User Guide

Create a Contract

  1. Choose the search icon (ALT+Q), enter Contracts, and then choose the related link.
  2. Select New.
  3. Proceed to fill the fields as necessary. Hover over a field to read a short description.
Tip

The Advanced mode means that contract lines can have different posting dates and invoicing intervals. If e.g. one contract line should be billed once a year and another every month, then it is possible to manage that when the Advanced mode field is activated. Learn more at How To Use Advanced Mode.

Note

When Project Planning Lines is selected in the field Create on the Contract Header, select the Project No. and Project Task No. and both fields will be inherited from the Contract Header to new Contract Lines and can be changed.

Retrieve and copy information from an existing contract

  1. To copy information from an existing Contract, select action Copy Contract on the Contract page.
  2. Proceed to fill the fields as necessary. Hover over a field to read a short description.

Create Contract Category Code and Contract Group Code

Create categories and groups to more easily filter and manage your Contracts and automate your recurring invoicing.

  1. Choose the search icon (ALT+Q), enter Contracts, and then choose the related link.

  2. Select the field Contract Category Code or Contract Group Code and select New.

  3. Proceed to fill the fields as necessary. Hover over a field to read a short description.

  4. Select OK to create.

Create a Contract Item

  1. Choose the search icon (ALT+Q), enter Contract Items, and then choose the related link.
  2. Select New.
  3. Proceed to fill the fields as necessary. Hover over a field to read a short description.

Contract Lines and Contract Detailed Lines

The Contract Lines will be displayed on invoices. The Contract Detail Lines are used when Contract Unique Price is set to Yes on the Contract Lines. Each Contract Line can have one or more Contract Detailed Lines. The Contract Detailed Lines are only for internal use and will not be shown on invoices.

Manage prices

Prices and discounts can be handled with the standard functionality in Business Central or on each contract using contract unique prices.

Note

To manage prices of a contract line you mark the Contract Line you want to manage and then select the action Prices. The standard Dynamics 365 Business Central Price List will open.

Important

Read about the pricing experiences and how to register sales prices and discounts on Microsoft Learn.

Note

Contract Unique Prices are manged manually on the Contract Detail Lines or the Contract Lines depending on what is selected in the Contract Unique Price field on the Contract Header.

Release and Reopen Contracts

In order to create transactions (Invoices/Orders/Project Planning Lines) the Contract needs to be released, by selecting action Release. To edit a Released Contract select the action Reopen.

Note

The checks that are made when a contract is released are either those that must be remedied in order to be able to release the contract or checks that are for informational purposes only, read the message that is displayed and act on it.

Tip

Use Parrot's standard contract approval workflow. You can configure the workflow on the Workflow Templates page, where you can view all available workflows. As an example, you can use this to set monetary limits on who can approve contracts and configure the contract to attain a Released status once it has been approved. Learn more about Workflows.

Create Documents or Project planning lines from Contract

The contract can create orders, invoices or project planning lines depending on the setup on the contract. See the field Create in the Contract Header. You can Create Documents or/Project planning lines in batch or one at a time from the contract.

Create Documents or Project planning lines from Contract in batch

  1. Choose the search icon (ALT+Q), enter Create Document from Contract, and then choose the related link.
  2. Enter a date in the field To Next Posting Date to (only) create documents or planning lines for contracts that has an earlier date in the field Next Posting Date on the Contract Header.
  3. Set filters if you want to limit the contracts that the batch job will process.
  4. Select OK to create documents and/or planning lines.
Tip

Select Contract Batch Error List to see an overview of contracts that failed after using the Create Document/Planning lines - batch action.

Create Documents or Project planning lines from the Contract List

  1. Choose the search icon (ALT+Q), enter Contracts, and then choose the related link.
  2. Choose the contract(s) you would like to create a document from and select the action Create Documents/Project Planning Lines or Create Documents/Project Planning Lines - Batch.

Analyze Posted Entries

  1. Choose the search icon (ALT+Q), enter Contracts, and then choose the related link.
  2. Open the Contract to analyze.
  3. Select the action Ledger Entries and all ledger entries (both posted and not posted) for the selected contract is displayed.
    1. To see more details, select action Project Planning Lines or View Document to see the posted sales invoice or credit note.
    2. It is possible to use action Delete on entries that are not posted.

Configure a warning if a Contract Line reaches its end date

The No. field on the Contract page turns red if a contract line is within a range for the warning.

  1. Choose the search icon (ALT+Q), enter Contract Setup, and then choose the related link.
  2. Select Ending Date Warning Interval and set a date formula to mark the contract as expiring.
Note

As an example, 1M is used to highlight contracts with lines that have an end date within 1 month, appearing in red on the contract list.

Analyze Contracts

On the Contract list, you can use the Contract Analysis action to display several calculated fields to facilitate the analysis of your contracts. A FactBox pane with the same calculated fields is also available in the contract.

  1. Choose the search icon (ALT+Q), enter Contracts, and then choose the related link.
  2. Select Contract Analysis.
Tip

You can set filters to analyze your contracts and calculate various fields. Read more on the How To Analyze Contracts page.

See Also

Post Sales on Microsoft Learn

Correct or Cancel Unpaid Sales Invoices on Microsoft Learn