Contract - Main Information

The Main page contains basic contract information. Open Customer Management, Contract to maintain this information.

Description of Page

Contract (contract) Info and Contract ID are displayed on every page. These values only appear after the contract exists on the database. The ID is a system assigned random number that stays with a contract for life. The Contract Info is a concatenation of important details about the contract and its account.

Note: Formatting may be performed by a plug-in. The contents of Contract Info may be formatted by a plug-in algorithm on contract type. Refer to the base package's C1-SAT-INFO for an example. If such an algorithm is not plugged-in on the contract type, the system looks for a corresponding algorithm on the installation record. Refer to the base package's C1-SAI-INFO for an example. If you prefer different formatting logic, your system administrator should configure the system appropriately.

Contract Status defines the state of the contract. The system typically changes the state of a contract behind-the-scenes. If you can't wait for the system, use one of the adjacent buttons:

  • Click the Activate Contract button to activate a Pending Start contract.
  • Click the Cancel Contract button to cancel a Pending Start or Active, Pending Stop or Stopped contract.
  • Click the Stop Contract button to stop a Pending Stop contract.
  • Click the Close Contract button to close a Stopped or Reactivated contract.
  • Click the Reinstate Contract button to reinstate a Closed, Reactivated, or Stopped contract to an Active contract.
Fastpath: Refer to The Lifecycle of a Contract for more information about Contract Status.

If the quotation module is not turned off, a "real" contract can be created when a proposal contract is accepted. If the contract you've displayed was created in such a way, information about the Proposal Contract will appear beneath Contract Status.

Enter the Account ID that is financially responsible for the contract. If you change a contract's Account ID, you are effectively transferring this contract (and its debt) to the new account.

The Policy ID field indicates the policy for which the contract is created.

Indicate the Division and Contract Type. These fields are very important as they control numerous aspects of the contract's behavior. These fields are gray when the status is not Pending Start.

Fastpath: For more information about what the contract type controls, refer to Setting Up Contract Types.

The Start Date defines when the financial relationship begins. The End Date defines when the financial relationship terminates. If the end date is blank, the contract has not yet been terminated.

Use Maximum Bill Threshold if you want the system to generate a bill error when a bill segment is produced in batch that exceeds a given value. These bill errors will appear on the standard billing queries and To Do lists. If, after reviewing the high value bill segment, a user truly intends to send the bill out, they should regenerate the bill. Refer to How To Correct A Bill Segment That's In Error for more information.

Note: The value of Maximum Bill Threshold defaults from the contract's contract type.

If the Contract Type has a special role of Interval, you must enter the Cutoff Time and Start Day Option that is used by interval pricing and derivation algorithms to determine the start and end intervals to process.

  • The Cutoff Time is entered in "legal time". This value defaults from the installation record.
  • For Start Day Option, you may choose Current Day or Previous Day. This value defaults from the installation record.

The payment upload process uses this field to locate the accounts for payments that reference a legacy account number.

If the contract requires a total amount to bill, the amount is displayed. This field is typically only used on loan or cash deposit contracts. It holds either the loan amount or the desired cash deposit. If you increase this field's value, the customer will be billed for any difference between the new amount and the total amount billed (and paid for) to date. The label that appears for this field is defined on the contract type (on the Billing tab). We recommend that the system be set up so that this label is very specific, for example:

  • It should be called Cash Deposit Amount if the total amount to bill is for a deposit.
  • It should be called Loan Amount if the total amount to bill is for a loan.

Number of Payment Periods only appears for loan contract types. It displays the number of periods specified when the loan was first activated. (The number of payment periods may have been subsequently changed on Loan maintenance.)

If the contract uses a recurring charge, the current recurring charge amount is displayed. Transfer to the Contract - Recurring Charge to update this value. This field is not visible if the contract's contract type doesn't allow recurring charges. The label that appears for this field is defined on the contract type (on the Billing tab). We recommend that the system be set up so that this label is very specific, for example:

  • It should contain Budget Amount if the recurring charge is for a budget.
  • It should contain Installment Amount if the recurring charge is used for a deposit being paid in installments.
  • It should contain Payment Amount if the recurring charge is used for a loan.

CIAC Review Date displays the last date that the Contributions In Aid of Construction (CIAC) review process ran for this contract. This field is only visible if the contract type indicates this is a CIAC contract.

Deposit Interest Calculated contains the last date the system applied interest. This field is only visible if the contract type has a special role of Cash Deposit.

The Sched uled Payment Autopay flag determines if the non-billed budget scheduled payments are excluded from automatic payment or included by automatic payment. If the account is not set up for automatic payment for the period that covers the non-billed budget, this flag cannot be set. This field is only visible if the contract has a special role of Non-billed Budget.

The NBB Recommendation Rule displays the description of the non-billed budget recommendation rule used for this contract. This field is only visible if the contract has a special role of Non-billed Budget.

Expiration Date contains the date at which the contract is set to expire.

Renewal Date contains the date at which the contract is to be renewed. Renewal date is disabled if renewal is not allowed on the contract type.

Debt Class indicates the debt class into which the contract's current balance is categorized by credit and collections. A contract's debt class is defined on its contract type. Refer to Different Collection Criteria For Different Customers And Different Debt for more information about debt class.

Current Balance indicates the amount the customer currently owes for the service.

Payoff Balance indicates the amount the customer would owe if they wanted to close the contract. This value is only displayed when it differs from current balance.

Fastpath: Refer to Current Amount versus Payoff Amount for more information.

The Days Old and Arrears Amount information shows how old the current balance is. This information will be blank if the current balance is a credit.

Note: Information about debt balances by age is not applicable to open-item accounts.

This bottom of this page contains a tree that shows the various objects linked to the contract. You can use this tree to both view high-level information about these objects and to transfer to the respective page in which an object is maintained.

Points to Note:

There are certain division-specific validations that are triggered on the Contract screen. These validations are triggered only when the Enforce division-specific validations option type for the C1_​DIVFUNCT feature configuration is set to Y.

The following division-specific validations are triggered on the Contract screen:

  • The division to which the contract belongs should be the same as the division to which the account belongs.

The Bill Message in the Misc tab that you select should be valid for the division assigned to the contract.

The topics that follow describe miscellaneous features on this page.

Related Topics:

Parent Topic: Maintaining Contracts