RecTrac's Contracts enables you to organize, track, and bind complex transactions into a Contract. A Contract is a grouping of one or more RecTrac transactions / SADetail records. Setting up billing and billing schedules at the Contract level provides your organization with a robust solution for simplifying large, often recurring reservation sets and transactions.Contracts gives you comprehensive and current reference information about your reservations and payment schedule, including Facility reservation dates and times, a Fee breakdown / billing schedule, and potentially Facility usage information, FAQs, maps and diagrams, etc. In providing an aggregated view of complex transactions along with simplified billing options, Contracts streamlines business processes particularly for large-scale events planned well into the future, such as concerts, weddings, and conferences, as well as recurring transactions such as rentals. For organizations that frequently manage complex sets of transactions, RecTrac Contracts streamlines your business by:
- Increasing efficiency by simplifying the billing process.
- Maximizing RecTrac value if you currently use other software to manage complex transaction sets.
- Offering increased diversity in scheduling and billing options.
- Generating a Contract Letter that summarizes critical reservation / billing information.
See Also: Topic Doc - Contracts
SAContractUpdate_Tab1
Contract Code (SAContract_ContractCode)
If you are creating a new Contract, enter your Contract Code in this field. Codes may be alpha and/or numeric.
This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Contract, you will not visit this field.
DeleteHousehold Number (SAContract_HouseholdNumber)
Choose the Household Number to assign to the Contract.
DeleteShort Description (SAContract_ShortDescription)
Enter the Short Description for this Contract. The short description appears on reports, receipts, etc.
DataGrids in RecTrac can be sorted by description, if desired.
DeleteLong Description (SAContract_LongDescription)
Enter the Long Description of this Contract. DataGrids in RecTrac can be sorted by description, if desired.
DeleteStatus (SAContract_RecordStatus)
Select the status of your Contract:
- Active
- Inactive
- Default - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the Contract Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
DeleteAutomatically Create Billing? (SAContract_AutoCreateBilling)
Select this option if you would like to automatically generate billing records for items as they are added to the cart while this contract is set.
DeleteInstallment Billing Options (SAContract_InstallmentBillingOption)
If you are creating a default record, select the Installment Billing Options that should be available for use when using this default record.
If you are creating a Contract using a default or blank record, you will not visit this field.
DeleteInstallment Billing Template (SAContract_InstallmentBillingCode)
Select the Installment Billing Template to be used by the contract to create installment bills.
This Template will be used to create bills during Global Sales checkout, if the Billing Option is set to the Contract Installment Billing option.
DeleteContract Letter (SAContract_WaiverCode)
Select the Letter for this Contract.
The Letter that you select can be printed automatically on receipt or manually on check-out.
Contract letters are managed in Letter Group Management. Code Type = Contract.
DeleteDocument Generation Option (SAContract_PrintOptions)
Select the Document Generation Option for the Contract linked to this letter group.
The Receipt Option will generate a Contract Letter after checkout.
The Manual Option will not generate a Contract Letter after checkout. Manual generation is available in Document History under the Global Sales Contract Tab.
The generated Contract Letter can always be accessed in the Contract Tab of Global Sales.
Delete