Overview

The Contracts record type is used for sales contracts to be created, submitted for approval request, and to be either approved or rejected. Contracts can be used in conjunction with Commission Request Approvals. By editing a user’s profile you can set up a Contract management process that is right for your organization. Control which users are given the ability to create, edit, delete contracts, the ability to request approvals and the ability to approve or reject Contracts.

Contracts Tab

The Contracts tab is where Salesboom users go to create, view, generate reports on, and manage Contracts.

• There are standard views where sales reps can view their contracts and Sales Managers, Controllers, etc. can view contracts for the entire organization. You can create your own custom views to bring back any data on contracts in the way you want to see it.
• ‘Create Contract’ Button at the top of the page creates a contract with all the standard and custom fields
• Quick Contract Form at bottom of the page allows you to quickly create a contract, so you can come back later and fill in all the details
• Contract Search at top of the page searches contracts. Note the contracts that are returned in the Contract Search are controlled by your user Profile, Role, and Security Access settings.
• Generate Reports Section shows a list of pre created reports and an All Reports button which brings you to the reports page where you can create customized reports on Contracts or any other record type.

Contract Management

All contracts are set to "Draft" by default when they are created. When viewing a Contract, users with the appropriate profile permissions will see a series of buttons for contract Management:

• "Approval Request" Button - create/view approval requests and their answers. contract is set to "In Pending Process" While a user is waiting for an Approval Request to be approved or denied, they can, with the appropriate profile setting, update the Approval Request, e.g. assign it to someone else or update the contract approval request.
• "Approve" Button – Approve a Contract. This will enable the "Activate (Generate Invoices)" Button.
• "Reject" Button - Reject approval request. (only enabled if the contract is of status "In Pending Process".) The "Activate (Generate Invoices)" will remain disabled for rejected Contracts. Rejected Contacts can be put up for a new Approval Request in case of dispute or a mistaken rejection.
• "Activate (Generate Invoices)" Button – Sets Contract status to Active and generates invoices base on the Contract information. (only shows on Contracts that have been approved)
• Mail Merge – Use the Mail merge button to re-use your existing contract documents. Upload any contract template created in Microsoft Word or Open Office and have Salesboom merge in the required data fields from the Contacts record stored in Salesboom.
• Edit Button – Edit the details of a contract. Note Contract data is used when generating invoices, so make sure billing terms, etc are accurate.
• Delete Button – Deletes a contract. Available to retrieval from Trash.
• Print Button – Shows printable view of contract and is to be used in place of Mail Merge if you don’t have a contract template created.

There are 3 contract management profile permissions that can be set to allow certain users the ability to manage contracts.

• Approval Request - user can create/view approval requests.
• Approve - a user can Approve a contract
• Reject - a user can Reject a contract

Note: To activate a contract, you much select the “Activate (Generate Invoices)” button and the invoices are generated. Once a contract is set to "Active", the "Activate (Generate Invoices)" button is disabled when viewing the Contract. If there is an error with the invoice due to incorrect data in the contract, delete the invoices, and delete the Contract and create a new Contract with the correct data and generate the invoices again.

All above profile settings are enabled by default for Contract Manager, System Administrator profiles, but can be set individually for each user in any Edition with customizable profiles:

A user is shown approval requests at the bottom of the "Contracts" tab screen if they can either approve or reject contracts.