Contracts
The Contracts automate and speed up the processing of recurring invoices. These invoices recur with the same content in every term. Recurring invoices include, for example, rents, leases, cleaning, electricity, maintenance services, corporate security services, phone, etc. Typically about 30% of all invoices are recurring invoices.
- Contract data is saved for recurring invoices. To this contract data, you can attach, for example, a copy of the contract in PDF format and other possible attachments. Contracts are created on the Creating Contracts page.
- If required, approval of a contract can be done via workflow. Contracts can also be approved in the saving step without workflow.
- A purchase invoice based on a contract arrives. The main user records the invoice in the application like any other invoice. The invoice is assigned to the contract automatically if the invoice has sufficient data for identifying the contract. Assignment is based on the Order Ref. data on the invoice. Otherwise, the main user assigns the invoice to a contract.
- A purchase invoice is approved based on a contract, if the purchase invoice matches with the contract and if automatic approval of invoices based on contracts is enabled. If invoices are not approved based on a contract, the invoice is processed and approved normally.
- Posting is automatically done for an invoice, if posting rules are defined for the contract or for the supplier.
A reminder is sent to the person in charge of contracts for contracts that are ending or need inspection.
A contract's data can be changed, but after the changes it needs to be approved again. In the archive of changed contracts, there is a link to the earlier contract versions, so the changes that have been made can be inspected later on.