First, go to the menu Business Partners – Customer Contract Types to create a contract type. This contract type is then used on the Customer Contracts form in the header, in the Contract Type field. To create a new customer contract type, click the "New" button. The contract itself can either take into account the settings of its type or ignore them (the Ignore contract type settings function within the contract).
Contract header:
Name – identifies the contract type, e.g. "Service Agreement", "Lease Agreement"
Abbreviation – a shortened name and one of the contract identifiers; it is filled in automatically based on the Name field
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Tab "Basic"
Auto-renew
This value is for informational purposes only; check it if the contract should be automatically renewed.
Automatically create jobs
Check this field if a job should be automatically created when a contract is set up; this allows you to track costs and revenues for individual contracts; jobs enable data to be grouped across the entire system.
Auto-generate
This option determines whether an invoice should be generated for the contract when the URL /c/company/contract/invoice-generation.xml is called (see Generating invoices from contracts); this feature is related to the Auto-send by email to clients flag.
Automatically send by email to clients
Newly created invoices will be automatically sent to clients; for this purpose, you must have the SMTP server correctly configured if using your own server.
Variable symbol is generated from the invoice number
Ensures that on a newly created invoice, the variable symbol is generated from the invoice number (the variable symbol entered on the Customer Contracts form on the Generation Settings tab will not be used); clients can set up a standing order.
Issue date from tax date (DUZP)
The date of taxable supply, also known as the VAT date.
The date on which the VAT payer is required to declare VAT; the customer does not fill in this field.
Generate zero invoices as well
Use this when performing mutual set-offs (both parties generate invoices of the same value).
Handle overpayments
Enable this if a client pays a higher amount than required under the contract; additional documents are automatically generated and matched against the overpayments.
Invoice type
Field for specifying the invoice type, e.g.: "INVOICE: Invoice – tax document", "ADVANCE: Advance payment – not a tax document!", "TAX ADVANCE: Advance tax document".
Billing day
The day on which the invoice should be generated; if left blank, the day of the month the contract was created will be used.
Billing month
The month within a quarter (e.g. 1st month of the quarter), half-year (e.g. 1st month of the half-year), or year in which the invoice should be generated.
This field is not relevant for monthly invoices and should be left blank in that case.
Billing method
Choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice).
Invoice days in advance / after
Enter the number of days of the billing period before or after which the invoice should be generated (typically 14 / 31 days in advance and 1 / 7 days after). When billing "in advance", we recommend setting a value greater than the invoice due period; otherwise, a client could be refused service or goods for non-payment even though the invoice is not yet overdue.
Generate penalty
A penalty will be automatically generated for customers who pay the invoice late.
Penalty percentage
The percentage of the penalty that will be generated for customers who pay the invoice late.
Penalty invoice type
"INVOICE: Invoice – tax document", "ADVANCE: Advance payment – not a tax document!", "TAX ADVANCE: Advance tax document".
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Tab "Text"
Internal information for the creator; filling in these fields is optional.
Description – a more detailed description of the contract type
Note – additional information regarding the handling of the contract type record
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Tab "Selection Keys"
Tags – the "Attach" button – used to attach tags that define additional contract properties; they allow filtering, e.g. contracts that are currently being resolved
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Tab "Administration"
The "Administration" tab contains information about the time validity and visibility of the record in the code list (directory). The validity of a record is defined by a range of calendar years. Within that range the record is valid; outside of it, the record is not valid and will not appear in the code list at all. By limiting validity, you ensure that users are not slowed down by scrolling through obsolete records during routine use of the code list.
Since time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid from: The calendar year in which the record's validity begins.
Valid to: The calendar year in which the record's validity ends.
If you want the record to have unlimited validity, leave the default value "0" in the Valid from field and "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in 2016, meaning it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
Save the new contract type using the Save and Close button.
To allow yourself to make as many record-keeping changes as possible on the Customer Contracts form, we recommend setting only the basic parameters on the contract type, i.e. Name, Abbreviation, Invoice Type, Billing Method, and Invoice Days in Advance / After.
Once you have created the required contract types, you can proceed to record the actual customer contract via the menu Business Partners – Customer Contracts. Create a new customer contract by clicking the "New" button.
Contract type – groups contracts into categories and contains preset parameters for the contract; the values available are those you created in the menu Business Partners – Customer Contract Types
Contract number – the internal identifier under which the contract is recorded and which will be printed on generated invoices
Name – the name of the contract indicating what type of contract it is; derived from the contract type
Company – lists customers recorded in the menu Business Partners – Company Addresses
Invoice to company – fill in this field if, for example, the contract is concluded with company "X" but the invoice is paid by company "Y"; if the field is left blank, the invoice will be sent to the customer specified in the Company field
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Tab "Basic"
Job – select the job to which the generated invoices should be assigned
Department – select the department under which the generated invoices should be classified; if no value is selected here, you will need to fill in the department on the issued invoices later
Contract status – used solely for internal categorization by the user; values (e.g. Incomplete, Terminated, Under Notice) are entered via the menu Tools – Code Lists – Contract Statuses
Variable symbol – a bank identifier for the payment; included on every issued invoice
Incoming number – the incoming number for the generated invoice
Constant symbol – an optional field for the payment order
Valid from – the start of the contract's validity (generally occurs at the moment of signing); the validity set on a contract line item takes precedence; if a line item has a start date prior to the contract's validity start, the start is shifted to that date
Valid to – the end of the contract's validity; the validity set on a contract line item takes precedence; if a line item has an end date (or is open-ended) beyond the contract's end date, it is automatically terminated with the contract
Date of signing – the date the contract was signed
Due date of the oldest unpaid invoice under the contract – the date by which the oldest invoice under the contract must be paid
Effective date – the effective date typically coincides with the validity date of the contract; however, the contracting parties may agree to defer the legal effect to a later date (e.g. subject to fulfillment of a condition). The law does not permit retroactive effect, whereby the contract would take effect earlier than it became valid
Date of creation – the date the contract was created
Termination date – the date of withdrawal from the contract
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Tab "Generation Settings"
Billing frequency (months) – the frequency at which invoices should be generated, in months; a value of "0" means the item will be invoiced only once (e.g. an installation fee), "1" means every month, "2" means every 2 months
Billing day – the day on which the invoice should be generated; for example, a value of "10" means the invoice will always be generated on the 10th day of each month; if the field is left blank, the day of the month the contract was created will be used
Billing month – the month within a quarter (e.g. 1st month of the quarter), half-year (1st month of the half-year), or year in which the invoice should be generated; this field is not relevant for monthly invoices and should be left blank in that case
Invoice type – if this field is left blank, the value is taken from the contract type, e.g. "INVOICE: Invoice – tax document"
Due date (days) – the number of days within which the invoice must be paid
Department – select the department under which the generated invoices should be classified; if no value is selected here, you will need to fill in the department on the issued invoices later
Activity – the activity to which the contract relates
Bank account – the customer's bank account
Ignore contract type settings – the contract type specified in the contract header will not be taken into account
Auto-renew – this value is for informational purposes only; check it if the contract should be automatically renewed
Automatically create jobs – check this if a job should be automatically created when the contract is set up; this allows you to track costs and revenues for individual contracts; jobs enable data to be grouped across the entire system
Auto-generate – this option determines whether an invoice should be generated for the contract when the URL /c/company/contract/invoice-generation.xml is called (see Generating invoices from contracts); this feature is related to the Auto-send by email to clients flag.
Automatically send by email to client – newly created invoices will be automatically sent to clients; the required extension and a correctly configured SMTP server are necessary for this purpose
Variable symbol is generated from the invoice number – the variable symbol entered on the Customer Contracts form on the Generation Settings tab will not be used
Issue date from tax date (DUZP) (date of taxable supply, i.e. the VAT date) – the date on which the VAT payer is required to declare VAT
Generate zero invoices as well – use this when performing mutual set-offs (both parties generate invoices of the same value)
Handle overpayments – enable this if a client pays a higher amount than required under the contract; additional documents are automatically generated and matched against the overpayments
Billing method – choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice)
Invoice days in advance / after – enter the number of days of the billing period before / after which the invoice should be generated (typically 14 / 31 days in advance and 1 / 7 days after); when billing "in advance", we recommend setting a value greater than the invoice due period; otherwise, a client could be refused service or goods for non-payment even though the invoice is not yet overdue
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Tab "Texts"
Internal information for the creator; filling in these fields is optional.
Description – a more detailed description of the contract
Note – additional information regarding the handling of the contract record
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Tab "Tags"
Tags define additional contract properties that you can use for filtering, e.g. contracts that are currently being resolved.
Clicking the Attach button opens a table for selecting tags. Move the tags you want to assign to the contract from the left-hand Available Tags table to the right-hand Selected Tags table using the arrow, then confirm your selection with the OK button.
If you need to add a tag that is not yet in the left-hand Available Tags table, use the Manage Tags button. This opens the tags code list (menu Tools – Code Lists – Tags), where you can add the required tag.
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Tab "Other"
Responsible person – the name of the person responsible for the contract; the available options are users from the list of persons recorded in your company via the menu Tools – People and Users
Contact person – the name of the person recorded in the customer company's contacts (menu Business Partners – Contacts)
Cadastral area – the area recorded in the land registry
Plot – a demarcated plot of land with a number
Counterparty contract number – the identifier under which the customer records the contract
Notice period (months) – if applicable, enter the number of months
Automatic renewal – stated in months
– indicates that unless otherwise notified, the contract will be renewed after its "valid to" date
– this value is informational
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Tab "Attachments"
This tab allows you to attach various documents and files related to the contract, such as a company registry extract or a copy of the contract.
The top toolbar of the table contains a number of buttons; the purpose of some of them is described in the dedicated section "Using the application".
Use the "New" button to add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the linked resource is not loaded into the application,
File link – the application stores a link to a file on your local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the linked file).
Each attached file has a folder icon that allows you to view the attachment at any time. You can also use the folder icon to save the attachment to a different location. The scan button is used to scan the document; the second option allows you to select a scanner and configure the scanning parameters.
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Tab "Standard Contract Line Items"
Standard contract line items represent the individual lines on a generated invoice and allow you to define recurring billing rules. They can have different start dates — for example, a tariff change or an add-on service — as well as different billing frequencies (monthly, annual fees). The tax date (DUZP) may be tied to a different start date, which can result in the creation of multiple invoices (depending on the number of line items with different validity periods). It is also possible to define the invoice type to be generated from a line item; if line items differ in this regard, multiple invoices of different types will be generated. A contract line item can be linked to a price list, enabling later analysis across different contracts, e.g. sales analysis by internet service or other services.
Fill in the fields on this tab if the contract contains multiple line items.
If you leave this tab blank, the information from the contract header will be carried over to the line items. Use the Add button to add a new line item.
Price list code – select a price list item; based on this selection, the values in the Unit Price, Total Price, Price Type, and VAT Rate fields on the Basic tab will be pre-filled
Code – the code / abbreviation of the invoiced service
Name – the name of the invoiced service; text identifying the invoiced period is appended to this name, e.g. for period 1 (from 1 Jan 2012 to 31 Jan 2012)
Warehouse – if the item is a stock item in the price list, a warehouse must also be specified
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Sub-tab "Basic"
Quantity – the number of units to be invoiced; this value is adjusted in the final invoice according to the length of the period
Manual price – checking this flag allows you to set the item price explicitly, preventing it from being overwritten when the price list is updated
Unit price – specifies the price per unit of measure
Total price – the total price; the product of the values in the Quantity and Unit Price fields
Manual VAT – checking this flag allows you to manually set the values in the Price Type and VAT Rate fields
Price type – select whether the price is defined excluding VAT or including VAT
VAT rate – select the VAT rate applicable to the invoiced item
Valid from – the start of this line item's validity (if it is before the contract start date, the contract start date is used instead)
Valid to – the end of this line item's validity (if it is after the contract end date, the contract end date is used; if the field is empty, the line item has no expiry)
Billing frequency – in months (value "0" = bill once only); fill in only if it differs from the contract setting
Discount – the discount percentage applied on the final invoice
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Sub-tab "Generation Settings"
Billing day – the day on which the invoice should be generated; for example, a value of "10" means the invoice will always be generated on the 10th day of each month; if the field is left blank, the day of the month the contract was created will be used
Billing month – the month within a quarter (e.g. 1st month of the quarter), half-year (1st month of the half-year), or year in which the invoice should be generated; this field is not relevant for monthly invoices and should be left blank in that case
Billing method – choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice).
Invoice days in advance / after – enter the number of days of the billing period before / after which the invoice should be generated (typically 14 / 31 days in advance and 1 / 7 days after); when billing "in advance", we recommend setting a value greater than the invoice due period; otherwise, a client could be refused service or goods for non-payment even though the invoice is not yet overdue
Variable symbol – a bank identifier for the payment; included on every issued invoice
Incoming number – the incoming number of the given invoice
Invoice to company – fill in this field if, for example, the contract is concluded with company "X" but the invoice is paid by company "Y"; if the field is left blank, the invoice will be sent to the customer specified in the header in the Company field
Generate invoice line item – if this flag is not checked, the given line item will not be generated into the invoice
Invoice type – if left blank, the value is taken from the invoice header, e.g.: "INVOICE: Invoice – tax document", "ADVANCE: Advance payment – not a tax document!", "TAX ADVANCE: Advance tax document"
Due date (days) – the number of days within which the invoice must be paid
Department – select the department under which the generated invoices should be classified; if no value is selected here, you will need to fill in the department on the issued invoices later
Activity – the activity to which the contract relates
Bank account – the customer's bank account
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Sub-tab "Details"
If you do not fill in any fields on this tab, the values will be inherited from the contract header.
Order – determines the order of line items on the generated contract; a value of "0" = unspecified
End of last billing period – the date of the last billed period; determines the period for which the contract line item should be invoiced (after generation it advances by one billing period); edit this field if you want to reverse contracts and have a new invoice generated
Posting template – select the template according to which the entry should be posted
Department – if the line item on the invoice should be assigned to a different department than the contract, fill in this field
Activity – the activity to which the line item relates
Job – select the job to which the generated invoices should be assigned
Location – the destination location for the service, product, etc.; defined in the menu Business Partners – Company Addresses – tab Delivery Locations
Account number – lists account numbers defined in the menu Business Partners – Company Addresses – tab Bank Details
Index-link – an agreement that the contract value will be increased according to the coefficient published by the Czech National Bank
Index-link month – specify the month to which the index-linking should apply
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Sub-tab "Texts"
Internal information for the creator; filling in these fields is optional.
Description – a more detailed description of the contract
Note – additional information regarding the handling of the contract record
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Sub-tab "Tags"
Tags define additional properties of the line item that you can use for filtering.
Clicking the Attach button opens a table for selecting tags. Move the tags you want to assign to the contract from the left-hand Available Tags table to the right-hand Selected Tags table using the arrow, then confirm your selection with the OK button.
If you need to add a tag that is not yet in the left-hand Available Tags table, use the Manage Tags button. This opens the tags code list (menu Tools – Code Lists – Tags), where you can add the required tag.
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Sub-tab "Attachments"
This tab allows you to attach various documents and files related to the customer contract line item, such as a specification.
The top toolbar of the table contains a number of buttons; the purpose of some of them is described in the dedicated section "Using the application".
Use the "New" button to add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the linked resource is not loaded into the application,
File link – the application stores a link to a file on your local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the linked file).
Each attached file has a folder icon that allows you to view the attachment at any time. You can also use the folder icon to save the attachment to a different location. The scan button is used to scan the document; the second option allows you to select a scanner and configure the scanning parameters.
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Buttons above the customer contracts data window
The following buttons are located above the list of customer contracts:
Generate invoices
a list of invoices will be generated from contracts based on the date set on your local computer; use this when there are multiple contracts with different billing days, and only for customer contracts (when issuing an outgoing invoice to a customer)
Invoices
select a contract from the contract list for which you want to generate invoices, and the system will display the invoices linked to that contract
Generation journal
clicking this button displays how many contracts were generated on a given day (see the Date and time and Number of generated invoices fields)
Index-link contracts
used for automatic index-linking of contracts
clicking the button launches the Contract Index-Linking Wizard:
In the wizard, select the Year (from the drop-down list) and the Index-linking percentage, then confirm by clicking "Finish".
Note: The remaining buttons also appear on other forms and are explained in the help section covering basic system navigation.
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