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How to record metered contracts in Contract Administration in Microsoft Dynamics GP and Microsoft Great Plains

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The article describes how to record metered contracts in Contract Administration in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

Applies to:   Microsoft Dynamics GP
Original KB number:   916998

To record metered contracts in Contract Administration, follow these steps:

  1. Create a metered contract type. To do this, follow these steps:

    1. On the Cards menu, point to Contract Administration, and then select Contract Types.

    2. In the Contract Type Maintenance dialog box, type a name in the Contract Type box, and then select Meters.

    3. In the Base column in the Contract Type Meters dialog box, type a value in the box that corresponds to meter 1.

      Note

      You can also type values in the boxes that correspond to meters 2 through 5. If overages apply to one or more of the five meters, type meter information in the respective boxes in the Overage columns, together with overage amounts in the respective boxes in the Amount columns.

    4. Select Save.

  2. Select the item for which you want to calculate meter overages. To do this, follow these steps:

    1. On the Cards menu, point to Service Call Management, point to Extensions, and then select Item.
    2. In the Item Extensions dialog box, select the item for which you want to calculate meter overages, select the Metered check box, and then select Save.

  3. Select an equipment record. To do this, follow these steps:

    1. On the Cards menu, point Service Call Management, and then select Equipment.

    2. In the Equipment Maintenance dialog box, select an equipment record for the metered item that you selected in step 2, and then select Meter Readings.

    3. In the Current column in the Equipment Maintenance - Readings dialog box, type a meter reading in the Meter 1 box.

      Note

      You can also type meter readings in the following boxes:

      • Meter 2
      • Meter 3
      • Meter 4
      • Meter 5

    4. Select Post.

    5. In the Equipment Maintenance dialog box, select Save.

  4. Create a contract by using the metered contract type that you created in step 1. To do this, follow these steps:

    1. On the Transactions menu, point to Contract Administration, and then select Contract Entry/Update.

    2. In the Contract Entry/Update dialog box, type information in the following required boxes:

      • Customer ID
      • Address ID
      • Contract Type

    3. In the Contract area of the Contract Entry/Update dialog box, type information in the following required boxes:

      • Length
      • Start
      • Price Book
      • Currency ID

    4. In the Billing area of the Contract Entry/Update dialog box, type information in the following required boxes:

      • Length
      • Bill Day
      • Bill To Customer
      • Bill To Address

    5. In the Contract Entry/Update dialog box, select New, select the frequency in the Frequency list in the Billing area, select Metered in the Liability Type list, and then select Contract Lines.

      Note

      Do not select Monthly in the Frequency list.

    6. When you are prompted to save your changes, select Save.

    7. In the Contract Maintenance - Lines dialog box, create a contract line for the equipment record that you selected in step 3.

      Note

      Make sure that there are records in the Monthly Price field and in the Extended Price field on the contract line.

    8. Highlight the contract line, select Meters, and then select Default.

    9. Select Save.

    10. Close all open dialog boxes.

  5. Process a meter posting. To do this, follow these steps:

    1. On the Transactions menu, point to Contract Administration, and then select Meter Posting.

    2. In the Meter Posting dialog box, enter meter readings in the following boxes for the contract that you created in step 4, and then select Post:

      • Meter 1
      • Meter 2
      • Meter 3
      • Meter 4
      • Meter 5

  6. Bill the contract. To do this, follow these steps:

    1. On the Transactions menu, point to Contract Administration, and then select Contract Billing.

    2. In the Contract Billing dialog box, select the contract that you created in step 4, and then select OK.

      Note

      Bill only the contract line price. Meter overage billing does not occur now.

  7. Create a service call for the metered contract item. To do this, follow these steps:

    1. On the Transactions menu, point to Service Call Management, and then select Service Calls.

    2. In the Service Call Entry/Update dialog box, select New, select the equipment record that you selected in step 3, and then select Meters.

    3. In the Current column in the Meters dialog box, type information in the boxes that correspond to meters 1 through 5, and then select OK.

    4. Select Save, and then select Ready Inv. in the Service Call Entry/Update dialog box.

  8. Bill the service call. To do this, follow these steps:

    1. On the Transactions menu, point to Service Call Management, and then select Service Call Billing.

    2. In the Service Call Billing dialog box, select the service call that you created in step 7, and then select OK.

      Note

      The amount that is billed on the service call is for meter overages.

  9. Create an invoice for the contract. To do this, follow these steps:

    1. On the Transactions menu, point to Contract Administration, and then select Contract Billing.
    2. In the Contract Billing dialog box, select the contract that you created in step 4, and then select Invoice.