Wiki source code of Create Contract

Version 10.1 by David Stadnyk on 2026/04/21 18:27

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1.1	1	{{include reference="KBArticleHeader.WebHome"/}}
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9.1	4	= Create a Contract =
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9.1	6	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.
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9.1	10	== Contract Types ==
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9.1	12	There are four types of contracts:
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9.1	14	\|=Type\|=Description
	15	\|Term\|A fixed number of payments.
	16	\|Ongoing\|The contract continues until stopped by the facility.
10.1	17	\|Paid in Full\|A single payment for the entire contract value.
9.1	18	\|Complimentary\|A contract for $0.00 with no recurring payments. Typically used for staff memberships, scholarships, or barter arrangements.
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9.1	22	== Navigating to Contracts & Packages ==
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9.1	24	1. Click Setup in the left-hand navigation sidebar.
	25	1. Hover over Inventory to expand its submenu.
	26	1. Click Contracts & Packages.
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9.1	28	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.
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9.1	32	== Creating a New Contract ==
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9.1	34	Click Add Contract to open the contract creation screen. The screen is divided into four sections.
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9.1	36	=== Contract Information ===
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9.1	38	\|=Field\|=Description
	39	\|Name //(required)//\|The name of the contract. Appears on invoices and in the online store.
	40	\|Product Code\|A barcode number for scanning the product.
	41	\|Category //(required)//\|The category the contract belongs to. Revenue will be tracked in this category.
	42	\|Tax Exempt Item\|Check if the contract should not be taxed.
	43	\|Course\|Check to link this contract to a course on the schedule.
10.1	44	\|Allowed for Store\|Check to make this contract available in the online store. When checked, two additional fields appear: Image (an optional photo that appears in the online store) and Description (a text description that appears in the online store).
9.1	45	\|Member Type Assigned\|Assigns a member type to the member upon purchase.
	46	\|Only Available To\|Limits which member types can purchase this contract. Defaults to //All//.
	47	\|Assign to Program\|Assigns a program to the member upon purchase.
	48	\|Update Members Rates //(required)//\|Select which members the pricing will apply to when updating an existing contract.
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9.1	50	=== Current Items ===
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9.1	52	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.
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9.1	54	Use the Add Items panel below to add items to the contract:
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9.1	56	\|=Field\|=Description
	57	\|Category\|Select the category of the item to add.
	58	\|Item\|Select the specific item from the chosen category.
	59	\|Unlimited\|Check if the quantity of this item is unlimited.
	60	\|Quantity\|Enter the number of units if not unlimited.
	61	\|Item Price\|The price per unit.
	62	\|Item Total\|The calculated total for the item.
	63	\|Once\|Check if the item should only be included once across all renewals.
	64	\|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.
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9.1	66	Click Add to add the item to the contract.
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9.1	68	>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.
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9.1	70	=== Renewal Details ===
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9.1	72	\|=Field\|=Description
10.1	73	\|Type of Contract //(required)//\|Select the contract type: //Term//, //Ongoing//, //Paid in Full//, or //Complimentary//.
9.1	74	\|Auto Renewal\|When checked, invoices are automatically generated from the purchase date.
	75	\|Number of Times to Autorenew\|The number of equal payments for the contract. Check //Unlimited// for ongoing contracts.
	76	\|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.
	77	\|Prorate First Month\|When checked, the first payment is pro-rated based on the contract start date and the Payment Due Day.
	78	\|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.
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9.1	80	=== Contract Details ===
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9.1	82	\|=Field\|=Description
	83	\|Initiation Fee\|A one-time fee added to the contract value, charged at the time of signing.
10.1	84	\|Down Payment\|An upfront payment applied at the start of the contract. Choose //Apply to All// to recalculate all monthly payments equally, or //Pre-pay// to apply it to the next upcoming invoices until used up.
9.1	85	\|Number of Free Payments\|The number of free payments offered from the start of the contract.
	86	\|Last Payment Free\|Check to make the final payment free. Available for Term contracts only.
	87	\|Invoice Value\|The value of each individual invoice. Calculated automatically.
	88	\|Total Value of Contract\|The total cost of the sale. Calculated automatically.
	89	\|Payment Amount\|The amount per payment. Calculated automatically.
	90	\|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.
	91	\|Total Due at Signing\|The total amount due at point of sale. Calculated automatically.
10.1	92	\|Cancellation Notice\|The notice period required for a member to cancel the contract. Options are: //No Cancellation Allowed//, //No Notice Required//, or a specific number of days ranging from 0 to 365 (0, 5, 7, 10, 14, 15, 20, 21, 25, 30, 45, 60, 90, 120, 150, 180, 240, or 365 days).
	93	\|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 //Converts to Ongoing// (goes month-to-month, with optional new payment amount).
9.1	94	\|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//.
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9.1	96	Click Save and Exit to save the contract, Save to save without exiting, or Back to return without saving.
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9.1	100	== Contract Status ==
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9.1	102	After a contract has been sold to a member, it will display one of the following statuses:
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9.1	104	\|=Status\|=Description
	105	\|Active\|The contract is active and payments are being made.
	106	\|Frozen\|The contract is active but payments are temporarily frozen.
	107	\|Inactive\|The contract is paid and the service expiration date has passed.
	108	\|Paid\|The balance is paid in full and the service expiration date is in the future.
	109	\|Stopped\|The contract has been terminated.
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1.1	114	{{include reference="KBSupportCTA.WebHome"/}}