Full Contract Pricing User Guide
Browse Contracts
Bid Pro>Utilities>Contract Pricing or Products>Utilities>Contract Pricing
Toolbar or Edit Menu
Click the exit button to leave the contract pricing screen
Click the insert button to add a new contract.
Click the edit button to edit an existing contract.
When a contract is modified, data regarding the previous version of the contract will be stored in the system for reference.
Click the delete button to remove an existing contract.
Click the notes button to add notes to the highlighted contract.
Click the copy button to make a duplicate of the highlighted contract.
Click the find button to bring up a filter screen which allows searching contracts by the company or property name. Either type information in the field or use the F8 button to find and select the information. The filter will search for the entered information in both the company and property fields.
Show Only Contracts with Cost Changes- check this box to show only the contracts for the company or property that have had cost changes.
On the line browse, a delta icon will appear to indicate the cost has changed on a product in that contract.
Click the reset button to clear the filter and view all contracts.
Click the reports button to see the listing of reports available for contract management.
No two contracts for a customer/property may be effective at the same time. The check box next to the contract in the view list indicates it is inactive. Even if a contract is marked active the start and end date must also be current for the contract prices to apply.
A contract for a main will apply to it and all of its branches. If a contract lists a main and a branch, the contract applies only to that branch. In this case the main is only listed as a reference.
Add/Edit Contracts
Contracts are groups of products (materials or services) for a particular entity with contract prices with common terms. Information from the contracts is used to create bids. A contract can be created at the company level which will apply to a standalone company or a main company and all the branch properties related to that company or a contract can be created at the branch property level.
Contract Header
Click the insert button to add a contract. Click the edit button to make a change to an existing contract. The add/edit contract screen is displayed.
Check the Inactive box to swap the contract between active/inactive. No two contracts for a customer/property may be effective at the same time.
Store Specific
If Store Specific is set up and
- The Store Column will be in the Contract Details Browse. Lines without stores assigned will show “—“ in the Store Column.
- The first column in the product selection browse is now the Store number.
- When Contract Pricing is opened, if there are contract lines with no store, a warning with a list of the contracts will appear. There will also be an option to check if the warning is to not appear again.
Main and Branch
Click the F8 button next to the Main/Branch fields to pull the information from the appropriate file. Contracts may be added for customers but not client management prospects. If a property is moved in the RFMS file from being associated with a company, contracts for that company will no longer apply to the property.
To search by business, click the business column header, then enter the business name in the Customer name field.
Type the manager information in the appropriate fields.
Type in dates or use the down arrow to access the calendar and click on a date to choose it. Start Date is when the contract pricing will be effective and the expiration date is when the contract pricing will end. These are required for entering a contract.
Copy Contracts
Click the Copy button on the contract browse screen or from the edit menu.
The following screen allows entering new effective and expiration dates. Type in dates or use the down arrow to access the calendar and click on a date to choose it. The new effective date defaults to today’s date.
Use the main/branch field to copy a contract to a different customer.
Check to make the original contract inactive. This box will not be available if the original contract has already expired.
Contract Products
All products included on a contract must be imported from the RFMS products file. Click the import button to choose products from RFMS products file to be included in the contract.
Complete the information in the filter screen to find the products to include. Click F8 to select from information in the RFMS products file.
Click OK when selections are completed, this will bring up the select products screen.
If this list is too broad, click the find button again and narrow the filter.
To select a product to include in the contract, tag it then click the select button.
Setting Contract Terms
Once a product is in the contract list the contract price can be specified either as a price or as a margin.
Remember when setting a contract price, the freight and overhead factor set in RFMS will also apply.
Tag the lines of the products and click the Adjust Price button or Ctrl-P to add a new or edit an existing contract price.
Click the Adjust Margin button or Ctrl-M to set a contract margin on the tagged lines. The product record must have a cost associated with it for a margin calculation to be possible.
Click the Update Cost button or Ctrl-C updates the cost from the products file in the contract for the selected items. The costs must have been updated in the products file. The margin will be updated to reflect the change in cost.
Notes
Click the Notes button to add or edit notes on the contract.
If a note exists, the note icon will appear beside the contract on the browse.
Multilevel Customer Pricing
To account for the possibility of multiple contracts, the system will first attempt to apply property-specific prices to a line, followed by company-level contract prices, and finally catalog prices. Unit-specific prices can be established by overriding the price for a line item; when a price override is in place, the system will not attempt to apply contract or catalog pricing.
If a Line gets a Contract Price, no other discounts (like percentage discounts) will be added to it. Unless, one of the following system options are set to yes.
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