The contract management for ownERP

In this video we present you the highlights of the MyOdoo contract module

The content of the Odoo Tutorial here as text in this blog entry: 

Welcome to this video in which we would like to introduce the eQ Contract Hosting module, i.e. the MyOdoo contract system for IT service providers.

This is a module for the service-optimized billing of contracts. The module is best suited to sell contracts for server systems in web hosting or software maintenance contracts in service companies and to invoice them on an interval basis. Especially the great flexibility due to the various and dynamic setting options and the specially developed reports are to be emphasized. After you have installed the module in the apps, you can jump to the contracts under sales in your Odoosystem.

Here you see an overview of all contracts that are currently created in your system. There are different statuses in a contract that are run through. First, as in the sales mode, you create an offer which can be sent directly to the customer by e-mail. Once this has been accepted by the customer, click on accepted and we will see that the status is now constantly being changed. About the action prematurely terminate, the contract, mostly happened only in exceptional cases, can be terminated prematurely before the end of the contract period, if both parties have so agreed. You will receive this warning as to whether you really want to cancel the contract in advance and can then set a new end date for the contract, when it will be terminated. The contract then switches to the status canceled. You can also reset the cancellation again or reset the entire contract for the offer. I will not go into every setting option in detail in this video and will only present the highlights.

 
 

When creating a contract, the settings can first be made in the header data. For example, it is possible to use one document template per contract. This allows you to set header and footer texts as in the order. The persons set in the Contact person in contract and Invoicing contact person fields are automatically included in the recipient list when the mail is sent and notified. In the additional settings, you can store different billing and delivery addresses. The Contract category field is intended to enable quick selection and can be defined by you. A contract category would be software maintenance, for example. You can create main contracts with various subcontracts to share costs, for example, if costs have to be apportioned among several companies. This can be distributed as a percentage or as a fixed amount.  There are contract templates that you can create for yourself in the contract conditions. This means that when you select the fields stored, they are inserted in the contract and you do not have to maintain them manually each time they do not differ significantly in your contracts. In the contract requirements, for example, you also have important fields for settlement, such as the due date at the start or end of the period. This means that the customer pays in advance before he receives the service, which is common for mobile phone contracts, for example, or otherwise only after the service has been provided.

The billing intervals can also be configured flexibly. Here you can create and use several options. In the case of annual settlement, if the fiscal year starts in November, settlement can also be set at the start of the fiscal year if this differs from the calendar year. Under the contract conditions, also define the cancellation and renewal conditions for your contract. This means when your contract must be terminated at the latest.

In this case, three months before expiry and the renewal terms. This means that your contract can be renewed after one year at the earliest. You can also cancel both options prematurely via the promotion or renew the contract manually. You can also choose whether the invoice delivery is to take place by e-mail or in printed form. After this selection, you can filter later in the A/R invoices. For example, there is also the option to settle the contract directly, completely, before the time expires. Thus, an invoice for all remaining intervals is created with the next invoice. An overview of how much this sum is until the end of the contract is also available in this mask, here in the lower area. When you create the system, all header data is first maintained. Therefore, the settings in the header data are also initially copied to the item, but can also be changed there later for each item, such as a discount, discount category and various other options, which we will not go into in detail here. During the runtime, many more diverse changes can be made, which we have documented in our help. The Help link you will find in our video description. All changes within a contract can be found in a history. There you can see both the new and the old value and who changed it. We have integrated an order-related and also an item-related history.

The module can bill contract changes in a current contract separately and can also perform backbilling for changes in the contract for a past interval. Within the contract period, it is even possible to offer additional new items in a contract change offer and then integrate them into a running contract. You can see the report we developed here. We have also developed a report for the contracts. Your users can be assigned different rights in the settings. Users may create and edit contracts. The manager has extended rights, allowing him to confirm contracts. Confirmed contracts can only be edited by managers.

Good luck with the MyOdoo contract system for IT service providers. 

For more information please contact us.

Our team is at your side with many years of experience.