Create a contract
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1.
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From Sales, click Group sales. The Group Sales page appears. |
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2.
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On the calendar, select a reservation and on the action bar, click Go to reservation. The reservation record appears. |
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3.
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In the Due Dates grid, click Contract, and select Create contract. The Create contract screen appears. |
Note: If Contracts does not appear in the Due Dates grid, it means a contract is not required by default for the order. To require a contract, under Tasks, click Edit Reservation and select Contract required. Also enter a due date. When you save and return to the Due Dates tab, the Contract section is displayed. For more information see Edit Group Reservations.
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4.
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By default, the Name field automatically displays the name of the patron associated with the group reservation. You can change the default name as needed. |
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If a default template has been configured to use for group order contracts, it is displayed in the Contract template field. If no default has been configured, the field is blank. Click the search button to select a template to use for the contract. The Letter Template Search screen appears. |
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In the Letter type field, make sure “Group sales contract” is selected and click Search. In the results grid, highlight the template to use and click Select. You return to the Create contract screen. |
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If a default attachment type has been configured for group order contracts, it is displayed in the Attachment type field. If no default has been configured, the field is blank. Select the attachment type your organization uses for group contracts. After the contract is created, it will be saved as an attachment on the Documentation tab of the reservation record. |
Tip: Typically, your system administrator configures the attachment types available. If a “contract” attachment type has not yet been added to the system and you have the necessary security rights, you can add a new type by entering it in the Attachment type field.
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By default, Mark contract as sent is selected. If you intend to send the contract right away, you can leave it selected. Otherwise, you should clear the checkbox. If you leave it selected, when you save the contract, the Order History tab will have a “Contract sent” entry with today’s date. |
Note: You can mark the contract as sent or unsent at a later date. For more information, see Mark Contracts as Sent or Not Sent.
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9.
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Click Save. You return to the reservation record and a link to the contract is displayed. The contract you created is now saved in your database and has also been added as an attachment on the Documentation page of the reservation. |
Note: To access the Documentation page, click Go to documentation in the Important notes grid.