Add an encoding to a contract - Reports
When working with the Contract Management and Commitments module, you have the option to assign a coding to a contract. This coding is used as the basis for the Report section within contract management, and you can create a commitment based on the coding.
Adding an encoding
While registering or editing a contract in the archive, you can choose to assign coding. If you choose this option and save the contract, a new screen will appear where you can create a coding.
In the header of the row, you provide a description for the coding, and the total costs will be automatically taken from the contract period. You can also indicate whether you want to create a commitment based on the encoding. If you select "No" here, you can still change it to "Yes" later. Once a commitment is created, this field can no longer be modified. If you later decide not to use the commitment, you can deactivate it from the Commitment menu.
In the coding row, you fill in various fields. Below, we explain some of these fields:
- Percentage
In this field, you specify what percentage of the costs in this coding row should be applied. The total percentage must always equal 100%. If you want to use multiple coding rows, you can click the "Add a coding row" button at the top of the page. The percentage of all coding rows combined must total 100%. The system calculates this automatically, so you don't need to fill in the amounts or VAT yourself.
- Description
Enter a description of the coding row here.
- General Ledger Account, Cost Center, Organizational Unit
These fields are used for the Reports page to generate an overview of all contract costs, for example, based on a specific general ledger account.
- Period
Specify here how many periods the total costs of this coding row should be spread over.
- Start Date, Number of Terms, Invoice Date Margin
The start date is used to indicate when the commitment starts, and when invoices can be deducted from the commitment. For the number of terms, you specify how many terms are involved, and for the margin, you indicate how many days earlier the commitment may be released. For example, if you have a start date of 01-10-2024 and 12 monthly terms, the commitment will be released on the first day of each month, so that invoices booked on this commitment can be automatically approved. If a relation sends an invoice 5 days earlier, you can enter a margin of 5, allowing the system to account for the earlier arrival of the invoice and automatically approve it.
- Project, Subproject
Finally, a project and subproject can be linked to the coding row. This is only possible when projects are used within Commitments and is not a required field for contract coding.
These fields will all be automatically transferred to an commitment if you choose this option. The commitment is only created once the contract has been approved.
It is not possible to change certain fields, such as the general ledger account and cost center, once an invoice has been booked on the commitment linked to the contract.
It is not possible to transfer the coding of a contract into an invoice. However, you can use templates for this. Read more about setting up templates for Invoice Processing.
The Report Menu Item
The coding is used to populate the Report page of contract management. On the Report page, you can select contracts based on a specific period, general ledger account, cost center, and much more.
The displayed amount is based on the period you have selected. For example, if you have a 3-year contract and specify a period of 1 year, you will see the costs of this contract for 1 year.
This page does not take into account deducted invoices in combination with commitments. For this, you can use the Report menu within the Commitments module.
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