General description #

The contracts report is a general report that gives the overview of all the contracts(purchase or sales) created. The different details related to the contract, like contract number, date, type, etc., associated contract lines, and addresses of the relation, are detailed in the report. Many other details related to the contract, like quantity, price, packaging, etc., are also fetched from the contract.

Purposes/Objectives #

The main purpose of the report is that you can use this report as a base report to create/customize multiple reports using the columns, and filters from the report as per your requirement. The other purposes that the report can serve for its users are:

• The report can be used to get an idea about planned, delivered, and non-delivered quantities of the contracts and thus help in tracking and planning the contracts.

Additional Filters #

The additional filter available for the report is the Date range. The date range filter in this report limits the records that fall between the dates chosen for “From Date” and “To Date” in the report. The date Range Filter is used on the Contract date column, which shows the contract date. You can use this filter in the report to view the contracts created between a selected date range.

Columns #

• Subsidiary: This column shows the subsidiary for which this contract has been made. The user chooses this manually in the subsidiary dropdown. On hover, it displays the short info text “Subsidiary that owns the contract/lot.”
• Type: This displays the type of contract, whether purchase or sales. On hover, it displays the message “Purchase or sales type”.
• Contract Date: This is the contract date of the contract. The user can enter the contract date manually in the screen when a contract is created. On hover, it displays “Date contract was closed”.
• Contract Number: The column displays the contract number of the sales/purchase contract. On hover, the column header displays the short info text “Contract number.”
• Relation Name: The relation/buyer or seller that the product needs to be sent to/purchased from is displayed in this column. On hover, it shows the text “Buyer/Seller of the product”.
• Product Code: On hover, the column displays the message “The shortcode of the product”.This is the product code used on the contract that the supplier will deliver.
• Product Specification: You enter a specification per product on the contract in the specification field, which will be shown in the product specification column. On hover, it shows “Product Specification”.
• Product Description: Any product description added to the product in the contract is displayed in this column. On hover displays the message, “Product description”.
• Counter Contract Number: This column displays the contract number of the supplier. On hover, it displays “Contract number as known by the supplier”.The supplier will almost always have their contract number. If necessary, the user enters it in the counter contract number field to refer to the contract as it is known to them.
• Your VAT No.: This column displays the details of the VAT of the buyer/Supplier. On hover, it displays the message “VAT no. Of the supplier/Buyer”.
• Location/Delivery Address: This displays the location or delivery address of the stock lot of the contract. On hover, it displays the text message “Address chosen for delivery”.
• Broker Contract: The column displays the contract number of the broker agreement associated with the contract. On hover, the column displays a short info text “contract number of the broker.”
• Broker: The broker associated with the broker agreement of the contract is displayed in this column. On hover, the column displays the short info text “Broker involved.”
• Packaging: This column displays the type of packaging chosen for the product in the contract. On hover, it displays the text, “Packing of the product”.
• Quantity per Packaging: This column displays the quantity of product per packaging. On hover, it shows the small message, “Weight per packing”.
• Delivery Condition: These are the incoterms or delivery conditions agreed per contract, who need to pick/ship it up from/until where, etc. On hover, it displays the message “Delivery Condition”.
• Payment Condition: These are the payment conditions agreed upon by both the buyer and seller in a contract. On hover, It displays the message, “Payment Condition”.
• Trade Conditions: These are the terms agreed upon in the contract for trade by both parties. On hover, it displays a message, “Trade Conditions”.
• Currency: This shows the currency which is used in the contract. On hover, it displays the text ” Contract currency”.
• Base Currency: The column displays the currency of the operating subsidiary for the contract. On hover, the column displays the short info text “Base currency.”
• Exchange Rate: This displays the exchange rate of the contract’s currency. On hover, it shows the text, “Currency exchange rate”.
• Price per ton F.C: This column displays the price added in the contract for the product per 1000 units in the currency of the contract. On hover, it displays the message, “Price per 1000 units in Foreign currency.”
• Price per ton in Base currency: This column displays the price added in the contract for the product per 1000 units in the currency of the subsidiary. On hover, it displays the message, “Price per 1000 units in Base currency.”
• Pricing Unit: The pricing unit displays the unit of the product in which the contract is priced. On hover, it shows the text, “Unit the contract is priced in”.
• Pricing Factor: This column displays the factor on which the pricing has been done in a contract. On hover, this displays the message “Pricing factor”.
• Pricing Type: The pricing used in the contract is given in this column. On hover, it displays the message “Pricing type”.
• Quantity: This shows the total quantity of the contract. On hover, it displays the message, “Quantity per contract line”.
• Unit: This is the unit for a product. There can be more than 1 product in a contract, so this should be seen as a unit per product. On hover, it displays the message, “Quantity Unit”.
• Contract Value in F.C: The total value of the contract in the contract currency is given in this column. On hover, The column displays the short info text “Total contract value in foreign currency.”
• Contract Value in Base Currency: The total value of the contract in the base currency of the subsidiary is given in this column. On hover, The column displays the short info text “Total contract value in foreign currency.”
• Delivered Quantity: The total delivered quantity(finalized) from or into the stock from the contract is displayed in this column. In the case of purchase contracts, the sum of all the delivered quantities in the stock lots is displayed in this column. For sales contracts, the sum of all the delivered quantities from stock is displayed in this column. O hover, the column displays the short info text, “Delivered quantity to stock.”
• Historical delivery: Any quantity of the contract that was delivered before creating a contract in Qbil-Trade is displayed in this column. The value is fetched from the field “Historical del” of the contracts screen. On hover, the column displays the short info text “Quantity delivered before contract was entered.”
• Back to back delivered Quantity: The sum of quantities from the contract that were delivered back to back that is from the purchase contract to the Sales contract is given in this column. On hover, the column displays the short info text “back to back quantities supplied.”
• Total supplied quantity: The sum of all the quantities (delivered, historically delivered and back to back delivered) is displayed in this column. On hover, the column displays the short info text “Total supplied quantity.”
• Amortized: When the remaining quantity of a contract is no longer being supplied for various reasons, you can enter the quantity in the amortized field in the contract screen to set the contract to 0. This causes “still to be ordered” to get a 0 quantity, and the contract will no longer appear as if it still has an open quantity. On hover, it displays the text “Extra booked-off quantity”.
• Invoiced quantity: The total quantity invoiced from the contract is displayed in this column. The sum of all the orderlines of the orders associated with the contract, for which the invoices are created is displayed in this column. On hover, the column displays the short info text “Quantity invoiced to the client.”
• To be delivered quantity: The quantity from the contract that is yet to be delivered is given in this column. On hover, the column displays the short info text “Open contract quantity.”
  Calculations:
  To be delivered quantity = Quantity – Total supplied quantity
• Planned quantity: The quantity displays the planned quantity from the contract. Planned quantity is the quantity from the contract for which orders have been created but non-finalised or non-invoiced. On hover, the column displays the short info text “Planned contract quantity.”
• Prepaid amount: The column displays the value(amount) of the prepaid invoice added to the contract. For contracts where the price is different for invoices than the contract, the column calculates the amount as per the contract pricing and not the pre-paid invoice. On hover, the column displays the short info text “Prepaid amount.”
• Schedule: This displays the text as entered in the schedule field in the contract interface. On hover, it displays the message “Delivery”.
• Product Textline 2: This column displays the product text line 2 selected in the contract screen dropdown. On hover, it displays “Product text line 2”.
• Internal Remarks: The internal remarks column mentions any internal remarks added in the contract interface and is only used internally. On hover, it displays the message, “internal contract remarks”.
• Allow email: This column displays whether the “allow email” checkbox of the contract has been checked or not. the column displays values in “YES” or “NO”. On hover, the column displays the short info text “Allow email.”
• Allow Email date: On hover, the column displays the short info text “Allow email date.”
• Allow email user: This column displays the name of the user that last updated the allow email status of the contract. On hover, the column displays the short info text “Allow email user.”
• Email Date: On hover, the column displays the short info text “Email date”.
• Email Sent: The column displays the status of whether the contract has been mailed or not. On hover, the column displays the short info text “Email sent.”
• Print: The column gives the print status of the contract that is whether the contract was printed or not. If the contract was printed at least once, the column displays the value “Yes” and if the contract was not printed it will show “No.” On hover, the column displays the short info text “Print.”
• Contract Textline 1, 2, 3, 4, 5, 6 & 7: You can choose fixed text lines from the dropdown in the contract. On hover, it displays the message “Textline 1, 2, 3, 4, 5, 6, 7”. These are the first, second, third, fourth, fifth, sixth and seventh text lines used in the contract.
• Documents: This shows any attachment added to the contract or Stock/lot. On hover, it shows the message “Documents uploaded to contract or stock lot”.
• Trader: This column displays the details of who closed this contract. Whoever puts the contract in Qbil-Trade is not always the same as the user who closes the contract. On hover, it shows the message “Trader/Sender of the contract.
• Reference Supplier: This column displays any reference number used by the supplier for the contract. On hover, it displays the text “Reference number of the supplier”.
• Debtor Number: This column displays the ID assigned to the debtor. On hover, it shows the short message, “Debtor ID number”.
• Creditor Number: This column displays the ID assigned to Creditor. On hover, it shows the short message, “Creditor ID number”.
• Certification: Any certifications selected from the down menu in the contract are displayed in this column. On hover, it displays the message “Certificates for the contract”.
• Remarks: This displays any remarks added to the contract or stock lot. On hover, it displays the message “Remarks chosen in the contract or placed at stock lot”.