Import a Contract Into the System

Creating a Contract

Before you create a contract you will need to make sure you have created a Company, added a Contact to that Company (to be added to the contract), and added company Locations of where assets will be housed. You will also need to set-up Asset Types, OEMs, Products, Support Partners and Support Levels before you can add assets to a quote. If you have not done so make sure to complete these steps before the step of creating an existing contract.

To set up a contract:

• Go to the top Navigation and click Sales > Contracts.
• Click on the Add Contract button.
• Choose a Company for this contract.
• Choose a Contact for this contract.
• The system auto-assigns a Contract Number, so no need to edit this field.
• Choose a Contract Type.
• Choose a Contract Status:
  • Draft
    Contract has not been approved by the customer. Any changes to basic contract data (coverage dates, for example) can be edited only in Draft status. So if you need to change something in the Pending contract, you need to set the status to Draft, then make all changes and then set up another status back. A Contract is not visible to the customer in the Customer Portal when it is in draft state.
  • Pending
    The contract is signed by the customer, but the start date is later than today. So, this contract is just waiting to become an active contract.
  • Active
    The contract is active now. At this point the customer can see the contract in the customer portal.
  • Expired
    The contract is over.
• Add Contract Coverage Dates. Please make sure that your contract status matches your coverage dates. For instance you will not be able to set the Contract to Active if the coverage dates are in the future.
• Attachments: Attach the legal agreement that has been signed to have it on record. Note: This document needs to be attached before a contract can be set to Active.
• Next, you can indicate if you want to:
  • Hide line items pricing for the customer
  • Hide total support price from the Export Contract file
  • Include Detailed Configuration Page
    

Add Assets to a Contract

To manually add assets to a contract:

• Click the Add Asset button and choose Manual from the dropdown list. Another video will go into detail on how to import assets in bulk into the system using our template doc.
• Choose a Product Name from the drop-down list.
• Add a Serial Number, Asset Name, Owner and Location for an Asset.
• If you have specific Configuration for an asset you can indicate it in this field. You will be given an option on whether to include this configuration in a contract document or not.
• Click Save.
• Next you will choose Support Level, Support Partner, Cost, and Sales Price.
• When you are done, click Save.