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Wiki source code of Create Contract

Version 9.1 by David Stadnyk on 2026/04/21 18:21
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1 {{include reference="KBArticleHeader.WebHome"/}}
2
3 = Create a Contract =
4
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
7 ----
8
9 == Contract Types ==
10
11 There are four types of contracts:
12
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.
18
19 ----
20
21 == Navigating to Contracts & Packages ==
22
23 1. Click **Setup** in the left-hand navigation sidebar.
24 1. Hover over **Inventory** to expand its submenu.
25 1. Click **Contracts & Packages**.
26
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**.
28
29 ----
30
31 == Creating a New Contract ==
32
33 Click **Add Contract** to open the contract creation screen. The screen is divided into four sections.
34
35 === Contract Information ===
36
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.
48
49 === Current Items ===
50
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.
52
53 Use the **Add Items** panel below to add items to the contract:
54
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.
64
65 Click **Add** to add the item to the contract.
66
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.
68
69 === Renewal Details ===
70
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.
78
79 === Contract Details ===
80
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//.
94
95 Click **Save and Exit** to save the contract, **Save** to save without exiting, or **Back** to return without saving.
96
97 ----
98
99 == Contract Status ==
100
101 After a contract has been sold to a member, it will display one of the following statuses:
102
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.
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112 {{include reference="KBSupportCTA.WebHome"/}}