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Contract. |
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The basic function of the “Contract” page is to create contracts for your customers. You would use the contract feature in Gopher when you charge a customer a flat service fee every month regardless of how often you service their property.
At the top of the Contract window, you will see one tab: “Contract List.” Use the New, Edit, and Delete buttons to operate your contract database. At the bottom of the screen you can use the “Sort Contract List By” drop down box to sort your contract list.
To create a new contract, be sure you are on the “Contract” page located on the green navigation bar that runs along the left side of the screen. Continue by following the example below. Remember that creating a contract does not schedule a job. To schedule a job associated with a contract follow the example on the “Schedule” page in this manual. When you schedule a job associated with a contract, set the schedule job price to $0.00 so the customer isn’t double billed.
Ex. Creating a new Contract. (Basic Usage)
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Make sure you are on the tab “Contract List.”
Click on the “New” button.
A “Select Customer for New Contract” window will appear.
Choose the customer.
Click the “OK” button.
A “Contract” window will appear.
“Property” - Use the drop down box to choose a property if this customer has multiple properties.
Click on the “Contract Definition” tab.
“Contract ID” - Enter a contract ID.
“Line Item Description” - Use the drop down box to choose a line item description or type in your own.
Note the “Special Fields” at the right of the window. You can use these “Special Fields” to customize your description,
remember that you must type them in the exact way they appear on the right. Example - "Monthly Maintenance Fee - @@M" -
the @@M will be replaced with the current month, so the final line item will appear "Monthly Maintenance Fee - January" if
the current month is January.
“Line Item Details” - Use this field to enter a longer detail for your contract.
“Service Price” - Enter the service price for the contract.
“Material Price” - Enter the material price for the contract.
Click on the “Billing Frequency” tab.
“Bill contract every” - Choose (1 Month) if you want to bill this contract once a month.
“First Billing Date” - Choose the first date you want this customer billed for this contract.
“Last Billing Date” - Choose the last date you want this customer billed for this contract.
“Number of Billings” - This field will be generated by calculating the difference in your first and last billing dates. You can also edit this field.
“Bill on the last day of the month” check box - Check this box if you want this invoice to be billed the last day of the month.
“Generate Contract Dates” button - Click this button to recalculate the “Contract Billing” dates if you have manipulated the dates.
“Edit Date” - Click this button to edit a highlighted “Contract Billing” entry.
“Delete Date” - Click this button to delete a highlighted “Contract Billing” entry.
Click the “Comments” tab.
“Private Comment” - Enter a private comment for this contract.
Click the “OK” button.
You will find yourself back at the “Contract List” page.
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Congratulations, you have just created your first Contract using Gopher 2003. You can now move on to the next page “Matrix.”
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