Under the Service menu you will find Agreements. Here you create your agreements, generate sales orders, set whether invoices are to be auto-generated, upload documents linked to the agreement etc.
Agreements can be used if you want to give a customer a percentage discount or a fixed price on an article for a period of time
If you want to give a discount on an article group, use Discount letter instead. Discount letters can also be linked to an agreement.
On the start page for Agreements, you can create new agreements, see a list of existing agreements and edit them, as well as export / download a list of agreements.
An agreement can also be generated from an quotation or created by duplicating an existing agreement. You will find a link for that at the bottom of the agreement you want to copy.
Start by doing this
Add agreement articles
Start by adding your agreement variants as articles in the Article Register. All orders, service protocols, service objects and models linked to the agreement are then listed under that article.
Here are some examples of how our customers name their agreement articles: Quarterly service agreements, Apartment rental agreements, Standard agreements, L-1020, A-01 …
Add agreement types
Create your own agreement types to be able to more easily see which type of agreement concerns a service object. Learn how here.
Invoice notification
When there is an agreement with the invoice date approaching, you see it through a red! in the menu, so you do not miss sending invoices / generating sales orders.
The different fields for a new agreement
Name
Choose a name for the agreement. Suggest something that describes what type of agreement it is. This is a mandatory field.
Customer
Enter the customer’s name in the box or click on the magnifying glass in the search box to search in more detail. Good if you have many customers with the same name!
The search function helps you find the right existing customers.
If the customer is not on the list, enter the customer’s name, and the customer is automatically added to the Customer Register.
Facility
The search function helps you find the customer’s existing facilities. If the system is not in the list, enter the name of the system, and the system is added automatically.
The customer’s order number
Here you can enter the customer’s order number.
Start
Enter the date for the start date of the agreement.
End
Enter the date for the end date of the agreement.
Invoicing period
Enter billing interval, eg 3 months. A standard interval can be set in Agreement setting. Login in with a admin account.
Custom field – if created
By creating custom fields, you can adapt the agreement to your own needs. You create custom fields by logging in with your admin account. If the custom field has suggestions set choose one in the drop down list. If no suggestion fits or there is no suggestions set any text can be added.
Cost center
To be filled in if desired.
Discount letter
If you want to link a discount letter to the agreement, enter the name of the discount letter here. Place the cursor in the field and you see a list of all existing discount letters.
An agreement always applies before a discount letter. That is if the same article is found in both places, the agreement price is retrieved.
Description
Field for description of the agreement, conditions, etc.
If the agreement does not apply to a service object, you can fill in the next three fields.
Discount articles
Here you enter discounted items for the agreement. These replace the prices of the items when used in orders.
Invoiced
Here you enter items to be invoiced each time period. Usually a fixed amount in the form of an article support agreement or the like.
Included
Articles included in the agreement. These can e.g. be support time. Example: 5 hours of item support time. When the agreement generates a sales order, this number is checked automatically and any excess number will be invoiced.
Add a Service object
Here you connect the service object or objects that may be included in the agreement. For each service object, you specify articles, such as those that are to be discounted, included and / or invoiced.
You get the list of your service objects. If the service object is not in the list, click on + Add service object and fill in information about the new service object.
Included per counter
For Service objects, it is also possible to add conditions for a counter in the agreement. Here you enter articles that are included per counter.
Example: an agreement for a copier includes 1000 pages of color and 1000 pages of black and white.
Save
Once you have saved the agreement, you can choose to:
- Generate sales order. You will be forwarded to the Sales Order and can from there send to your accounting program.
- Upload document
- Set to autogenerate invoice
- History
Automatic generation of agreements
This function generates a sales order with the interval you specified. What is written under “invoiced” on the agreement is included. Please note that the invoice is not sent automatically, you still have to go to the sales order and choose to send to accounting program. The sales order is created on the night of the invoice date.
To activate the function, the customer’s organization number and billing email are required.
On the sales order, you can see from which agreement the order was generated and the agreement period (status).
Example:
Serviceprotokoll.se is invoiced every quarter, ie every 3 months. Then a fee of SEK 500 / month is invoiced for 3 months ahead. Then we have:
License fee 500: – x 3 = 1500: – for one (1) user.
You can see the next invoice date on the agreement and in the list view. If the date for the next invoice has passed, the date will be marked in red.
The function can be turned off by going to the agreement and choosing Remove automatic generate invoice.
Also listed:
- Uploaded documents
- Generated sales orders
- Work orders performed during the contract period
- Services performed during the contract period
Export a list of agreements
Click on the Export/Download symbol and a csv file on all current agreement will be created.
Information to administrators
User permissions concerning agreements
View, Edit, Create, Delete, Generate sales order, Remove uploaded files
Agreement settings
Set default billing period (number of months)
Create custom fields. Give the field a title and add suggestions.
Agreement types – developing
Create your own agreement types to be able to more easily see which type of agreement concerns a service object. The feature is under development. When everything is ready, you will see the contract type also on the order and the customer record.
Admin permissions are required to create agreement types.
Do this:
- Go to Group settings – Agreement settings to specify the agreement types you want to use.
- Submit a name.
- Choose a color. The system provides color suggestions. Click on the color bar to change the color. The color is shown as a dot after the name of the type.
On a Agreement you now will find a new dropdown menu with the added agreement types.
