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Jim2® Business Engine Help File

Please see Overview for an explanation of contract lists.

 

create machine list icon

 

On the ribbon, go to Contracts > Create Contract List.

 

machine list

 

Sorting, searching and grouping are available as per other lists in Jim2. Select the column header in the grid to sort, then drag it to the Group By area to group.

 

drag machine list

 

Tip

Some letters in the field names within the header are underlined, eg. Cust#. Using Alt+ the underlined letter will jump to the field beside that heading.

 

This section explains the field headings in the Contract List header.

 

Field

Explanation

Contract#

Enter a contract number here to return a list for that number only, or leave it blank to run a full list of contracts.

Cust#

Entering a customer card code here will display a list of all contracts for that customer.

Status

Choosing a status will display a list of all contracts on that status.

Type

Refine the list to show only master contracts, or child contracts (Machine type), etc.

Name

Produces a list of all contracts for the name entered here.

Deal

Used for finance brokers. Entering a Deal number here will produce a list of all contracts with that Deal number.

Fin. Ref

Adding a Fin. Ref here will produce a list of all contracts with that reference.

Unread Email/Finish

Ticked will show all (unread email/finished contracts), unticked will show none, solid black box will show everything.

Serial#

Entering a serial number will produce the contract with that serial number only.

Ship#

Enter a Ship cardfile here to see all contracts for that cardfile.

Master#

Entering a master contract number will list the master and child contracts for that master number.

Request Sent

Ticked will show all contracts where a meter request has been sent.

Cust Ref

Produces a list of all contracts using this customer reference.

Contract

Produces a list for all contracts of this contract type, ie. Retail.

 

Note: More than one can be selected if required.

 

multiple contracts

Last Billed <

Produces a list of all contracts last billed prior to the date entered here.

Request #

Enter a cardfile here to see all contracts where the Request is that cardfile.

Has Reads

Tick to see all contracts that have reads against them.

Asset #

Enter an asset number to return a list of all contracts for that asset.

Billed

Produces a list of all contracts billed based on the period selected here, ie. quarterly.

Next Billed <

Produces a list of all contracts with their next bill date due prior to the date entered here

Request By

Produces a list of all contracts using the Request By method selected here, ie. email, fax, etc.

Masters

Tick to produce a list of on

Item#

Produces a list of all contracts using this Item.

Make/Model

Produces a list of contracts using this Item make and/or model.

Req. Sent <

Enter a date prior to which the request was sent to produce a list of all contracts with dates prior.

Contract Grps

Selecting groups here will produce a list of contracts for those groups only.

EKM Contact <

This field is only editable if you are using Happen EKM.

Happen EKM

This field is only used for Happen EKM.

Bill Using

Default Read – This is the default as set up on an asset in the Request By field.

Default Read (including Manual) – This allows for using the default as set up on an asset, but also includes any manual reads entered.

Best Read – This will take the best read based on settings in Tools > Options > Contracts > Machines.

The default choice can be set up in Tools > Options > Contract > Machines, but can be changed at object level.

Active

Produces a list of all active contracts.

Billable

Returns a list of all contracts where the current date is less than the project's Next Bill date, but is within the billing window as set up via Tools > Options > Contract > Machines (Meter Read entry period), however this can be overridden on a connector basis. The billing window allows for contracts to be billed prior to their next bill date, but not too early. Text will be coloured orange.. This allows right clicking in the list to bill all jobs in the list, or select individual jobs to bill. It is not possible to preview when billing from a Job List. No child jobs are created – only master jobs. If a child is found with no master, it will only add the read to the asset – it won’t create a job.

Billing Due

Tick this to return a list of all contracts with billing due.

 

Advanced List

advanced machine list

 

This section explains the field headings in the Advanced section of the header.

 

Item

Explanation/Usage

Item Grps

Selecting groups here will produce a list of contracts for those groups only.

Source

This field allows selection of the source for the meter reads.

Source Value

Enter a value here to filter your list by that value.

Var. Status

Select from the following options to filter the list:

 

var status

Cont.In >

Enter a contract start date after a specific date.

Cont. Out >

Enter a contract finish date after a specific date.

War. In >

Enter a warranty start date after a specific date.

War. Out >

Enter a warranty finish date after a specific date.

Cont. In <

Enter a contract start date prior to a specific date.

Cont. Out <

Enter a contract finish date prior to a specific date.

War. In <

Enter a warranty start date prior to a specific date.

War. Out <

Enter a warranty finish date prior to a specific date.

Type

Select a Note type.

Value

Enter a value here to further filter the list.

Price Rev <

This can be used to set when pricing was reviewed, or when pricing is to be reviewed.

Last Read <

This will produce a list of contracts with last reads before this date.

Customer Suburb

Enter the Customer suburb.

Customer Postcode

Enter the Customer postcode.

Customer Acc. Mgr

Select the Customer Account Manager.

Groups

Select Project group to search within.

Ship Suburb

Enter the Ship suburb.

Ship Postcode

Enter the Ship postcode.

Meter Name

Enter meter name (Managed Print Services only).

Calc Type

Select a calculation type to filter the list.

Meter Type

Enter meter type (if applicable).

Card#

Enter card code related to meter.

Stock#

Enter stock code related to meter.

The following only pertains to those using Finance in Jim2

Finance#

The cardfile for Finance contracts.

Originator #

The cardfile of the originator for the finance contracts, ie. the dealer who organised the finance.

Fin. Start >

Enter a start date here to see contracts started after this date.

Fin. Exp >

Enter an expiry date here to see contracts expiring after this date.

Terms (M) >

Enter a value here for terms after this date.

Cust Charge

Choose from the following options to filter the list:

 

cust charge

Fin Charge

Choose from the following options to filter the list:

 

fin charge

Fin. Start <

Enter a start date here to see contracts started before this date.

Fin. Exp <

Enter an expiry date here to see contracts expiring before this date.

Terms (M) <

Enter a value here for terms after this date.

Inertia

Inertia relates to the time after a rental contract has finished.

End of Term

Select an end of term to see all contracts at end of term.

 

This section explains the field headings in the Contract List fields.

 

Refer to Lists for details on sorting, naming, grouping, etc. The headings may not be strictly in this order.

 

Field

Explanation

Contract#

Contract number.

State

Displays where the contract is up to, ie. Active, Billing Due, etc. Any text coloured red means that an action is required.

 

State

Explanation

Active

This means the contract has been billed for the last period and a new bill is not yet due.

Billable

This means that a read has been received within the window as set up in Tools > Options > Contract Machines (Meter Read entry period), and can be billed.

Billing Due

This means that billing is due for this contract.

Request Sent

This means a meter read request has been emailed to the customer.

Cust#

Customer card code.

Ship#

Ship card code.

Customer Name

Customer name.

Contract Price Level

Displays the price level for the contract, as set up in Price Levels.

Contract Type

Displays the type of contract, as set up in Contract Types.

Request Sent

This field is updated when a meter read request is sent.

Next Bill

Displays the next bill due date. Any text coloured red means that an action is required.

Billing Total Ex.

The figure shown here is the amount of the next billing action due.

 

Note: if there is more than one billing action, the amount shown here will be for the next billing due, and will not show the total of all billing due.

Last Billed

Displays the last billed date.

Item#

Item number.

Item Desc

Item description as shown in the Item.

Item Model

Model.

Item Make

Make.

Name

Choose a name, or use logged user.

Cust Ref

Customer reference.

Serial #

Serial number (if applicable).

Contract In/Out

Date in and out of contract to refine the list.

Asset#

The asset number.

Asset Ship#

The ship address of the asset.

Asset Item#

The Item number for this asset.

Asset Item Desc

The description of the Item on the asset.

Asset Model

The model of the asset.

Asset Make

The make of the asset.

Asset Owner#

The customer who is the owner of the asset.

Warranty In

Date warranty commenced.

Warranty Out

Date warranty expires.

Status

The status of the contract, ie. Booked, etc.

Request By

Request By method, ie. email.

Branch/Sub-Branch/GL Dept

Lists branch, sub-branch and GL Department if branches are being used.

Location

Primarily used to describe the location of, for instance, a photocopier in a customer's building, ie. Reception, 1st floor, etc.

Customer Region

Customer region group.

Ship Region

Ship region group.

Ex Mach#

If a machine was at a previous customer, returned and went to a new customer, this number relates to the contract from the original customer – allowing tracking the entire life of the machine.

Billed

Billing frequency, ie. monthly.

Master#

Master contract number.

Price Rev

Date price last reviewed.

Acc. Mgr

Customer account manager.

Billing Ready Source

Show the source, ie. Best Read, etc.

Default Read Age

Shows the read age, ie. -10 means 10 days prior.

Default Read Age (Inc. Manual)

Shows the read age including any manually entered ages, ie. -10 means 10 days prior.

Best Read Age

Shows the best read age, ie. -10 means 10 days prior.

Children Missing Best Read

The number of child machines that do not have a Best Read

Child Count

Lists the number of children linked to the master contract.

Missing Children %

Lists the percentage of missing children reads.

Children Missing Default Read

Shows the number of children missing default reads.

Children Missing Default Read (Inc. Manual)

Shows the number of children missing default reads, including those manually entered.

Master Meter

Yes or no.

Company

Only displays if multicompany is enabled.

Billable

Will show the billable date.

Unread Email

Will show any unread emails against the contract.

Last Actual Meter Read

The date of the last actual meter read.

Req. New Variation

Will show if a new variation is required.

Checkbox (Selected)

Will only return results for what is ticked.

Checkbox (Unticked)

Will not return results for any unticked boxes.

Checkbox (Partially Selected)

Will return results for all of the above.

 

Tip

When viewing a contract from a list, click the arrow in the quick access toolbar for the next/previous contract in that list:

 

downarrow expl

 

Shortcut keys:

Ctrl+. moves to the next object in the list

Ctrl+, Moves to the previous object in the list

 

If user security allows it, right click within the grid, select Export Data and save the list information as an XLSX file.

 

Right Click Option in Grid

 

export contract list

 

Right Click Option

Function

View

View the highlighted Project.

Edit

Edit the highlighted Project.

View Customer #

View the highlighted customer's cardfile

View Ship #

View the highlighted customer's Ship cardfile

Bill Contract

Billing

Workshop

Onsite

Consumable

Will allow billing the highlighted Project.

What appears below Bill Project is based on the actions you have set up:

 

contract dropdown

Add Proect to Non Report Group

Allows adding the highlighted Project.

Export Data

Exports the list to a spreadsheet.

Export Grid

Exports the grid to a spreadsheet. This is particularly useful if the grid has more than one header row, as it will export all header rows.

Print

Print the list.

Print Preview

Preview the list to be printed.

Copy Cell

Copy the highlighted cell.

Copy Row

Copy the highlighted row.

Copy All

Copy all, which can then be pasted into a spreadsheet

Show Find panel

Opens the Find panel:

find box

 

Tip

The Find panel will remain in a pinned list but will disappear from an unpinned list on log off.

Grid Columns...

Allows adding more columns. Also allows removal of columns. Select the column to add, then drag it to the position required in the columns within the grid. To remove, click and drag to the Grid Columns... window, or drag down away from the header area.

 

Right click options in the Nav Tree

right click project

 

After the top 3 (which are self explanatory), these options mirror what is on the ribbon in the Contracts tab, except for the last tab, which will Reset to Default all tabs.

 

Further information

Contract Footer

Contract Header

Contract Lists

Contract Reports

Contract Security

 

How to

Add a Document to a Contract

Contract Examples

Contract Variation Example

Create Similar Contract

Terminate a Contract

Unlink a Child from a Master