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Work with Appointments

Creating Contracts

Work with Contracts

Create or edit a contract

This task requires permissions that are found in all default service security roles. More information about specific permissions and performing this task while offline: Service Permissions

You can edit an existing draft contract, but not invoiced or active contracts.

Note

Although it is possible, creating a contract from an account is not recommended. The contract does not associate to the account correctly and allotments are not recorded.

1. 
   In the Navigation Pane, click Service, and then click Contracts.
   
2. 
   Use one of the following procedures:
   

The contract template determines the the allotment type (minutes or cases), billing frequency, discounts, and the day and times service is available; however, with the exception of allotment type, this information can be changed in the contract.

1. 
   On the Actions toolbar, click New.
   
2. 
   In the Template Explorer dialog box, select the template you want to use, and then click OK.
   
3. 
   In the contract form, in the Contract Name box, type a unique name for the contract.
   

Start a new contract by copying an existing contract

Microsoft Dynamics CRM creates a copy of the contract with a unique ID number. Any changes you make to this copy do not affect the original contract.

4. 
   From the list, open the contract you want to copy.
   
5. 
   In the Contract form, on the Actions menu, click Copy Contract.
   
6. 
   In the Copy Contract dialog box, clear Include canceled contract lines unless you want to keep them, and then click OK.
   

3. 
   On the General tab, you must enter information in the following boxes:
   

• 
  Contract Name
  
• 
  Customer
  

• 
  Contract Start Date
  
• 
  Contract End Date
  

In the Billing Information area, Microsoft Dynamics CRM autmoatically completes the fields when the corresponding Heading area fields are entered; however, you can change or enter the information as required. Bill To Address is required to change the status of the contract to invoiced.

In the Pricing area, the amounts are read-only, and are calculated based on the pricing and discounts entered in the contract lines. To change the pricing, update the contract lines. To recalculate the amounts, in the Actions group, click Recalculate.

4. 
   On the Details tab, enter additional information about the contract.
   

In the History area, the following fields are automatically completed when the contract was created.

• 
  Originating Contract
  

• 
  Owner
  

• 
  Contract Template
  

5. 
   Under Information, click Notes and Activities. In the Notes section, click Add a new note, and add the information that applies to your record.
   
6. 
   Click Save or Save and Close.
   
7. 
   Resolve potential duplicate records.
   

8. 
   To open a record to make sure it is a potential duplicate, in the Potential duplicate records list, double-click the record.
   

• 
  If the duplicate-detection rule identified potential duplicate records in other record types, review records from each record type listed.
  

9. 
   If your new or updated record is not a duplicate, to create the new record, click Save Record.
   

If your new or updated record is a duplicate, to cancel your changes, click Cancel.

• 
  If you enter a duplicate record within a few minutes of entering the first record, Microsoft Dynamics CRM will not detect the duplicate record. The matchcodes for new and updated records are created every five minutes, rather than as a record is created.
  
• 
  Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule exists for the record type. More information: Avoiding Duplicate Records
  

• 
  The contract becomes active once it is invoiced and the start date is reached.
  
• 
  You must define at least one contract line for the contract before you can change the status of the contract to invoiced. You can define several contract lines for each contract; for example, one for parts and another for maintenance. You cannot delete a contract line once it is active; instead, you can cancel it.
  
• 
  The default days and hours of service are defined in the contract template. To change the days and hours of service, in the Actions group, click Set Calendar.
  
• 
  You cannot edit an active contract, but you can cancel it or put it on hold. A canceled contract can be renewed and then edited. When a contract is on hold, no cases can be opened against the contract. For example, you might choose to put a contract on hold if there is an invoicing dispute, and then release the contract when the dispute is resolved. In the Actions group, click Hold Contract or Release Hold. To view a list of contracts on hold, in the View list, click Contracts On Hold.
  

Related Topics Work with Contracts 87