FAQ on Quota Contracts
(As of: April 2026)
FAQ 1 — Incorrect quota applied during contract billing
Question
You want to understand why the expected quota was not applied during contract billing.
Re:
📦 Sales
💶 Bookkeeping
Short answer
Each time a contract is billed, the quota amount specified in the contract (under the “Quotas” tab in the left sidebar) is deducted—regardless of the contract items. Any subsequent changes will take effect starting with the next billing cycle.
Solution / Overview
Please check the following points:
- Open the contract and go to the "Quotas" tab.
- Check the "Quota Amount" entered in the left sidebar.
- Check whether a "non-standard quota interval" has been defined (exceptional case).
- Compare this value with the quota posted during billing.
👉 The quota amount is not related to the "items" in the contract or to what is billed to the customer.
Background
The quota amount is deducted once at the time of contract settlement and recorded as a credited amount. Therefore, any subsequent change to the quota amount in the contract has no retroactive effect on contract settlements that have already been generated—it only takes effect for the next contract settlement.
Common Mistakes
Common causes or misunderstandings include:
- It was expected that subsequent changes to the quota amount would affect statements that had already been generated.
- The quota amount was confused with the contract items or the invoiced amounts.
- A stored "alternate quota interval" was overlooked during the check.
👉 In these cases, the posted value does not match the expected amount, even though the system is functioning correctly.
Tip
Always check the quota amount before starting a billing period. Changes made after billing has been completed can only be corrected by canceling and re-running the billing process.
FAQ 2 — Offset entry does not appear on the delivery note or invoice
Question
You want to understand why no offsetting line item is generated in the delivery note or invoice, even though a quota contract exists.
Re:
📦 Sales
💶 Bookkeeping
Short answer
A clearing item appears only if the correct quota contract is assigned to the document, the product/sub-product group is approved, and the item has a quantity greater than 0 and a sales price greater than 0.00.
Solution / Overview
Please check the following points:
- Is the correct quota contract assigned in the "Contract" column (which can be displayed using the column editor)?
- Is the product group or sub-product group enabled in the contract under “Quotas → Subgroups for Billing” (contract-specific or global)?
- Was the document saved after manual contract assignment? (The clearing item is not created until the document is saved.)
- Does the position to be settled have a sales price greater than 0.00?
- Does the item to be reconciled have a quantity greater than 0?
👉 You can find the global product group settings under "Sales → Contracts → Quotas" in the "Product Groups" section.
Background
The settlement item is not created automatically when an item is added; instead, it is calculated only when the document is saved. This is based on a combination of the assigned contract, the active product/sub-product group, and a settlement-eligible item (quantity > 0 and sales price > 0). If any of these factors is missing, settlement does not occur.
Common Mistakes
Common causes or misunderstandings include:
- No quota contract or the wrong quota contract was assigned to the document.
- The product/sub-product group is not actively set either globally or on a contract-specific basis.
- The contract was manually updated later, but the document has not yet been saved.
- The item has a value of 0.00 or a quantity of 0—in which case the system will not allow for any adjustment.
Tip
Permanently display the "Contract" column in the column editor. This allows you to see at a glance whether a quota contract applies to each line item—and, if so, which one—so that incorrect allocations are identified sooner.
FAQ 3 — The adjustment item is set to "0" when saving
Question
You want to understand why adjustment items are changed to a quantity of "0" when the document is saved—either for individual items or for all of them.
Re:
📦 Sales
💶 Bookkeeping
Short answer
When the item is created, the contract-related item is fully mirrored in the clearing item. When saving, the system checks the quota actually still available for the billing period and clears the items one by one until the quota is exhausted.
Solution / Overview
Please check the following points:
- Open the assigned quota contract.
- Check the "available" quota for the period in which the document date falls.
- Check whether the contract has already been billed for this period.
- Check whether a balancing invoice or a free quota has been created.
- If so: Is the option “Carry over unused quotas to the next period” enabled in the contract?
👉 If the balancing positions show a quantity of "0" after saving, this means that no quota is available for the relevant period, or that no quota has been allocated yet.
Background
The calculation of the adjustment item is performed in two steps: Creation reflects the quantity optimistically, while saving reconciles it against the actual contract quota. The system proceeds item by item from top to bottom—once the quota is exhausted, subsequent items are consistently set to 0.
Common Mistakes
Common causes or misunderstandings include:
- The document date falls within a period for which billing has already been completed.
- The quota from the previous period was not carried over because the option "Carry over unused quotas to the next period" is disabled.
- It was assumed that the quantity mirrored during creation already corresponds to the final adjustment quantity.
- The quota for the current period has not yet been created.
Tip
Before saving a large document, it’s a good idea to quickly check the contract for the “available quota” in the relevant billing period. This way, you’ll know in advance which items can be settled—and avoid any surprises when you save.
Related Topics
Create and Manage Quota Contracts
Process Contract Billing
Configure product groups for quotas