Dynamics CRM Contracts can be added to a case because they may include a specific level of support or service. The customer may have a certain amount of help hours or may be limited to a specific number of cases. There are three elements in Dynamics CRM Contracts: Contract Templates, Contracts, and Contract Lines.
Dynamics CRM Contracts Steps include:
- How to Create a Contract Template
- Contract Statuses
- Contract Lines
- How to Create a Contract
How to Create a Contract Template
Setting up your Microsoft Dynamics CRM Contracts templates is the first step to using contracts. In order to create a new contract, you must have the template which is already created.
- On the Top Navigation Bar, click Settings.
- On the Top Navigation Bar, click Templates.
- Within the template screen, click Contract Templates.
4. Click New to start a new template. A new window will open.
5. Below are the five required fields for a contract template.
- Name – is nothing but the name of the template (e.g. Master Services Agreement).
- Abbreviation – is nothing but the abbreviated version of the name (e.g. MSA).
- Billing Frequency – is the option set of monthly, bi-monthly, quarterly, semiannually and annually.
- Allotment Type – this identifies how the service is tracked and is an option set of the number of cases, time and coverage dates.
- Calendar – displays when the service or support is provided; the green dots that mean support is available.
6. When all your fields are complete, click Save & Close. And you can see the new saved Contract Template in the Contract Template section.
Contracts can have many different statuses.
- Draft – This is the first status that the contract is assigned after it is created. The contract can be edited but not associated with a case.
- Invoiced – Changing the contract from draft to invoiced means that the contract has been agreed by both the organizations. An invoiced contract cannot be edited or deleted.
- Active – The invoiced contract automatically becomes active once the start date of the contract has been reached. An active contract cannot be edited or deleted.
- On Hold – This status is used only when you need to pause the active contract. A contract with the on hold status cannot be edited, canceled, deleted or connected to the case.
- Canceled – You can change an active contract to cancel. When the contract is canceled then you cannot be connected to the case, however, it can be renewed.
- Expired – An active contract automatically changes to expired one, once the contract end date has passed. You can renew expired contracts.
Contract lines are used for invoicing. The contract must have the contract lines before the status can be changed from draft to invoiced. Contract lines contain information such as specific dates, products and how many cases or how much support time is added.
How to Create a Contract
- On the Top Navigation Bar click Service.
- On the Top Navigation Bar click Contracts.
- On the contract, screen clicks New. This will open a new window.
4. On this window, you select which contract template you would like to use. Select the template and click Select.
5. The window that opens next is the contract form. You should fill out all applicable fields. The Contract ID is read and auto-populates once the contract is saved. Below is a list of the required fields.
- Contract Name
- Contract Start Date
- Contract End Date
- Bill To Customer
- Contract Template
6. Once all your fields are complete, on the command bar click Save. This will extend the options available within a command bar.
7. Next, you will add Contract Lines. On the Navigation Bar of the contract, using the carrot next to the name of the Contract you created, click to the Contract Lines.
8. On the command, bar select Add New Contract Line. This will open a new window
9. You can complete the contract line fields. The required fields are the title, start date, end date and total cases/minutes, total price, and customer.
10. Once you are ready, on the top ribbon click Save & Close.
11. You will see your newly created line item in the Related Contract Line view
12. Now that you’ve added a contract line item you are able to invoice the contract. On the top command, bar click Invoice Contract.
13. Once you’ve invoiced the contract the command bar options change. Now you are able to put the contract on hold or you can cancel the contract.
The contract status will stay as the invoiced until the Billing Start Date. At that point, the status will automatically become active. When a contract reaches to its Billing End Date then the status will automatically become inactive. Now the contract is created, you are able to associate with the open case.