Contracts

This webform enables you to record all the contracts related to your building management system. The contracts can accept any type of contract defined on the "Contract types" webform. Enter the contract type and status and enter relevant data about the contracting entity and contractor. Also record the most important specifications such as the debited cost center, term and notice period. Finally, enter all information relating to financial management such as rates and budget. With this webform, you have an overview at all times of all statements of account relating to the contract.

Workflow

This info area contains all workflow data relating to the current data record.

Society

Assign the contract to a company and select the corresponding bank details.

Property	Description
Bank of Receiver	Select the contractor’s bank account details and thus the payment recipient.
Associate	Select the associate for which the contract is valid.

Contractual partner

Specify who the contractual partner is and, if necessary, assign a customer number and bank details.

Property	Description
Bank of Orderer for Direct Debiting Service	Select the contracting entity’s bank account details.
Contractual partner	Select the contract partner.
Debtor	Select the customer number if several customer numbers are assigned to the contract partner and a debit position is to be created for the contract.

Identification

Information on the data record’s identification is entered in this section.

Property	Description
Main contract	Assign the contract to a higher-level main contract. This is also possible if the contract itself is already the main contract for other contracts.
Payment due	Select the payment due date.
Original Place of Deposition	Select the storage location in which the original version of the document is kept.
Description	Enter descriptions or information about the contract.
Batch number	Select the contract’s batch number.
Tenant Balance	Indicate whether the contract should be taken into account in the tenant balance.
Code	Enter an abbreviation for the contract (e.g. the contract number).
Contract Name	Enter the full name for the contract.
Contract Type	Select the contract’s contract type.
Customer	Select the customer.
Contract Status	Select the contract’s contract status.
Contractor	Select the contractor.
Society as	Specify whether the company acts as contractor or client.
Contract catergory	Select the contract’s category.
Internal ID (Data ID)	The ID assigned by the system to uniquely identify the data record.

Term & Extension

In this section, all basic data about the contract's term and extension conditions can be managed.

Property	Description
Signed on	Select the date of signing the contract in the adjacent date picker.
Beginning of Term	Select the date on which the term of the contract starts.
Extension (Amount)	Enter the number for the extension. This is combined with the time unit and used to calculate the end of the contract after renewal when you perform the "Renew contract" action under Extras.
Extension (Unit)	Select the time unit for the contract's extension. This selection is connected to the "Extension (Amount) field.
End of Term	Select the date on which the contract terminates.
Extensions carried out	Number of contract extensions already completed.
Amount	Enter the number for the minimum term. The time unit is defined in the "Minimum term (time unit)" field.
Term Unit	Select the time unit for the contract's term. This selection is connected to the "Term (Number) field.
Extended until	Select the date on which notice to terminate the contract was given.

Cancellation & Resubmission

In this section, the contract's conditions for cancellation and resubmission can be managed.

Property	Description
Cancelation Period (Unit)	Select the time unit for the contract's notice period. This selection is connected to the "Notice period (Number) field.
Cancelled on	Select the date on which notice to terminate the contract was given.
Cancelation Period (Amount)	Enter the number for the notice period. The time unit is defined in the "Notice period (time unit)" field.
Requires written form?	Notice of cancellation requires written form?
Resubmission	Select the contract resubmission date in the adjacent date picker.
Reason for Resubmission	Select the reason for the resubmission.
Expiry of notice period	The date by which the contract can be terminated. It is calculated automatically on the basis of the notice period and the end of the contract. You can overwrite the date manually, but it will be recalculated if the contract end date is changed after renewal. Use contract events for individual reminders.

Options

All information on contract options and their exercise can be entered in this info area.

See also: Options

Contractual Documents

In this section, any type of document relating to the contract (e.g. a scanned version of the original) can be uploaded.

In this section you can upload, download and manage files.

Contract Assignments

In this section, the contract can be assigned to a location, a building or an object on hierarchy level 2 or 3.

Property	Description
Location	Select the location to which the contract should be assigned.
Building	Select the building to which the contract should be assigned.
Hierarchical Level 3	Select the object on hierarchy level 3 to which the contract should be assigned.
Cost Center	Select the cost center which should be billed with the contract's costs.
Hierarchical Level 2	Select the object on hierarchy level 2 to which the contract should be assigned.

External financial accounting software (EFAS)

Control the integration with external financial accounting systems and define parameters for importing orders.

Property	Description
Lowest amount for partial accounting	Lowest amount for partial accounting
EFAS contract number	EFAS contract number
EFAS create date	EFAS create date
Import purchase orders from EFAS	Import purchase orders from EFAS
EFAS contract owner	EFAS contract owner

Places of Deposition

In this section, all locations are entered in which a copy of the contract is stored.

See also: Assignment: Contracts to Places of Disposition

Contractual events

Events for the contract can be created here. Events that have already been created for the contract are listed here. If an event is pending, the responsible group selected in the event is informed by email. If no group is selected, the group that is assigned for the assigned contract type or contract category is informed.

See also: Contractual events

Contract Values

All contract values ("Rates") are listed here. Other rates for the present contract can be entered by pressing the "Add contract value" button.

See also: Contract Values

Contract items

This list contains specifications defined in the contract for service confirmations from the client. They can be created manually or imported using the GAEB-X86 import. If the service provider is to be provided with free text items, these must always be created manually.

See also: contract service items

Budget positions

This list shows all budget items from budget management that have been assigned to this contract.

See also: Allocation: Tasks to Contracts

Incoming invoices belonging to this contract

This list shows all incoming invoices that have been assigned to the contract.

See also: Incoming invoices

Outgoing invoices belonging to this contract

This list shows all outgoing invoices that have been assigned to the contract.

See also: Outgoing invoices

Purchase orders belonging to this contract

All FM orders that have been assigned to this contract are shown in this list.

See also: Orders

Bank statements belonging to this contract

This list contains all account statements relating to payment transactions for the contract.

See also: Payment allocations

Contractual services

This report shows all service items that exist for this contract. In addition to important key data such as company, client, contractor, contract number, contract content and term, the item number, quantity, unit, short text, long text, unit price, surcharge, VAT and the unit price with surcharge are displayed for each service item.

Billing overview

This report shows the service items to be invoiced for all FM orders assigned to the contract. The order number, the order text and the order date are shown for each order. The individual order items are listed with item number, unit price according to the framework agreement, ordered quantity and total price according to the order, quantity and total price according to the invoice and with the contractual differences. You can therefore use this report, for example, to compare ordered and invoiced services.

Comments

This section features an editor which can be used to enter comments about the contract. The comments can be freely formatted and saved with the "Add comments" button.

In this section you can add and edit comments and annotations.

Objects

List of objects assigned to the contract. Click on "

See also: Assignment of objects-contracts

Subordinate contracts

List of all contracts to which this contract is assigned as a higher-level contract.

See also: Contracts

Automatic resubmission (with email dispatch)

This group includes features for the automatic resubmission of contracts, including e-mail notifications. It controls the time-controlled reminder of important contract-related activities or deadlines.

Property	Description
ticket	Connection to the workflow ticket

Responsible for contract types and categories

Responsible for contract types and categories

See also: Responsible for contract types and categories

List VM_MIETVERTRAEGE_T

List VM_MIETVERTRAEGE_T

See also: Lease Contracts

List RE_KFZ_FAHRZEUG_T

List RE_KFZ_FAHRZEUG_T

See also: Vehicles

List IH_AUFTRAG_T

List IH_AUFTRAG_T

See also: Order list

List IH_AUFTRAGSPLAN_T

List IH_AUFTRAGSPLAN_T

See also: Order planning

List PM_AUFTRAG_T

List PM_AUFTRAG_T

See also: Orders

List RE_KFZ_FAHRZEUG_T

List RE_KFZ_FAHRZEUG_T

See also: Vehicles

List RE_KFZ_FAHRZEUG_T

List RE_KFZ_FAHRZEUG_T

See also: Vehicles

Maintenance contract

This links to the maintenance contract in Maintenance, which contains further information on this contract.

See also: Maintenance contracts

Webform Extension

When the tradesperson logs into the portal for the first time, an e-mail is sent to a defined e-mail address in the system configuration. The contract coordinator may only activate the "Import orders from FNA" checkbox in the contract after the first successful login of the respective tradesperson.

GAEB Import (X86)

The "Contracts" form has an import function for GAEB order notifications (GAEB X86 files). When importing, the order notifications are created as templates for service confirmations. See IC2089.

LogicController

Internal system information.

Extend contract

Use this action to increment the contract end date after extension by an extension (number) of extension (time unit). If you have entered 1 year(s) in these two fields, the contract end date will be incremented by one year after renewal. Note that this happens every time you use this action.

Rebookings

All rebookings for the contract can be opened in the workbar under "Further data".

See also: Rebookings

Copy contract multiple times

Use the new "Copy contract multiple times" function under Extras in the contract menu to create multiple copies of the open contract. When copying, you can influence the contract numbers of the copied contracts. The following data is copied together with the contract: options, distribution list/storage locations. Contract value details, contract values, service items, contract events, dynamic features for which the "empty when copying" parameter was NOT selected.