacts for the customer (F4)
Job title	The job title of the contact
Phone number	Displays the telephone to the contact.

 

General information

General information about the contact. Used for adding comments.

When pressing CTRL + N the system pastes date, time and user automatically. Note! Your administrator can decide if this should be added automatically or not (see company XXX/CONTRACT/ AUTO_ADD_NAME_DATE_IN_INFO_FIELD

 

General text printed on all invoices generated from this contract.

Here you can enter text to be printed on all invoices created from this contract.

 

Reference

Use this field if special customer reference info is needed (e.g. PO number). When creating an order from this contract, the reference info from the project is used as ref.info on the order heading.

Contract fees

This is a list where you can set up several different invoice fees to be added to the invoices automatically generated from this contract.
 

You can also set up invoice fees that should appear on the next invoice (Select ‘Only’).

In the leasing module in Evatic it is possible to set up that the invoice fee is to be added to the leasing rows or all the other rows.

 

Active	Is this invoice fee active
Article	The article name for the invoice fee. Enter the first part of the article name and press F3. A list will be displayed. Select the correct article from the list.
Price	The cost of the fee to the customer
Qty	The quantity of each fee. When entering $25 and qty 2, the total fee will be $50.
Only next	Charge only on the next invoice.
Leasing	If selected, the fee will only appear on leasing invoices. If not selected, the fee will appear on fixed price and volume rows.