How to create Fixed Contract
Creating Contract for specific customers is a breeze with these simple steps:
Step 1: Head to the "Billing" section in the side navigation bar and choose "Contract" from the list.
Step 2: In the Contract window that appears, click on "Contract +".
Step 3: A creation window will appear. Enter relevant details.
Step 4: In the billing settings, there is a dropdown menu for selecting the contract type, choose 'Fixed' from the options also enter the fixed amount.
Step 5: Afterwards, there will be a checkbox available for enabling recurrence. Upon selecting this checkbox, options for specifying the start and end dates of the billing cycle will appear, along with a dropdown menu to choose the time cycle.
Step 6: Following that, there will be checkboxes for 'Tickets', 'Projects', and 'Activity'. You can select each one to set as default contract.
To set Billing Template, Tax, Product, Expense
Step 1: On side navigation bar, access the Control Center and select “Configurations.”
Step 2: On the screen that appears to the right, select the appropriate from the Billing & Contracts section.
Step 3: On the screen that appears, click the “Template +”, “Tax +”, “Product +” and “Expense +” for Template, Tax, Product and Expense respectively button located in the upper-right corner of each screens.
Step 4: A new side drawer will open where you need to fill in the fields appropriately and save it by clicking the save button.
Setting billing address , billing template and default invoice number of a customer
Navigate to the side navigation bar and choose "Customers" from customers.
Select the particular customer you wish to add Billing Template.
Scroll down the right-hand window to find the "Billing & Contract" tab and click on it.
Choose the "Billing & Invoice" tab from the provided tabs.
Please scroll down to locate the billing address section, where you can input your address.
You'll find a button on the right side of the billing template, allowing user to select the default template.
Next to the invoice number, you'll find a dropdown menu allowing you to select either 'manual' or 'auto-generated' options.
If you select Auto-Generate, two fields will appear. The first one offers a dropdown where you can choose from options like "INV" and your customer code. The second field is for entering a custom prefix with alpha-numeric values, and the auto-generated value will be incremented after the custom values you've entered.
Click on save to save the information
To create a new ticket for a User.
To start, go to the service desk's module on side navigation bar and select "Ticket".
Look for the "Ticket +" button on the right-hand window and click on it.
A new window will appear where you can enter the required details. Once done, click on "Next".
Provide the necessary information on the next screen and click on "Create" to complete the process.
By following these steps, you can create a new ticket for the user.
Details to creating tickets.
Follow the instructions to provide details while creating tickets:
* Summary: Type in a brief summary of the ticket issue. As you type, the system will provide suggestions. If a suggestion closely matches your issue, select it from the list. If it's a new issue and there is no suggestion, manually input a summary.
* Description: Enter a detailed description of the ticket issue in the description box.
* Customer:- Select the customer to which the user having issue belongs
* Site:-Select the site to which the user belongs from the drop-down.
* User:-Select the name of the user from the drop-down.
*Contract: Choose the appropriate contract from drop-down menu for the ticket.
Note:- Marked * steps are mandatory fields and those must be updated to get ticket created
Adding Time Entry
Navigate to the service desk module on side navigation bar and select "Tickets" section.
Open the ticket you want to add notes with time entries.
At the top of the screen, there's a timer. Please click 'Start' when you begin working and 'Stop' once you've completed the work..
In the notes & time screen, you can choose the "Status", "Work Role" and "Work type" of the ticket.
If you want to add a predefined notes, Add it using "Canned Notes" and "Business Cycle" for marking the operating hours.
After completing the work on that ticket you can close by just clicking the close button on the right top of the screen.
After closing the ticket it will go to the "Ready to Bill" section.
To Create an Invoice for a ticket with an Fixed contract
Step 1: Head to the "Billing" section in the side navigation bar and choose "Invoice" from the list.
Step 2: Once you have accessed the invoice section, you will see an option labeled "Invoice +". Click on this button to create new invoice.
Step 3: There will be dropdown menus to select the customer, contract and Template for choosing the relevant option. Upon selecting a customer from the dropdown menu, the corresponding fixed contract for that customer will be displayed. Additionally, users have the option to select a template from the dropdown menu, and they can also add new templates directly from the dropdown.
Step 4: To add a new item into the categories of 'Ad-Hoc,' 'Product & Expense,' and 'Service,' there exist corresponding options labeled 'Ad-Hoc+,' 'Product & Expense+,' and 'Service+,' respectively.
(NOTE: The service list displays only those services associated with the customer's specific contract.)
Step 5: Users can manually adjust the input values for 'Tax' and 'Discount', but by default, these values will be determined from the Billing template.
Step 6: To initiate the invoice generation process, users can click the 'Generate & Send' button. Additionally, they can access a dropdown menu located at the top right, labeled 'Generate & Send', providing options to either 'Generate & Save' or 'Save as Draft'.
(Note: Selecting the "Generate & Save" option will open a new window where you can download the invoice using the download button.)
