Add and Remove Orders on Contracts

You can add orders to existing contracts and you can remove orders from contracts if needed.

Add Orders to Contracts

You can add orders to existing contracts from the Edit Contract screen or from the Service Orders screen/tab. Contracts can have multiple orders with different bill-to accounts and/or contacts. If you edit a contract with multiple order account and/or contacts, you receive a prompt about the different bill-to accounts and/or contacts, and you are asked about changing the orders to match. You can select Yes or No.

You can add orders with payment plans to existing contracts from either the Edit Contract screen or the Service Orders screen/tab. Contracts can have multiple orders on different payment plans, and therefore multiple payment plans. If there are multiple orders on the same payment plan, you must have them on the same contract.  

If you add an order that is not on a payment plan to a contract associated with one payment plan, if the status of the contract is greater than or equal to the Awaiting Approval Status configured in the Contracts Configuration screen, you receive a prompt to add the order to the existing payment plan. You can select Yes or No.

If you add an order that is 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.

To add an order to an existing contract:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the order and contract. 
  3. Right-click and select Edit. The Edit Event screen opens.
  4. Select the Contracts tab.
  5. Select the contract to add the order.
  6. Right-click and select Edit. The Edit Contract screen opens.
  7. Select the Orders tab.
  8. Click the Add Existing Orders button. The Advanced Search Service Orders screen opens.
  9. Select the order(s) to add to the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
  10. Click the Select button. The order(s) is added to the contract.

You can also add service orders to a contract directly from the Service Order screen/tab. You can only do this with service orders; you cannot add booking or housing block orders directly to contracts from their respective order screens.

To add an orders to a contract from the Service Orders screen/tab:

  1. Click the Events link from the Main Menu. The Events screen opens. 
  2. Select the event with the order and contract.
  3. Right-click and select Edit. The Edit Event screen opens.
  4. Select the Service Orders tab.
  5. Select the order(s) to add to the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
  6. Right-click 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). 
  7. Select Add order to an existing contract. The Advanced Search - Contracts screen opens.
  8. Select the contract for the order(s). If the contract does not display, click the Clear button to remove any search criteria that may limit the displayed information.
  9. Click the Select button. The Edit Contract screen opens to the Orders tab where the order(s) displays.
  10. 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.

Remove Orders from Contracts

To remove a service order from a contract:

  1. Click the Events link from the Main Menu. The Events screen opens. 
  2. Select the event with the order to remove from the contract.
  3. Right-click and select Edit. The Edit Event screen opens.
  4. Select the Contracts tab.
  5. Select the contract with the order to remove.
  6. Right-click and select Edit. The Edit Contract screen opens.
  7. Select the Orders tab.
  8. Select the order(s) to remove from the contract. Use Ctrl+Click or Shift+Click to select multiple orders.
  9. Right-click and select Mark for Delete.
  10. Click OK. If the order is on a payment plan, you receive a prompt to remove the order from the payment plan. Select Yes or No. If there are other orders on the payment plan still on the contract you are not able to save if you answer No. You may receive also receive a prompt about revising the contract and/or generating contract documents. Select Yes or No depending on your organization's processes.

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Comments

4 comments

Date Votes
  • Kris Corrigan

    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

  • Wendy Thompson

     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

  • Jo Parton

    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

  • Mark Fingerhut

    Jo Parton - I've added your requst to our backlog of enhancements for contracts. Thanks for the suggestion. 

    0 upvotes

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