How to access and manage contract details in the Zuper web app?

How to access and manage contract details in the Zuper web app?

The Contract details page lets you view the complete information of the contract and all its associated records in a single place. From the contract listing page, you can click any one of the contract names to go to the contract details page.

Navigation: Contracts -> Contracts listing page



1. Select the "Contracts" module from the left navigation menu. 


2. Click the Contract to view the Contract details.  

 
3. The Contract details have a three-column layout with information & actions available in each panel for quick access.

 

 

Left Panel

The Left panel contains the contract-related details. Following this information, you can notice the quick actions bar, which offers you contextual action buttons such as mailing the customer and add notes. 

 Below the quick actions bar, you can find the contact details, notes, jobs, and activities

Quick actions

1. The Users can contact the organization or customer via the Mail button. 

 


2. Click the "+ New" button to create a new Job or new quote from the contracts module. 


3. Click the "+ Add Note" button to create a new note. 
You can use the rich text editor to enter the note details. Contract Notes are comments or information that are added to an contract module over its course. These notes add more context to the Contract. Your notes can be anything ranging from a simple text reminder to an image of the item service and video or document. All added notes can be viewed under the Notes Section in the left panel of the Contract Details Page. 

3.a. You can also associate the notes with different modules. Use the “+” option to associate the notes with other modules such as customer, property, etc.

3.b. Note Visibility:
  1. Internal (Default) – This privacy setting will help you make the note visible to all your Zuper users in your account.
  2. Private – This note is visible only to the user who created the note.
  3. Public - This privacy setting will help you make the note public to all, including the end customer through the Customer Portal. 

Click the "Post Note" button to post the notes. 



3.c.  The note is created successfully. 



3.d. You can sort the notes based on the newest or oldest of creation. 

Contract details

1. Select the "Details" section to view all the contract-related details that cover Primary Details and Other Details (This will have Contract-specific custom fields). 


2. Select the "Notes" section to view all the notes created for the contracts. You can also create new notes and manage them. 
You can change the "Notes Privacy, Edit Note, and Delete Note."
Note: The edit and delete options are available only for the user who created the note. 



3. Select the "Parts & Services" to view the parts & services linked to the respective contract. 


4. Select the "Jobs" section to view all the associated Jobs with the Contract.
Note: You can click the "Job Title" or "Job No." to view the job in detail. 
 
5. Select the "Activity" to view the list of actions performed inside the contracts module. 



Right Panel

The right panel contains the other module details that are interlinked with the contracts module. 

View organization linked to the contract

1. You can view the organization linked to the Customer. 


Add customers to the contract

1. Click the "+" icon next to the "Customer" to create and associate the contract. 


2. The "Choose Customer" side panel appears, From the "Existing Customers" section, Select the "Customer"  to add the Customer. 
Note: If you want to create a new Customer, click "New Customer" tab. 


3.  The customer details are added to the contract successfully. 


Add properties to the contract

1. You can view the property linked to the Contract. 

Approval history

1. You can view the contract approval statuses. 


Invoice history

1. You can view the invoice history statuses. 
Once the invoice is sent as per schedule, the invoice status will be automatically updated to "Sent" and you can click to go to the invoice details

Add assets to the contract

1. Click the "+" icon next to the "Assets Associated" to add the asset. 


 
2.  The "Choose Asset" side panel appears. Select the "Asset"  to be added to the contract. 



3. The asset details are added to the contract successfully. 


Note:  If the added asset(s) already has a PPM (Planned Preventive Maintenance), and is associated with this contract, you can view it under "PPM Associated." If no PPM has been created for the added asset(s), click the "+" icon next to the asset to create a new one. For more details, see How to create and manage your PPM in the Zuper web app.

View PPM associated to the contract

You can view the PPM associated with the contract or add a new one. To add a new PPM, follow these steps:

1. Click the "+" icon next to "PPM Associated." A sidebar will appear to create a new PPM.


Primary Details

Fill in the following primary details:
  1. Choose Contract: This field is auto-filled.
  2. Choose Part/Service (Optional): Select the relevant part or service from the drop-down list.
  3. Priority (Mandatory): Select the priority from the drop-down list. Options include Low, Medium, and High.
  4. Auto Generate Job (Optional): By default, it will be set to "No." If you want to auto-generate a job based on the PPM, select "Yes." 
  5. Choose Asset: Select the asset to associate with the PPM.
Additional Details for Auto-Generated Jobs:

If you select "Yes" for “Auto Generate Job,” you will need to provide the following details:
  1. Generate Job Before: Enter the number of days before the job should be auto-generated.
  2. Job Category: Choose the job category from the drop-down list.
  3. Street Address: Click "Pick from Map" to fill in the street address information.
After completing the primary details, click the "Next" button to proceed to the scheduling step for the PPM.


PPM Schedule

1. Provide the following details to schedule:
  1. Frequency: Select the relevant frequency (Days, Weeks, Months, or Years) from the drop-down list. 
  2. Frequency Period: Select the relevant frequency period from the drop-down list.
  3. PPM Start Date: Select the start date of the PPM.
  4. PPM End Date: Select the end date of the PPM.
  5. Schedule Dates: These are the dates for the upcoming schedules (service date) based on the frequency period. 
Once done, click the “Create PPM” button. 

2. A new PPM will be created and added to the contract successfully.

More Actions

You share the contract PDF via email or save as a PDF. 

Under the More Actions section, you can perform various actions, such as:
Edit Contract, Renew, Clone, and Deactivate. 


Edit Contract

1. Choose the "Edit Contract" option and click the "Save Contract" button to modify the contract details. 


Renew Contract

1. Choose the "Renew" option. 
















2. Modify the expiry date date. Click the "Save Contract" button to renew the details. 


3. The contract is renewed successfully. 


Note: You can "Approve" or "Reject" the contract. 

Deactivate Contract

You can deactivate the contract temporarily, and later, you can activate them. 



Note: Once you deactivate the contract, you will get an option to either delete or re-activate the contract again. 

After the new contract creation or when you need to modify the existing contract details, you can perform many major actions from the contract details page. 

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