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Contracts

CUSTOMER and regional CONTRACTS

Contracts are used to record contracts and releases of product during the contracted period. The Contract table open to show a list of contracts in the system. If this is the first contract the table will be blank.

The new contract opens with an Active status.

Principal

The contract is between two parties the Principal (supplier) and the customer. Start to type the name of the Principal and the program will start to fill in the companies available. You can also select from a pop up list by pressing the magnifying glass image.

Customer or Region

This is the company or set of entities (region) purchasing the contracted product. You can select a Customer OR a Region but not both.

If a customer is selected, the Terms, Broker, etc. default to that which is set for the customer (as before).

If a Region is selected, you can set these and the other fields as necessary.

On a Regional contract, there would be a product entry for each customer in that region. The customers shown for selection are for the region specified on the contract header.

This allows you to specify different pricing and/or quantities per customer / customer location.

If you try to save the contract with both customer and region selected, you will see an error message.

EDI

When customer orders are created via the EDI process, there is a active contract product lookup first by customer and product and then by region and product. If found, the EDI order item (release) will be linked to the contract and applicable customer product record. You can then easily see from the contract view, the releases that have been linked to the contract:

Contact

This should be filled in from the selected customer record. You can choose a different individual if needed.

Terms

Enter the agreed to payment terms for the transactions. This is automatically filled in when the customer is chosen. It can be changed.

Broker

The sale can be assigned to any Broker or the program will default to the broker assigned to the customer. This field links the contract back to the selected Brokers/Sales Agent.

Ship Via

The carrier to be used to ship the product. Sometimes the customer will recommend a shipper.

Ship to Whouse

A specific warehouse to ship to can be selected with this field.

FOB

Freight On Board is where the product is to be loaded on the vessel (truck, ship etc.)

POD

Point of Delivery is the location for discharge of the product.

Commission

Commissions can be created as a percent of the total sale, a fixed amount or none. Internal sales do not normally have a commission associated with them.

Customer Contract No.

Add the contract number given by the customer to be able to reference their documentation in the future.

Date Entered

This is automatically filled in with todays date.

By

This is the person who entered the contract.

Contract Start and End Dates

When the contract is negotiated the sales person will work with the customer to determine the length of the contract.

Shipping and Billing Addresses

Select the shipping and billing addresses for the contract. This should automatically fill in after the customer is selected. It can be changed.

Products

Products are entered in the product table. Please note the vendor providing the product must be chosen first.

The contract product entry form had the same Calculate Commission via Net Weight option added, as well as the Calculate Sales Total via Net Weight option.

In addition, you can specify the Quantity is per and Price is per UOM/PT. The values are inherited from the product selected.

The new options transfer to the customer order via the Create Release options.

The contract print was updated to show the new price is per UOM/PT:

The entry of product is very similar to an order entry. See sales order entry for product entry details.

Right Side Task Panel

	Copy
	When the copy button is pressed the selected contract (without releases) will be completely duplicated under a new contract number for modification saving. This is a very fast method to enter a contract that is almost the same as one in the system.

Create Releases

Releases can be created at the time the contract is entered or on an individual basis applied to the selected contract and product.

If a single release is requested then the pop up form asks for the quantity, date to ship and the customer order number. Leaving the customer order number blank will start a new order. To add this release to an existing order select the customer order when entering the existing order number.

Multiple releases allows you to create a future set of releases based on the customers needs.

The Naviteer customer contract module has a feature that allows you to generate one or more customer order releases for the selected contract and product. This tool is located here:

You can now import release details from an Excel file (and CSV file – comma delimited text file). Click the button shown on the lower left of the above window to access the import function.

You can copy your Excel file from your PC to the Naviteer server while running Naviteer in your browser by clicking on the down arrow in the top middle area of the browser window, which will reveal this toolbar:

Click the 2^nd image (up arrow -> cloud). Select the file to copy and click Open. The file is then copied to the Naviteer server’s user document folder that matches your server login.

You can always view the files in that folder via the Naviteer File Manager (User):

From here, you can view, delete or Email the selected file. At this time, you cannot yet view Excel files so you will need to view these files locally on your PC.

Click the file lookup button to select your Excel file.

The Sheet and First Row default to 1.

Click the 5) Load Some Rows to load some of the data (30 rows max) so that you can then match the correct columns with the destination data fields.

Let us know if you need any additional data to be imported.

At this time, the Release Number (if any) will be appended to the PO Number.

When you are ready to import, click the 7) Import Contract Releases button.

After the data is imported, you will be taken back to the main release-processing window and the release data will be shown:

You can click into any column if you need to change any of the data.

Click the Create Customer Order Releases button to generate the customer orders.

With the contract selected, you can use this option to show the releases with optional update:

Releases

This button shows all of the releases attached to the contract for the selected (highlighted) product. The entries can be double clicked to go to the actual order.

	Top Ten Customers
	This button shows a listing of the top ten customers See Dashboard under Sales Analysis for more information.

	Print Contract Report (filtered)
	This is powerful method of selecting contracts based on a query criteria. For example, if you want to print contracts for a particular customer you can set the query and choose filtered contract report. See Search functions under common functions for creating a specific selection. Quick search will allow you to choose a specific customer. The resulting report can be sent to Excel or printed.

	Print Contract Report
	Create a report for the selected (highlighted) contract or just a single Highlighted product in the contract. If you select the contract it produces a report with all products and all the releases. See below.