Agreement

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.

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.

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

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.

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 exceedance of the number is invoiced.

Add a Service object

Here you connect the service object or objects that may be included in the agreement. For each service item, you specify items, 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 items 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, but you still have to go into the sales order and choose to send to your accounting program.

The function can be turned off by going to the agreement and choosing Remove automatic generate invoice.

To activate the function, the customer’s organization number and billing email are required.

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.

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

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:

1. Go to Group settings – Agreement settings to specify the agreement types you want to use.
2. Submit a name.
3. 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.