Customer Contracts

Sales staff create a customer contract to record agreed products, services, and commercial terms for ongoing work. Get the business approval and customer acceptance required by your organization before entering the record. A saved contract gives billing and account staff a shared reference for what was agreed.

Before you start

• Access: The company needs Subscription Services, and you need Sales permission. The entity must be in Transaction Mode. The Contracts menu is not available in the inventory-management edition.
• Where: Select the entity, then open Contracts > New Contract.
• Prepare: Confirm the customer, accepted agreement, prices, dates, payment terms, and who will tell billing about later changes. Search for the customer before using the Add link beside Customer.

Create the contract

1. Select Customer and enter the required Contract Date, Payment Terms, Currency, and Exch. Rate Multiplier. Check the customer and billing details against the accepted agreement.
2. Select Assign Contract Number. Versa opens the contract edit page.
3. For each agreed item, enter Product or Service, QTY, Unit, and Unit Cost. Use the Contract Note tab for relevant line information.
4. If an eligible service line will recur, select Subscription and enter its Start Date, optional End Date, and Frequency. For a monthly subscription, choose Beginning of Every Month, End of Every Month, or Specific Day Of Month with Day of month. Review Auto Collect Payment, Defer Revenue, and Replaces Existing Subscription Line Item against the approved billing arrangement. Select Create to save the line and its subscription settings before adding another line.
5. Open the saved record from Contracts > Contract List and compare its customer, terms, items, and subscription dates with the accepted agreement.

Hand the contract to billing

Store or link the supporting agreement according to your document process. Tell billing who owns service changes, renewals, pauses, and cancellations. Active subscription lines can produce invoices through Versa's recurring billing process. The first recurring invoice can also include contract lines without a subscription that have not yet been invoiced, such as a one-time setup fee. When Auto Collect Payment is selected and the customer has a saved credit card, Versa checks whether it can post the invoice, then attempts to charge a card whose payment gateway supports the invoice currency. Review the resulting invoices and payment outcomes rather than assuming that recording the contract completed the billing cycle. For the full recurring process, see Subscriptions and Recurring Billing.

If you do not see what you expect

• Contracts menu is missing: Ask an administrator to check Subscription Services, your Sales permission, and the company edition.
• Contract cannot be created: Review required header fields and confirm the entity is in Transaction Mode.
• Contract is absent from a list: Widen the date range. Contract List and Open Contracts default to a one-year range. Open Contracts includes only open records.
• Subscription option is missing: Check that the line is an eligible service and that the company uses Subscription Services.