Implementing the Contract Functionality: To Create and Activate an Empty Contract Draft for a Support Contract

In the following implementation activity, you will learn how to create an empty contract draft for a support contract and activate it.

Story

Suppose that the SweetLife Fruits & Jams company, in addition to deploying juicers, also specializes in providing maintenance. The Unifruit LLC customer previously purchased juicers and now needs to enter into a maintenance support contract. On 3/8/2023, the support contract was signed by both parties.

According to the terms of the contract, it has the Expiring status, and the contract span is three months. On 3/10/2023, the service under the contract was provided by one regular specialist for four hours for a total sum of $480. This service was reflected in the system in a separate case. The service of maintenance specialists costs $120 per hour, and the price is not dependent on the skills and position of the employee. The billing of the contract will be performed monthly and on a per-case basis.

Acting as a sales manager, you will create an empty contract draft for a support contract and activate it.

Process Overview

In this activity, on the Segmented Keys (CS202000) form, you will first configure the system to assign automatically numbered identifiers to contracts. On the Accounts Receivable Preferences (AR101000) form, you will configure the settings of the accounts receivable functionality. Then on the Customer Contracts (CT301000) form, you will create an empty support contract with Draft status. Then you will set up and activate the contract simultaneously.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

System Preparation

To prepare to perform the instructions of this activity, do the following:

1. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. To sign in as a sales manager, use the following credentials:
   • Username: chubb
   • Password: 123
2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 3/8/2023.
3. As a prerequisite to this activity, complete the Implementing the Contract Functionality: To Create an Empty Template for a Support Contract activity to create the empty contract template that you will use during the creation of the empty contract draft for the support contract.

Step 1: Enabling Auto-Numbering for Contracts

In MYOB Advanced, contract identifiers are created based on the CONTRACT segmented key. To configure the system to assign automatically numbered identifiers to contracts, on the Segmented Keys (CS202000) form, do the following:

1. On the Summary area in the Segmented Key ID box, select CONTRACT.
2. Click Edit to the right of the Numbering ID box to review the configuration of the CONTRACT numbering sequence on the Numbering Sequences (CS201010) form. This predefined numbering sequence is used in the CONTRACT segmented key by default.
3. Close the Numbering Sequences form.
4. In the table on the Segmented Keys form, select the Auto Number check box for the only row, which contains the settings of the single segment included in the segmented key.

   Contract identifiers can be defined to include multiple segments. However, automatic numbering can be enabled for only one segment. Note that the length of the auto-numbered segment must match the length of the numbering sequence specified in the Numbering ID box.

5. On the form toolbar, click Save.

Step 2: Configuring the Settings of the Accounts Receivable Functionality

To be able to use the needed accounts receivable functionality, on the Accounts Receivable Preferences (AR101000) form, do the following:

1. On the General tab, clear the Hold Documents on Entry check box.

   With this check box cleared, any invoice issued when a contract is billed will have the Balanced status.

2. On the form toolbar, click Save.

Step 3: Configuring an Empty Contract

To create an empty support contract, do the following:

1. On the Customer Contracts (CT301000) form, add a new record.
2. In the Summary area, do the following:
   1. In the Contract Template box, select REGULARSUP. The system will automatically fill in the billing policy settings with those of the selected template
   2. In the Customer box, select UNIFRUIT.
3. On the form toolbar, click Save.

Step 4: Setting Up and Activating the Contract Simultaneously

To set up and activate the consulting contract simultaneously, do the following:

1. On the Customer Contracts (CT301000) form, open the Regular support services)contract you have created in Step 3.
2. On the More menu (under Processing), click Set Up and Activate Contract to activate the contract.
3. In the Activation Date box of the Activate Contract dialog box, which opens, leave 3/8/2023, and then click OK (see the following screenshot). After the contract is set up and activated, notice the following:
   • The contract now has the Active status.
   • The setup and activation dates have become unavailable for editing.
   • The Expiration Date is 6/7/2023 and the boxes in the Billing Schedule section have been populated based on the template settings and the activation date that you have specified.
   • The next billing date is 4/8/2023.
   • No invoice has been generated on the initiation of an empty contract, so the table on the AR History tab of the form is still empty.

   
   
   

You have created the empty support contract and activated it. Now you can proceed to creating the case usage for the support contract.