Entering an Agreement - Dates Card
This page describes the fields on the 'Dates' card in the Agreement record window. Please follow the links below for descriptions of the other cards:
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- Start Date, End Date
- Paste Special
Choose date
- The dates when the Agreement is due to start and end.
- You must specify a Start Date to be able to save the record, but you do not need to specify an End Date to allow for open-ended Agreements.
- You can change both dates after marking an Agreement as OK.
- These dates will be used as default Start and End Dates in all Reservations that you create from the Agreement (unless the Start Date is in the past, in which case the current date will be the default Start Date in new Reservations).
- The Start Date in any connected Reservation cannot be earlier than this Start Date or later than the End Date if there is one.
- The End Date in any connected Reservation cannot be later than this End Date if specified.
- Type
- Paste Special
Rental Charge Types setting, Rental module
- The Charge Type is the charging schedule for the Agreement. It determines how often rental charges will be added to the Agreement (i.e. it determines whether Items rented out as part of the Agreement will be charged using daily or monthly charge out rates or on a fixed price basis).
- If you have marked an Agreement as OK, you will need to specify a Type before being able to save.
- Trans. Date
- Paste Special
Choose date
- This field automatically records the date when an Agreement was added to your Standard ERP database. You will not be able to change this date in an Agreement that you have marked as OK and saved. If the Agreement is in Currency, it will use the Exchange Rates that are valid for the date specified here.
- Pay Terms
- Paste Special
Payment Terms setting, Sales/Purchase Ledger
- Default taken from Contact record for the Customer (Sales Pay. Terms)
- The Payment Terms that you specify here will be transferred to any Invoices that you create from the Agreement. In addition simply to ensuring that the correct Payment Terms appear on Invoices (in the Language of the Agreement if necessary), entering basic Payment Terms records using the Sales Ledger setting can enable a system of early settlement discounts to be established.
- Cancel Date
- Paste Special
Choose date
- If the Agreement is cancelled, enter the date when it was cancelled here. This is for information only.
- Status
- Use these options to set the current status of an Agreement.
- Active
- Use this option for Agreements in progress.
- The Status of an Agreement must be Active for you to be able to create Rental Reservations, Items Out records and Collection records from it. If an "Agreement not Valid" message appears when you try to create a Rental Reservation or an Items Out record, it will be because the Agreement is not Active or it has not been marked as OK.
- The Status of an Agreement must be Active for you to be able to add charges to it. Again, an "Agreement not Valid" message will appear if you try to add charges to an Agreement that is not Active or has not been marked as OK.
- No More Transactions
- Select this option when the Agreement has concluded. You will no longer be able to create Rental Reservations or Items Out records from the Agreement, you will not be able to add charges and you will no longer be able to create Items Out records from the existing connected Rental Reservations. You will still be able to create Items In and Collection records, to be able to receive rented Items back in to rental stock, and you will still be able to create Invoices.
- You cannot mark an Agreement as No More Transactions if there are any connected Rental Reservations in which the Quantity is not the same as the Items Out quantity or if there are any rows in which the Type is "For Rent" and in which the Qty is not same as Del. (i.e. if the Customer has not yet taken possession of the Rental Items listed in any of the connected Rental Reservations).
- Any charges in which you have selected "Final Invoice" as the Charge at option will be included in an Invoice that you create for an Agreement when its Status is No More Transactions. These charges will not be included in Invoices that you create when the Status is Active.
- Finished
- Select this option when the Agreement has concluded.
- You cannot mark an Agreement as Finished if there are any connected Rental Reservations that have not been marked as Done or if you have not yet invoiced all charges. Usually a Reservation will be marked as Done automatically when you receive the Rental Item(s) back from the Customer, but you can also mark a Reservation as Done yourself if you need to signify that it has been cancelled.
- You can change the Status after marking an Agreement as OK.
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The Agreement register in Standard ERP:
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