You can delete expired contracts using the System Clean Up F/M (SMF993) program.
Use these fields to create contracts.
1. Contract #
Specify the contract number to assign to this document. You can use the next contract number on file, search, or copy a contract: The system displays a copy dialogue box where you can select the contract to copy, and specify a new description. The system loads the new contract for the user to edit. When you create a contract by copying it will default the copied contract to be ‘not approved’ .
2. Description
Specify the contract description.
In the Last Used prompt, the system displays the date the contract was last used is written to the contract file when the Daily Sales Register was run. The date cannot be edited. If the contract has never been used (never processed through a DSR for an order) then the word ‘Never’ displays. You can use this date to display contracts that haven’t been used for last x months.” – updated by DSR for invoices only, in the browser.
If the contract was create from a quote, the quote number displays at the From Quote prompt. If the contract did not originate from a quote then From Quote will display N/A.
3. Effective Date
Specify the effective date of this contract price record.
4. Expiration Date
Specify the expiration date of this contract price. When running this Remove Contracts program, a cutoff date is entered and expiration dates up to that cutoff are removed. On any date after the expiration date, the contract price is not eligible for the price search program or in the sales order entry programs.
5. Type
Select a contract price type--Levels or Quantity Breaks. Refer to the Contract Pricing topic for details about contract price types
6. Priority Contract
Select to indicate this contract is a priority contract
7. Convert Fixed Prices and Qty Breaks
If the contract is for a specific item and a specific UM, indicate whether the fixed prices and/or quantity break prices for this item and UM should be used as the default to calculate prices for other quantity break and/or fixed price UMs that do not have contract prices set up. For example, a quantity break price is set up for $5.00 EA for a minimum of 10 (10 EA /BX). If on the sales order 1 BX is sold the system would calculate a price of $50.00 BX. Or, a fixed price is set for $1.00 EA , if there are 10 each per box, and a line is entered on a sales order with a UM of ‘boxes’ the system would calculate a price of $10.00 BX.
7. All Customers
Indicate whether this contract is for all customers.
OR
Click Customer or press F1 to access Customer Scope Entry (SOE561) to define the customers for the contract.
If the contract is marked as valid for all customers, the Customers button is disabled. If you specify any information on the Customer Scope screen, then the system changes the All Customers prompt to selected (flag to "Yes)", and the system displays a message prompting for whether to remove all entries from the Customer Scope screen. If you select to not remove the Customer Scope information, the All Customers prompt will remain selected.
If you don’t select the All Customers prompt and do not specify any information on the Customer Scope screen, the system will not allow you to exit.
8. All Items
Indicate whether this contract is for all items.
OR
Click Item or press F1 to access Item Scope Entry (SOE563) to define the customers for the contract.
If the contract is marked as valid for all items, the Items button is disabled. If you specify any information on the Item Scope screen, then the system changes the All Items prompt to selected (flag to "Yes)", and the system displays a message prompting for whether to remove all entries from the Item Scope screen. If you select not to remove the Item Scope information, the All Items prompt will remain selected.
If you don’t select the All Items prompt and do not specify any information on the Item Scope screen, the system will not allow you to exit.
9. Whse Ships
Indicate if the contract is valid for warehouse ships. If the Whse Ships prompt is set to Yes, you must specify the shipping warehouses that the contract applies to on the Shipment Scope screen. If it is set to No or All, individual warehouses cannot be entered on the Shipment Scope screen.
To access the Shipment Scope Entry (SOE565) screen, click Shipment.
If you specify any warehouse information on the Shipment Scope screen, then the system changes the Whse Ships prompt to Yes, and the system displays a message prompting for whether to remove all warehouses from the Shipment Scope screen. If you select not to remove the Shipment Scope information, the Whse Ships prompt will remain selected.
10. Direct Ships
Indicate if the contract is valid for direct shipments from vendors. If the Direct Ships prompt is set to Yes, you must specify the direct ship vendors that the contract applies to on the Shipment Scope screen. If it is set to No or All, individual vendors cannot be entered on the Shipment Scope screen.
To access the Shipment Scope Entry (SOE565) screen, press the Shipment button.
If you specify any vendor information on the Shipment Scope screen, then the system changes the Direct Ships prompt to Yes, and the system displays a message prompting for whether to remove all vendors from the Shipment Scope screen. If you select not to remove the Shipment Scope information, the Direct Ships prompt will remain selected.
Note: The system will not allow you to select No for both the valid for Direct Ships and the valid for Whse Ships prompts.
11. Rounding Code
(Optional) Specify the rounding code to establish rounding rules for contract prices.
Note: The rounding code must setup in System Management>Files Maintenances>Rounding Code F/M.
12. Excluded Items:
In the Excluded Items section of the screen you can select to exclude the following item types from the contract scope: Stocked, NonStocked, Uninventoried, and Catalog.
In the Chain Contracts section, you can use the Previous and Next prompts to select contracts to chain; open contracts or search, or highlight a contract price (for L-price level contract types) or break line (for Q-quantity contract types) and add pricing information. For L-price level contract types you can specify a standard price and price levels 1-6. For Q-quantity contract types you can specify break levels 1-6.
For Std Pr or Level 1-6:-
In pricing you can also add level pricing based on quantity breaks if the item has options for quantity breaks from standard pricing in IC. On a quantity break contract you can also include level pricing from item pricing.
13. Std Pr (Standard Price)
The standard price may be entered as a basis and multiplier, a set price or a change %.
Basis: The valid options for basis for standard price are as follows: list price, manual cost, sales order entry cost, standard price, any price level.
Mult: The multiplier for the standard price.
-OR-
Price: The set price for the contract price line. (If you select N/A as the basis you can specify a set price in this field.)
Commission %: In addition to the three set up options for the standard price, you can also specify a commission %. The Inventory Control static record flag determines whether this commission flag is used throughout the costing/pricing subsystem. If the flag is turned off, the option to specify the commission % is never available. If the flag is turned on, each contract price that is set up will require the entry of a commission %. When entering the commission %, you can set the commission % to "no priority" (blank) indicating that commission is not generated based on the price being set up. (If the item is set to "no priority", any commission % entered in the contract pricing system will be ignored). (For more information on commissions, refer to the commission basis flag set in the Company Control F/M program in the System Management module.)
14. Level 1-6 (Level Price)
The level price may be entered as a basis and multiplier, a set price or a change %.
Basis: The valid options for basis for level price are list price, manual cost, sales order entry cost, standard price, any level price or quantity break price (entered in Costing and Pricing programs located in the Inventory Control module).
Mult: The multiplier for the level price.
-OR-
Price: The set price for the contract price line. (If you select N/A as the basis you can specify a set price in this field.)
Commission %: In addition to the three set up options for the price levels, you can also specify a commission %. A Inventory Control static record flag determines whether this commission flag is used throughout the costing/pricing subsystem. If the flag is turned off, the option to specify the commission % is never available. If the flag is turned on, each contract price that is set up will require the entry of a commission %. When entering the commission %, you can set the commission % to "no priority" (blank) indicating that commission is not generated based on the price being set up. (If the item is set to "no priority", any commission % entered in the contract pricing system will be ignored). (For more information on commissions, refer to the commission basis flag set in the Company Control F/M program in the System Management module.)
-OR-
For Break 1-6:-
15. Break Qty
Specify the minimum quantity that must be sold on a sales order document in order to utilize the price from the level. Quantity break is always defined in the selling unit of measure.
For example, the standard price of I100 is $10.00 ea., the break 1 price is $9.75 and the break 2 price is $9.50. In order to receive a price of $9.75 the customer must purchase a minimum of 50. In order to receive a price of $9.50 the customer must purchase a minimum of 100. Therefore break 1’s quantity is 50 and break 2’s quantity is 100.
If the contract is for a non-specific item, i.e., item price class, vendor or all items, the quantity break will apply to any item in that group of items regardless of UM. For example, if 10 is set as the quantity for quantity break 1, it would apply to 10 boxes of widgets as well as 10 cases of wickets (as long as widgets and wickets were within the same item scope defined on the contract).
16. (Quantity Break) Price
If the contract is for a specific item, the quantity break price may be entered as a basis and multiplier, a set price or a change %. If the contract is for a non-specific item (i.e., item price class, vendor or all items), the quantity break price may be entered as a basis and multiplier.
Basis: The valid options for basis for quantity break prices are as follows: list price, manual cost, sales order entry cost, standard price, any quantity break price or level price(up to the level being entered, e.g., if quantity break 3 is being entered, you may specify 1 - 3 as the basis for quantity break 3), entered in Costing and Pricing programs located in the Inventory Control module.
Mult: The multiplier for the quantity break price.
-OR-
Price: The set price for the contract quantity break price line. (If you select N/A as the basis you can specify a set price in this field.)
Margin: The intended gross margin for the contract quantity break price line.
Commission %: In addition to the three set up options for the quantity break prices, you can also specify a commission %. An Inventory Control static record flag determines whether this commission flag is used throughout the costing/pricing subsystem. If the flag is turned off, the option to specify the commission % is never available. If the flag is turned on, each contract price that is set up will require the entry of a commission %. When entering the commission %, you can set the commission % to "no priority" (blank) indicating that commission is not generated based on the price being set up. (If the item is set to "no priority", any commission % entered in the contract pricing system will be ignored). (For more information on commissions, refer to the commission basis flag set in the Company Control F/M program in the System Management module.)
Save your contract pricing line.
You can highlight a pricing line and select:
Delete. Deletes a highlighted pricing contact line
Stop Ends contract pricing line entry.
The following options are available; when a contract price record exists for the entered customer, item and UM scopes:
Approve Accesses the Price Contract Review screen where you can mark/unmark a contract as not approved. Contracts that are not approved are not active.
Customers Accesses Customer Scope Entry (SOE561) to specify any number of individual customers (with or without ship-to’s) and any number of customer classes.
Items Accesses Item Scope Entry (SOE563) to specify any number of specific items (with or without UM specifications), any number of item classes, and any number of primary vendors for a contract..
Shipping Accesses Shipment Scope Entry (SOE565) to specify whether the contract is valid for drop ship lines.
Header Accesses Price Contract Header Detail to allow you to modify contract information such as description, effective dates or contract scope details.
For contracts created from quotes these two additional buttons are available:
Quote Archive Displays Archiving information. If the company does not have Archiving then the “Quote Archiv” button does not display.
Quote Detail Displays Quote Entry in inquiry mode only, for the quote that originated the contract.
Done Completes the contract and returns you to the Contract # field so you can specify or modify additional contracts.
File>Delete Contract
Use the Delete Contract option to delete active contracts. You must display the contract in the Contract Entry program and then select File>Delete from the menu. The system displays the Delete Document screen asking whether to: Delete the entire document? Select Yes to delete the document. Select No to exit the screen and leave the document unchanged.
You can delete expired contracts using the System Clean Up F/M (SMF993) program.
See also
Adding pricing information to contracts