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Changes for page Create Contract

Last modified by David Stadnyk on 2026/04/21 18:28
From version 2.1
edited by Isaac Mejia
on 2025/12/15 16:49
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To version 9.1
edited by David Stadnyk
on 2026/04/21 18:21
Change comment: There is no comment for this version

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1 1  {{include reference="KBArticleHeader.WebHome"/}}
2 2  
3 -= Create Contract =
3 += Create a Contract =
4 4  
5 -{{info}}KB: MSI Knowledgebase • Category: Configuration • Source: [[https://membersolutions-9221154.hs-sites.com/kb/create-contract_1487536721>>https://membersolutions-9221154.hs-sites.com/kb/create-contract_1487536721]]{{/info}}
5 +A contract allows you to group session items and invoice a member on a recurring basis. The application will generate invoices automatically based on the contract settings.
6 6  
7 -A contract allows you to group session items to invoice on a recurring basis. Member Manager will create monthly invoices based on the contract settings you setup. The monthly payments can be automatically charged through your merchant processor or billed directly through Member Solutions.
7 +----
8 8  
9 -There are 4 types of contracts:
9 +== Contract Types ==
10 10  
11 -**Term** - Fixed number of payments
11 +There are four types of contracts:
12 12  
13 -**Ongoing** - The contract continues until it is stopped by the facility
13 +|=Type|=Description
14 +|**Term**|A fixed number of payments.
15 +|**Ongoing**|The contract continues until stopped by the facility.
16 +|**Paid In Full**|A single payment for the entire contract value.
17 +|**Complimentary**|A contract for $0.00 with no recurring payments. Typically used for staff memberships, scholarships, or barter arrangements.
14 14  
15 -**Paid In Ful**l - A single payment for the entire contract
19 +----
16 16  
17 -**Complimentary** - A contract for 0.00. Similar to a Paid In Full in that there is no recurring element. Typically used for staff memberships, scholarships or barter situations.
21 +== Navigating to Contracts & Packages ==
18 18  
19 -To create a new contract go to Setup>Inventory>Packages>Add Contract.
23 +1. Click **Setup** in the left-hand navigation sidebar.
24 +1. Hover over **Inventory** to expand its submenu.
25 +1. Click **Contracts & Packages**.
20 20  
21 -**Add Contract** - Fill in the contract information at the top of the page. The mandatory fields are Name, Category and Update Members Rates.
27 +The **Packages** page includes search filters for Keyword, Type, Category, and Status. Click **Search** to display results. Two buttons are available in the top right: **Add Package** and **Add Contract**.
22 22  
23 -**Current Items **- Select the service or product from the Item drop down menu
29 +----
24 24  
25 -You have two options for setting the Quantity:
31 +== Creating a New Contract ==
26 26  
27 -Check **Unlimited** and enter the total price in the **Item Total** area, or
33 +Click **Add Contract** to open the contract creation screen. The screen is divided into four sections.
28 28  
29 -Enter a **Quantity **and use the **Item Price** area to calculate the Item Total.
35 +=== Contract Information ===
30 30  
31 -Set your expiration time for your session items. //Note: Typically the "expires in" time should match the billing frequency set in the renewal details. For example, if you are billing this contract monthly, the billing frequency will be "1 month" and the expires in will be "1 month".//
37 +|=Field|=Description
38 +|**Name** //(required)//|The name of the contract. Appears on invoices and in the online store.
39 +|**Product Code**|A barcode number for scanning the product.
40 +|**Category** //(required)//|The category the contract belongs to. Revenue will be tracked in this category.
41 +|**Tax Exempt Item**|Check if the contract should not be taxed.
42 +|**Course**|Check to link this contract to a course on the schedule.
43 +|**Allowed for Store**|Check to make this contract available in the online store.
44 +|**Member Type Assigned**|Assigns a member type to the member upon purchase.
45 +|**Only Available To**|Limits which member types can purchase this contract. Defaults to //All//.
46 +|**Assign to Program**|Assigns a program to the member upon purchase.
47 +|**Update Members Rates** //(required)//|Select which members the pricing will apply to when updating an existing contract.
32 32  
33 -You can also select "specific date" if all sessions for this contract sold should expire on the same date. This is useful if you are selling a contract for a specific course that has the same start/end time for everyone.
49 +=== Current Items ===
34 34  
35 - Once this is complete, select **Add Item.** So far, your contract should resemble this:
51 +The **Current Items** section displays all items added to the contract, showing the ID, Name, Category, Description, Quantity, Item Price, Item Total, Once, Expires In, and a Remove link for each.
36 36  
37 -image:kb-1487536721-1622147277-1.png
38 -**Renewal Details:**
53 +Use the **Add Items** panel below to add items to the contract:
39 39  
40 -**Select the Type of Contract**
55 +|=Field|=Description
56 +|**Category**|Select the category of the item to add.
57 +|**Item**|Select the specific item from the chosen category.
58 +|**Unlimited**|Check if the quantity of this item is unlimited.
59 +|**Quantity**|Enter the number of units if not unlimited.
60 +|**Item Price**|The price per unit.
61 +|**Item Total**|The calculated total for the item.
62 +|**Once**|Check if the item should only be included once across all renewals.
63 +|**Expires In**|How long the service item remains available after purchase. Select a duration and time unit, or choose **Specific Date** to set a fixed expiry date for all members on this contract.
41 41  
42 -**Term**: Fixed number of payments
65 +Click **Add** to add the item to the contract.
43 43  
44 -**Ongoing**: Unlimited number of payments
67 +>**Note:** The expiry duration should typically match the billing frequency set in the Renewal Details. For example, if billing monthly, set //Expires In// to 1 month.
45 45  
46 -**Paid in Full**: A single payment for the entire contract
69 +=== Renewal Details ===
47 47  
48 -**Complimentary**: No payments
71 +|=Field|=Description
72 +|**Type of Contract** //(required)//|Select the contract type: //Term//, //Ongoing//, //Paid In Full//, or //Complimentary//.
73 +|**Auto Renewal**|When checked, invoices are automatically generated from the purchase date.
74 +|**Number of Times to Autorenew**|The number of equal payments for the contract. Check //Unlimited// for ongoing contracts.
75 +|**Rules**|Set the billing frequency. Choose //Renew Every X Day(s)/Month(s)// for time-based billing, or //Remaining Items Less Than X// for usage-based billing. Note: usage-based billing can only be used when the contract contains a single item.
76 +|**Prorate First Month**|When checked, the first payment is pro-rated based on the contract start date and the Payment Due Day.
77 +|**Payment Due Day**|The day of the month the payment is due. Set to //0// to use the contract sale date, //31// for the last day of the month, or a specific day between 1 and 30.
49 49  
50 -**Renewal Details**
79 +=== Contract Details ===
51 51  
52 -image:kb-1487536721-2306998274-1.png
81 +|=Field|=Description
82 +|**Initiation Fee**|A one-time fee added to the contract value, charged at the time of signing.
83 +|**Down Payment**|An upfront payment applied at the start of the contract. Choose //Apply to All// to distribute the remaining balance equally across payments, or //Pre-pay// to apply it to subsequent invoices until used up.
84 +|**Number of Free Payments**|The number of free payments offered from the start of the contract.
85 +|**Last Payment Free**|Check to make the final payment free. Available for Term contracts only.
86 +|**Invoice Value**|The value of each individual invoice. Calculated automatically.
87 +|**Total Value of Contract**|The total cost of the sale. Calculated automatically.
88 +|**Payment Amount**|The amount per payment. Calculated automatically.
89 +|**Apply Tiered Pricing**|Check to enable family contract pricing. Tiered prices are applied automatically based on the number of members added to a contract during sale.
90 +|**Total Due at Signing**|The total amount due at point of sale. Calculated automatically.
91 +|**Cancellation Notice**|The notice period required for a member to cancel the contract.
92 +|**Renew at End of Contract**|Select what happens when a Term contract ends: //No Renewal// (contract ends), //Additional Term// (renews for another term, with optional new payment amount), or //Convert to Ongoing// (goes month-to-month, with optional new payment amount).
93 +|**Conditions**|The terms displayed on the contract. Choose //Default Terms// (configured under Setup > Personalize > Contracts) or set custom terms for this specific contract. For contracts billing through Member Solutions, select //MSI Terms//.
53 53  
54 -**Auto Renewal:** This will create an autorenewal associated with the contract and the invoice will be automatically generated at the appropriate time.
95 +Click **Save and Exit** to save the contract, **Save** to save without exiting, or **Back** to return without saving.
55 55  
56 -**Number of Times to Autorenew:** Enter in how many times you want the contract to renew (term). Unlimited will be checked for Ongoing contracts.
97 +----
57 57  
58 -**Rules:** Either set the contract to renew within a certain timeframe or when there are a certain number of items remaining.
99 +== Contract Status ==
59 59  
60 -**Prorate First Mo**nth: Check this box if the contract should be pro-rates. See here for more details on prorated contracts. [[Creating Pro-Rated Contracts>>Creating-Prorated-Contracts_2306342922.html]]
101 +After a contract has been sold to a member, it will display one of the following statuses:
61 61  
62 -**Payment Due Day: ** Set payment date
103 +|=Status|=Description
104 +|**Active**|The contract is active and payments are being made.
105 +|**Frozen**|The contract is active but payments are temporarily frozen.
106 +|**Inactive**|The contract is paid and the service expiration date has passed.
107 +|**Paid**|The balance is paid in full and the service expiration date is in the future.
108 +|**Stopped**|The contract has been terminated.
63 63  
64 -//NOTE: Remaining Items Less Than... can only be used if there is one item line in the contract.//
65 65  
66 -**Contract Details:**
67 67  
68 -image:kb-1487536721-2129362956-1.png
69 -
70 -The **Initiation Fee** adds to the total contract value. This fee will be applied at the time of signing. This can be adjusted on contract sale.
71 -
72 -For the **Down Payment**, you have two options (this also can be adjusted on the contract sale):
73 -
74 -**Apply to All:** For term contracts, the down payment will subtract the down payment amount from the total contract value and divide the remaining contract value by the number of payments.
75 -
76 -**Pre-pay:** This takes the amount of the down payment and will apply it to subsequent payments until it is all used up.
77 -
78 -**Number of free payments**: Select how many payments you`d like to offer for free.
79 -
80 -**Last Payment Free:** Tick this box if you`d like to offer the last payment for free.
81 -
82 -**Apply Tiered Pricing: ** Check to setup family contracts with pricing for additional members on the same contract. You can add up to 5 additional members and set pricing for each addition. See here for more details: [[Setting Up Tiered Pricing for Family Contracts>>Setting-Up-Tiered-Pricing-for-Family-Contracts_2129231873.html]]
83 -
84 -**Cancellation Notice:** This is your policy on what type of notice is required for a cancellation.
85 -
86 -**Renew at End of Contract:**
87 -
88 -**No Renewal:** The contract will end and the end of the Term.
89 -
90 -**Additional Term:** The contract will go into an additional term. You can set a new payment amount.
91 -
92 -**Convert to Ongoing:** The contract will go month-to-month. You can set a new payment amount.
93 -
94 -**Conditions:** These are the terms that you see on the contract. You can either choose the** Default Terms** which are located in Setup - Personalize - Contracts or you can set up Custom Terms for a specific contract. //**For contracts billing through Member Solutions you must select MSI Terms.**//
95 -
96 -**Select Save and Exit.**
97 -
98 -When searching your contracts, contracts icons in blue or red have monthly payments, and contract icons in gray are either Paid in Full or Complimentary.
99 -
100 -image:kb-1487536721-1487438315-1.png
101 -** Contract Status**
102 -
103 - After a contract has been sold to a member, they will have a status. Here are the status definitions:
104 -
105 -**Active:** Active and paying account
106 -
107 -**Frozen**: Active but payments are frozen
108 -
109 -**Inactive**: Paid and service expiration date is in the past
110 -
111 -**Paid**: Balance is paid in full and service expiration date is in the future
112 -
113 -**Stopped**: Contract has been terminated
114 -
115 115  {{include reference="KBSupportCTA.WebHome"/}}
116 -
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