BASICS - Contracts

Manual: Contract management in the centron ERP system

This manual describes how contracts are created, managed, and billed in centron.net. It outlines the necessary requirements, how to create different types of contracts, and automatic billing.

1. Fundamentals of contract types

• Contracts are always based on a Contract type.

• A contract type defines the framework conditions and billing modalities.

• Important fields for a contract type:

  • Name & Description (e.g., "New maintenance – PC")

  • Times & Reactions: Minimum term, planned contract end date

  • Start of billing: in advance or in arrears, billing interval (e.g., monthly)

  • Deadlines: automatic renewal yes/no

  • Positions: Items that are to be billed regularly

Example: Maintenance contract with monthly billing for a PC maintenance item.

2. Create contract

1. In the Address database create a new document for the customer → Contract create.

2. Select contract type (previously created).

3. All contract data from the template is transferred.

4. Set the billing start date (e.g., March 1, 2025).

5. Save contract.

3. Types of contracts in detail

In addition to standard contracts, other types can be created:

• Quota agreement

  • The customer receives a time or money allowance.

  • Options:

    • Allow overbooking (consume more than booked).

    • Transfer remaining quotas to the following month.

• Click counter contract

  • Billing is based on consumption meters (e.g., printer clicks: black-and-white and color copies).

  • Customers only pay for units they actually use.

• Pricing & Special Prices

  • Contract-related discounts on items or entire product groups.

  • Example: 10% discount on all services with an active contract.

4. History & Administration

• Invoice history: shows when the contract was already settled.

• Option to postpone billing (e.g., when pausing a contract).

• History: shows the number and type of settlements as well as the corresponding invoices.

• Info field: next billing date visible at any time.

5. Contract settlement

1. Module Contract settlement open.

2. Select contracts (all or specific ones, e.g., "New maintenance").

3. Set billing options:

• Delivery method (email, postal mail, no delivery)

• Check preview

1. Start billing → Invoice is created automatically.

2. Save or discard the invoice if adjustments are necessary.

6. Summary

• Contract types form the basis for contracts.

• Standard contracts are suitable for recurring maintenance or services.

• Advanced options: quota and click counter contracts.

• Billing is automated via contract billing.

• History provides transparency regarding past and future invoices.