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Contract Fields

Contract Fields

The table below lists the fields of the Contract form and provides utilization guidelines for each field.

Field Label Utilization Guideline
Name

The Name field is used to enter the name of the contract.

If a unique ID is given to each contract, then this ID can be added at the start of the name.

Example:

  • 2EGXQ2W – Dell 3-Year ProSupport and Next Business Day Onsite Repair for CMP00035
Category

The Category field is used to select the appropriate category for the contract.

Status

The Status field displays the current status of the contract.

The available options are:

  • Being Prepared – The contract has not yet been finalized.
  • Scheduled for Activation – The contract has been finalized. It will automatically be activated when its start date has been reached.
  • Active – The contract is currently in effect. The Status field is automatically changed from “Scheduled for Activation” to “Active” when the start date of the contract has been reached.
  • Expired – The contract is no longer in effect. The Status field is automatically changed from “Active” to “Expired” at the end of the day that is selected in the Expiry date field. It is not possible to manually set the Status field to “Expired”.
Customer

The Customer field is used to select the organization that pays for the contract.

Customer representative

The Customer representative field is used to select the person who represents the customer of the contract.

Supplier

The Supplier field is used to select the organization that has provided the contract to the customer.

Supplier contact

The Supplier contact field is used to select the person who represents the supplier of the contract.

Start date

The Start date field is used to specify the first day during which the contract is active.

This field is automatically set to the start date of the first configuration item that is related to the contract, provided that a start date was not already specified.

Notice date

The Notice date field is used to specify the last day on which the supplier organization can still be contacted to terminate the contract to ensure that it expires on the intended expiry date. The Notice date field is left empty, and the Expiry date field is filled out, when the contract is to expire on a specific date and no notice needs to be given to terminate it.

As long as notice still needs to be given to terminate the contract, the Expiry date field is to remain empty.

Expiry date

The Expiry date field is used to specify the date through which the contract will be active. The contract expires at the end of this day if it is not renewed before then. When the contract has expired, its status will automatically be set to “Expired”.

As long as notice still needs to be given to terminate the contract, the Expiry date field is to remain empty.

Time zone

The Time zone field is used to select the time zone that applies to the start date, notice date and expiry date of the contract.

By default, this field is set to the time zone of the account.

Remarks

The Remarks field is used to add any additional information about the contract that might prove useful.

This field allows basic text formatting.

Attachments

The Attach file… link is used to attach a file to the contract. Multiple attachments can be added to a contract.

Coverage
Configuration items

The Configuration items field is used to select the configuration items that are covered by the contract.

Invoices
Invoices

The Invoices table field lists all invoices that have been added to the contract. For each invoice, this field shows the invoice date, the invoice number, a description, and the amount of the invoice. The total amount of all invoices of this contract is summed up under the individual amounts.