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8.1. Create New Contract

To create a new contract, go to Purchase > Contract > New. The following screen will appear:

Create new Contract

When creating a new contract, you are presented with the following options:

Vendor #

Enter the vendor number for the contract.

Contract #

Enter a number to identify the contract.

Description

Enter a description for the contract.

Effective

Enter the first date on which the contract will be valid.

Expires

Enter the last date on which the contract will be valid (e.g., the date the contract expires).

To view or enter item sources for a contract, select the Item Sources tab. The following screen will be displayed:

Contract Item Sources

When viewing item sources for a contract, you will be presented with the following options:

Item Sources

Display lists existing contract items and item sources.

Tip

To see purchase orders for an item source, click the arrow to the left of the item. To open the item source, double-click on the item source line.

PRINT

Select PRINT to print a list of the contract item sources.

NEW ITEM SOURCE

Select this option to enter a new item source. Detailed information on adding a new item source is available under the section Section 9.1, “Enter New Item Source”.

NEW PO

Select this option to create a purchase order under this contract. Detailed information on adding a new purchase order is available under the section Section 2.1, “Enter New Purchase Order”

Note

If a purchase order already exists under the contract, you can specify that you want to use the existing purchase order—or create a new purchase order.

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EDIT PO

Highlight a purchase order and then select this option to make changes to the purchase order.

Note

The contract item source line must be expanded in order to highlight the relevant purchase order. Once that is done, the buttons for working with the purchase order will be enabled.

VIEW PO

Highlight a purchase order and then select this option to view the selected purchase order.

DELETE PO

Highlight a purchase order and then select this option to delete the highlighted purchase order.

RELEASE PO

Highlight a purchase order and then select this option to release the selected purchase order without leaving the Contract window.

NEW RECEIPT

Highlight a purchase order and then select this option to enter a new purchase order receipt.

NEW RETURN

Highlight a purchase order and then select this option to enter a purchase order return.

To enter notes for the contract, select the Notes tab. The following will be displayed in the window:

Contract Notes

The area in the Notes tab can be use to enter information about the contract.

To attach documents to the contract, select the Documents tab. The following will be displayed in the window:

Contract Documents

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new image association.

Fixed Asset

Select to create a new fixed asset association.

Maintenance Order

Select to create a new maintenance order association.

Incident

Select to create a new incident and associate it.

Project

Select to create a new project and associate it.

Opportunity

Select to create a new opportunity and associate it.

To Do

Select to create a new to-do and associate it.

EDIT

Enables you to edit associated documents. The Edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the Edit screen.

ATTACH

Select to associate already-existing documents. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: related to, parent of, child of, duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order. When associating files, you will also be given the option to save the file to the database.

Tip

There is no file size restriction when saving files to the database. However, excessively large files could cause storage and performance issues.

Notes

Leave any notes on the document file as needed.

Document

Use the lookup tool to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.