Customer

This field displays the name of the customer to whom services are provided.

Contract ID of other party

Enter the other party’s contract ID (i.e. the code used to represent the other contracting party).

Contract group

Enter the code group and the group name that apply to the contract. A pick list is available for this field. The value in this field can be overwritten.

Contract category

Enter the contract category. For example, a contract could be a service contract or an all-in-one contract. A pick list is available for this field, and can be maintained by your organization.

Parent level

If a subcontract is added to a main contract, this field automatically shows the name of the main contract.

Project

Enter one of the available projects from a pick list containing the projects defined in Work Orders .

Risk category

Enter the relevant risk category from a pick list containing the risk categories defined in Supporting data .

Automatic renewal?

Specify whether automatic contract renewal applies to the contract. When selected, the renewal process automatically processes renewal options based on either priority or on date.

Payment contract?

This Yes/No field enables you to define if the amount specified in a contract is to be paid to or received from the other party.

Once you have activated the contract, it is no longer possible to change this setting.

Part of sublease?

When you want to create one or more subleases for your asset, you must indicate this on the main asset (headlease) by setting the Part of sublease? field to Yes. Subsequently, you can add a sublease to the headlease contract; the value of the Part of sublease? field is inherited from the headlease contract.

The costs for the headlease and the sublease are recalculated based on the Percentage of headlease and the sublease duration.

Option counter

This read-only field indicates the number of times the contract has been renewed.

Contract date

Enter the date the contract was drawn up.

Date effective

Enter the contract’s start date.

Planon calculation start date

Enter the date from which Planon ProCenter can use the amounts entered for its own calculations. Initially, Planon ProCenter inherits this value from the Date effective field. This date can then be modified manually, however it should never be set to a value that is earlier than that in Date effective.

Contract period

Select a contract duration from the list:

Specify the quantity for Day, Week, Month and Year.

Depending on the period and duration selected, the End date is automatically calculated and updated using the formula given below.
End date =
Date effective + Contract period – 1 day.

Example

An annual contract is valid from 1-1-2007 up to 31‑12-2007.

If you select Unknown or Undefined, the end date is not specified.

Horizon date

Specify the horizon date for lease calculations. The Horizon Date is used to determine the calculation date until which Planon creates commitments.

A contract can be for an undefined period of time, but lease calculations must have an end date. You can use the horizon date in Planon to set an end date for the lease calculations. For more information, see .

End date

The contract’s end date. If a value is entered for Contract period, the end date is automatically calculated and displayed in this field. You can also manually enter an end date in this field, which will cause the Contract period to be adjusted automatically. Note that after you have activated the contract, this field becomes read-only.

If you change the Date effective, the End date is adjusted accordingly.

If you change the End date, the values in the Contract period, Next end date (for accepting and granting party), and Next notice date (for accepting and granting party) fields are adjusted accordingly.

If the contract is renewed with a renewal option, the End date is adjusted accordingly.

Actual end date

This field is only populated if a contract is terminated with a termination option and indicates the date on which the contract actually ends. The Actual end date occurs before the End date.

In possession as of

Indicates the date from which the tenant is granted access to the property / space / rentable unit.

Occupancy as of

Indicates the date on which the property / space / rentable unit was formally occupied.

Previous reconciliation date of contract amounts

Indicates the date on which the contract amounts in Planon ProCenter were last compared to accounting records.

Accepting / granting contracting party

Use these fields to specify the contracting party to whom the service/goods are delivered (accepting party) and the contracting party that delivers the service/goods (granting party). The required contracting party can be selected from a pick list containing contracting parties that were defined at the Components > Contracting > parties selection step.

Closed until date

Indicates the date until which contract amounts have been closed.

Trial closure date - acct.

Displays the date up to which the trial closure of contract amounts is valid.

Trial closure until

Indicates the date up to which a trial closure of amounts is valid.

Closed until date - acct.

Displays the date up to which contract amounts were closed.

Cost center

Select the cost center that applies to the contract from a pick list containing the cost centers defined in Supporting data .

Department

Select the department the contract was drawn up with from a pick list. This list contains the departments added to Planon ProCenter.

External coordinator address

Select the address of the external person responsible for coordinating the task from the pick list containing the addresses of external persons defined in Supporting data .

External coordinator contact

Select the contact details of the external person responsible for coordinating the task from the pick list containing the contact details of external persons defined in Supporting data .

External tradesperson address

Select the company address, if an external company completes the order from the pick list containing the addresses of external companies defined in Supporting data .

External tradesperson contact

Select the contact details of the external person responsible for carrying out the task from the pick list containing the contact details of external persons defined in Supporting data .

Internal coordinator

Select the internal employee in the organization responsible for coordinating execution of the order from the pick list containing the internal employees in the organization defined in Supporting data .

Internal tradesperson

Select the internal employee in the organization responsible for carrying out the order from the pick list containing the internal employees in the organization defined in Supporting data .

Subcontractor

Select the relevant subcontractor from the list. Selecting a subcontractor indicates that the contract is a 'subcontractor' contract.

Standard cost category

Select the relevant standard cost category from a pick list containing standard cost categories defined in Supporting data .

Standard cost type

Select the relevant standard cost type from a pick list containing the standard cost types defined in Supporting data .

Indexed up to (date)

Indicates the date until which contract amounts have been indexed. This field is automatically populated by Planon ProCenter.

Notice term - accepting party

Select the term of notice required by the accepting party when terminating a contract. You can choose the relevant unit of time (Day, Week, Month, and Year), together with the desired quantity of the selected unit.

If you change the value in this field, the value of the Next notice date - accepting party field is calculated automatically on saving the contract.

Notice term - granting party

Select the term of notice required by the granting party when terminating a contract. You can choose the relevant unit of time (Day, Week, Month, and Year), together with the desired quantity of the selected unit.

If you change the value in this field, the value of the Next notice date - granting party field is calculated automatically on saving the contract.

Next notice date – accepting/granting party

The value of the Next notice date field is calculated automatically in either of the following ways or a combination of both:

If you add a contract termination option (together with a notice term on the contract), and then activate it, the next notice date is calculated automatically when you save the contract. You can also click Update termination date on the action panel to update the dates if the contract end date has passed. The earliest next notice date is taken into account.

If you apply a contract renewal or contract shortening option (together with a notice term on the contract), the next notice date is calculated automatically.

Proposed termination date

Indicates the proposed termination date for the contract. Default this is the current date + the term of notice. Note that if the In Use option of the Proposed termination date field has been set to No in FieldDefiner, it is not possible to terminate a contract. For details on setting field attributes in FieldDefiner, see the FieldDefiner documentation.

Prices announced up to

Indicates the date up to which prices have been announced in a price announcement letter for the selected contract.

Cash flow start date

The date from which we start recording cash flow on the contract. The payment date of cash flow assigned to this contract must be on or after this date.

Cash flow start balance

This is the payment balance on the cash flow start date.