You can enter contracts for customers in ProCountor as a basis for creating invoices.
The Contract button is shown at the top part of the Customer’s basic information view, if the company has Contract invoicing in use. Procountor Contract invoicing is an extra feature subject to a fee. Read more on Contract invoicing.
The button opens the Contracts view that lists the customer’s basic contract data. Any number of contracts can be defined for each customer.
The Show button allows you to view and edit existing contracts.
The Add button allows you to create new contracts.
The Copy button allows you to create an identical copy of an existing contract.
The Delete button allows you to delete existing contracts. If you do not want to use nor delete a contract, you can set it to inactive state.
The Show and Add buttons open a view for entering the information of a new contract.
The address source selection defines whether the customer’s address information is retrieved from the Customer register, in which case it can be edited, or from the Contract, in which case it cannot be edited. The Term of payment, Currency, Incl. VAT and Language data items are retrieved from the register and can be edited. Other information can be entered freely.
Select a suitable Invoicing period from the drop-down menu as a combination of monthly interval and invoicing month.For example, 3mo, 1/4/7/10 indicates that invoicing will be carried out in three-month intervals, that is, in January, April, July and October.The previous invoice sent for the contract and the date of the previous invoicing are indicated in the top left corner of the Contract page.You must not change a contract’s invoicing information in the middle of an invoiced invoicing period.For example, if the contract has been invoiced for a three month period of 01.04-30.06 and you want to change to monthly invoicing, you can do so after 30 June.If you would like to change the invoicing interval earlier, you should render the existing contract inactive and create a new one.
The Invoicing period start date specifies the day of the month from which invoicing will begin. If you leave the field empty, the default is the first day of the month, i.e. 1.
The Invoicing month during the invoicing period specifies the month in which invoicing will be carried out.For example, 3mo, 1/4/7/10 and Invoicing month 2 indicates that invoicing is carried out in three-month intervals, in February, May, August and November, with the periods being January-March, April-June, July-September and October-November.The invoicing month can also fall outside of the period. For example, by entering -1 in the field, the contract will be invoiced during the month preceding the start of a period. Or in the case of this example, entering 4 would invoice the contract after the period, i.e. the January-March period would not be invoiced until April.If you leave this field empty, the first invoicing month within the period will be selected by default, i.e. the number 1 will be entered in the field.
The Invoice date in the invoicing month defines the date of the invoice.A value of 31 in this field will always mean the last day of the month.If you leave this field empty, you can enter the date during invoicing, or the program will enter the first date of the invoicing month here by default.
You can delete the contract by clicking on the Delete button.
Clicking on the In printable form button will display the contract in PDF format.
Clicking on the Management button will open the Management view for the selected business partner.
You can browse contracts in the Contract view using the Previous and Next buttons.
You must define at least one product row for the contract. Any default products defined for the customer are not added to the contract or the invoice based on the contract. You can change the product name displayed in the Product column of rows on the invoice, but the original product name retrieved from the product register will always be shown in the Register product column.
Use the Search product button to retrieve the products or services on the contract from the product register. Select the desired product from the list view showing the products in the product register.
Use the Search products button to limit the search by product name, code and group. Select the product by clicking on the row. You can select several products by using the Ctrl and Shift keys.
The products selected using the Select product button are transferred to the contract. If you change the product name in the contract, the register name of the product will be moved to the Register product column.
Use the Add row button to add a new empty product row. Then, enter the required information on the empty row.
The Copy row button can be used to copy the contract’s product rows. You must first select the row to copy and then click on the Copy row button. This will open a window prompting you to enter the number of copies. Next, you have to define whether you want to split the amount evenly between all rows. This will not change the unit price.
The Delete row button deletes the selected product row from the contract.
Use the Default dimensions button to add row-specific default dimensions, which will be used instead of the default dimensions from the product register.
You can create invoices on the basis of contracts in the Contract invoicing view found under Registers > Contract invoicing in the control menu.