This facility allows you to set up and amend contracts. The key to a contract record is a combination of the product and customer account number. The product can be a menu, Repair Time Schedule (RTS) code, a part (to fix a contract price), or a product group or part discount code (to fix an enhanced discount). Whichever type of contract you create, the customer is identified by their corresponding Sales Ledger (SL) account number.
It is possible to create up to two contracts for a product/account combination with different date ranges (either concurrent or with a time gap) and different prices or discounts for each contract. Complete only one contract if that is all that is required. A contract can be created by cloning (copying) an existing contract, if required.
A contract is only effective if the contract is current (falls between the start and end dates) and has a reference number. When parts fixed price or enhanced discount parts contracts are set up, it is also necessary to identify the method of contract pricing on the customer's Sales Ledger account.
When an operator enters the product/account number combination onto a WIP in Point-of-Sale, and if the contract is current, an Ellipsis button ![[...]](Ellipsis.gif){kind=small}
is displayed next to the Order quantity field on the Part Details Form. The contract reference is also appended to the Free text field in the WIP line group box of the Part Details form if the Customer part ref box is ticked on the contract. When you click the Ellipsis button, the break points for the contract are displayed and, if a contract price is selected, the contract reference is appended to the Description on the Part details form.
Note: The contract reference is printed on the invoice, together with the description. However, due to field length restrictions, the contract reference may be truncated. In order to print the reference in full, a format stationery may be required which should be set up under guidance from an Autoline consultant.
To set up a contract:
The POINT OF SALE menu is displayed.
Select the Contract pricing option.
The SO CONTRACT PRICING menu is displayed.
Select the Add/modify contracts option.
The Add/Modify Contracts form is displayed.
Do one of the following:
To clone an existing contract, click the Search button and complete the search criteria to locate the required contract. Click the Search button to display the list of contracts that match your criteria. Select the required contract and click OK. Click the Create button.
To create a new record, click the Create button.
You will get one of the following two results:
If you searched for a contract, you are asked if you want to create a new record or clone from the current record. Select Clone-from-current-record. You are prompted to select a POS company. See step 7.
If you chose to create a new record, you are prompted to select a contract type.
Select the contract type.
You are prompted to select a POS company.
The Account/SL Discount Codes form is displayed.
Enter the Account code for which you want to set up a contract.
The discount codes held against the Sales Ledger account are defaulted into the form and the Discount radio buttons are enabled.
Select one of the following radio buttons and click OK:
You are asked whether the contract relates to a specific vehicle model group or vehicle.
Select one of the following options and click OK.
You will get one of the following two results:
If you selected Vehicle model group, you are prompted to select a company for the model group and a model group.
If you selected CRM vehicle record, you are taken into CRM where you can carry out a search for the vehicle in the normal way. When you click 
you are returned to the add/modify contracts program.
If the contract type is M or R, you are also prompted to select a company for the Menu or RTS code.
A form is displayed in which you are required to enter the appropriate product code for the contract type.
Do one of the following:
The contract details are defaulted into the form.
Note: The tabs displayed at this point depend on the contract type.
Do one of the following:
If you are creating a contract for a Menu, Part (supplied directly or indirectly), Product group (supplied directly or indirectly) or Part discount code, complete the following tabs:
If you are creating a contract for an RTS codes, complete the following tabs:
Click the Save button.
When you set up a Parts Fixed Price or Enhanced Discount contract, you must adjust the customer's Sales Ledger account to hold the method of contract pricing in the Pricing category field on the Other Details tab of their account record. This field holds the value of:
If this field is empty, no contracts for this customer will have any effect at Point-of-Sale.
Note: In the event that the Sales Ledger record is set to B, making both types of contract available for the part number/account number combination entered in Point-of-Sale, the part number specific price takes precedence.
In order to create a parts fixed price contract, you must select a contract type of P (Parts supplied directly) or S (Parts supplied indirectly). Complete the contract in the normal way and, when prompted for the part code, ensure that you enter the part number in the correct format.
Within the Contract price and Volume fields, enter the selling prices for the quantity breaks (volume) required. The correct order is important for display purposes in Point-of-Sale. For example, £3.00 for 10 followed by £2.00 for 20 followed by £1.00 for 30 or more. If volume terms are not part of the contract, enter a single price in the first slot with a quantity break of zero, or minimum quantity to obtain the special price.
In order to create an enhanced discount parts contract, you must select a contract type of C (Part discount code). Complete the contract in the normal way and, when prompted for the discount code, enter the parts discount code held on the part record in the stock file. When the system populates the form with the details, it automatically prefixes the parts discount code with a #.
Within the Contract price and Volume fields, enter the enhanced (additional) discount percentages to be given for the quantity breaks (volume) required. The correct order is important for display purposes in Point-of-Sale. For example, 10.00(%) for 10 followed by 20.00(%) for 20 followed by 30(%) for 30. If volume terms are not part of the contract, enter a single discount in the first slot with a quantity break (volume) of zero or minimum quantity to obtain the special discount.
The Add/Modify Contracts form is displayed when you select the Add/modify contracts option from the CONTRACT PRICING MENU. From this form you can display, add, modify or delete a contract.
This tab displays the contract details. These fields are automatically populated for you when you create a contract and are not editable.
Record type: The contract type:
- M: Menu
- R: RTS codes
- P: Parts supplied directly (See Parts Fixed Price Contract)
- S: Parts supplied indirectly (See Parts Fixed Price Contract)
- D: Product group supplied directly
- d: Product group supplied indirectly
- C: Part discount code (See Enhanced Discount Parts Contract)
Company: The POS company number to which the contract applies.
Account code: The Sales Ledger (SL) account number or discount code from the SL account.
Vehicle model/number: The vehicle model group or CRM vehicle record number to which the contract applies, if applicable. If the CRM vehicle record number is entered here, the record number is prefixed with a hash (#).
Product code: The product code to which the contract applies. This varies according to the contract type. For example, if this is a parts fixed price contract, this field contains the part number. If it is an enhanced discount parts contract, the system populates this field with the parts discount code and prefixes the code with a hash (#).
Date Created:/by: The date on which the contract was created and the ID of the user that created the contract.
Date last amended/by: The date on which the contract was last amended and the ID of the user that amended the contract.
This tab is displayed if you are creating a contract for a Menu, Part (supplied directly or indirectly), Product group (supplied directly or indirectly) or Part discount code. Within this tab, enter the details for the first contract period.
Start date: Enter the date on which the contract terms start.
End date: Enter the date on which the contract terms end. A date must be entered.
Contract price/Volume [1-3]: Enter the selling prices or enhanced discount percentages to be given for the quantity breaks (volume) required. For example, enter selling prices for a parts fixed price contract or the enhanced discount percentages for an enhanced (additional) discount parts contract. The correct order is important for display purposes in Point-of-Sale. If volume terms are not part of the contract, enter a single price/discount in the first slot with a quantity break (volume) of zero or minimum quantity to obtain the special price/discount.
Reference number: This field must be completed for the contract to be effective. Enter something meaningful, such as the initials of the person who agreed the contract or an order number.
Currency code: Enter the Nominal Ledger currency code in order for the system to convert contract prices at the correct exchange rate.
Customer part ref: Tick this box if you want to append the contract reference number to the Free text field in the WIP line group box of the Part Details form in Point-of-Sale.
Dead record: Is this a dead record? Yes or No. This field is normally set by the Mark Dead Contracts report.
This tab is displayed if you are creating a contract for a Menu, Part (supplied directly or indirectly), Product group (supplied directly or indirectly) or Part discount code. Within this tab, enter the details for the second contract period, if required.
Start date: Enter the date on which the contract terms start.
End date: Enter the date on which the contract terms end. A date must be entered.
Contract price/Volume [1-3]: Enter the selling prices or enhanced discount percentages to be given for the quantity breaks (volume) required. For example, enter selling prices for a parts fixed price contract or the enhanced discount percentages for an enhanced (additional) discount parts contract. The correct order is important for display purposes in Point-of-Sale. If volume terms are not part of the contract, enter a single price/discount in the first slot with a quantity break (volume) of zero or minimum quantity to obtain the special price/discount.
Reference number: This field must be completed for the contract to be effective. Enter something meaningful, such as the initials of the person who agreed the contract or an order number.
This tab is only displayed if you are creating a contract for an RTS code. It is possible to create up to two contracts with different labour rates for each contract.
Contract 1 and 2:
Start date: Enter the date on which the contract terms start.
End date: Enter the date on which the contract terms end. A date must be entered.
Labour rate: The labour rate code for the selected POS company.
Reference number: This field must be completed for the contract to be effective. Enter something meaningful, such as the initials of the person who agreed the contract or an order number.
Currency code: Enter the Nominal Ledger currency code in order for the system to convert contract prices at the correct exchange rate.
Dead record: Is this a dead record? Yes or No. This field is normally set by the Mark Dead Contracts report.
PUSH BUTTONS:
Search: Allows you to search for a contract.
Create: Allows you to create a new contract or clone an existing record.
Delete: Allows you to delete a contract.
Amend: Allows you to amend a contract.
Save: Saves changes to the record.
Exit: Returns you to the SO CONTRACT PRICING menu.
