How to record metered contracts in Contract Administration in Microsoft Dynamics GP and in Microsoft Great Plains


INTRODUCTION


The article describes how to record metered contracts in Contract Administration in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

More Information


To record metered contracts in Contract Administration, follow these steps:
  1. Create a metered contract type. To do this, follow these steps:
    1. On the Cards menu, point to Contract Administration, and then click Contract Types.
    2. In the Contract Type Maintenance dialog box, type a name in the Contract Type box, and then click Meters.
    3. In the Base column in the Contract Type Meters dialog box, type a value in the box that corresponds to meter 1.

      Note You can also type values in the boxes that correspond to meters 2 through 5. If overages apply to one or more of the five meters, type meter information in the respective boxes in the Overage columns, together with overage amounts in the respective boxes in the Amount columns.
    4. Click Save.
  2. Select the item for which you want to calculate meter overages. To do this, follow these steps:
    1. On the Cards menu, point to Service Call Management, point to Extensions, and then click Item.
    2. In the Item Extensions dialog box, click the item for which you want to calculate meter overages, click to select the Metered check box, and then click Save.
  3. Select an equipment record. To do this, follow these steps:
    1. On the Cards menu, point Service Call Management, and then click Equipment.
    2. In the Equipment Maintenance dialog box, click an equipment record for the metered item that you selected in step 2, and then click Meter Readings.
    3. In the Current column in the Equipment Maintenance - Readings dialog box, type a meter reading in the Meter 1 box.

      Note You can also type meter readings in the following boxes:
      • Meter 2
      • Meter 3
      • Meter 4
      • Meter 5
    4. Click Post.
    5. In the Equipment Maintenance dialog box, click Save.
  4. Create a contract by using the metered contract type that you created in step 1. To do this, follow these steps:
    1. On the Transactions menu, point to Contract Administration, and then click Contract Entry/Update.


    2. In the Contract Entry/Update dialog box, type information in the following required boxes:
      • Customer ID
      • Address ID
      • Contract Type
    3. In the Contract area of the Contract Entry/Update dialog box, type information in the following required boxes:
      • Length
      • Start
      • Price Book
      • Currency ID
    4. In the Billing area of the Contract Entry/Update dialog box, type information in the following required boxes:
      • Length
      • Bill Day
      • Bill To Customer
      • Bill To Address
    5. In the Contract Entry/Update dialog box, click New, click the frequency in the Frequency list in the Billing area, click Metered in the Liability Type list, and then click Contract Lines.


      Note Do not click Monthly in the Frequency list.

    6. When you are prompted to save your changes, click Save.
    7. In the Contract Maintenance – Lines dialog box, create a contract line for the equipment record that you selected in step 3.


      Note Make sure that there are records in the Monthly Price field and in the Extended Price field on the contract line.
    8. Highlight the contract line, click Meters, and then click Default.
    9. Click Save.
    10. Close all open dialog boxes.
  5. Process a meter posting. To do this, follow these steps:
    1. On the Transactions menu, point to Contract Administration, and then click Meter Posting.


    2. In the Meter Posting dialog box, enter meter readings in the following boxes for the contract that you created in step 4, and then click Post:
      • Meter 1
      • Meter 2
      • Meter 3
      • Meter 4
      • Meter 5
  6. Bill the contract. To do this, follow these steps:
    1. On the Transactions menu, point to Contract Administration, and then click Contract Billing.
    2. In the Contract Billing dialog box, click the contract that you created in step 4, and then click OK.


      Note Bill only the contract line price. Meter overage billing does not occur now.
  7. Create a service call for the metered contract item. To do this, follow these steps:
    1. On the Transactions menu, point to Service Call Management, and then click Service Calls.

    2. In the Service Call Entry/Update dialog box, click New, click the equipment record that you selected in step 3, and then click Meters.
    3. In the Current column in the Meters dialog box, type information in the boxes that correspond to meters 1 through 5, and then click OK.
    4. Click Save, and then click Ready Inv. in the Service Call Entry/Update dialog box.
  8. Bill the service call. To do this, follow these steps:
    1. On the Transactions menu, point to Service Call Management, and then click Service Call Billing.
    2. In the Service Call Billing dialog box, click the service call that you created in step 7, and then click OK.



      Note The amount that is billed on the service call is for meter overages.
  9. Create an invoice for the contract. To do this, follow these steps:
    1. On the Transactions menu, point to Contract Administration, and then click Contract Billing.
    2. In the Contract Billing dialog box, click the contract that you created in step 4, and then click Invoice.