How To: Create a quotation, reservation or contract

Create a quotation, reservation or contract

The function to create a quotation reservation or contract can be started from the main CRM, search screen section "activity: rental". The next screen is displayed.

The button "new" will be activated the moment an account is selected.

When a new contract is created many of the fields are pre filled based on the information of

The account
The resource
The contract template
or a combination of the pre mentioned fields

Al the sections that have pre filled fields are explained in the next paragraphs

The "contract number" is a combination of (e-Synergy account number + unique number (4 positions))

General

If fields can be retrieved from more then place the priority is given by a number
(1) High
(2) Medium
(3) Low

The information of the contract template is only pre filled if:

The division of the resource (employee) = division account
cost center is the resource cost center code
Combination division / cost center is defined in the contract templates

fieldname	Account	Contract Template	Resource	Jobsite
Contact	The main contact on the customer card
Expiry date		Today + number of days filled in the field "Quotation: Term of validity"
Account manager	The manager of the contact of the standard delivery address (2)			The manager of the contact of the jobsite address (1)
Contract classification		Contract classification
Delivery method	Delivery method section "financial"

Address

fieldname	Account	Contract Template	Resource	Jobsite
Address 1				Address 1
Address 2				Address 2
Address 3				Address 3
Postcode				Postcode
City				City
County				County
Country				Country
State				State
Phone				Phone
Fax				Fax
Purchase order (customer) Can be mandatory if setting is enabled				Pre filled from extra address master data Mandatory if setting is activated in extra
Jobsite name				Jobsite name
Jobsite number				Jobsite number
Insurance company				Insurance company
Insurance limit				Insurance limit
Expiration date				Expiration date
Sector				Pre filled from extra address master data

Invoice

fieldname	Account	Contract Template	Resource	Jobsite
Selection code Also in general rental setting (3)		Selection code (2)		Pre filled from extra address master data (1)
Contract type		Contract type
Invoice type		Invoice type (2)		Pre filled from extra address master data (1)
Invoice frequency		Invoice frequency (2) Only useful if contract type = Periodical		Pre filled from extra address master data (1) Only useful if contract type = Periodical
Invoicing: reference (days)		Number of days that are subtracted from the day the first invoice can be sent Example: start date: 6/10/2002 frequency: weekly calculated first invoice date: 6/17/2002 reference days: -7 First invoice day: 6/10/2002
Invoicing: Day (fixed) (Y/N) Only on invoicing monthly or longer period		Invoicing: day - fixed
Day Only in combination with day fixed = Y		Day
Tax information	Free textfield 4

Financial

fieldname	Account	Contract Template	Resource	Jobsite
Invoice code	Pulled from the journal the account is connected to in the back office (1)	Invoice code (2)
Payment condition	Payment condition section "financial" (1)	Payment condition (2)
Warehouse		Warehouse
Discount	Discount % section "financial"
Cost center			Cost center resource
Division	Division section "financial"
Tax Tax priority item / customer is general setting rental		Defaults for the rental lines if no specific tax information is entered in the back office for the account or the item

Contract lines

Create rental, sales, transportation and discount/charge lines

Rental lines

In order to select a rental item the item and item number search options are used.

In order to explain why the system adds lines to a selected item number or asks the user to add items "item relations" on item level or "item number attachments" are used these options are displayed below.

Item relations

These relation types are also defined in the rental settings.

When an item that has one of the above mentioned item relations the system pops up whit a selection screen after adding the line to a contract

example
definition:

Selected item "CAT 430D BACKHOE LOADER" on a contract

Item number attachments

Item number attachments are normally entered in the system using the "item number interface".
It is possible to create an item number in logistic maintenance and add the attachment information in the extra serial number maintenance function of the rental module. Attachment are automatically added to the contract. The difference between mandatory rental relations and attachments is that attachment have a link on item number level.
example
definition:

Selected serial number "U1133" (item: 430DITNPK) in contract:

Transport lines

Sales lines can separately be added to the contract. But is also possible to link sales items to a rent item in the item relations.
For transportation lines the following information can be entered

If the transportation item number is filled in the transport line, a request will be created on the planning board of the transportation item number. The transportation is not visible on the planning board of the items numbers that are linked to the transport line.

Field information
The contact that is filled is the main contact of the account
Invoice indicator: transport items can be invoiced on the first or the last invoice
Transport lines can be invoiced on a separate invoice.
Invoiced (Y/N) can be edited by the rental manager in order to invoice the same line once more or not at all. (Note that this is absolute a correction function)
Remarks (external) can be used on the contract or invoice lay-out.

Sales lines

Sales lines can separately be added to the contract. But is also possible to link sales items to a rent item in the item relations.

For sales lines the following information can be entered

Field information
Invoice indicator: sales items can be invoiced on the first or the last invoice
Sales lines can be invoiced on a separate invoice.
Invoiced (Y/N) can be edited by the rental manager in order to invoice the same line once more or not at all. (Note that this is absolute a correction function)
Remarks (external) can be used on the contract or invoice lay-out.

Discount/charge lines

Discount /charge lines can separately be added to the contract. It is also possible to link discount items to a rent item in the item relations. It is also possible that a discount item is added to the contract template (used for insurance purposes).

For discount/charge items the following information can be entered.

Field information

If de discount line is linked to a "Link (line)" the discount charge will only affect the linked line
Invoice indicator: discount/charge items can be invoiced on all, the first or the last invoice
Discount/charge lines can be invoiced on a separate invoice.
Discounts and charges can be entered in amounts or percentages

Negative amounts or percentages are charges
Positive amounts or percentages are discounts

Invoiced (Y/N) can be edited by the rental manager in order to invoice the same line once more or not at all. (Note that this is absolute a correction function)
Remarks (external) can be used on the contract or invoice lay-out.

Remark lines

Remarks (external) and (internal) can be used on the lay-outs.