Customer Account Contracts Login

Contents

  1. Prerequisites
  2. Overview
  3. Customer Account Contracts Administration Centre Interface
  4. Dependent Configurations
  5. Recommendations

This document describes the details about the Customer Account Contracts feature that exists within the TOTECS platform. Customer Account Contracts allow selected customer accounts and associated users assigned to these accounts to receive fixed or discounted pricing on a selected range of products for a given date period. They can be used in a variety of ways, such as locking in product pricing for any number of customers, or being used as a promotional tool to reduce product prices for a fixed period of time without need to change price-level pricing, or simply be used as a way for selected customers to see a list of products that is relevant and easy to find for them.

Prerequisites

Please ensure that you have read and understand the following topic links before reading on.

Overview

For each TOTECS project there is the ability for administrator users to create or import any number of customer account contracts. Each customer account contract contains a list of products, a list of product prices, and a list of customer accounts. When all 3 of these factors are combined then the platform may use these to calculate discount or fixed pricing for selected products for individual users assigned to selected customer accounts.

When a product is being displayed for a user on either a content managed webpage or within the Trade interface. the TOTECS platform will check to see if any active contracts exist where the product is assigned to it and the contract expiry date is not past the current date. Additionally the platform will check to see if any contracts exists where there user's assigned customer account is also assigned to any contracts and the start and end date set against the customer account is within the current date. If any contracts exists where both the product and the user's customer account is assigned to the contract, then the platform will factor in the pricing of the product assigned to the contract, and may show the final price of the product based on the contract price. For this to happen the contract product price must be equal to or less than the price-level price normally calculated for the product, or the contract is marked as a "Forced Contract Price" contract. If a contract price was chosen and calculated for product then within the Trade interface the product will be highlighted to denote that the user is seeing a "contract" or special price. Within a content managed web page the product record can also be styled in a way that shows that a "contract price" was found.

Separately within both the Trade interface and content managed webpages a list of contracts may be shown to the user so that they can easily find and see what customer account contracts are applicable to them, as well as add products from these contracts to their basket, regardless of if a contract price was found for the product or not. This allows users to easily navigate to a list of products, which may be managed by the supplier organisation based on pre-agreed purchasing terms.

Contracts may be used to control which products a user can see and add to basket since contracts override any Inventory Role permissions that restrict the user from added a product to basket. They can also be used when a user's customer account is assigned to a price-level that contains no pricing for a number of products.

Contract Details

Below are each of the fields that can be set for a customer account contract.

Contract Field Description
Code Unique code that identifies the contract. Each contract in a TOTECS project should have a unique code.
Name Name of the customer account contract. Ideally the name is identifable to the users who are allowed to see the customer account contracts.
Expiry Date Date that the contract is set to expire. Once the current date has past the expiry date then the contract's product pricing is no longer factored in when displaying products associated with the contract.
Force Contract Price If ticked then denotes that the product pricing set within the contract will be calculated to show, regardless if there is a cheaper price-level price that exists for the customer accounts assigned to the contract. This option is typically ticked to lock in pricing for a given time frame, based on pre-agreed terms.
Active If checked it denotes that the contract is active and will display to users who are allowed to see the contract. Additionally only active contract product pricing will be factored in when calculating product prices.
Sales Representative ID Allows the ID of a sales representative to be assigned to the contract. When this occurs for contracts created locally within the TOTECS project, it allows any users marked as sales representives assigned to the same sales representative ID to modify aspects of the contract through either the Trade interface or content managed website.

Contract Customer Accounts

For each contract any number of customer accounts may be assigned. The following fields can be set when assigning a customer account.

Contract Customer Account Field Description
Account Code Unique code that identifies the customer account.
Starts Date that the contract is applicable to the customer account from.
Ends Date that the contract is applicable to the customer account to.
Is Active If checked it denotes that the contract is active for the customer account and will display to associated users who are allowed to see the contract and have factored in its product pricing.

Contract Products 

For each contract any number of products may be assigned. The following fields can be set when assigning a product.

Contract Product Field Description
Product Code Unique code that identifies the product.
Price Price of the product set within the contract.
Is Active If checked it denotes that the contract is active for the product and will display to associated users who are allowed to see the contract, and have factored in its product pricing.

Local and Mirrored Customer Account Contracts

Customer account contracts can be managed in a separate business system then imported into a TOTECS project. When this occurs the contract has been "mirrored" or copied from the business system. If a contract has been created within the TOTECS project, then it is defined as being a "local" contract, since it is localised and managed only within the TOTECS project. If the majority of product and customer data is managed through an external business/accounting/ERP system then it is generally recommended to set up and contracts within these systems, and only import mirrored customer accounts. However if contracts do not exist within such systems or you wish to allow sales representatives to create and manage contracts, then you would allow local contracts to be set up.

Sales Representatives Creating/Managing Local Customer Account Contracts

For each TOTECS project there is the ability for users marked as "sales representatives" to create "Local" customer account contracts. When a sales representative user has been given permission to do this then within the Trade interface or on a content managed website they can create new customer account contracts, modify existing customer account contracts assigned to them, or delete customer account contracts. This gives the sales representative user a great deal of freedom in setting up relationships with existing customers, being able to decide on appropriate product pricing, and being able manage the customer relationship on any device that is accessible to the internet.

Customer Account Contracts Administration Centre Interface

Within the Administration Centre of a TOTECS project, under the Users menu there is a menu item labelled Customer Account Contracts that takes administrator users to the Customer Account Contracts interface. Within the interface administrator users can view all of the local and mirrored customer account contracts. Administrator's can create new contracts, modify existing contracts, delete local contracts, view, add and remove products from local contracts, view add and remove customer accounts from contracts, export contract data, as well as re-generate contract pricing.

Create A Customer Account Contract

For administrator users to create a new customer account contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Right click on the Local Contracts tree node.
  5. In the context menu click on the Add menu item. 
  6. Within the Create New Contract panel for the Code field set text to set a contract code.
  7. In the Name field type in a name to describe the contract.
  8. Click on the Expire Date field and select a date when the contract will expire. If you want the contract to never expire then choose a date many years in advance.
  9. Tick the Force Contract Price checkbox if you want the product pricing of the contract to always override any price-level product pricing even if the price-level pricing is less that the contract pricing.
  10. Click on the Create button.

A new customer account contract will display under the Local Contracts tree node. Note that only local customer account contracts can be made through the Administration Centre interface. To modify mirrored contracts you would need to modify the contract within the system where the contract was imported from.

Modify A Customer Account Contract

For administrator users to modify the details of an existing customer account contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to modify within the list.
  6. In the context menu click on the Edit menu item. 
  7. Within the Edit Contract panel for the Code field type in a unique code for the contract.
  8. In the Name field type in a name to describe the contract.
  9. Click on the Expire Date field and select a date when the contract will expire. If you want the contract to never expire then choose a date many years in advance.
  10. Tick the Force Contract Price checkbox if you want the product pricing of the contract to always override any price-level product pricing even if the price-level pricing is less that the contract pricing.
  11. Tick the Active checkbox if you want the contract to be marked as active, allowing it to display in contract listings and have its product pricing be factored into product pricing calculations. Untick this checkbox if you want to hide the contract from displaying.
  12. Click on the Save button.

The details of the contract will update within the Local Contracts tree node, and on any content managed webpage or the trade interface where the contract is showing. Note that you can only update the details of a local customer account contract. If the contract was mirrored/imported from an external busines system then you would need to modify the contract from that system, and then have the contract re-import again.

Delete A Customer Account Contract

For administrator users to delete an existing customer account contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to delete from the list.
  6. In the confirmation dialog click on the Yes button. By clicking Yes you will permanently delete the contract.

The contract will be removed from the Local Contracts tree node, additionally it will no longer show on any content managed webpages or the trade interface. Note that you can only delete a local customer account contract. If the contract was mirrored/imported from an external busines system then you would need to remove the contract from that system first, and then have the contract data re-import again.

Add A Customer Account To A Contract

For administrator users to add a customer account to an existing contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to add a customer account to.
  6. Within the Accounts tab, in the Account ID textbox type in the account code.
  7. Select the customer account when it appears within the auto-complete drop down.

The customer account will be added to the accounts table, and the start and end dates that the account applies for the contract to will be set as at the current date. You may wish to adjust these dates. If you wish to assign a customer account to a mirrored contract imported from an external business system then you will need to do so from within the business system, then import the contract data again.

Remove A Customer Account From A Contract

For administrator users to remove a customer account from an existing contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to remove a customer account from.
  6. Within the Accounts tab, click on the Delete icon for the customer account row that you wish to remove.
  7. Within the confirmation dialog click Yes to remove the customer account.

The customer account will be removed from the accounts table as well as the contract no longer being applied to product pricing for any users who are assigned to the customer account. If you wish to remove a customer account from a mirrored contract imported from an external business system, then you will need to do so from within the business system, then import the contract data again.

Add A Product To A Customer Account Contract

For administrator users to add a product to an existing contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to add a product to.
  6. Click on the Products tab.
  7. In the Product Code textbox type in the product.
  8. Select the product when it appears within the auto-complete drop down.
  9. Click on the Add button.

The product will be added to the contract's products table, and the contract price of the product will be set to 0 by default. You may wish to adjust the price. If you wish to assign a product to a mirrored contract imported from an external business system then you will need to do so from within the business system, then import the contract data again.

Remove A Product From A Customer Account Contract

For administrator users to remove a product from an existing contract follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click on the contract you wish to add a product to.
  6. Click on the Products tab.
  7. Click on the Delete icon for the product row that you wish to remove.
  8. In the Product Code textbox type in the product.
  9. Select the product when it appears within the auto-complete drop down.
  10. Within the confirmation dialog click Yes to remove the product.

The product will be removed from the products table as well as the contract no longer being applied to product for any users who are allowed to see the contract. If you wish to remove a product from a mirrored contract imported from an external business system, then you will need to do so from within the business system, then import the contract data again.

Generate Customer Account Contract Pricing

When local customer account contracts have been created, have had product pricing modified or removed, then to allow the pricing changes to be factored in when products are shown within the Trade interface and content managed websites, the contract pricing needs to be regenerated. To regenerate contract pricing follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Local Contracts tree node.
  5. Right click against any contract displayed.
  6. Within the Edit Contract panel click on the Generate Contract Pricing button.

All the product pricing assigned to customer account contracts will be recalculated the factor in the new pricing changes. These update prices then may display when users view contract or product information within the Trade interface and on content managed websites.

Export Contracts To CSV Spreadsheet File

To export a list of local contracts created within the TOTECS project to a CSV spreadsheet file follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Export Local Contracts tree node.
  5. Click on the Contracts tree node.
  6. Within the Export Local Contracts panel click on the one of the CSV spreadsheet file links.
  7. Repeat step 6, clicking on different file links to download all the contract data 

CSV spreadsheet file(s) will be downloaded to your local computer. You can then view this data within a spreadsheet application. Additionally you could update the data, then re-import it back into the TOTECS platform through the Administration Centre's Data Imports interface, located under the Data menu.

Export Contract Customer Accounts To CSV Spreadsheet File

To export a list of customer accounts assigned to local contracts created within the TOTECS project to a CSV spreadsheet file follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Export Local Contracts tree node.
  5. Click on the Contract Customer Accounts tree node.
  6. Within the Export Local Contracts panel click on the one of the CSV spreadsheet file links.
  7. Repeat step 6, clicking on different file links to download all the contract data 

CSV spreadsheet file(s) will be downloaded to your local computer. You can then view this data within a spreadsheet application. Additionally you could update the data, then re-import it back into the TOTECS platform through the Administration Centre's Data Imports interface, located under the Data menu.

Export Contract Products To CSV Spreadsheet File

To export a list of products assigned to local contracts created within the TOTECS project to a CSV spreadsheet file follow these steps:

  1. Open a web browser and go to the Administration Centre for the relevant TOTECS project.
  2. Click on the Users menu button.
  3. Click on the Customer Account Contracts menu link.
  4. Click on the Export Local Contracts tree node.
  5. Click on the Contract Products tree node.
  6. Within the Export Local Contracts panel click on the one of the CSV spreadsheet file links.
  7. Repeat step 6, clicking on different file links to download all the contract data 

CSV spreadsheet file(s) will be downloaded to your local computer. You can then view this data within a spreadsheet application. Additionally you could update the data, then re-import it back into the TOTECS platform through the Administration Centre's Data Imports interface, located under the Data menu.

Dependent Configurations

  • For administrator users to be able to access the Customer Account Contracts Administration Centre interface the "Customer Account Contracts" feature must be enabled.
  • For administrator users to be able to access the Customer Account Contracts Administration Centre interface they must be assigned to Admin Permission Role that has the "Contract Manager" permission set to Allow.
  • For administrator users to be able to export contract data from within the Customer Account Contracts Administration Centre interface they must be assigned to Admin Permission Role that has the "Contract Export" permission set to Allow.
  • For a contract's product prices to be calculated and show for a given user within the Trade interface or content managed website the following conditions need to be met:
    • The contract is active
    • The contract's expiry date is later than the current date
    • The user's customer account needs to be assigned to the contract.
    • The user's customer account account assigned to the contract needs to be active.
    • The user's customer account account assigned to the contract needs to have start and end dates between the current date.
    • The products the user is viewing must be assigned to the contract.
    • The products the user is viewing must be active within the contract.
    • The products the user is viewing must have a price set greater than 0.
    • The products the user is viewing must have a price set less than the price-level price assigned to the user's customer account, unless the contract is marked as a "force price
      contract.
    • The user must be assigned to a Facility Permission Role where the "My Contracts" permission is set to Allow.
  • To allow users within the Trade interface and content managed website to Email the details of a contract, the user must be assigned to a Facility Permisison Role that has the "Email Contracts" permission set to Allow.
  • To allow sales representative users to create and modify local customer account contracts, the following conditions need to be met:
    • The User Type set for the user is "User"
    • The user is marked as a Sales Representative user
    • The user is assigned to a Sales Representative ID
    • Ther usre is assigned to a Facility Permission Role that has the  "My Contracts" and "Modify Local Contracts" permissions set to Allow.
  • To display a list of customer account contracts on a content managed web page the web page needs to have a "Customer Account Contract Listing" area added to the web page.
  • To display the details of a customer account contract on a content managed web page the web page needs to have a "Customer Account Contract Details" area added to the web page.
  • To import customer account contract data from an external business system the Customer Account Contracts Connector Data Import must be used. Note that this import imports contract data, customer accounts assigned to contracts, and products assigned to contracts. This data import does not include contract product pricing. To import contract product pricing data this needs to be done through the Product Account Pricing Connector Data Import.

Recommendations

  • Use customer account contracts only in exceptional circumstances, such as for applying special deals to selected customers outside normal price-level pricing. The more contracts that exist the more data work and labour is required to manage the contracts and associated product pricing.
  • If your business system supports it then it may be better to manage the customer account contract data within the business system, add then import the data into the TOTECS project. This allows people who are managing the contract data to be able to see how it is connected to other data managed in a single location, such as products and customer accounts.
  • Setup "force price" contracts for when you wish to lock in product pricing with selected customers over a given time frame. This may be helpful in a volatile market where product pricing may fluctuate rapidly, or be on a downward spiral. This can also give customers certainty for making future purchases and allow repeat sales to occur.
  • In a content managed website set up two web pages, where one page is used to show all the contracts that the user can view with a Customer Account Contract Listing area, and the other page contains a Customer Account Contract Detail area that shows the details of the contract and the products assigned to the contract. Both webpage areas can be styled and show content that matches the theme of your website, and be displayed on both mobile and desktop devices for the end user's benefit.
  • For mirrored customer account contracts that platform supports importing quatity break contract product pricing. This means that quatity breaks can be applied to contract pricing, allowing selected customers to receive discounts when they order a certain quantity of a product on a contract.