Contracts
- Michelle Cabaya (Unlicensed)
Contracts are used to set up customer billing for routed work in X Route. A customer can have multiple route contracts, and each contract can be configured with its own billing/rating setup with contract stops for various routes.
Go to X Route > Contracts.
Scheduled Contracts is divided into a Customers section on the left and either a Contracts or Contract Stops section on the right.
When a customer is selected in the Customers section on the left, Contracts will be displayed on the right.
When a contract is selected in the Customers section on the left, Contract Stops will be displayed on the right.
Quick Tip: Use the Look For and Search Under to filter and find contracts.
How to Create a New Contract
Go to X Route > Contracts.
Click the New button on the top toolbar, or press the Ctrl + N keys.
Enter the contract information.
Click or go to Action > Schedule to enter a recurring schedule of when the contract should be posted, then click OK. See Recurrence Schedule.
Click Save & Close or Save.
Quick Tip: This recurrence schedule is used for billing when the Billing field is set to "Contract Amount" or "Stop Rate * Multiplier" and for starting and expiring a contract. The recurrence schedule's Range of Recurrence is used to determine when to start and end posting the associated contract stops.
Billing Example
If the contract's Billing field is set to "Contract Amount" or "Stop Rate * Multiplier", the recurrence schedule determines how frequently the contract amount should be billed regardless of the number of stops or when the stops post. If the contract's Billing field is set to "Stop Rate", the recurrence schedule is required to be set, but will not be factored into billing as rates will be captured from each stop inside the contract.
How to Clone a Contract
Go to X Route > Contracts.
In the Customers section click the customer associated with the contract you would like to edit.
Right-click on the contract you would like to clone from either the Customers section or the Contracts section and select Clone Contract.
Enter the CustID and Contract Name as prompted.
Select “Yes” or “No” to clone contract stops.
How to Edit a Contract
Go to X Route > Contracts.
In the Customers section click the customer associated with the contract you would like to edit.
Double-click the contract you would like to edit from either the Customers section or the Contracts section.
How to Add a Stop
From the contract form, click Add Stop in the toolbar or go to Action > Add Stop.
How to Import Stops
From the contract form, go to File > Import Stops. See Contract Stop Import Wizard.
How to Deactivate a Contract
From the contract stop form, click
in the toolbar or go to Action > Schedule.
In the Recurring Schedule form, select End on under Range of Recurrence.
Select the date you would like the contract stop to be deactivated.
How to Delete a Contract
Go to X Route > Contracts.
In the Customers section click the customer associated with the contract you would like to delete.
Double-click the contract you would like to delete from either the Customers section or the Contracts section.
Go to Action > Delete.
Contract Form
Toolbar
Icon | Description |
|---|---|
Save and close the contract form. | |
Save the contract form and keep it open. | |
Close the contract form. | |
Refresh the Stops section of the contract form. This is useful if multiple users add contract stops. | |
Add a new contract stop to the contract. | |
View or edit the Recurrence Schedule of the contract. Each contract stop also has a recurrence schedule, so even though a contract is posted for a date, the contract stops posted according to their individual recurrence schedule. | |
Scan a document onto the contract. | |
Add an attachment to the contract by uploading a file. | |
Check the checkbox to show both active and inactive stops. |
Contract Info
Field Name | Description |
|---|---|
Cust ID | Required. Customer ID. When entering the Cust ID you can do one of the following
|
Contract Name | Required. Name of the contract. This will be displayed on the customer invoice. |
Billing | Type of billing for the contract.
|
Amount | The dollar amount used when Billing is set to "Contract Amount". |
Calculated | Read-only. Sum of all active scheduled stop values multiplied by the contract multiplier. |
Per Stop Average | Read-only. The calculated average price of each stop within the contract. |
Surcharge Adjustment % | The surcharge adjustment percentage added to the contract. |
Calculated Surcharge % | Read-only. The calculated sum of the following three surcharges.
|
Description | Description of contract. This will not be displayed on the customer invoice. |
Billing Group/Cost Center | The billing group or cost center. This can be used to sort invoices. Billing Groups/Cost Centers can be added/removed in the customer record References tab. |
GL Account | Required. Corresponds with General Ledger code in QuickBooks. See GL Accounts (Classic Operations App). |
Override Business Unit | The business unit to post the contract stops in different than the one set up in the contract stop. This is used to set up contract stops in one business unit and post into another business unit See Business Units (Classic Operations App). |
Reference 1 | References associated with the contract. This can be set up in the customer record References tab. |
Reference 2 | |
Stops | Read-only. List of active stops. To view inactive stops, check Show All Stops. Quick Tips
|
Edit All Weekly Stop Schedules | Click the button to quickly update all contract stops in the contract with a "Weekly" Recurrence Pattern using this single window.
|
Attachments
The Attachments tab is where you can view/edit additional information attached to the contract.
How to Add an Attachment
Right-click and select Add Attachment to attach documents to the contract or click the paperclip in the toolbar .
How to Add a Text File
Right-click and select Create Text File to create a text file.
When finished choose File > Save.