Defining contracts versions and amendments
You can also manage contract versions in order to log any modification made on a help desk contract, to partially bill these modifications and to manage customers' amendments. A contract version must not necessarily be an amendment from a customer: we therefore talk of internal version.
This feature is optional, you decide on which contracts you want to use it.
When to use versions?
One of your customers want to amend his/her contract for a period that was already billed. How do you proceed? Example: you have created and billed a sales contract for the current year (January to December), checking the option "In advance". E.g.: 12,000 euros. Within the year (04/01), your customer decides to amend the contract (module, option, etc.). E.g.: option at 6,000 euros. |
2 solutions are possible:
If this situation rarely happens, your best option is to manually enter the line and the invoice.
- Open your contract and, under the Lines tab, manually add your contract line.
- Manually create your invoice, after having calculated the prorata to apply on the invoice.
If this situation happens on a regular basis and you want to track each modification, then you can use the contract versions feature in order to take into account the prorata to calculate for the year. The following are the prerequisites:
- Adapting the process to generate delivery notes in order to bill a version.
- Your contract must be validated before you add any contract version.
- This setup is applied on each contract and not on all the contracts at once.
- When you switch to the contract versions mode, you must follow this principle.