Enter a Contract Record

Use the Price-Contract Maintenance (PCM) program to enter, change, copy, delete, and print contract records. See Background and Road Map for more information.

Note
If you are reviewing or updating existing contracts, you may find Contract Inquiry by Customer or Contract Maintenance by Customer more expedient.

When you select Contracts, the program lists the contract pricing types set up in the Price Hierarchy Maintenance (PHM) program.
Highlight a line and click Select or double click the line.

The program lists existing contracts:

Field Name	Display
Customer	The customer number
ARC?	A check mark indicates this customer is billed directly
Customer name	The name of the customer
Contract number	The number that identifies this contract
Curr	The currency used for this contract
Price br	The pricing branch
Effective	The date this contract goes into (or went into) effect
Expiration	The date this contract expires
Reference	A reference or notation made about the contract

Choose the appropriate options:

To	Do This
Review or change a contract	Highlight the line and click Select or double click the line..
Add a customer contract	Click Add.
Delete a contract	Highlight the line and click Delete. See Delete.
Copy a contract	Click Copy. See Copy.
Print the listing	Click Print. See Print.
Exit the program	Click OK and then click Exit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Customer	Required	Enter the customer number or click the Lookup icon and use the standard lookup options to select the customer from a list. This field can be maintained only when you are adding a new record.
Contract number	Required 20 alphanumeric	Enter New or # if you want the program to assign the next available contract number. Use the Numbering System Setup (XOC) program to set up a contract numbering scheme. OR Enter a unique identifier for the contract you want to enter. You can do this only if Allow override? is selected for Customer Contract in Numbering System Setup. This field can be maintained only when you are adding a new record.
Currency	Required	Accept the customer's currency code or select a different currency for this contract. This field is available only if your system is set up to use multiple currencies.
Pricing branch	Optional	Accept the displayed pricing branch or select another branch.
Effective date	Optional 10 date	Select the date on which this contract goes into effect, enter a date shortcut, or leave blank to use 01/01/1900.
Expiration date	Optional 10 date	Select the date on which this contract expires, enter a date shortcut, or leave blank to use 12/31/9999.
UOM	Optional 4 alphanumeric	Select the sales unit of measure if a single UOM applies to all items included in this contract.
Reference	Optional 30 alphanumeric	Enter a reference or short descriptive note.
Qty contracted	Optional 11 numeric	Enter the total quantity of items included in this contract, if the contract has a quantity limit. For example, if the contract is for 1000, it expires when a customer orders 800 of item A, 199 of item B, and 1 of item C.
Qty ordered to-date	Display	The quantity that has been ordered against the contract to date

This information is also displayed:

Field Name	Display
First order date	The first date the customer ordered against this contract
First qty ordered	The quantity first ordered against this contract
Last order date	The most recent date the customer ordered against this contract
Last qty ordered	The quantity most recently ordered against this contract
Contract created	The date this contract was created
by	The user that created this contract
Last changed	The most recent date changes were made to this contract
by	The user that most recently made changes to this contract

Choose the appropriate options:

Note
If this is a new contract, a message that the contract was created is displayed when you click OK or Lines. When you click OK to acknowledge the message, the program prompts for the first line of the contract. See Step 6.

To	Do This
Delete the displayed contract	Click Delete. See Delete.
Enter notes	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you set up user fields for this program in User Fields Maintenance (XMO).
Display changes made to this contract	Click Audit. See Display an Audit Trail. This button displays only if the audit trail for the Contract Header (C1DH) file is activated in Audit Trail Maintenance.
Enter lines (i.e., items) on this contract	Click Lines.
Return to the list of contracts	Click OK. See step 3.

The program displays the customer or group and the contract number followed by the items on the contract:

Field Name	Display
Item number	The item number
UOM	The item's unit of measure
Qty contracted	The quantity of the item contracted
Qty ordered	The quantity ordered against the contract to date
Price	The contracted price for the item
First order	The date of the first order
First qty ordered	The quantity ordered on the first order
Las order	The date of the most recent order
Last qty ordered	The quantity ordered on the most recent order

Choose the appropriate options:

To	Do This
Add a line	Click Add.
Delete a line	Highlight the line and click Delete. See Delete.
Copy a line	Highlight the line and click Copy. See Copy.
Review or change a line	Highlight the line and click Select or double click the line..
Print the listing	Click Print. See Print.
Return to the contract header	Click OK.

Enter data or change data in these fields:

Field Name	Type / Max Length	Action / Description
Customer/Group	Display only	The customer you selected.
Contract number	Display only	The contract you selected
Item number	Required	Enter the item number or click the Lookup icon and use the standard lookup options to select the item from a list. This field can be maintained only when you are adding a new line to the contract.
UOM	Required 4 alphanumeric	Accept the displayed sales unit of measure or select a different UOM for this item. This field can be maintained only when you are adding a new line to the contract.
Qty contracted	Optional 22 alphanumeric	Enter the quantity of this item included in this contract. For example, if the contract is for 800 of item A, it expires when a customer orders the 800th.
Full pricing?	Optional	Select if you want to set up list, cost, or margin-based pricing with adjustments and volume discounts or leave blank to enter a set price in the Price field. See Enter a Price Record.
Price	Conditional 14 alphanumeric in the format 999999999.99999	If you did not select Full pricing?, enter the price for this item on this contract.

Choose the appropriate options:

To	Do This
Change the contract quantity or pricing	Move to cursor to the field and make required changes and click Apply.
Delete the item from the contract	Click Delete. See Delete.
Enter notes	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you set up user fields for this program in User Fields Maintenance (XMO).
Display changes made to this contract	Click Audit. See Display an Audit Trail. This button displays only if the audit trail for the Contract Detail (C1DD) file is activated in Audit Trail Maintenance.
Add another item or return to the list of items on the contract	Click OK. See step 6. If you added an item to the contract, the program prompts for another item. See step 7. Click OK to return to item list.