Manage contracts
/visma-net-erp/help/customer-ledger/manage-contracts
section
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# Manage contracts
Manage contracts - overview
/visma-net-erp/help/customer-ledger/manage-contracts/manage-contracts-overview
page
By using Visma Net contracts, you can invoice your customers recurrently.
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# Manage contracts - overview
By using Visma Net contracts, you can invoice your customers recurrently.
By using Visma Net
contracts, you can invoice your customers recurrently.
You can configure different combinations of
terms and services to satisfy your and your customers' needs.
Some contracts may include services that your company provides—such as cable TV service,
Internet access, or web account hosting—to customers during a specified period of time.
Other
contracts may contain service agreements to maintain and repair a product during the warranty
period of the manufacturer or after it has expired.
Such contracts include a number of cases
(often called tickets) that may be solved during the warranty period.
A case is used to track
efforts, such as work time spent to repair a device and related phone calls and emails, to
resolve a particular issue.
To start using contracts, you need to activate the **Contract management**functionality in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window.
Contract-related windows appear on the site
map after you have activated this functionality.
This topic will help you to configure and use contracts. It describes contract preparation, the contract life cycle, and the most common contract-related tasks.
+ [About prior configuration of contracts](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/about-prior-configuration-of-contracts/)
+ [About contract preparation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-preparation/about-contract-preparation/)
+ [About the contract life cycle](/visma-net-erp/help/customer-ledger/manage-contracts/about-the-contract-life-cycle/)
+ [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/)
+ [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/)
+ [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/)
+ [Make changes to contract services](/visma-net-erp/help/customer-ledger/manage-contracts/make-changes-to-contract-services/)
+ [About contract renewal](/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal/about-contract-renewal/)
+ [Contract examples - overview](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/contract-examples-overview/)
Related pages
Concepts
Tasks
Prior configuration
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration
section
2026-02-19T17:09:06+01:00
# Prior configuration
About prior configuration of contracts
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/about-prior-configuration-of-contracts
page
Contracts come in various types, depending on the industry and company, but most contain similar elements and are maintained similarly.
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# About prior configuration of contracts
Contracts come in various types, depending on the industry and company, but most contain similar elements and are maintained similarly.
Visma Net provides capabilities that ease the processes of contract creation and maintenance.
You need to configure the following Visma Net entities before creating a contract:
## Contract template
A contract template serves as the base for a contract and
provides it with the default settings.
For each type of contract (such as a service agreement
or support plan) your company has with its customers, you can set up a contract template.
Then, when you create a contract, you select the appropriate contract template, which causes
the default settings to be filled in.
A contract template may also provide a list of products
and services that you want to sell.
These services and products are represented by contract
items, which you configure separately.
## Customer account
The customer account that you select for a contract provides the
invoicing and location details that are specific to the customer.
When you create a contract, in
addition to specifying the contract template, you specify the customer account, which causes
the system to fill in appropriate settings that are specific to the customer.
## Discount codes
If you want to give the customer a discount for services provided
recurrently through the contract, you should configure a discount code, which determines the
discount rate, the application rules, and the non-stock items it is applied to.
You can later
specify this discount code when you create a contract.
For details on configuring discounts, see: [Manage discounts](/visma-net-erp/help/customer-ledger/manage-discounts/).
This topic will help you to configure contract templates and contract items.
Related pages
Concepts
Tasks
Windows
About contract templates
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/about-contract-templates
page
A contract template, which is required for creating a contract, provides invoicing, refund, and renewal settings.
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# About contract templates
A contract template, which is required for creating a contract, provides invoicing, refund, and renewal settings.
A template for a particular type of contract can include as many details as
are needed for a typical contract of the type.
A template might provide all the contract details
except for the customer name and location, or it may contain only a few settings in addition to
the required ones.
A contract template may or may not determine the list of contract details, which are the
services and products that you want to sell.
These services and products are represented by
contract items, which you configure separately.
The list of details is created by adding the
contract items to a contract template.
When you are creating a contract and you select the
contract template to base it on, the list is copied to the contract.
You can modify the list of
items if this is allowed by the contract template (that is, if the **Enable template items override** check box is selected).
To prepare a contract template, you do the following:
+ Configure the contract template.
+ Configure the contract items that you want to add to the contract template, if any.
+ Add the contract items to the contract template.
Related pages
Concepts
Tasks
Windows
Configure a contract template
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-template
section
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# Configure a contract template
## Before you proceed
Make sure that the contract items you want to include in the contract template are
properly configured.
For details, see: [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
If you want to invoice customers for the number of cases, you should also configure a
designated non-stock item.
For details see: [Set up invoicing by the number of cases](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-invoicing-by-the-number-of-cases/).
1. Go to the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window.
1. Click .
1. Optional: Specify the ID manually in the **Contract template** field.
The unique ID of a contract template is
formed in accordance with the **TMCONTRACT** segmented key.
If the
**Contract template** field contains the
`` place holder, it means that auto-numbering is
enabled for a key segment and the ID is assigned automatically.
1. In the **Description** field, type a brief description of this contract template, including any relevant comments.
1. In the **Contract settings** section of the **Summary** tab, do the following:
1. In the **Contract type** field, select the expiration policy. The following options are available:
+ **Renewable**: Select this option if you are going to renew contracts based on this template. The renewal process changes the expiration date of a contract of this type and generates an invoice for a renewal fee, if there is one. A contract should be renewed during its grace period; otherwise, the renewal process changes the contract status to **Expired** and creates a copy of the contract with the **Draft** status.
+ **Expiring**: Select this option if you are not going to renew contracts based on this template. If you run the renewal process for such a contract, the contract status changes to **Expired** and a copy of the contract is created with the **Draft** status.
+ **Unlimited**: Select this option if you want contracts based on this template to have no expiration date. A contract of this type can be terminated only.
1. In the **Duration** fields, type the number of units and select the duration unit to specify the period when a contract based on this template is valid.
1. Select the **Refundable** check box if you want to refund the setup and renewal fee when a contract based on this template is terminated. The setup fee is refunded if both the contract and the contract item are marked as refundable. If a renewal fee is collected on activation, it is refunded along with the setup fee. If the contract is terminated, recurring charges are refunded in proportion to unused services.
1. If you have selected the **Refundable** check box, type the appropriate number of days in the **Refund period** field. If a contract based on this template is terminated during this period, the customer may claim a refund.
1. Select the **Renew automatically** check box if you want the contract based on the template to be available for mass processing and displayed in the [Renew contracts (CT502000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/renew-contracts-ct502000/) window.
1. In the **Grace period** field, type the number of days after the expiration date when services under a contract are still provided and the contract can be renewed according to its type. When you invoke the **Renew contract** action after the end of the grace period, a copy of the contract with the **Draft** status is created, regardless of the contract type.
1. In the **Currency** field, select the currency to be used for invoicing the customer. The customer's currency should match the template currency. You can include only contract items priced in the same currency.
1. Select the **Enable template items override** check box if you want to allow users to modify the list of contract items for each contract based on this template.
1. Select the **Automatically release customer documents** check box if you want Customer ledger documents generated during contract invoicing to be released automatically; otherwise, they will keep the **Balanced** status. The **Undo last action** command in the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window is not available for actions that involve released documents.
1. Optional: In the **Effective from** and **Discontinue after** fields, specify the period of time when the contract template is available for creating contracts based on it.
1. In the **Invoicing settings** section, do the following:
1. In the **Invoicing period** field, select the time period the contract invoicing schedule should be divided into. The following options are available: **Week**, **Month**, **Quarter**, **Year**, **Statement based**, and **On demand**. With the **On demand** option, invoicing is not scheduled and you can invoice a contract on any date. This option cannot be used with contract items that have recurring pricing configured and are not assigned to a deposit contract item.
1. In the **Invoice to** field, select the account that is to be invoiced for the contract. The following options are available: **Parent account**, **Customer account**, and **Specific account**.
1. In the **Invoicing schedule starts on** field, select the starting point of the contract invoicing schedule. The following options are available: **Setup date** and **Activation date**. The contract expiration date is calculated based on this setting.
1. In the **Invoicing format** field, select the format of invoices for invoicing contracts based on the template. The following options are available:
+ **Summary**: Contract item usage is summed up and shown as one line with the total quantity and total sum. The expense claims are shown individually.
+ **Detail**: Each contract item usage occurrence is shown as a separate line.
1. In the **Case count item** field, select the non-stock item used for counting cases associated with the contract. You can invoice a customer for the number of cases accumulated. For details, see: [Set up invoicing by the number of cases](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-invoicing-by-the-number-of-cases/).
1. To add contract items to a contract template, switch to the **Details** tab, and do the following:
1. On the table toolbar, click . In the **Item code** column, select the contract item you want to offer to customers. The system fills related columns with the appropriate values automatically. You can change the item description and quantity within the allowed limits.
1. Repeat step 8.a for each contract item you want include in the contract template.
1. In the top part, select the **Active** check box to make the template available for creating contracts based on it.
1. In the window toolbar, click .
Now you can proceed to contract preparation.
Related pages
Concepts
Windows
About contract Items
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/about-contract-items
page
In Visma Net, a contract item defines the services and products, along with price and provision policies, that you want to offer to customers.
2026-02-19T17:09:06+01:00
# About contract Items
In Visma Net, a contract item defines the services and products, along with price and provision policies, that you want to offer to customers.
In Visma Net,
a contract item defines the services and products, along with price and provision policies, that
you want to offer to customers. A service or product provided as part of a contract is defined
as a non-stock item.
Thus, before you create contract items, you should consider what services
and products you will offer to your customers through contracts; you then create non-stock items
for each product and service. For each non-stock item, you specify the base price (which is used
to calculate the contract item price) and the General ledger sales account and subaccount used
to record item-related transactions.
For details on configuring non-stock items, see [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
Once you have configured the appropriate non-stock items, you configure the contract items.
A
contract item has three parts:
## 1. Setup
You configure this part of a contract item to specify the non-stock item you want to provide during contract setup and define the pricing policy to be used to calculate the setup price. Also, this part of the contract item is used to configure the deposit contract item used in retainer contracts.
## 2. Renewal
When you configure this part of a contract item, you specify the non-stock item you want to provide during contract renewal and define the pricing policy to be used to calculate the renewal price. You can configure the renewal price to be dependent on the setup price.
## 3. Recurring
When you configure this part of a contract item, you define the policy for the recurring invoicing, specify the non-stock item you want to provide recurrently, and define the pricing policy to be used to calculate the recurring price. For items that are provided recurrently, you can specify a price for extra usage. When item usage exceeds the included usage, the extra amount can be invoiced at another price. You can configure both the recurring and extra usage prices to be dependent on the setup price.
> [!NOTE]
> All non-stock items included in a contract item should be priced in the same currency.
For a contract item, you can configure all three of the parts listed above, any
two parts, or only one part.
For example: You might provide a customer with Visma Net
first and then provide support services recurrently.
In this case, you would
assign the Visma Net
to the setup part and support services to the recurring part of the contract
item.
Related pages
Concepts
Configure a contract item
/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item
section
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# Configure a contract item
## Before you proceed
Make sure that non-stock items are properly configured for each service you want to
include in a contract item.
For details on configuring non-stock items, see: [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
The offered instruction is divided into four parts: general settings (required),
setup, renewal, and setting up recurring invoicing.
You can refer to the parts that
you need to configure the contract item you want to offer and skip other
parts.
1. Go to the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window.
1. Click .
1. Optional: Specify the ID manually in the **Contract item** field.
The unique ID of a contract item is formed
in accordance with the **CONTRACTITEM** segmented key.
If the
**Contract item** field contains the
`` place holder, it means that auto-numbering is
enabled for the key segment and the ID is assigned automatically.
1. In the **Description** field, type a brief description of the services included.
1. In the top part of the **Price options** tab, do the following:
1. In the **Maximum allowed quantity** and **Minimum allowed quantity** fields, type the quantity limits for the provided services.
1. In the **Default quantity** field, type the service quantity that is included in the contract by default.
This value can
be modified in a template or a contract within the allowed limits
(which are defined by **Maximum allowed quantity**and **Minimum allowed quantity**). If
service usage has exceeded the included quantity, the difference is
considered extra usage.
Allowed quantity limits are not applied to
extra usage.
1. In the **Currency ID** field, select the currency of this contract item. You should use non-stock items priced in one currency within each contract item.
1. To set up pricing for a service to be provided as a part of contract setup, in the **Setup and renewal** area, do the following:
1. In the **Setup item** field, select the non-stock item you want to provide and invoice when contract setup occurs.
1. In the **Setup pricing** field, select the pricing policy. The following options are available:
+ **Use item price**: Select this option if you want to use the base price of the non-stock item. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used.
+ **Percent of item price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the base price of the non-stock item.
+ **Enter manually**: Select this option if you want to specify the price manually in the **Item price/percent** field. Selecting this option means you can not modify the price later in the contract.
1. (Skip this step if you have selected **Use item price** in the **Setup pricing** field.) In the **Item price/percent** field, type the item price or percent, depending on the pricing policy you have selected.
1. Skip the **Retain rate** and **Deposit** elements, which are used only for creating a contract item to serve as a prepayment. For details, see: [Create a deposit contract item](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/create-a-deposit-contract-item/).
1. Select the **Refundable** check box if you want to allow the amount the customer paid for setup to be refunded in case of contract termination. The setup fee is refunded if both the contract template and this contract item are marked as refundable. If the renewal fee is collected on activation, it is refunded along with the setup fee. Recurring charges are refunded in proportion to unused services in case of termination.
1. Select the **Prorate setup** check box if you want to allow the amount the customer paid for setup to be invoiced in proportion to unused services in case of termination or changes in contract terms.
1. Optional: If you have finished specifying settings for the contract item, click . Otherwise, proceed with the part of instruction you need.
1. To set up pricing for a service to be provided when contract renewal occurs, on the **Setup and renewal** area, do the following:
1. In the **Renew item** field, select the non-stock item you want to provide and invoice when contract renewal occurs.
1. Select the **Collect renewal fee on activation** check box if you want to invoice the customer for services provided on renewal both at the moment of contract activation and at contract renewal. For a usage example, see: [About fixed-price contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/about-fixed-price-contracts/).
1. In the **Renewal pricing** field, select the pricing policy. The following options are available:
+ **Use item price**: Select this option if you want to use the base price of the non-stock item. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used.
+ **Percent of item price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the base price of the non-stock item.
+ **Percent of setup price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the setup price of the contract item.
+ **Enter manually**: Select this option if you want to specify the price manually in the **Item price/percent** field. Selecting this option means you can not modify the price later in the contract.
1. (Skip this step if you have selected the **Use item price** option in the **Renewal pricing** field.) In the **Item price/percent** field, type the item price or percent, depending on the pricing policy you selected.
1. Optional: If you have finished specifying settings for the contract item, click . Otherwise, proceed with the part of the instruction you need.
1. To set up pricing for service to be provided recurrently, in the **Recurring invoicing** area, do the following:
1. In the **Invoice type** field select the invoicing policy. The following options are available:
+ **None**: Select this option if you are not going to invoice the customer recurrently, and the elements of the **Recurring invoicing** area become unavailable.
+ **Prepaid**: Select this option if you want to invoice the customer at the beginning of the scheduled invoicing period.
+ **Postpaid**: Select this option if you want to invoice the customer at the end of the scheduled invoicing period.
1. In the **Recurring item** field, select the non-stock item that you want to provide and invoice recurrently.
1. Select the **Reset usage on invoicing** check box if you want the contract item usage to be reset after the invoicing for a previous invoicing period has been performed. If this check box is selected, the included quantity is set per invoicing period. If this check box is cleared, the included quantity is set for the whole duration of the contract, so clear the check box only if the invoicing period is equal to the contract duration.
1. In the **Recurring pricing** field, select the pricing policy. The following options are available:
+ **Use item price**: Select this option if you want to use the base price of the non-stock item. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used.
+ **Percent of item price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the base price of the non-stock item.
+ **Percent of setup price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the setup price of the contract item.
+ **Enter manually**: Select this option if you want to specify the price manually in the **Item price/percent** field. Selecting this option means you can not modify the price later in the contract.
1. (Skip this step if you have selected **Use item price** in the **Recurring pricing** field.) In the **Item price/percent** field, type the item price or percent, depending on the pricing policy selected.
1. In the **Extra usage pricing** field, select the pricing policy to be applied to the service price if the customer has exceeded the service included quantity. The following options are available:
+ **Use item price**: Select this option if you want to use the base price of the non-stock item. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used.
+ **Percent of item price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the base price of the non-stock item.
+ **Percent of setup price**: Select this option if you want the price to be calculated by applying the percent specified in the **Item price/percent** field to the setup price of the contract item.
+ **Enter manually**: Select this option if you want to specify the price manually in the **Item price/percent** field. Selecting this option also allows to modify the price later in the contract.
1. (Skip this step if you have selected **Use item price** in the **Extra usage pricing** field.) In the **Item price/percent** field, type the item price or percent, depending on the pricing policy selected.
1. Optional: In the **Deposit item** field, select the deposit contract item you want to tie to the contract item you are configuring.
> [!NOTE]
> The deposit item is used only with contract items that offer service provided recurrently. For details on configuring, see: [About retainer contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/about-retainer-contracts/).
1. In the window toolbar, click .
Related pages
Concepts
Tasks
Windows
Contract preparation
/visma-net-erp/help/customer-ledger/manage-contracts/contract-preparation
section
2026-02-19T17:09:06+01:00
# Contract preparation
About contract preparation
/visma-net-erp/help/customer-ledger/manage-contracts/contract-preparation/about-contract-preparation
page
To create a new contract in the Customer contracts (CT301000) window, you select a template and a customer account.
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# About contract preparation
To create a new contract in the Customer contracts (CT301000) window, you select a template and a customer account.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
To create a new contract in the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window, you
select a template and a customer account.
This window is filled in with default values provided by
the selected template and the customer account.
You may then change the included quantity of
contract items within the allowed limits and modify invoicing information.
You can modify the list
of contract items if such modifications are allowed in the selected contract template.
Also, you
can change the prices if the pricing policy of the contract item allows it.
A newly created contract has the **Draft** status.
## Contract IDs
Contract IDs are based on the **CONTRACT** segment key, which inherits its
structure from the **PROJECT** segment key.
To be able to distinguish contracts from
projects in lookup lists, reserve one segment of the key for a value designating whether an
ID belongs to projects or contracts. Consider two examples of defining the keys:
1. You can configure two segments in the **PROJECT** segment key: a two-letter segment with two possible values ( **PR** and **CT** ) to designate the type of ID, and a 10-character auto-numbered segment to identify the particular project or contract. For the second segment of the **CONTRACT** key, you can assign a different numbering sequence to maintain the numbers for contracts independently from those of projects.
1. If you decide to define a one-segment structure for the **PROJECT** key with an auto-numbered segment, you can assign different numbering sequences to the **PROJECT** and **CONTRACT** keys. Create the sequence intended for projects with **PR** as a prefix, and define the sequence intended for contracts with the **CT** prefix.
Related pages
Concepts
Tasks
Windows
Configure a contract
/visma-net-erp/help/customer-ledger/manage-contracts/contract-preparation/configure-a-contract
section
2026-02-19T17:09:06+01:00
# Configure a contract
## Before you proceed
Make sure that the contract template you want to base the contract on is active (the
**Active** check box is selected), the date of contract
creation is later than the **Effective from** date and sooner
than the **Discontinue after** date of the template, and the
template currency matches the customer currency.
If you want to apply a discount to
the contract, make sure that it is properly configured.
1. Go to the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
1. Click .
1. Optional: Specify the ID manually in the **Contract ID** field. If the field contains the **<NEW>** place holder, it means that auto-numbering is enabled for a key segment and the system assigns the ID automatically.
1. In the top part, do the following:
1. In the **Contract template** field, select the contract template that the new contract should be based on. The system automatically fills in the invoicing policy settings and the list of services with the default values from the selected template.
1. In the **Customer** field, select the customer account you want to configure the contract with.
1. Optional: Change the customer location and contract description.
1. On the **Summary** tab, do the following:
1. In the **Setup date** field (and optionally the **Activation date** field), specify the dates of the contract being signed and the start services being provided. These dates are to be displayed by default and can be changed in the **Activate contract dialog box**, which opens when you invoke the **Set up contract** or **Activate contract** action. The fields become read-only after the respective action has been performed.
1. Optional: Modify the following settings if needed: **Grace period**, **Renew automatically**, and **Invoice information**.
1. Optional: In the **Contract management** section, assign the contract owner and salesperson.
1. On the **Details** tab, do the following:
1. In the **Promo code** field, select the discount to be applied to the prices of items.
1. If the contract template allows modification of the contract items included, change the quantity and description of items, add new items, and delete listed items, as needed. (Use the applicable buttons in the table toolbar to add and delete rows.) Also, you can enter new prices for non-stock items that have the pricing policy set to the **Enter manually** option.
1. In the window toolbar, click .
After the contract preparation is finished, you can proceed to signing and activating it.
Related pages
Concepts
Tasks
Windows
About the contract life cycle
/visma-net-erp/help/customer-ledger/manage-contracts/about-the-contract-life-cycle
page
If you have a contract with the Draft status and the contract details reflect your agreement with a customer, you activate the contract to initiate its life cycle.
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# About the contract life cycle
If you have a contract with the Draft status and the contract details reflect your agreement with a customer, you activate the contract to initiate its life cycle.
If you have a contract with the **Draft** status and the contract details reflect your
agreement with a customer, you activate the contract to initiate its life cycle. The
contract life cycle consists of mandatory stages: setup and activation, fulfillment,
and expiration.
The life cycle may include the following optional stages: changes to
contract services, contract renewal, and contract termination.
This article
describes the contract life cycle stages in detail.
A contract life cycle may consist of the following stages:
## 1. Setup and activation (mandatory)
Once you have prepared a contract, you can initiate it.
If the services covered by a contract require setup before
contract activation, you may initiate invoicing for the setup separately.
For
example, contracts involving Internet access may require installation of a
router or other equipment.
You initiate the contract setup: the contract
becomes effective and the customer is invoiced for any services associated
with setup.
At this point, you can no longer modify the terms and scope of
the contract.
When setup is finished, you activate the contract and start
to invoice the customer recurrently.
If you do not need to separate the setup
of the contract and the activation, these steps can be done simultaneously.
For details, see: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
## 2. Fulfillment (mandatory)
During this stage, the longest of the contract life cycle,
the customer uses
services described in the contract, and invoicing is
performed according to the terms defined in the contract and the contract
items.
For details, see [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/) and [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
## 3. Changes to services (optional)
You or the customer may want to change (upgrade or
downgrade) a set of services within the scope of an active contract.
Both
contract upgrading and downgrading are done in two steps: preparation and
activation.
During preparation, contract invoicing and the provision of
services are done according to the initial settings of the contract.
For details, see: [Make changes to contract services](/visma-net-erp/help/customer-ledger/manage-contracts/make-changes-to-contract-services/).
## 4. Expiration (mandatory)
Each time you run the contract invoicing process, it checks
whether the next invoicing date exceeds or equals a contract expiration date.
If it does, the contract invoicing process sets the next invoicing day equal to
the contract expiration date.
The next time you run the contract invoicing
process, it generates invoice for the contract usage and changes the
contract status to **Expired**. You can not record any usage for expired
contracts. Expired contracts can be either renewed or terminated:
### Renewal (optional)
The renewal scenario depends on the expired contract type, which is defined by the contract template.
There are three types of contracts:
#### Renewable
During the renewal process, the system
changes the expiration date of a contract and generates an
invoice for the renewal fee, if any. After renewal is
completed, the contract is again in the fulfilment stage.
A
contract should be renewed during its grace period;
otherwise, the renewal process creates a copy of the
contract with the **Draft** status. You need to activate
the copied contract to start the provision of services.
#### Expiring
A contract of this type expires at the end of its duration, but it is available for a renewal operation—manual or automatic (if scheduled). When such a contract is renewed, a copy of the expired contract is created with the **Draft** status, and you need to activate the copied contract to start the provision of services.
#### Unlimited
A contract of this type has no expiration date and can be terminated only.
For details about renewing contracts, see: [About contract renewal](/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal/about-contract-renewal/).
### Termination (optional)
You can terminate an expired contract
if you are not going to renew or copy it.
Also, contract termination
may be done at any point in the contract life cycle, if you or the
customer decide to terminate the relationship defined by a contract.
When you initiate contract termination, the system gathers
information on the not yet invoiced usage of a contract and issues an
invoice or a credit memo, if needed.
The termination date must be
within the current invoicing period (between the **Last invoicing date** and the **Next invoicing date**).
Related pages
Concepts
Tasks
Windows
Contract setup and activation
/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation
section
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# Contract setup and activation
About contract setup and activation
/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation
page
The way you initiate a contract may depend on the services you provide.
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# About contract setup and activation
The way you initiate a contract may depend on the services you provide.
You may want the
contract signing and the start of provision to occur at different times.
For example: You might
need some time to install the equipment required for the provision of services and you may want
to invoice the customer for this equipment before installation. In this case, the recurring invoicing
schedule should begin at the start date of provision.
If you don't need to separate the time of
contract signing and service provision, you can perform these two actions simultaneously.
In Visma Net,
contract signing is referred to as **contract setup**.
The date when the contract is signed
is called the **setup date**.
The start of the provision of services is referred to as
**contract activation**, and the date of contract activation is called the **activation date**.
Note that you can record service usage for only activated contracts.
Related pages
Concepts
Tasks
Windows
Set up a contract
/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/set-up-a-contract
page
You use the Customer contracts (CT301000) window to set up a contract.
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# Set up a contract
You use the Customer contracts (CT301000) window to set up a contract.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
You use the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window to set up a contract.
The setup operation is available for contracts that have the **Draft** status
only.
1. In the **Contract ID** field, select the contract you want to initiate.
1. Review the contract details to ensure that the contract meets the intentions of the parties, and make any needed changes.
1. Click **Actions**, and select the **Set up contract** action.
1. In the **Set up contract dialog box**, specify the date of contract setup and click **OK**.
When the operation completes, the following actions occur:
+ The contract gets the **Pending activation** status.
+ The setup date becomes unavailable for editing.
+ If the invoicing schedule starts on the setup date, the **Expiration date** field and the **Invoicing schedule** section are filled with details.
+ An invoice is issued for any service to be provided on setup. If the invoicing schedule starts on the setup date, the invoice also includes a renewal fee if such a fee is configured to be collected on contract activation. You can view the invoice details on the **Sales history** tab of the window.
You cannot enter contract usage at this point; to proceed, you need to activate the contract.
Related pages
Concepts
Tasks
Windows
Activate a contract
/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/activate-a-contract
page
You use the Customer contracts (CT301000) window to activate a contract.
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# Activate a contract
You use the Customer contracts (CT301000) window to activate a contract.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
You use the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window to activate a
contract.
This operation is available only for contracts with the **Pending activation** status.
1. In the **Contract ID** field, select the contract you want to activate.
1. Click **Actions**, and then select the **Activate contract** action.
1. In the **Activate contract dialog box**, specify date of contract activation and click **OK**.
## When the operation is completed, the following actions occur
+ The contract gets the **Active** status.
+ The activation date becomes unavailable for editing.
+ If the invoicing schedule starts on the activation date, the **Expiration date** field and the **Invoicing schedule** section are filled with details.
+ An invoice for prepaid services is issued. If the invoicing schedule starts on the activation date, the invoice also includes a renewal fee if the fee is configured to be collected on contract activation. You can view the invoice details on the **Sales history** tab of the window.
Now you can proceed with usage recording. For details, see [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/).
Related pages
Concepts
Tasks
Windows
Set up and activate a contract simultaneously
/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/set-up-and-activate-a-contract-simultaneously
page
In the Customer contracts (CT301000) window, you can simultaneously set up and activate a contract.
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# Set up and activate a contract simultaneously
In the Customer contracts (CT301000) window, you can simultaneously set up and activate a contract.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
In the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window, you can simultaneously set
up and activate a contract.
This operation is available for contracts with the
**Draft** status only.
1. Review the contract details to ensure that the contract meets the intentions of the parties, and make any needed changes.
1. Click **Actions**, and select the **Set up and activate contract** action.
1. In the **Activate contract** dialog box, specify the date of contract activation and click **OK**.
This operation triggers the following actions:
+ The contract gets the **Active** status.
+ The setup and activation dates become unavailable for editing.
+ The **Expiration date** field and the **Invoicing schedule** section are filled with details, based on the template settings.
+ An invoice is issued for the setup and prepaid services. The invoice also includes a renewal fee if such a fee is configured to be collected on contract activation. You can view the invoice details on the **Sales history** tab of the window.
Now you can proceed with usage recording.
For details, see: [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/).
Related pages
Concepts
Tasks
Windows
Contract usage recording
/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording
section
2026-02-19T17:09:06+01:00
# Contract usage recording
About contract usage recording
/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording
page
After contract activation, your company can start providing the services defined by the contract.
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# About contract usage recording
After contract activation, your company can start providing the services defined by the contract.
After contract activation, your company can start providing the services defined by the
contract.
The contract is invoiced in accordance with its invoicing schedule. Invoicing is performed
for usage accumulated during an invoicing period. If the contract is invoiced on demand, invoicing is
performed for usage accumulated up to the date of the invoicing.
Contract usage is the sum of used units of each non-stock item associated with the contract.
You can associate a non-stock item with the contract directly or through such system entities as
cases, activities, and expense claims.
You may want to track the usage of a particular non-stock item during a invoicing period or the
whole duration of the contract.
To track usage, you create a contract item, specify this
non-stock item as the one provided recurrently, and add the item to a contract template. When a
contract based on this template is activated, contract items that have non-stock items provided
recurrently are listed on the **Recurring summary** tab of the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window. Here you can view the usage of the contract item,
which is the sum of the used units of the non-stock item provided recurrently.
You can affect the contract usage in the following ways:
## Using cases
You can associate a case with a contract.
To recognise the invoiceable
time of a case as a contract item usage, you should assign a non-stock item that is provided
recurrently to a case class that is invoiced on a per-case basis.
When a case of this class is
closed and released, its invoiceable
time is added to the usage of the contract item.
The
invoiceable
time of cases associated with non-stock items that are not included in the contract
is presented on the invoice as a separate line.
For details on using contracts for cases
invoicing, see [About usage-based contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/about-usage-based-contracts/).
## Using case activities
If a case belongs to a case class that is invoiced on a
per-activity basis, you can associate the case with a contract as well.
When a case activity
is completed and released, the respective transaction can be viewed in the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window. The invoiceable
time of activities associated with
non-stock items that are not included in the contract is presented on the invoice as a
separate line. For details on using contracts for activities invoicing, see [About usage-based contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/about-usage-based-contracts/).
## Using expense claims
You can associate the details of expense claims with a
contract.
After an expense claim is invoiced, a transaction for the details associated with a
contract can be viewed in the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window. The quantity of details
associated with non-stock items that are not included in the contract is presented on the
invoice as a separate line. For details on managing expense claims, see [Process expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/about-processing-expense-claims/).
## Using non-stock items
You can associate the usage of any non-stock item with a
contract by using the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window.
The usage of non-stock items that
are not included in the contract is presented on the invoice as a separate line.
For details
on entering usage transactions, see [Enter contract usage](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/enter-contract-usage/).
You can enter item usage for past, current, and future invoicing periods.
If you have entered
transactions with a date in a past invoicing period, they will be invoiced in the next invoicing
period.
If you have entered a transaction with a date in the future, the transaction will be
invoiced in the invoicing period that contains the date. When you run a contract invoicing process,
the system checks the date of transactions and invoices those with a date before or the same as the
current business date.
Records of usage transactions are presented as invoice details according to the invoicing format settings of the applicable contract template.
Related pages
Concepts
Tasks
Windows
Enter contract usage
/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/enter-contract-usage
section
2026-02-19T17:09:06+01:00
# Enter contract usage
1. Go to the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window.
1. In the **Contract ID** field, select the contract you want to enter usage for.
1. On the **Transactions not yet invoiced** tab, do the following:
1. Click  in the window toolbar.
The customer
account associated with the contract is selected by default as well
as the customer location, the current business date, and the branch
from which you are signed in. You can modify the values of all fields
except for the customer account.
1. In the **Item ID** column, select the non-stock item that you want to invoice the customer for.
1. In the **Quantity** column, type the number of used units.
1. In the window toolbar, click .
1. Repeat step 3 for each transaction.
You run the contract invoicing process to invoice the entered transactions.
For details on
contract invoicing, see: [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
Related pages
Concepts
Windows
View contract usage
/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/view-contract-usage
page
You use the Contract usage (CT303000) window to view all usage transactions associated with a contract.
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# View contract usage
You use the Contract usage (CT303000) window to view all usage transactions associated with a contract.
For more information: [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/).
You use the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window to view all usage
transactions associated with a contract.
To view the usage of contract items
provided recurrently, you use the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
## View all contract transactions
1. In the **Contract ID** field, select the contract you want to view transactions for.
1. To view uninvoiced transactions, click the **Transactions not yet invoiced** tab, which shows the list of transactions that are not yet invoiced.
1. To view invoiced transactions, click the **Transaction history** tab.
The list of invoiced transactions is displayed. You can select a post period to narrow the results.
## View contract item usage
1. In the **Contract ID** field, select the contract you want to view usage for.
1. Click the **Recurring summary** tab, and view the list of contract items provided recurrently in the table.
For each contract item listed in the table, you can view:
+ In the **Included** column: The usage included in the contract by default and invoiced at the recurring price. (If the included usage is exceeded, the customer is invoiced for additional units at the price for extra usage specified in the respective contract item.)
+ In the **Used** column: The usage accumulated for the current invoicing period.
+ In the **Used total** column: The total usage accumulated from the contract activation date.
Related pages
Concepts
Windows
Contract invoicing
/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing
section
2026-02-19T17:09:06+01:00
# Contract invoicing
About contract invoicing
/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing
page
After contract usage has been recorded, you should begin invoicing for the usage.
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# About contract invoicing
After contract usage has been recorded, you should begin invoicing for the usage.
After contract usage has been recorded, you should begin invoicing for the usage.
When you run
the contract invoicing process, the system produces an invoice.
This topic describes the
source of invoice details and common invoicing scenarios.
## Source of invoice details
The system gets most details for the invoice by using the non-stock item that is used to track this usage, as described in [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/). The non-stock item provides the following information:
Basis for unit price
: The unit price is calculated by using the base price of the non-stock item. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used. If the non-stock item is included in the contract item, then the system calculates the unit price by applying the rules specified in the contract item to the non-stock item base price or the price from the customer price class.
Sales account
: This is the general ledger account used to record sale transactions of this non-stock item. You specify the sales account by using the **General ledger accounts** tab of the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window.
Sales subaccount
: The sales subaccount is the subaccount used to record sale transactions of this non-stock item. The subaccount is combined automatically according the rules defined in the **Combine sales sub.** from field in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) windows.
VAT category
: This is the category Visma Net uses to calculate the VAT applied to supplying goods or services.
## Common invoicing scenarios
In Visma Net, you can configure different invoicing scenarios to suit your business needs.
You
can invoice a customer on a schedule or on demand, as described below:
Scheduled invoicing
: Scheduled invoicing is the most common way to invoice customers recurrently. The duration of the contract is divided into equal time intervals, which are the invoicing periods. Invoicing is performed once in an invoicing period, causing one invoice to be generated per invoicing period. The system calculates invoicing dates by using the date when the contract's invoicing schedule is started and the contract's invoicing period—which is used as an incrementation step. You can select one of the following steps: week, month, quarter, or year. The invoicing schedule for a contract can be viewed on the **Summary** tab in the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window. Here you can see the start date of the invoicing schedule, the invoicing period, the date of the last invoice, and the date of the next invoice. When you run contract invoicing, the system generates an invoice with the next invoicing date and shifts the schedule dates on the incrementation step. Invoices can be viewed on the **Sales history** tab of a contract. Additionally, you can define for each recurrent contract item whether it is invoiced at the beginning of the invoicing periods or at the end of it. If you have not invoiced a contract for two or more periods, you have to run the invoicing process for each missed period.
Invoicing on demand
: You can provide services on demand, rather than recurrently. In this case, you might want to perform contract invoicing any time services have been provided. An invoice with the date you have specified is generated each time you run contract invoicing.
You can run contract invoicing for a particular contract in the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window, use the mass-processing [Run contract invoicing (CT501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/run-contract-invoicing-ct501000/) window to run invoicing for multiple contracts, or configure the automation schedule functionality for contract invoicing.
Related pages
Concepts
Tasks
Windows
Run contract invoicing
/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/run-contract-invoicing
page
You use the Customer contracts (CT301000) window to run the invoicing process for a contract as long as the contract has the Active or Pending upgrade status.
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# Run contract invoicing
You use the Customer contracts (CT301000) window to run the invoicing process for a contract as long as the contract has the Active or Pending upgrade status.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
You use the [Run contract invoicing (CT501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/run-contract-invoicing-ct501000/) window to run the invoicing process for a number of contracts at once.
1. Go to the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
1. In the **Contract ID** field, select the contract you want to invoice.
1. Click **Actions** and then select **Run contract invoicing**.
If the selected contract is configured to be invoiced
on demand, the **Invoicing on demand dialogue box** is
displayed, where you can enter the invoice date.
If the operation completes
successfully, the green check mark appears in the window toolbar.
After the operation completes, you can view and further process the generated invoice in the **Sales history** tab of the window.
## Run invoicing process for multiple contracts
1. Go to the [Run contract invoicing (CT501000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/run-contract-invoicing-ct501000/) window.
1. In the **Invoicing date** field, select the date of invoicing. The list of contracts that require invoicing on that date is generated.
1. Optional: Narrow the list of contracts by selecting any combination of a contract template, customer class, and particular customer.
1. Do one of the following:
+ To invoice all listed contracts, click **Process all**.
+ To invoice only selected contracts, select the unlabelled check boxes for the contracts you want to invoice, and click **Process**.
If the contracts were invoiced successfully, the system marks them with
green check marks.
When you initiate invoicing for all contracts or selected
ones, invoices are generated for each contract and each customer involved.
You can view and further process generated invoices on the **Sales history** tab of the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window for each contract.
Also, you can use
invoice-related windows for further processing.
For details, see: [Process invoices - overview](/visma-net-erp/help/customer-ledger/process-invoices/process-invoices-overview/).
Related pages
Concepts
Tasks
Windows
Make changes to contract services
/visma-net-erp/help/customer-ledger/manage-contracts/make-changes-to-contract-services
section
Changing a contract's terms of provision may involve changes in services, prices, or quantities.
2026-02-19T17:09:06+01:00
# Make changes to contract services
Changing a contract's terms of provision may involve changes in services, prices, or quantities.
Changing a contract's terms of provision may involve changes in services, prices, or
quantities.
You can add or delete services, change the included quantity, or apply a discount.
Note that you can change the set of provided services for contracts that are based on templates
that allow overriding of contract items.
Contract upgrades and downgrades are performed in two stages: preparation and activation.
During the preparation stage, you modify provisioning terms, but contract invoicing and service
provision are performed according to the initial settings of the contract. When the changes are
activated, contract invoicing and service provision are performed according to the new settings.
You use the Customer contracts (CT301000) window to change services of a contract with the **Active** status as follows:
1. Go to the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
1. In the **Contract ID** field, select the contract you want to upgrade.
1. Click **Actions**, and select **Upgrade contract**.
This gives the contract the **Pending upgrade** status, which means that you can change the terms of provision.
1. On the **Details** tab, modify the list of services or their quantity, or apply a discount.
1. Click .
1. Click **Actions**, and select the **Activate upgrade** action. In the **Activate contract dialog box**, specify the date of contract activation and click **OK**.
If the operation is completed successfully, the green check mark appears in the window toolbar.
Related pages
Concepts
Windows
Contract renewal
/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal
section
2026-02-19T17:09:06+01:00
# Contract renewal
About contract renewal
/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal/about-contract-renewal
page
When a contract has expired, you and your customer may want to continue the relationship under the same terms.
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# About contract renewal
When a contract has expired, you and your customer may want to continue the relationship under the same terms.
When a contract has expired, you and your customer may want to continue the relationship
under the same terms.
In this case, you can renew an expired contract to avoid the provision of
services being interrupted.
The contract renewal process and its outcome are defined by the
contract type. Contracts of the following types can be renewed:
## Renewable
When you renew a contract of this type, the expiration date is shifted by
the duration; apart from that, contract stays unchanged.
The renewal fee, if one is configured,
is invoiced. After renewal is completed, the contract is again in the fulfillment stage.
A
contract can be renewed either manually or automatically (if scheduled).
## Expiring
When you renew a contract of this type, a copy of an expired contract is
created with the **Draft** status.
You can modify contract details, if required, and
activate it on the date of your choice.
> [!NOTE]
> If you want to renew a contract after the end of the grace period, a copy of the contract with the **Draft** status is created, regardless of the original contract type.
You can track contracts that are about to expire by using the [Expiring customer contracts](/visma-net-erp/help/customer-ledger/customer-ledger-windows/expiring-customer-contracts-ct401000/) (CT401000) window.
Related pages
Concepts
Tasks
Windows
Renew a contract
/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal/renew-a-contract
page
You use the Customer contracts (CT301000) window to renew a single contract.
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# Renew a contract
You use the Customer contracts (CT301000) window to renew a single contract.
For more information: [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/).
You use the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window to renew
a single contract.
To renew a number of contracts at once, you use the [Renew contracts (CT502000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/renew-contracts-ct502000/) window.
1. Go to the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
1. In the **Contract ID** field, select the contract you want to renew.
1. Click **Actions**, and select **Renew contract**. If the operation is completed successfully, one of the following occurs:
+ For a renewable contract, the expiration date is shifted by its duration and the renewal fee is invoiced. After the renewal operation is completed, you can view and further process the generated invoice on the **Sales history** tab of the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
+ For an expiring contract, another contract (which is a copy of the expiring contract with a new ID) is created with the **Draft** status. You can view all related contracts (both parent and child) on the **Contract history** tab of the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window.
## Renew multiple contracts
You can also renew multiple contracts at once, as long as each of the contracts has the **Renew automatically** check box selected in the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window. To renew multiple contracts, do the following:
1. Go to the [Renew contracts (CT502000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/renew-contracts-ct502000/) window.
1. In the **Renewal date** field, select the start date of the date range in which the contracts will expire.
The list of contracts that expire during the specified range (and thus require renewal) is generated.
1. Optional: Expand or narrow the list of contracts by narrowing the list of contracts to be displayed by selecting the customer class, the contract template, or both.
1. Do one of the following:
+ To renew all listed contracts, click **Process all**.
+ To renew only selected contracts, select the empty check boxes for the contracts you want to renew, and click **Process**.
If the contracts are renewed successfully, the system marks them with
green check marks.
You can view and further process the generated invoices
on the **Sales history** tab of the [Customer contracts (CT301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-contracts-ct301000/) window for each
contract.
Also, you can use invoice-related windows for further processing.
For details, see: [Process invoices - overview](/visma-net-erp/help/customer-ledger/process-invoices/process-invoices-overview/).
Related pages
Concepts
Tasks
Windows
Contract examples
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples
section
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# Contract examples
Contract examples - overview
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/contract-examples-overview
page
Visma Net provides you with different scenarios of invoicing a customer for the usage of services you offer with the contracts functionality, as the following topics describe.
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# Contract examples - overview
Visma Net provides you with different scenarios of invoicing a customer for the usage of services you offer with the contracts functionality, as the following topics describe.
Visma Net include the following, each of which is described in its own topic:
+ [About fixed-price contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/about-fixed-price-contracts/)
+ [About usage-based contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/about-usage-based-contracts/)
+ [About retainer contracts](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/about-retainer-contracts/)
## Contracts with invoicing on demand
You may want to have the ability to provide a customer with any service or solution you have at any time and invoice the customer as needed. To implement such a scenario, do the following:
1. Create an active contract template with the invoicing period set to the **On demand** option, and do not add any contract items. Prepare a contract with the **Draft** status based on this template. For details, see [About contract preparation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-preparation/about-contract-preparation/).
1. Set up and activate the contract. The contract status is changed to **Active** and you can proceed with the contract usage recording. For details, see [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
1. For the contract, enter the usage of the non-stock items that correspond to the services or solutions provided to this customer. For details, see [Enter contract usage](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/enter-contract-usage/).
1. Invoice the contract any time you need to. For details, see [Run contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/run-contract-invoicing/).
Related pages
Concepts
Tasks
Windows
About fixed-price contracts
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/about-fixed-price-contracts
page
You may offer services at a price that is not based on the service's usage, as with a fee for internet connection or domain name registration.
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# About fixed-price contracts
You may offer services at a price that is not based on the service's usage, as with a fee for internet connection or domain name registration.
You generally collect such a fee on a schedule, for example, once a year or on a monthly basis.
Consider an example: You offer domain name registration and maintenance for a year with
renewal.
To implement such a scenario, do the following:
1. By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, create **Domain name registration** and **Maintenance** non-stock items that represent services you offer.
1. In the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, configure a contract item as follows:
+ In the **Setup item** field, select the **Domain name registration** non-stock item, and specify the pricing policy for the setup item. You provide a domain name and invoice for it during the contract setup stage.
+ In the **Renewal item** field, select the **Maintenance** non-stock item, and specify the pricing policy for the renewal item. You provide a maintenance item only after renewal and invoice for it when the contract is renewed.
+ To invoice the customer for maintenance during the first year, select the **Collect renewal fee on activation** check box. The fee for the renewal item will be included in the first invoice.
+ Fill in other required parameters (and any optional ones) at your discretion.
For details on configuring contract items, see: [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
1. By using the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window, create a contract template as follows:
+ Set the **Contract type** to **Renewable** and the **Duration** to **1 Year**.
+ Specify **Year** as the **invoicing period**.
+ In the **Invoicing schedule starts on** field, select **setup date**.
+ Fill in other required parameters (and any optional ones) at your discretion.
+ Add the contract item you have configured to the contract template.
For details on configuring a contract template, see: [Configure a contract template](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-template/).
1. Set up and activate the contract. An invoice for domain name registration and maintenance is issued automatically as the result of the setup procedure. For more information, see: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
1. Renew the contract in a year. An invoice for maintenance only is issued automatically as the result of the renewal procedure. For details, see: [About contract renewal](/visma-net-erp/help/customer-ledger/manage-contracts/contract-renewal/about-contract-renewal/).
You can combine fixed-price contract items with ones that are invoiced based on usage.
For
example: Suppose that you provide bandwidth or disk space along with a domain name. In this
case, you could include in one contract item a domain name as the setup item and some quantity
of disk space as the recurring item, or you could create separate contract items.
Related pages
Concepts
Tasks
Windows
Usage-based contracts
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts
section
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# Usage-based contracts
About usage-based contracts
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/about-usage-based-contracts
page
You may offer services at a price that depends on the usage of the service, such as support hours, disk space, or support cases.
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# About usage-based contracts
You may offer services at a price that depends on the usage of the service, such as support hours, disk space, or support cases.
The contracts functionality of Visma Net can help you to track and invoice the usage of a particular service. You can invoice customers for services at the regular price and at an extra usage price, and you can provide some quantity for free. You can track the usage of the services that are provided recurrently within a invoicing period as well as for the whole contract duration.
## Annual support with free options
If you offer annual support with free options, you can use Visma Net to implement the following scenarios. Each scenario is described briefly below; see the **Settings for the examples** table for the settings you would use to implement the scenario. You can also refer to procedures that walk you through implementation of each scenario.
+ **Annual support with hours for free**: To implement this scenario, use the settings listed in the appropriate column of the table below. To implement scenarios in which the contract covers annual support with free hours, do the following:
Annual support that includes free hours might be structured as in the following examples:
+ **The first 10 hours for free**: You could offer a contract for annual support with the first 10 hours free and additional hours invoiced at €100 per hour. The contract is invoiced monthly.
+ **10 hours for free each month**: You might offer a contract for annual support with 10 hours free each month and other hours invoiced at €100 per hour. The contract is invoiced monthly.
+ For a case class that is invoiced by case, follow the [Set up per-case invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-per-case-invoicing/) procedure.
+ For a case class that is invoiced by activity, follow the [Set up per-activity invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-per-activity-invoicing/) procedure.
+ **Annual support with cases for free**: To implement this scenario, too, you use the settings listed in the appropriate column of the table below.
Annual support that includes free cases might be structured as in the following examples:
+ **The first 10 cases for free**: You might offer a contract for annual support with the first 10 cases free and additional cases invoiced at €100 per case. The contract is invoiced monthly.
+ **10 cases for free each month**: You could offer a contract for annual support with 10 free cases each month and additional cases invoiced at €100 per case. The contract is invoiced monthly.
To implement a scenario in which the contract covers annual support with free cases, follow the [Set up invoicing by the number of cases](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-invoicing-by-the-number-of-cases/) procedure.
## Settings for the examples
This table shows the settings you would use to implement each of the scenarios described above.
|Entity|Annual support with hours for free|Annual support with cases for free|
|---|---|---|
|**Non-stock item** (Use the Non-stock items window.)|+ **Item ID** = **SUPPORTHOURS** + **Item status** = **Active** + **Type** = **Labor** + **UOMs** = **Hours**|+ **Item ID** = **CASENUMBER** + **Item status** = **Active** + **Type** = **Non-stock item** + **UOMs** = **ITEM**|
|**Contract item** (Use the Contract items window.)|+ **Default quantity** = **10** + **Recurring item** = **SUPPORTHOURS** + **Reset usage on invoicing**: + Cleared for the **The first 10 hours for free** scenario + Selected for the **10 hours for free each month** scenario + **Recurring pricing** = **Enter manually** + **Item price/percent** = **0** + **Extra usage pricing** = **Enter manually** + **Item price/percent** = **100**|+ **Default quantity** = **10** + **Recurring item** = **CASENUMBER** + **Reset usage on invoicing**: + Cleared for the **The first 10 cases for free** scenario + Selected for the **10 cases for free each month** scenario + **Recurring pricing** = **Enter manually** + **Item price/percent** = **0** + **Extra usage pricing** = **Enter manually** + **Item price/percent** = **100**|
|**Contract template** (Use the Contract templates window.)|+ **Duration** = **1 Year invoicing** + **Period** = **Month**|+ **Duration** = **1 Year invoicing** + **Period** = **Month** + **Case count item** = **CASENUMBER**|
> [!NOTE]
> Fill in settings that are not mentioned in the table at your discretion.
Related pages
Concepts
Tasks
Windows
Set up per-case invoicing
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-per-case-invoicing
page
To invoice a customer recurrently and on a per-case basis for time and overtime, perform the following steps:
2026-02-19T17:09:06+01:00
# Set up per-case invoicing
To invoice a customer recurrently and on a per-case basis for time and overtime, perform the following steps:
1. By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, create a non-stock item of the **Labour** type to represent hours. For details, see: [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
1. In the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, create a contract item. In the **Recurring item** window, specify the non-stock item created in Step 1 as the one provisioned recurrently. Also, specify the recurring and extra usage prices of this item. Fill in other required parameters (and any optional ones) at your discretion. For details, see [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
1. By using the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window, create an active contract template with scheduled invoicing. Add the contract item created in Step 3 to the contract template. For more information, see [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
1. Initiate the contract in the way that suits your needs; now you can proceed with the contract fulfillment. See: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/) for details.
1. Invoice the contract according to its schedule, as described in: [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
Related pages
Concepts
Tasks
Windows
Set up per-activity invoicing
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-per-activity-invoicing
page
To invoice a customer recurrently and on a per-activity basis for time and overtime, perform the following steps:
2026-02-19T17:09:06+01:00
# Set up per-activity invoicing
To invoice a customer recurrently and on a per-activity basis for time and overtime, perform the following steps:
1. By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, create a non-stock item of the **Labour** type to represent hours. For details, see: [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
1. In the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, create a contract item. In the **Recurring item** field, specify the non-stock item created in Step 1 as the one provisioned recurrently. Also, specify the recurring and extra usage prices of this item. Fill in other required parameters (and any optional ones) at your discretion. For details, see: [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
1. By using the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window, create an active contract template with scheduled invoicing. Add the contract item created in Step 3 to the contract template; see: [Configure a contract template](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-template/) for more information.
1. Initiate the contract in the way that suits your needs; now you can proceed with the contract fulfilment. For details, see: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
1. Invoice the contract according to its schedule. [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
For more information, see:
Related pages
Concepts
Tasks
Windows
Set up invoicing by the number of cases
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/usage-based-contracts/set-up-invoicing-by-the-number-of-cases
page
To invoice a customer recurrently for a number of cases, perform the following steps:
2026-02-19T17:09:06+01:00
# Set up invoicing by the number of cases
To invoice a customer recurrently for a number of cases, perform the following steps:
1. By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, create a non-stock item. Specify the item's unit of measure and price, and fill in other details at your discretion. For details, see: [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
1. In the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, create a contract item. In the **Recurring item** field, specify the non-stock item created in Step 1 as the one provisioned recurrently. Also, specify the recurring and extra usage price of this item. Fill in other required parameters (and any optional ones) at your discretion. For details, see: [Configure a contract item](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-item/).
1. By using the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window, create an active contract template with scheduled invoicing. Add the contract item created in Step 2 to the contract template, and in the **Case count item** field, specify the non-stock item you created in Step 1. For details, see: [Configure a contract template](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-template/).
1. Initiate the contract in the way that suits your needs; now you can proceed with the contract fulfilment. For more information, see: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
1. As needed, enter contract usage in the following way:
+ Directly for the non-stock item you have configured, by using the [Contract usage (CT303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-usage-ct303000/) window. For details, see: [Enter contract usage](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/enter-contract-usage/).
1. Invoice the contract according to its schedule. For more information, see: [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
Related pages
Concepts
Tasks
Windows
Retainer contracts
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts
section
2026-02-19T17:09:06+01:00
# Retainer contracts
About retainer contracts
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/about-retainer-contracts
page
In some cases, a contract includes a retainer along with the services to be provided.
2026-02-19T17:09:06+01:00
# About retainer contracts
In some cases, a contract includes a retainer along with the services to be provided.
In some cases, a contract includes a retainer along with the services to be provided.
The
customer pays the retainer at contract setup.
The customer is then charged for the actual
usage of services according to its invoicing schedule, and the cost of provided services is
deducted from the retainer.
In Visma Net, a retainer is referred to as a **deposit contract item**.
You configure a contract
item marked as a deposit (by selecting the **Deposit** check box).
This
contract item represents a retainer that the customer should pay at contract setup.
Then you
assign this deposit contract item to contract items that represent services.
That is, you
specify a deposit contract item in the **Deposit item** field for each
contract item whose cost of usage is to be deducted from the retainer. After required
contract items are configured, you add them, except for the deposit contract item, to a
contract template designed for retainer contracts. When you add a contract item to a
contract template, the system checks whether it has a deposit contract item attached; if
there is one, it checks whether it has been added already. If a contract item has a deposit
item attached that is not yet present in the contract template, this deposit contract item
is added automatically.
You create a retainer contract based on the contract template configured for this purpose
and activate it.
When you provide services to a customer, the usage of the services is
recorded in the contract.
The customer is invoiced according to its invoicing schedule, and
invoices are issued as a result of the invoicing process.
Each provided service and the
retainer are displayed as separate lines in the invoice. The customer is invoiced for each
service usage according to the pricing policy defined in the **Recurring pricing** field of the respective contract item.
When the retainer has been spent,
the customer is invoiced for each service usage according to the pricing policy defined in the
**Extra usage pricing** field of the respective contract item.
If a customer wants to replenish a retainer, this can be done with the contract upgrade
procedure.
You can change the deposit contract item quantity if the contract template allows
overriding of contract items.
For details, see: [Make changes to contract services](/visma-net-erp/help/customer-ledger/manage-contracts/make-changes-to-contract-services/).
## Retainer contract restrictions
1. The contract template must contain only one deposit contract item. The system does not allow a contract template to be saved if there are multiple deposit contract items.
1. The contract must be of either the **Expiring** type or the **Unlimited** type. The contract type is defined by the **Contract type** setting of the contract template that the contract is based on.
Related pages
Concepts
Tasks
Windows
Configure a retainer contract
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/configure-a-retainer-contract
page
To configure a retainer contract, perform the following steps:
2026-02-19T17:09:06+01:00
# Configure a retainer contract
To configure a retainer contract, perform the following steps:
1. By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, configure a non-stock item. In the **Sales account** field on the **General ledger accounts** tab, we recommend that you specify a designated liability account to post related transactions instead of an income one.
1. In the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, create a deposit contract item. For details, see: [Create a deposit contract item](/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/create-a-deposit-contract-item/).
1. Also in the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, create a service contract item that is provided recurrently and assign the deposit contract item to it.
1. By using the [Contract templates (CT202000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-templates-ct202000/) window, create a contract template at your discretion. You do not add the deposit contract item to a contract template directly; you instead add the service contract item to the contract template, and the deposit contract item assigned to it is added automatically. For details, see: [Configure a contract template](/visma-net-erp/help/customer-ledger/manage-contracts/prior-configuration/configure-a-contract-template/).
1. Initiate the contract in the way that suits your needs. The invoice that includes the prepayment sum is issued and you can proceed with contract fulfilment. For details, see: [About contract setup and activation](/visma-net-erp/help/customer-ledger/manage-contracts/contract-setup-and-activation/about-contract-setup-and-activation/).
1. Enter contract usage. For details, see: [About contract usage recording](/visma-net-erp/help/customer-ledger/manage-contracts/contract-usage-recording/about-contract-usage-recording/).
1. Invoice the contract according to its schedule. For details, see: [About contract invoicing](/visma-net-erp/help/customer-ledger/manage-contracts/contract-invoicing/about-contract-invoicing/).
Related pages
Concepts
Tasks
Windows
Create a deposit contract item
/visma-net-erp/help/customer-ledger/manage-contracts/contract-examples/retainer-contracts/create-a-deposit-contract-item
section
2026-02-19T17:09:06+01:00
# Create a deposit contract item
## Before you proceed
By using the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, you must create a
non-stock item to be used for the creation of deposit contract items.
No special
settings are required for this item; we recommend only that in the **Sales account** field on the **General ledger accounts** tab of the window, you specify a
designated liability account to post deposit-related transactions to.
For details on
configuring non-stock items, see: [About non-stock item support](/visma-net-erp/help/inventory/manage-stock-and-non-stock-items/about-non-stock-item-support/).
1. Go to the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window.
1. Click .
1. Optional: In the **Contract item** field, specify the unique ID of the deposit contract item.
IDs of contract items are
formed in accordance with the **CONTRACTITEM** segmented key.
If the
**Contract item** field contains the
`` place holder, it means that auto-numbering is
enabled for a key segment and the system will assign the ID
automatically. Otherwise, you should specify the ID
manually.
1. In the **Description** field, type a brief description of the deposit contract item.
1. In the top part of the **Price options** tab, do the following:
1. In the **Maximum allowed quantity** and the **Minimum allowed quantity** fields, type the limits of the retainer quantity.
1. In the **Default quantity** field, type the quantity of retainers that is included in the contract by default. This value can be modified in a contract template or a contract, as long as it is within the allowed limits.
1. In the **Currency ID** field, select the currency of the contract item. Within each contract item, you should use non-stock items priced in the same currency.
1. In the **Setup and renewal** section, do the following:
1. In the **Setup item** field, select the non-stock item you have configured.
1. In the **Setup pricing** field, select the pricing policy. The following options are available:
+ **Use item price**: The base price of the non-stock item is used. If a price is configured for a customer price class and a customer that purchases this service belongs to this price class, then the price from the customer price class is used.
+ **Percent of item price**: The price is a percentage calculated by applying the percent specified in the **Item price/percentage** field to the base price of the non-stock item.
+ **Enter manually**: The price is specified manually and can not be changed later in a contract.
1. In the **Retain rate** field, specify the percent of the deposit amount at which the user viewing contract details will receive a system warning.
1. Select the **Deposit** check box to mark this contract item as the one to be used as the retainer.
1. Select the **Refundable** check box if you want to allow the retainer to be refunded if the contract is terminated. The retainer is refunded if both the contract template and the deposit contract item are marked as refundable. The balance of the retainer at the date of termination is refunded.
1. Click .
Now you can proceed to creating a contract item that represents a service provided
recurrently.
When you create the service contract item in the [Contract items (CT201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/contract-items-ct201000/) window, you specify the deposit contract
item you have configured in the **Deposit item** field on the
**Price options** tab of this window.
Related pages
Concepts
Tasks
Windows