Supporting Contracts On Jobs

Overview

The purpose of this document is to go over how you can assign contracts/promotions to specific Jobs vs. just to an account. This functionality will allow you to either tie a contract to an account and all jobs associated with this account or just tie a contract to a specific job(s) only within this account. The steps below can also be followed within the Promotion Manager as it has similar functionality as the Contract Manager.

Contract Manager

To get started go to Accounts > Contract Manager

Adding a new Contract to a Job

• While in the Contract Manager select New Contract

  

• Next enter the contract information

  

  • Contract Name

  • Effective Date Range

  • Vendor Name

  • Contract Name

  • If this contract applies at the time of order entry

  • If this contract is rebatable

  • Vendor agreement

  • Notification of expiring contract

  • Any comments.

  

• Next, select an account, this is needed to view all jobs listed for this account.

  

• Next to assign this contract to a specific job(s) select ‘Specific Jobs’. This will open the Job field.

  

• Select Add Job

• The Jobs screen will appear. You can either select a job from an existing list, or you may create a new Job from this screen.

  

• Repeat this process until all jobs have been added to this section.

• Next, proceed with creating your contract as usual

Adding Individual Items

• Select the “Individual Item” tab

  

• “Add Item”

  

• Enter part number, Price Type, Price Mult/Val, Cost Type, & Cost Mult/Val

  

• How you choose the above-mentioned price/cost types and price/cost Multipliers/values is all dependent on how the contract is structured. Every vendor/distributor has a different way they set up rebates/contracts.

• Price Type: Price type is what you will sell the item on this contract for. This can either be inherited from an existing sell price specified at the item level, it can be a specific price, or it can be derived from an existing price * Multiplier. A few of the available options can be seen in the screenshot below.

  

  • Price Mult/Val: You will be forced to enter a value in this cell if you choose “Specific Price” or any value with a “+/-”. If you are entering a specific price, the value will be the exact price at which you are selling the item. If you are entering a multiplier it will be some value that expresses a percentage increase or decrease against the price type you selected.

  • Cost Type: Cost type is what you will buy the item on this contract for. This can either be inherited from an existing cost field specified at the item level, it can be a specific cost, or it can be derived from an existing cost * multiplier. A few of the available options can be seen in the screenshot below.

  
  • Cost Mult/Val: You will be forced to enter a value in this cell if you choose “Specific Price” or any value with a “+/-”. If you are entering a specific price, the value will be the exact rebate cost you have from the vendor. If you are entering a multiplier it will be some value that expresses a percentage increase or decrease against the cost type you selected.

• For the sake of this knowledge base article, let us take the example that we are going to add one individual item with the default sell price and a specific cost. **For Default Sell, the software will look at the standard sell price for each account on the contract so the sell price is dynamic and can change across different customers. Specific Cost will be static across all customers on the contract.

  

• In the screenshot above you can see that my price type is “Default Sell” and my cost type is a specific cost of $45.00.

• **Note that the unit of measure specified in the item file will apply to the contract. In other words the 06203 used in this example has a specific cost of $45.00

• Save the contract

  

• To verify the contract is set up properly, enter a quote, add one of the customers specified on the contract and add an item on the contract to the quote grid. The sell and cost should check out.

  

• Now click the line item and open the pricing source on your side bar. The information displayed should confirm that the contract is being leveraged in the pricing of this item.

  

• One other thing you can teach your sales team to reference at the order level is the “B” (Blanket) column in the order entry grid. If there is a lowercase “b” denoted that means the item is on a blanket (contract).

  

• You have now completed adding an individual item to a contract

Adding Item Groups

Now we will look at adding an item group to a contract rather than a single item. This is a good way to handle a case where a manufacturer gives you a contract based on a group of items. Let’s take the example of Square D giving you a rebate cost equal to 20% off of your in to stock cost for all fuses.

• The first step is to make sure you have an item group set up in the Items Group Manager. Inventory -> Inventory Manager -> Items Group Manager. Setting up Item Groups is covered in a separate knowledge base article.

  

• After confirming you have an inventory group set up for all Square D items of type “Breaker”, open the contract you’d like to add this item group to and toggle to the “Item Groups” tab

  

• “Add” to add an item group

  

• Enter the correct item group that was previously set up in the Items Group Manager

  

• Enter Price Type, Price Mult/Val, Cost Type, & Cost Mult/Val. In this example since it is a group of items, we chose a cost type of “True Cost +/-” and set the “Cost Mult/Val” at .8 to reflect a 20% discount on your in to stock cost.

  

• There are many alternative ways to set up the rebate/sell cost on a contract for an item group.

• Save Contract

  

• To verify the contract is set up properly, enter a quote and add one of the customers specified on the contract. Then add an item on the contract to the quote grid. The cost and net should check out.

  

• Now click the line item and open the pricing source on your sidebar. The information displayed should confirm that the contract is being leveraged in the pricing of this item.

  

• You have now completed adding an item group to a contract

Adding an existing Contract to a Job

• To add an existing contract to a job select a contract from your listing within the contract manager.

  

• Once you select a contract go to the Account section and add an account.

  

• Next to assign this contract to a specific job(s) select ‘Specific Jobs’. This will open the Job field.

  

• Select Add Job

• The Jobs screen will appear. You can either select a job from an existing list, or you may create a new Job from this screen.

  

• Repeat this process until all jobs have been added to this section.

• Finally, select Save Contract.