When using the Contracts feature, existing orders are added to the contract when the contract is created. These orders can be Booking, Service or Housing orders. If you need to add more orders to your contract after creating it, you can do this based on the window you are working in.
In this article:
- Add Orders to an Existing Contract
- Remove Orders from Contracts
- Existing Contracts with Payment Plans
Add Orders to an Existing Contract
Add Orders Directly to the Contract
If you are in the contract feature and want to update the contract with additional booking, service or housing orders:
- Navigate to the Contracts section on the event.
- Select the contract to add the order.
- Right-click and select Edit. The Edit Contract window opens.
- To add Service Orders:
- Select the relevant Orders tab (Bookings, Orders or Housing).
- Click Add Existing Orders. The Advanced Search Service Orders window opens. All orders and bookings that are not already on a contract with a Firm status will display.
- Select the orders to add to the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
- Click Select. The orders is added to the contract.
Add Orders to a Contract from Service Orders
If you are adding and editing service orders in the Service Orders page, you can add these to a contract directly from there. You can only do this with service orders. Booking and housing orders must be done via the contract.
- Navigate to the Service Orders section on your event.
- Select the orders to add to the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
- Right-click on the orders and select Add > Add To Contract. If a contract exists, a prompt displays allowing you to create a new contract (Add order to a new contract) or to select an existing contract (Add order to an existing contract).
- Select Add order to an existing contract. The Advanced Search - Contracts window opens.
- Select the contract for the orders. If the contract does not display, click Clear to remove any search criteria which may limit the displayed information.
- Click Select. The Edit Contract page opens.
- Click OK. A prompt appears to revise the contract. Click Yes to revise the contract and update the status. Click No to revise at a later date. See Contract Revisions for more information.
- A prompt appears to create documents. Click Yes to create documents for your contract. Click No if you are still working on the contract and want to create your documents at a later date.
Remove Orders from Contracts
It is possible to remove all orders (Booking Orders, Service Orders and Housing Orders) from a contract on the contracts tab. To remove an order from a contract:
- Navigate to the Events page and select the event which has the order to remove from the contract.
- Right-click and select Edit. The Edit Event page opens.
- Select the Contracts tab.
- Select the contract with the order to remove.
- Right-click and select Edit. The Edit Contract window opens.
- Select the tab of the feature you need to remove the order for. For example, if you have a Service Order, select the Orders tab.
- Select the orders to remove from the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
- Right-click and select Mark for Delete.
- Click OK.
- If the order exists on a payment plan, a prompt to remove the order from this payment plan will show. Select Yes (to remove the order from the payment plan) or No (to keep the order on the payment plan.
- If you answer No (to keep the order on the payment plan) and there are other orders still on the payment plan, Enterprise will not allow you to delete the order from the contract. Orders on the payment plan must also be on the contract.
- You may also receive receive a prompt about revising the contract and/or generating contract documents. Select Yes or No depending on your organization's revision process.
Contracts with Payment Plans
You can add orders with payment plans to existing contracts from either the Edit Contract page or the Service Orders. Contracts can have multiple orders on different payment plans, and therefore multiple payment plans. If multiple orders are on the same payment plan, they must be on the same contract.
Contracts with one Payment Plan
If you add an order not on a payment plan to a contract associated with one payment plan you will receive a prompt to add the order to the existing payment plan. This will only happen if the status of the contract is greater than or equal to the Awaiting Approval Status configured in the Contracts Configuration screen. You can select Yes or No.
Contracts with Multiple Payment Plans
If you add an order not on a payment plan to a contract associated with more than one payment plan, you are not prompted to add the order to an existing payment plan. Once the order is added to the contract, you can then add the order to the payment plan from the Edit Contract screen.
To add an order to a payment plan associated with a contract, you must add the order to the contract first.
Comments
4 comments
Hi
How can we add a new booking service order to an existing payment from when the addendum has been created? I seem to be getting the message below
1 upvotes
Hi Kris,
I think what you're saying is that you have bookings/orders on a Contract, then add a new booking/order to the event and add it to an Addendum to that Contract, not to the original Contract. If that is the case, you will not be able to add the booking/order that is on the Addendum to the Payment Plan that is on the original Contract. While they are associated, the system currently sees them as two different Contracts based on the Sequence number and does not allow orders from one Contract Sequence to be on a Payment Plan associated with a different Contract Sequence.
You could use Add Existing Booking on the original Contract and add the new booking to that one and add it to the Payment Plan in the process. Otherwise you would need to create a new Payment Plan.
At this time, this is by design. If you would like us to explore the option of adding orders on an Addendum to a Payment Plan on the parent Contract, please submit an enhancement request with the business case.
Thank you!
0 upvotes
Hi,
Was an enhancement request submitted for this and if so, is there any update?
We have encountered this very issue whereby we wanted to add the addendum orders to the existing payment plan linked to the contract so that the client is only receiving one series of deposit invoices, and one final invoice, for the contracted items.
Thanks,
Jo
0 upvotes
Jo Parton - I've added your requst to our backlog of enhancements for contracts. Thanks for the suggestion.
0 upvotes
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