Siebel Field Service Guide > Agreements > Process of Creating Agreements >

Defining Agreements

This topic contains procedures for common tasks, such as creating agreements, entering line items, and defining them.

This topic contains the following related procedures:

• To create a new agreement
• To verify an agreement
• To revise an agreement
• To view the entitlements for an agreement
• To view the products covered by agreements
• To verify agreements for a contact
• To view the agreements for a contact
• To associate primary contacts with an agreement
• To associate activity plans with an agreement
• To add activities to an agreement
• To submit an agreement for approval
• To add financial details for an agreement
• To define terms and shipping information for agreements
• To add products sold under an agreement
• To attach files to agreements
• To manually renew a line item of an agreement

To create a new agreement

1. Navigate to the Agreements screen > List view.
2. In the Agreements list, create a new record, and complete the fields as appropriate.

To verify an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record.
3. In the Agreements form, click Verify.

   Alternatively, click the form's menu button and select Verify.

   The agreement details in the form are validated against a set of rules. The results of the validation process then appear in a dialog box.

To revise an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record.
3. In the Agreements form, click the Revise button.

   This copies the agreement and increments the revision number. The revision number is suffixed to the original agreement name—for example, Agreement (002).

To view the entitlements for an agreement

1. Navigate to the Agreements screen > List view.
2. Select an agreement record and click the Entitlements view tab.

   The start and end dates indicate whether the entitlement is active.

To view the products covered by agreements

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for an agreement record, and click the Entitlements view tab.
3. Select an entitlement record and click the Products view tab.
4. Repeat Step 3 for each entitlement in the list.

To verify agreements for a contact

1. Navigate to the Contacts screen > Contacts List view.
2. Drill down on the Name field for an agreement record, and click the Agreements view tab.

To view the agreements for a contact

1. Navigate to the Contacts screen > Agreements view.
2. Select a contact.

   The Agreement # field shows the agreements for this contact.

To associate primary contacts with an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Primary Contacts view tab.

   On the Primary Contacts form, the fields for the Legal Contact, Billing Contact, and Shipping Contact are automatically filled with the primary contact for the selected account.

3. If you want to change a primary contact, select an agreement record and drill down on the Account field.
4. In the Last Name field, select another contact.

   The list of available contacts is limited to the contacts that are associated with the selected account.

To associate activity plans with an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Activity Plans view tab.
3. Create a new record and complete the fields as appropriate.
4. In the More Info view tab, select Lock to prevent the Assignment Manager from assigning activities that are already in this activity plan.

To add activities to an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Activities view tab.
3. Create a new record and complete the fields as appropriate.

To submit an agreement for approval

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record.
3. In the Agreements form, click the menu button and select Generate Approvals.

   The list of approvers is updated with the approvers for that approval group. As the approver changes the status of the approval to Approved or Rejected, the list will be updated.

To add financial details for an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Financials view tab.
3. In the Financials form, complete the fields as appropriate.

   NOTE:  Some fields are calculated and filled in using data from the Line Items view and its subviews. For example, Terms = (Agreement End Date - Agreement Start Date) / 30, and Months Left = (Agreement End Date - Today) / 30.

To define terms and shipping information for agreements

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Terms & Totals view tab.
3. Create a new record and complete the fields as appropriate.

To add products sold under an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Line Items view tab.
3. Create a new record and complete the fields as appropriate.
4. Click the Line Detail subview tab.
5. Create a new record and complete the fields as appropriate.

To attach files to agreements

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Attachments view tab.
3. Create a new record and complete the fields as appropriate.

To manually renew a line item of an agreement

1. Navigate to the Agreements screen > List view.
2. Drill down on the Name field for a selected agreement record and click the Line Items view tab.
3. Select a line item record and click the Renewal Escalator subview tab.
4. Create a new record and complete the fields as appropriate.

   The start date can be the current date or a prior date.

5. In the Line Items view, click the Renewal button.

   See Workflows for Agreement Renewal and Approval for more information on how to automate the agreement line item renewal process.