Quota agreements Case studies

Contract management case study – Quota contract

The following contract is to be mapped in c-entron

Initial situation

The specification is a contract for the calculation and provision of a quota of 4 hours per month with a term of one year, which is then extended by 12 months at a time. Unused quota should not be carried over to the following month. The 4 hours may not be overbooked. The term begins and billing starts on January 1, 2021. The contract is billed monthly in advance on the first day of each month. The calculation should always be made on a separate invoice. For the 4 hours, an item with a quantity of 1 and a retail price of $399.99 plus VAT should be calculated. The quota applies to all sub-product groups of the product group for services that are defined as global in the settings. The creator/editor receives an entry in the to-do list 2 days before the contract invoice is due. The invoice is sent by email.

The contract

• First, a [Contract] -> [New] is created for the desired customer.

• This is then assigned the corresponding contract type, in this case "quota contract" (1)

• To-do list entries are stored under "Lead time for contract billing" -> "2 days" (2)

• Term "January 1, 2021" (3) and planned end date "1 year" (4)

• Contract extension "Automatic renewal by" "12 months" (5)

• The billing interval is "1 month" (6) and in advance (7) • Billing start date "01/01/2021" (8)

• The "automatic invoicing" feature (9) must be active

• The "Collective invoice" (10) property must not be active

• The "Quota contract" property (11) must be active • The "Mail" shipping method (12) must be active

• The quota type must be "Hourly quota" (13)

• The quota amount must be set to 4 h (14)

• The "Overbooking is allowed" property (15) must not be active

• The property "Transfer unused quotas to subsequent period" (16) must not be active

The contract type pre-fills the items stored there (1). The quantity (2) remains at 1 item, as in the "Contract type" template, and the price (3) is changed to €399.99:

The contract can now be billed as created from January 1, 2021. The sub-item groups valid for the contract are based on the global settings