Contract Main Info

Purpose To enter sales contracts for boats, motors, trailers, and/or Other items.

From the menu select Sales Management, Sales Functions, Contract Maintenance

Main Tab

Contract Number - To begin a new Sales Contract, you can enter the letter "N" or Click the "New" Button on the Command Panel. If the sales contract already exists in the system, you can access that contract by entering the Contract Number or by pressing F6 key or the List F6 link in the Command Panel to see list of open contracts; you can also enter all or part of the prospect/customer name preceded by a backslash "" to access a cross-reference list of sales contracts. You can also create a sales contract from a quote by pressing F8 key or the Create From Quote F8 link in the Command Panel.
Total Charges – As items are added to the sales contract or the Financing tab is accessed, the Total Charges for the sales contract gets updated in this field. This field is present in all tabs of Sales Contract Maintenance.
Balance Due – As items are added to the sales contract or the Financing tab is accessed, the total Balance Due for the sales contract gets updated in this field. This field is present in all tabs of Sales Contract Maintenance.

-- Prospect and Customer Number for Sales Contract –-

Note 1: In order for a contract to be created, there must be a valid prospect. If the buyer is a customer in your system and you are not sure if a prospect exists for that customer, you can bypass the Prospect Number field and enter the customer number in the Customer Number field. If there is no prospect associated with that customer you will be prompted to create a prospect for that customer. Otherwise the Prospect field will automatically fill in with the prospect number of the prospect associated with that customer.

Note 2: If you have a prospect in your system that is the same person as one of the customers in the database and the two are not associated with each other, you will want to associate the customer with the prospect in Prospect Maintenance prior to creating a contract for the prospect. In associating the customer with the prospect, you will prevent having duplicate customers with different boats after the contract/deal is closed.

Prospect Number – Enter the prospect number for this contract; you can also type part of the prospect name preceded by a back slash "" to access a cross-reference list of prospects. If the prospect has a customer associated with it, then the Customer Number field will automatically fill in when the prospect is selected. If the prospect has not been created yet you can click the Prospect Maintenance F7 link in the Command Panel or Press F7 key to add a new prospect in Prospect Maintenance. After creating a prospect and closing the Prospect Maintenance form, you are returned to the Contract Maintenance form.
Customer Number – This field will be automatically filled in if there is a customer associated with the chosen prospect. You can bypass the Prospect Number field to enter a customer number. If there is a prospect associated with the customer, the Prospect Number field will automatically fill in with the prospect number. Otherwise the system will ask you if you wish to create a new prospect for the customer. There must be a valid prospect for a sales contract to be created.
Written Date – Defaults to the current system date. Enter the desired date if different than the current system date.
Tax Schema – Enter the Tax Schema for the sales contract if it different from the Tax Schema defined in Boat Sales Parameters or Postal Code Maintenance for the postal code on the Location. The system uses the following hierarchy to determine the Tax Schema that will be used in tax calculations on sales contracts: The system first looks at the sales contract to see if a Tax Schema has been defined for the contract. If the sales contract does not have a Tax Schema the system looks at the Postal Code on the Location of the sales contract. If a Tax Schema is not defined for the postal code on the location of the sales contract the system looks at Boat Sales Parameters. Enter a Tax Schema here only if you wish to override the Tax Schema for Location or Boat Sales Parameters.
Sales Date – Defaults to the current system date. Enter the desired date if different than the current system date.
Sales Location – Enter the sales location for this contract. This is a free form text field; any combination of letters and/or numbers may be entered. This entry can be used for reporting on sales contracts for a specific sales location.
Sales Person – Defaults to the clerk currently logged into DockMaster. Press F6 or click the List F6 link in the Command Panel to choose a different clerk/sales person.
Delivery Date – Enter the estimated delivery date of the boat, motor, trailer, or other item for the contract or press Enter to bypass this field.
Delivery Instructions – Enter delivery instructions for the sales contract.

-- Sales Item Grid –-

Serial Type – Select the type of item in the pull down list. The choices are Boat, Motor, Trailer, and Other. You can retrieve a bundle by pressing F6 key or right clicking and selecting Retrieve Bundle F6. If you retrieve a bundle, all items in the bundle will appear and the cursor will focus on the first line item. You can also maintain bundles by pressing F8 or right clicking and selecting Bundle Maintenance F8 Press Enter key to move to the Serial Number field for each line item to enter the Serial Number for each item.
Mfg ID – Enter the manufacturer/vendor number for this item; you can also type the vendor’s name preceded by a back slash "" to access a cross-reference list.
Mfg Name – When the manufacturer/vendor ID is chosen, the Mfg Name field fills in automatically and the cursor moves to the Model Number field.
Model Number – Enter the Model Number for this unit; you can also type part of the Model ID preceded by a back slash "" to access a cross-reference list of Models. Once a Model Number is selected, the Model Description and Year fields will automatically fill in. You can right click the model to access additional options listed below.
List Models F6
Model Maint sF6
Delete Row F7
Model Inquiry sF7
Print Grid
If a Contract Message has been defined for this model in the Comments tab of Model Maintenance it will appear in a pop-up message box.
Model Description – When the model number is chosen, the Model Description field fills in automatically.
Year – When the model number is chosen, the Year field fills in automatically.
Serial Number – Enter the Serial Number of the unit or press F6 to see a list of inventory units for the model selected. Once the serial number is entered, if the inventory item has a Contract Message defined for it in the Comments tab of Boat/Motor/Trailer/Other Inventory Maintenance, it will appear in a pop-up message box.
Stock # – When the Serial Number is entered, the Stock Number field fills in automatically if a stock number is already defined for the inventory item.
Price – When the Model Number is entered, the Price field fills in automatically with the price defined for the inventory item in Inventory Maintenance. The Price can be edited.
Press sF8 to change price to the Line 1 price defined for this item in Inventory Maintenance.
Press sF7 to change price to the Unit price defined for this item in Inventory Maintenance.
Press sF9 to change price to the Line 2 price defined for this item in Inventory Maintenance.
Press F10 to change price to the Line 3 price defined for this item in Inventory Maintenance.
Press F11 to change price to the Line 4 price defined for this item in Inventory Maintenance.
Press F12 to change price to the Line 5 price defined for this item in Inventory Maintenance.
Dept ID – When the Model Number is entered, the Dept ID field fills in automatically if a department is defined for the model in Model maintenance. When a serialized unit is selected in the Serial Number field, the Dept ID will change if the serialized item has a different department than the model.
Department Description – When the Model Number is entered, the Department Description field fills in automatically if a department is defined for the model in Model maintenance. When a serialized unit is selected in the Serial Number field, the Dept ID and Department Description will change if the serialized unit has a different department than the model.
Freight – When the Model Number is entered, the Freight field is automatically filled in if a freight price is defined for the model. When a serialized unit is selected in the Serial Number field, the freight price will change if the serialized unit has a different freight price than the model.
Rigging – When the Model Number is entered, the Rigging field is automatically filled in if a Rigging price is defined for the model. When a serialized unit is selected in the Serial Number field, the Rigging price will change if the serialized unit has a different Rigging price than the model.
Prep – When the Model Number is entered, the Prep field is automatically filled in if a Prep price is defined for the model. When a serialized unit is selected in the Serial Number field, the Prep price will change if the serialized unit has a different Prep price than the model.

-- Accessories To Rig Grid–-

Accessory Part – When a serialized unit is selected in the Serial Number field, the Accessory Part field fills in automatically for each accessory defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. It is assumed that a rigging request/work order has been created for the accessories defined on the serialized unit. Therefore, Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid. Added Accessories appear in black. The following Function Keys appear for accessories added to this grid:

If you select a serialized boat that does not have any accessories defined for it but there are accessories defined for the boat model, you can add those accessories to the contract by pressing F8 or clicking List From Model F8 link in the Command Panel. You can then create a Rigging Request by pressing F10 or clicking the Rigging Request F10 link in the Command Panel to create a Rigging work order for these accessories.

Additional accessories can be added to the grid by editing the last row in the grid. Added Accessories appear in black. The following Function Keys appear for accessories added to this grid:

Press F6 or click List Accessories F6 to see a list of accessories from the Accessories (AF) File.
Press F7 or click Delete Row F7 to delete the selected row. Note that accessories that were defined on the serialized items appear in blue and cannot be deleted.
Press F8 or click List From Model F8 to see a list of accessories defined for this model.
Press F9 or click Accessory Maint F9 to open the Accessory Maintenance form.
Press sF6 or click List Parts sF6 to see a list of inventory parts.
Press sF8 or click Pick List sF8 to print a list of new accessories (not defined on the serialized unit) that have been added to the Accessories To Rig grid.
Description – When a serialized unit is selected in the Serial Number field, the Description field fills in automatically for each accessory defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid.
Quantity – When a serialized unit is selected in the Serial Number field, the Quantity field fills in automatically with the value specified when the accessory was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid.
Price – When a serialized unit is selected in the Serial Number field, the Price field fills in automatically with the value specified when the accessory was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid.
Extension – When a serialized unit is selected in the Serial Number field, the Extension field fills in automatically with the value specified when the accessory was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid.
Comments – When a serialized unit is selected in the Serial Number field, the Comments field fills in automatically for each accessory defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. Accessories defined for the serialized unit appear in blue and cannot be edited nor deleted. Additional accessories can be added to the grid by editing the last row in the grid.

-- Serial Option Maintenance –-

Option Code – When a serialized unit is selected in the Serial Number field, the Option Code field fills in automatically for each option defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. To add additional options move the cursor to the Option Code field in the last row of the grid and press F6 key or click List From Model F6 link in Command Panel to see a list of all options defined for the model of this unit. Options for the model are maintained in the Options tab of Boat Model Maintenance.
Description – When a serialized unit is selected in the Serial Number field, the Description field fills in automatically for each option defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance.
Quantity – When a serialized unit is selected in the Serial Number field, the Quantity field fills in automatically for each option defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. This field is editable.
Price – When a serialized unit is selected in the Serial Number field, the Price field fills in automatically for each option defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. This field is editable.
Extension – When a serialized unit is selected in the Serial Number field, the Extension field fills in automatically with the value specified when the accessory was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. If the Quantity and/or Price fields are changed, the Extension field updates automatically.

-- Inventory Part Options –-

Part Number – When a serialized unit is selected in the Serial Number field, the Part Number field fills in automatically for each Inventory Part Option defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. To add additional inventory part options move the cursor to the Part Number field in the last row of the grid and press F6 key or click List F6 link in Command Panel to see a list of all inventory parts.
Description – When a serialized unit is selected in the Serial Number field, the Description field fills in automatically for each accessory defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. This field is editable.
Quantity – When a serialized unit is selected in the Serial Number field, the Quantity field fills in automatically with the value specified when the inventory part option was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. This field is editable.
Price – When a serialized unit is selected in the Serial Number field, the Price field fills in automatically with the value specified when the inventory part option was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. This field is editable.
Extension – When a serialized unit is selected in the Serial Number field, the Extension field fills in automatically with the value specified when the inventory part option was defined for this serialized unit in the Accessories/Options tab of Boat Inventory Maintenance. If the Quantity and/or Price fields are changed, the Extension field updates automatically.