Adding SaaS enterprise contracts

Add contracts to record the budgeted costs of your SaaS applications.

Procedure

If you add the contract start date, the date must be later than January 1, 2002.

1. From the menu, click Contracts.
2. Click Add.
3. Enter the name of the contract.
4. Select SaaS Contract - Enterprise.
5. Add the contract information.
6. Click Save.

Result

When you save the contract, the following fields are displayed and the following values are calculated. Initially, the costs will be set to zero, but when you add line items on the Budgeted Costs page, the costs are calculated. 

Current Year Budgeted Contract Cost - company currency

The total cost of the contract in the company currency for the current year.

Current Year Budgeted Contract Cost - contract currency

The total budgeted cost of the contract in the currency that was used to record the budgeted costs for the current year. (This field is only shown when you record costs in a currency other than your company currency.) 

Total Budgeted Contract Cost - company currency

The total budgeted cost of the contract in the company currency from the contract start to the contract end date. 

Total Budgeted Contract Cost - contract currency

The total budgeted cost of the contract in the currency that was used to record the budgeted costs from the contract start to the contract end date. (This field is only shown when you record costs in a currency other than your company currency.)

Next step

 Adding budgeted line items for the contract

Reference information

To configure your contract, review the definitions for the following fields. The fields are listed in alphabetical order.

Autorenewal

The contract will be automatically renewed on the date that is entered in the Renewal Date field. Enter the renewal date, and then select the Autorenewal checkbox.

Calculate Per-User Price

The checkbox can be selected or cleared. (Currently, regardless whether the checkbox is selected or cleared, it has no effect on the contract.)

Contract Currency (mandatory)

By default, you can choose one of the following currencies as the contract currency:

• EUR (Euro)
• GBP (British pound sterling)
• USD (United States dollar)

If you set a company currency and you use another currency to record the contract costs, the cost for the current year and the total cost of the contract are shown in the contract currency and in the company currency.

Contract Name (mandatory)

Enter the unique name of the contract.

Contract Start Date and Contract End Date

Enter the start and end dates for the contract so that the cost for the current year and the total cost of the contract can be calculated.

Note
The contract start date must be later than January 1, 2002.

Contract Type (mandatory)

Ensure that SaaS Contract - Enterprise is selected.

Limit # of Licenses (mandatory)

Select the checkbox to limit the number of licenses that can be assigned to users. When selected, you must enter a value in the Number of Licenses field.

Number of Licenses (mandatory)

If you selected Limit # of Licenses,  you enter the total number of available licenses. When the threshold is reached, you can't assign licenses to users.

Payment Date

When you enter line items on the Budgeted Costs page, you can specify the payment schedule for each line item. So, you don't need to enter a value in this field.

Payment Schedule (mandatory)

Select the payment schedule. When you add line items on the Budgeted Costs page, you can select a payment schedule for each line item. 

Price

Ensure that the price is set to 0. To record the cost of contracts, you enter line items on the Budgeted Costs page.

Renewal Date

Enter the date when the contract must be renewed. The renewal date is shown on the Budgeted Costs page. 

Responsible Person

Enter the name of the contact person for the contract.

SaaS Name (mandatory)

Enter the name of the SaaS application.

Start Date (mandatory)

You must enter a start date. This field is to be deprecated in a future release. The fields that are actually used to calculate the current year and the total contract costs are the Contract Start Date and Contract End Date fields.

Support Phone

Enter the phone number.  

Vendor Name

Enter the name of the vendor of the application.

Related articles

Add a new currency. You can add any currency that you want to use to record contract costs.