Automating the creation of contracts - temporary contracts
If there are too much contracts to create, you can set up the automatic creation of a temporary contract. However, you will have to fill in that contract before you can generate the recurring billing.
The information about the recurrence must also be set up on the relevant sold products indicated in the quotations.

1 | Create a quotation: |
- Use the sold product that gives a description of the service being billed and used on a regular basis. You can also give further information about the recurrence on the quotation lines (periodicity, start date, etc.).
- Other products can be added. They will be billed product by product, following the standard process.
2 | Turn the quotation into an order. |
3 | Deliver the order: |
- The recurring sold product will not be included in the delivery.
- The recurring product will not be billed from the delivery.
- Akuiteo gives the opportunity to create the temporary contract that corresponds to recurring sold products: this is how these products will be billed.
- The other non-recurring sold products will be included in this delivery.
- If you do not create the temporary contract directly, you will still be able to create it at a later date from the delivered order (that still contains the recurring sold product but is not included in the delivery).
4 | Add the contract's billing terms and conditions in the temporary contract. |

Some information about the recurrence must be set up on sold products:
- A template service
- A percentage (100% = retrieves the amount entered in the order)
- The billing periodicity
- The contract's start date (keyword that automatically generates the default date; it can be the 1st day of the following month)
- The contract duration (in months)
- The "Renewal" (Tacit Renewal) indicator
- The "In advance" or "In arrears" options
Sold products related to the management of IT equipment and used to create maintained products, must be set up:
- Product managed as an IT equipment
- Template code
- Product type, classification, brand
-
Recurring sold product linked to the product managed as an IT equipment (e.g.: a "Printer" sold product managed as an IT equipment is linked to the "Equipment maintenance" product set up with the recurrence information)

A quotation must have a line for license sales and a line for maintenance sales:
- The "License" sold product contains the "Product managed as an IT equipment" information.
- The "Maintenance" sold product contains the "Linked service" and "Recurrence" information.
When these 2 lines are delivered:
- The "License" line is to be billed in the delivery note.
- The "License" sold product generates a new maintained product linked to the customer (managed as IT equipment).
- Akuiteo requests you create a temporary contract. A list is displayed with the "Maintenance" lines to which you must link the "License" product.
- The "Maintenance" sold product will not be included in the delivery note (as the line is turned into a contract line).
The temporary contract contains:
- The recurrence information set up on the "Maintenance" sold product.
- The contract line with the amount for the "Maintenance" and the maintained product generated from the "License" sold product.
Note
A management rule enables you to determine whether the "License" sold product generates a new maintained product or updates an existing maintained product.

Grouping | ERP XL | ERP XL |
Reference | MAINTENANCE ERP XL | LICENSE ERP XL |
Family | ERP XL | ERP XL |
Sub-family | MAINTENANCE | LICENSE |
Recurrence |
Periodicity: Yearly Keyword start date: DATE_DEB_MOIS_M+1 Duration: 24 Due date: In advance Tacit renewal: Yes |
Unique |
Linked service |
Template service: Billing Percentage: 100% |
Sold product reference: MAINTENANCE ERP XL |
Product managed as an IT equipment | Yes | |
Template code | ERP XL | |
Product type | ERP XL | |
Classification | LOG | |
Brand |

The principle is the same if you replace the license sold product with the equipment sold product.
If the equipment is serialized:
- the maintained product already exists and has a serial number;
- there is a temporary contract with a contract line that contains the "Maintenance" amount and the maintained product linked to the serialized product.

This example is for Hosting or SaaS products.
If the recurring product is also the maintained product used in the help desk module, there will only be a single sold product, on which you will set up information about the recurrence and the IT equipment management.