Create a Contract

To add a contract, access the main screen and click on  

Contract Header

Fill the fields on the "Details" tab as per the service contract agreed. Some important points need to be considered:

  • Contract Owner: The responsible for that given contract. Can be only one individual.
  • Description: Describes the contract's name or purpose. Free text.
  • View: The Contract View you want to assign to this contract. See more on Contract Views
  • Organization: This is the customer/vendor previously added to the system, as per the initial source selection the user chose.
  • Start/End Dates: These fields delimit the contract duration. Even if the contract has a recurrence, these fields should be filled. Any worklogs or issues created outside of these limits will appear as a warning on the screen and reports.
  • Notifications Set: Defines the alerts you want to receive to control contract limits and deadlines. See more on Smart Notifications
  • Type: How the contract should be summed up to handle progress:
    • Hours: will consider the worklogs added to issues that belong to the related accounts, independently of the number of issues created, since they are logged within the defined start/end dates
    • Issues (to be implemented in future versions): will consider the number of tickets created for the related accounts, independently of the worklogs entered, since they are created within the defined start/end dates.
  • Recurrence : Defines how the contracted hours will be consumed. There will be 2 options to select:
    • In case no recurrence is selected, the contract will calculate the hours once, based on the start/end dates.
    • In case the "Monthly" option is selected, the system will check the start/end dates and count the number of months contained on the range selected. Then, the number of hours informed will represent the monthly amount that will be multiplied by the number of months. In this case, the system displays additional information for the total amounts and how many months are included in the calculations. 
  • Contracted hours: This field description will follow the "Type" field previously informed. When a contract has no recurrence, then the value entered will be assumed as the contract's total amount. If the contract is recurrent, then the amount informed will be repeated for every period bucket equally.

Accounts Section

In this section, the user establishes how the contract will be billed and how the progress will be tracked.

Accounts: Establish the account criteria defined for the contract. This section will drive the way the hours will be allocated and consumed. Each contract can have up to 4 different accounts that cannot be used in other contracts. Only available accounts (not used in previous contracts) can be added. 

Important fields to be considered:

  • Account key: Previously created on the Accounts screen and set as OPEN (TBD). The select list will display only accounts linked to the related customer or the ones that are available (not tied to any contract). Accounts marked as CLOSED or ARCHIVED (TBD) will not be displayed for selection.
  • Billing: Shows if that account is billable or non-billable. Only the billable accounts count for the total hours of the contract. This is useful to separate values when calculating consumed hours or to track the costs of a contract. 
  • Service Type: Defines the nature of the service (Support, Project, Consulting, or Maintenance).
  • Contracted hours: part of the contracted total hours that will be split for that given account. The sum of all billable slices should not exceed the Contracts' contracted hours.
  • Teams: Represents the assignees for that particular account. Type the first letters of the team's name on the field and select the team from the list. Each account can have hours assigned to up to 4 different teams (slices) and the sum of all teams amounts should not exceed the account slice's contracted hours. The field also indicates the number of teams involved on that account slice. 

  • Actions: buttons that allow editing, delete or split the amounts across different teams, as per the defined permissions.

Click on and the contract will be created.