Contracts (CT) Typical Cycles

Contact Maintenance and Billing:

Contract Billing can be daily, weekly, bi-weekly or Monthly depending on contract structures.

  1. Contract Maintenance (CT30)
    • Enter new contracts and edit existing.
    • Maintain future contracts.

  2. Preparation list (CT38)
    • Optional.
    • Prints a worksheet to facilitate entry of billing information required in Billing Entry (CT40), such as the meter reading for equipment with billing types Meter or Block.

  3. Billing Entry (CT40)
    • Enter information to bill contracts that are set up in Contract Maintenance (CT30).

  4. Transfer List/Update (CT42)
    • Prints all approved billing to be billed up to the date entered in the 'Bill Up To Date' field for the selected sales office.
    • Entering acceptance codes generates Direct Bill invoices for each contract in the file.

Generate Service Calls:

  1. Preventive Maintenance Due (CT50)
    • Prints all contracted equipment set up with a preventative maintenance schedule that is due for a PM visit.
    • Entering acceptance codes, if the Service (SE) module is active on your Enterprise system, a prompt appears asking whether Service Calls should be generated for the printed equipment.
    • If 'Yes', the service calls are created in the Enter Service Calls (SE30) program.
    • If 'No', then no service calls are created.

Expired Contract Review and Update

  1. Future Contract Notices (CT52)
    • Prints future contracts. The following formats and restrictions are available:
    • Format 1: Future Contract Work Sheet - prints contracts expiring up to the 'Ending Date' entered. When accepted, future billing records are generated for each contract printed which may then be reviewed or edited in the 'Future Contract' folder of CT30. Once future data is generated for a piece of equipment, you cannot reprint that equipment on this report.
    • Format 2: Future Contracts-Edit List - review all future billing information entered in the 'Future Contract' folder of CT30 for contracts expiring up to the 'Ending Date' entered.
    • Restrictions:
      • Statuses – Format 1 - only use with Format 1 (Future Contract Work Sheet): prints active and/or expired contracts; you can select one or both of these options.
      • Statuses Formats 2&3 - in this case, only use with Format 2 (Future Contracts-Edit List). There are 3 valid status' from which to select: Print Future Not Renewed Contracts, Print Currently Not Renewed Contracts, and Print Currently Expired Contracts.

  2. Transfer Future Contracts (CT53)
    • Prints a listing of all active contracts expiring on or before the date entered in the 'As Of Date' restriction.
    • Entering acceptance codes, the expiring contract is renewed or made inactive depending on the 'Status Field' in the Future Contract folder of CT30.
    • Future Contract Status:
      1. Renewed - this is the only status which will cause a future contract to become an Active contract once the End Date of the current contract has been reached. When CT53 runs, it copies all Future Billing information into the live Billing folder, erases all future data, and sets the contract status on the Equipment folder of CT30 to 'Active'.
      2. Not Renewed - If the status is not changed by the time the current contract expires when CT53 runs, it sets the contract status on the Equipment folder of CT30 to 'Not Renewed', does not copy any future billing data to current, and does not erase the future data. From this point, no billing is performed in Billing Entry (CT40), and any service calls for the equipment are not covered under the contract.
      3. Declined - CT53 sets the contract status on the Equipment folder of CT30 to 'Declined' and does not copy any future billing data to current, but does erase the future billing data. From this point, no billing is performed in Billing Entry, and any service calls for the equipment are not covered under the contract.
      4. Cancelled - CT53 sets the contract status on the Equipment folder of CT30 to 'Cancelled' and does not copy any future billing data to current, but does erase the future billing data. From this point no billing will be performed in Billing Entry, and any service calls for the equipment will not be covered under the contract.
      5. Expired - no future contract information was on file. CT53 sets the contract status on the Equipment folder of CT30 to 'Expired'. From this point, no billing is performed in Billing Entry, and any service calls for the equipment are not covered under the contract.

Purge Contracts:

  1. Equipment Income (CT51)
    • Prints the income and expenses incurred for contracts for the current or next period.
    • Note: The report displays information entered and invoiced through the Service module for Contracts entered in the Contracts module. If you do not have the Service module installed on your Enterprise system, you will not be required to run CT51.

  2. Purge Contracts (CT90)
    • Purges the Contract Master files of any inactive contracts that are flagged for deletion.
    • Contracts with a status of Delete (D) on the Information folder of Contract Maintenance (CT30) are deleted, regardless of any parameters that may be selected on the window before starting the purge. The entire contract is purged, including all equipment on the contract, and contract statistics.
    • Optionally, expired contracts may also be purged from the system by selecting the 'Equipment Status' to delete, and entering a 'Deletion Up To Date'. If Equipment is found to purge, only information pertaining to that piece of equipment is purged. Any other equipment remains on the contract unless it also meets the criteria for the purging process. After the equipment is successfully purged, a final check is made to see whether or not there is equipment left on the contract, and if there is no more equipment on the contract then the contract master record is then deleted.
    • Note: To Purge Contracts flagged as Delete (D) only, you do not need to select any of the available options. Click Start to begin the process.

 
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