Create a Contract Labor Invoice Template for Life Sciences Effortlessly

Contract labor invoice template for Life Sciences

hi this is david vallade with alta vista technology we're going to look at a big topic today a really powerful part of sage intact and that is the contracts module i find that contracts is a daunting thing to show in a presentation such as this because there's just so much to it so i'm going to try to walk the fine line between showing the power that exists within the context module without getting terribly lost in the details all right so here we see i have a environment here i have my contracts area of the system and we can see a lot of nice easy navigation if we want to use this interface for working with the system if that looks a little overly simplistic rest assured there is a fair bit of other functionality that we have for the taking that we'll touch on here momentarily let's take a look at our contracts though just start all right and i have a contract i wanted to look at that i've pre-built and my customer was daveco i believe there it is daveco management services so before i even go in let's take a look at what we have here i have a list of contracts and again this could be i could have views so i could have subsets i can have different types of contracts i can report on them all differently and i could see dollar amounts and and so on and so on there's an import button up above and i can delete contracts we'll talk more about that as we go and i only have the one contract here that meets my search criteria so i'm going to hit edit and go into that contract okay so the contract is basically a container that holds all sorts of things it can hold contract lines for different sorts of billing events it can hold different sorts of revenue recognition schedules you can even track expenses but let's take a look here's the contract right there i have that it says daveco three-year contract it's in process i can see there's a dollar amount nice dollar amount and as of this moment that i'm looking at it nothing's been built nothing's been received and since nothing's been billed and i have nothing outstanding and just to confirm that if i go to the billing transactions history i can see in fact that is true i love this little bit of it so if you think about that having one spot that you can go to on a contract and see all the transaction history all the journal entries everything associated with the contract all in one spot wow that makes things a lot easier to manage i won't touch on it much in this video but know that there's all sorts of actions that we can have so if you find yourself doing things in your real life management of contracts that have to do with mea or putting contracts on hold or canceling contracts or perhaps renewing contracts from prior periods know that that's all here probably a little beyond what i can touch on all in one video but wow there's a lot of good good functionality there as well i'll scroll down here i can see the dates here so it looks like this one is a three-year contract which is cleverly alluded to in the title of the contract i have some usage billing price lists and some other price lists associated with it i could have an attachment in this case i don't and i have lots of dimensions dimensions are one of those things that we've talked about in other videos where we can have the ability to do all sorts of reporting on a certain aspect of our chart of accounts so for example i can do a report on the profitability for any location or department or in this case segment or channel or if i were using a project on this contract even project or vendor customer item any of those other things all right so those dimensions look good to me i have multi-currency here this one's in us dollars and here's the the heart of it here i love the contract lines there's an add button here so any contract you have could be made up of many many contract lines it doesn't have to be complicated or hard i i could always hit the duplicate button to duplicate a contract or any line on a contract so it is pretty forgiving and pretty flexible to set things up i can see some items on here so let's take a look maybe at this top one here even before i do that though i can see there's some different dates here so i can see that uh even before i go into the contract lines i can see it's made up of three different types of things and there's different date ranges it looks like this last thing the platform pack it looks like this one was added after the fact a few days after the start of the contract but fortunately it ends in line with a contract which is good and i can see that it's an add-on type of change so let's go into that top line like i said a moment ago and i'll make that a little bigger again there's that duplicate button to make transaction entry a lot easier and i can see here this is a probably the simplest type of line i can see it's a dollar amount 135 000 it's for one item and remember item is a dimension so i could report on this as i have these different types of contract events over many customers to see profitability on them you can see the date range that's all good and i can see again what i said earlier a contract line really has three parts of it or up to three in this case i have billing so what is the billing well this is nice and easy i have a monthly uh billing template for three years and it's a fixed price amount and if i hit the little drop down just to show what it could have been in this case it is a fixed price but it could also have quantity based so quantity based is one of those types of things where you have gigabytes and downloads and clicks and or events where some number of things happen and that drives your billing could also have project time and materials or if i had projects it could be even a milestone type of thing okay well that's a fixed price that's great and as i said before that was monthly so i might be thinking if i scroll down a little bit here there's a quantity of three so that's three years times forty five thousand dollars and i can do some other little calculations here to get me to a hundred and thirty five thousand dollar contract three year contract worth 135 grand but if i wanted to see well what does that look like monthly maybe my customer is talking to me or i'm talking with my sales person i can click the little view schedule choice here and i can scroll down and i could see well if you were to do the math that's three thousand seven hundred fifty dollars every month for three years to get to that total right now if i scroll down the rest of this contract line and i'm really at the bottom here this is it the rest has to do with stuff that's in the back of the house so here i have an asc 605 revenue section an asc606 revenue section and elsewhere i could have expenses i don't have to have the 605 that only applies to certain organizations there's a checkbox setting where i could turn that off if i didn't need that but we have it all turned on here just to show off a little bit what i get to do is i can pick the template for how i will recognize revenue and just to be a little bit clever i've picked different types of revenue recognition for example on the asc 605 side it's a drop down and note the add button so i get to add the rules for how i want to recognize revenue so in this case i have a three-year contract and i can hit the little view schedule before i do that i just want to take a look at what it says here it's a straight line for full periods so what i expect to see is the same amount every month and let me take a look if i scroll down in fact i do same amount every month that's looking great so that's again back of the house that's my revenue recognition for 605 purposes ase 606 purposes though i have a different type of template picked i have daily based on the number of days in the month similar but it is different and if i hit the little schedule button here i can see that in fact oh yeah look at that base amounts here i have different amounts here for every month that in fact is in line with the number of days every month and i even have if i want to scroll over to the side here a daily rate to a preposterous number of decimal places showing how we arrived at that amount and then the final parts down below are just again some of those dimensions that i can see just to keep track of this so i can report on this contract line so while there is a lot of sophistication here you can see that it's really not that hard this is really meant to be very easy to administer very easy to read and very simple to use in a fast-paced organization i'm just so used to intact that i maybe don't give it enough of a focus on these videos what's really happening here is amazing we're billing the customer at one cadence maybe that's a monthly type of thing maybe it's i'm billing annually maybe i'm billing every quarter or every month or any number of ways that i might have set up i get to define that so i might be billing things out in one cadence recognizing revenue in two other cadences and being able to report on them that's just part of the nature of intact being a multi-book multi-ledger system i can report on 605 or 606 or my gap or any combination thereof i'll hit cancel on that and that's good to see it and then i've touched on some of these other points here but the gigabytes again that's volume based so in this case i set it up as having a fixed up component but then also having another component that's based on quantity in this case and then again i have that platform pack that's something else that's an add-on i also added expenses in this case it looks like i added some commission it could be any expense though and same type of thing i'm recognizing the expense over the life of the contract you can see the dates there and i could hit the little schedule here and see the expenses in this case i have a straight line for 60605 purposes much like i did on revenue i'll get rid of that and 606 i can see the schedule there so that's a contract so what i'm going to do here is i'm going to just copy this and i'm going to show a couple more things here so if i copy that contract let's actually use it so i'll hit save on my contract and i'll show two common events related to that so first is obviously generating invoices so i haven't done any invoicing yet i'm going to go into that generate invoices option and i can come into this screen and i can generate invoices for all of my contracts or a subset so what i'll do here is i'll scroll down here and i just want to point at a few things uh one is under the filters area i can filter so i can run for just one contract and i'll just paste in that contract number i had at the start here there's my daveco three-year contract i'll just limit it to that so we don't have a lot of other clutter on the screen but you could set up contract types or currencies or projects or project managers or so on and so on and you can even make a filter set so if you had certain types of customers maybe you have a certain population of your customers that you invoice together and do billing for another set separately you could build all the rules the filters that you want and save it off so that it's easy to pull up and run later but i'll just do that one one particular contract and i'll leave it there so i'm going to hit my preview let's see what we get all right i scroll the bottom i can see i have one customer for fifteen thousand three and thirty three dollars and thirty two cents that's what i'm going to bill out again i limited it to just the one contract in real life if you had a billing clerk they don't need to filter it actually i should mention that someone could just come along and click the generate invoices and off they go i'm taking the long way just to point out some things as we go now if i were to do this and preview and see that i had this contract ready to be billed out i might be curious and i might ask well what's that for uh these are all clickable links of course so i can click on that dollar amount fifteen thousand three thirty three i can make that a little bigger and if i scroll down here i can see okay well i picked a date in december to do my billing but i never did my november billing the system knows that so it knows that i need to bill out some of my gigabytes remember i had some recurring amounts i didn't look at that in much detail but i do see contract line one there's my machine learning core oh there's the 3750. yep sure enough i can see that that's a number of i remember from prior and i can see some of the other things again this is doing two months because that's what was supposed to happen down below for usage i didn't have any activity so that could have happened if i had any of those gigabytes downloaded in this example i didn't so there won't be any timesheet entries none expenses none ap billable no purchasing no i have all this enabled just that it could be used if i had some of these deselected the screen would be a little less complicated but this is a hint of all the things that can happen here and as a user here if there were anything here that i didn't want to bill out just yet i could deselect it and that's fine i'll cancel to leave that window there and i'll go ahead and generate my invoice i have a view invoice run little button that pops up and the re this is going to be a little bit boring but what i can do here is see all the different invoices that were made in this case just the one invoice like we discussed before but the reason why there's an invoice run and the reason why this is set up this way is because it is built to scale i could have hundreds or thousands of invoices that just got made and are all ready to go and i've done this in other videos i can send them out in mass too so with a handful of clicks i could send out all my invoices via email or print them out or some combination of those two events to get them to my customers quickly but what about rev rec that's interesting what about that that's another thing i can do i'll go into the manage schedules here to go ahead and book my revenue recognition but before i do that i just want to point at something if i go into the setup here and i look at the templates that i can have for recognizing my revenue i just want to point at this column here default posting type i have most of these types of revenue recognition schedules set up to be manual but i could have them be automatic as well so the step that i'm about to take right now is where i'm going to go ahead and post my revenue recognition but i don't even have to do that i can even i could have everything set up to automatically post itself if i'm so inclined but since i have most of my schedules here set up as manual deliberately i will come in and manage my schedules and i will post and again i'll limit that just for ease of clarity here i'll say let me just post the three-year contract that i had a moment ago and i'll just do the 605 for revenue and expense and let's preview and again this through december here let's preview what it would have done and i can see it has booked revenue recognition for a few different contract lines and it broke it down for the revenue and then also the expense as well these are all clickable links yet again so i can see everything there and i even have that one this last contract line here is a pro rate part where i could have it be staggered to be weighted differently that's my 605 i will toggle over to 606 and i'll compare the two right and that top line did change uh just slightly this contract line for 606. 606 is set to be based on the number of days so maybe a good place to go from here is let's go right back to where we started i'm going to go back to my contracts and i'll pick my daveco and i'll go back into that contract and you'll notice it's changed a little bit now i can still see the contract total and there's that billing amount now because i've done my billing and if i go into my transaction history i can see there's that invoice number so i can drill in on that and take a look at what was there i can look at my journal balances so i can see what's been deferred revenue for 605 and for 606. i can see the transaction history for 605 and 606. and everything on this window here all the blue that you see these are all clickable things so this tells me that i can even drill in to see more stay tuned as we come out with more content this is something that we want to come back to more and more there's so much more we could talk about thanks for watching