Contract Configuration Window

You use the Contract Configuration Window to configure system behavior for contract administration. Typically, this information is configured one time and is rarely changed. It is important to understand the implications of changing any system configuration as changes can have substantial impact to how the system behaves in certain scenarios. If you need further clarification on how changing a particular system setting may impact your system, contact Momentus Customer Support.

Click the Contract Configuration link from the Main Menu to access the configuration window. The screen has two tabs: General and Access Privileges. See below for information about the General tab options. See Contract Access Privileges for more information on the access privileges.

General Tab

• Number Assignment - Value to use to automatically generate the contract ID. If no option is specified, @CUSTOM is used and the user must enter the contract ID when adding a new contract.
  • Organization-Event ID (@ORG-EVENTID) - Uses the organization code and event ID. Example: Organization code is 10 and event ID is 12345, the contract ID is 10-12345.
  • Event ID (@EVENTID) - Uses the event ID as the contract ID. Example: Event ID is 12345, the contract ID is 12345.
  • Event ID-Sequence (@EVENTID-SEQ) - Uses the event ID and a system generated four-digit sequence number for the contract ID. For example, when adding the first contract to event 12345, the contract ID is 12345-0001. If you add a second contract to the event, the contract ID for that contract is 12345-0002.
  • Year-Sequence (@YEAR-SEQ) - Uses the four-digit current year followed by a system generated four-digit sequence number. For example, if the current year is 2030 and you have created 75 contracts in the year, the new contract ID is 2030-0076. The sequence number resets to 0001 at the defined start date of your year. 
  • Custom (@CUSTOM) - Does not auto-assign any contract ID. You are required to manually enter a unique contract ID.
  • Type Year Sequence (@TYPEYEARSEQ) - Uses the three character contract type code followed by the four-digit current year followed by a system generated five-digit sequence number. For example, if the contract type code is BQT, the current year is 2030 and the current system generated sequence number is 000101, the new contract ID is BQT2030000102.
  • Type Sequence @TYPESEQ - Uses the three character contract type code followed by a system generated nine-digit sequence number. For example, if the contract type code is BQT and the current system generated sequence number is 123456789, the next contract ID is BQT123456790.

Contract Status Section

You can configure contract statuses to implement specific rules when assigned to a contract.

• Awaiting Approval - Status used as the Awaiting Approval contract status. If no contract status is selected, it defaults to the status with a code of 30. Once a contract reaches the Awaiting Approval status:
  • You can never change the contract status to a status below this status.
  • The contract due date is required.
  • You cannot add the orders and bookings on the contract to any other contract with this status or higher.
  • Other contracts with orders and bookings on the contract with this status are set to require revision.
  • You can add a payment plan to the contract orders. You cannot add a payment plan to the contract orders until the contract is set with this status or higher.
  • The booking may get split into separate booking orders if necessary depending on which orders are on the contract.
• Approval - Status used as the Approval contract status. If no contract status is selected, then there is no Approval status. You cannot delete contracts that are greater than or equal to this status; you must cancel them. Before a contract can reach this status, the following access privileges are checked:
  • Allow Contract Approval
  • Allow Contract Approval By Contract Amount
  • Allow Contract Approval By Days Before Move-In Date 
• Issued - Status used for the Contract Issued status. If no contract status is selected, then there is no Issued status. If you use the Issued status, then you should also select a value from the Minimum Booking Status Allowed drop-down. Before a contract is allowed to reach this status level, all the bookings on the contract must have statuses greater than or equal to the status specified in the Minimum Booking Status Allowed drop-down. Once a contract reaches this status level, you can add bookings with statuses greater than or equal to the status specified for Minimum Booking Status Allowed to the contract. If no value exists for either the Issued or Minimum Booking Status Allowed drop-down, you can add bookings to contracts regardless of the contract status and the booking status.
• Minimum Booking Status Allowed - Minimum booking status required to add a booking to a contract that reached the Issued status. If a status is selected, then changing the booking status on an event marks the contract as Revision Required. If no status is selected, then the contract is marked as Modified. If no status exists for either the Issued and/or Minimum Booking Status Allowed drop-down, you can add bookings to contracts regardless of the contract status and the booking status.
• Signed - Status used for the Contract Signed status. If no contract status is selected, then there is no Signed status.
• Locked - Status used for the Contract Locked status. If no contract status is selected, then there is no Contract Locked status and contract locking is not permitted. Once a contract is moved to this status, it becomes locked. The Allow Unlocking Contracts access privilege is checked before a contract is unlocked.
• Checklist - Status where an activity checklist is automatically generated based on the assigned contract type. If a checklist is already generated (the contract status changed and then moved back to the selected status), it is not generated a second time. 

Send Options Section

• Send Auto-Generated Notification - If checked, an auto-generated activity notification is sent when a contract due date is changed. 
• Recipient List - Recipient list for the auto-generated activity notification when a contract due date is changed. Only applicable if Send Auto-Generated Notification check box is checked.