A Contract is the heart of this PSA system. So whether you want to calculate the extended price of time-entry or manage your support billing then a valid contract record needs to be created for your Customer.
A Contract record stores details about:
- Contract Type
- Billing Methods
- Contract Rate
- Staff and their hourly rates
- Contract Start & End Dates
- Billing Contacts etc
You can create multiple contracts for a Customer.
Types of Contracts:
Basic: This type of contract needs to be created for automatic calculation of Extended price of time-entry.
In this present release only “Basic” contract type is supported. In future, we will be adding multiple contract types like T&M, Retainer, Block etc.
Please note that we plan to release a full Contract Management Module by Jan 23. In present version, contracts are needed to be created only for calculating the extended price for time-entry records.
Creating New Contract:
1. New Contract – Blank Contract: Browse to Contracts (Zap PSA Contracts) and click “New”
2. New Contract – From Template: Browse to Contracts (Zap PSA Contracts) and click “New + From Template”
3. New Contract from Sub grid in Account form:?
4. New Contract from within Case Form:?
Explanation of Form Fields:
Customer: Select Customer (Account/Contact)
Contract Type: Basic
Name: Auto-Generated (Can be over-written too)
Auto-Generate Name: If this checkbox is checked then the name will be auto-generated (Format: Customer – Contract Type)
Billing Contact 1 & Billing Contact 2:
Start Date & End Date:
Section: Rates & Invoicing
Currency: Select Billing Currency
Billing Method: Contract Rate / Contract Staff Rate
Here we can add the Staff as well as Staff Hourly Rate.
Tab: Time Entries
This tab shows the time-entries that have been logged against this contract.
This tab shows the cases that have been logged against this contract.
Managing Contract lifecycle using Status:
Draft: When a new contract is created it is in draft status.
Active: To activate a draft contract, click button “Activate Contract”. Deactivating a contract will change the status back to “draft” status. Only “Active” contracts can be selected in Case.
Once the contract has been activated the first time… certain fields get locked and only a few fields can be edited. These locked fields cannot be edited even when the contract has been de-activated. Refer section “Editing a contract” for more details.
Cancelled: You can manually change the contract status to “Cancelled”. Once cancelled, it cannot be selected across a Case.
Expired: PSA solution flows will automatically change the contract status to expired based on the “End Date” selected in the contract. Once cancelled, it cannot be selected across a Case.
Editing a Contract: Once a contract has been activated there are certain fields that get locked for editing. These fields cannot be edited even when the contract has been de-activated (status = draft).
Below are the fields that get locked:
Customer, Contract Type, Start Date, Currency, Billing Method