Contract clauses are pre-configured template statements configured in the Note Classes screen that you use for contracts and display on the Venue Rental Reports. You can manually add them to a contract, or you can assign them to contract types so they default when the contract type is assigned.
Add a Contract Clause
To add a new contract clause to use for contracts:
- Click the Note Classes link from the Main Menu. The Note Classes page opens.
- Click Add. The Add Note Class window opens.
- Enter the necessary information:
- Description - Description for the note class. Defaults into the Title field when adding a new clause.
- Code - Unique alphanumeric code.
- Automatic Use Only - If checked, the note class is used for system generated notes and not available for selection in the Note Class drop-down. Leave unchecked for contract clauses.
- Reminder – Not used for contract clauses. Leave unchecked.
- Prompt - Not used for contract clauses. Leave unchecked.
- Retire - If checked, the clause is not available for selection in the drop-down on the Add Contract Clause screen.
- Default Font Size - Default font size for the clause. If there is no font size specified, the system uses the font size in organization parameter AA 149.
- Default Font Family - Default font for notes of the clause. If there is no font family selected, the system uses the font family specified in organization parameter AA 149.
- Recipient List - Not used for contract clauses.
- Sensitivity - Default sensitivity when a new clause is added. Only clauses with Public and External sensitivities display on the Venue Rental Reports.
- Category - Category for the clause.
- Select the Note Template tab.
- Enter the Title and Text for the clause. When the clause is selected in the Add Clause window, the title and text entered here defaults. If Title is left empty, it defaults to the Note Class Description when added to the contract. You can use Plain Text or Rich Text for additional formatting options.
- Select the Advanced tab.
- Check the Use for Contract Clauses check box. If you want the note class to display only for contract clauses, uncheck the other options.
- Click OK.
Add a Contract Clause to a Contract
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the contract for the clause.
- Right-click and select Edit. The Edit Event window opens.
- Select the Contracts tab.
- Select the contract for the clause.
- Right-click and select Add -> Add Clause. The Add Clause window opens.
- Enter the necessary information:
- Class - Contract clause to add. This is a note class configured with text for the contract clause.
- Label - Description of the contract clause for contract reports.
- Title - Title for the contract clause. Defaults to the title for the selected note class.
- Sort Sequence - Order the contract clause displays on contract reports.
- Text - Defaults based on the note class selected. Click the Advanced Mode button for additional text formatting options.
- Select the Advanced tab.
- Sensitivity - Sensitivity assigned to the clause. Sensitivity controls who can see clauses and which clauses display on reports.
- Language - Language for the clause. Only needed when using multiple languages. The clause only appears on reports with the language matching the selected language.
- Important - If checked, marks clauses as Important and 'Yes' displays in the Important column on the Contract Clauses tab.
- Lock - If checked, only the user who entered the clause will be able to edit the the clause.
- Select the Activities tab to view activities associated with the clause.
- Click OK.
Copy a Contract Clause to Another Contract
You can copy contract clauses to quickly create new contract clauses for repeat clients or for re-scheduled events.
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the contract for the clause(s).
- Right-click and select Edit. The Edit Event window opens.
- Select the Contracts tab.
- Select the contract for the new clause(s).
- Right-click and select Edit. The Edit Contract window opens.
- Select the Contract Clauses tab.
- Click the arrow next to the Add button.
- Select Copy Clauses from Contract. The Advanced Search - Contracts window opens.
- Search for and select the contract with the clause(s) to copy.
- Click the Select button. The Advanced Search Contract Clauses window opens.
- Select the clause(s) to copy. Use Ctrl+Click or Shift+Click to select multiple clauses.
- Click Select. The contract clause(s) are added to the contract.
Change a Contract Clause on a Contract
You can change a contract clause after you have created it.
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the contract clause you need to update.
- Right-click and select Edit. The Edit Event window opens.
- Select the Contracts tab.
- Select the contract for the clause you need to update.
- Right-click and select Edit. The Edit Contract window opens.
- Select the Contract Clauses tab.
- Select the contract clause to update.
- Right-click and select Edit. The Edit Contract Clause window opens.
- Make the necessary changes.
- Click OK.
Delete a Contract Clause on a Contract
If you no longer need a contract clause, you can delete it from the contract. You cannot undo the delete process.
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the contract clause to delete.
- Right-click and select Edit. The Edit Event window opens.
- Select the Contracts tab.
- Select the contract with the clause to delete.
- Right-click and select Edit. The Edit Contract window opens.
- Select the Contract Clauses tab.
- Select the contract clause to delete.
- Right-click and select Mark for Delete.
- Click OK.
Comments
0 comments
Please sign in to leave a comment.