You can use the contract list to find a contract, check its basic details and compare calculated contract values. The Billing rows view also lets you examine the current rows behind the totals. These views do not show actual sales or invoice payments.
Open the right view
In the browser’s main menu, open Customers → Contracts. Your organization must have Field service management enabled, and you must have permission to read contracts. If the feature is unavailable, check these requirements with your administrator.
- Datatable displays each contract on its own row, including contracts with no billing rows.
- Billing rows displays only contracts with at least one billing row. The contract is the parent row, with its billing rows as child rows.
- Contract invoices displays invoices that have already been created. See the contract invoices guide for instructions on viewing them.
The lists include contracts that have not been deleted and that you have permission to access. A contract with the status Ended or Archived may also appear. A contract’s presence in the list therefore does not mean that it is active or that invoices are being created for it.
Find a contract and check its rows
Use the search fields and selections below the column headings. For example, you can filter by Name, contract number and Status. Sort the data by clicking the heading of a sortable column. Open a contract’s details by clicking its name in the Name column.
On the Billing rows tab, expand a contract’s child rows using the arrow to the left of its name. Expand/collapse all above the table expands or collapses the child rows of all contracts. Check the child rows for details such as Row type, Item label, Quantity, Interval, Unit and Unit price, as well as the discount and VAT percentage.
If a column you need is hidden, open the column icon with parallel vertical bars at the right end of the table’s header row. Click a column name in the menu to show or hide it. You can scroll a wide table horizontally.
If you cannot find a contract, wait for the data to load, clear the column filters and check which view you are using. Also check the filters in any saved view. Use Datatable to find a contract with no billing rows. A missing contract does not by itself indicate that it has been deleted: permissions or filters may also be the reason.
What do the totals mean?
In the Billing rows view, totals on the parent row refer to the entire contract, while totals on a child row refer to that billing row. The child rows are the contract’s current rows, not copies of rows from invoices already created. Do not add the totals of a parent row and its child rows together, as this would count the same value twice.
- Total per invoice is the total excluding VAT, before discounts.
- Discounted total per invoice is the total excluding VAT, after row-specific discounts.
- Total per year and Discounted total per year are calculated by multiplying the corresponding total per invoice by the calculated annual multiplier.
- Number of invoices sent per year is a calculated multiplier. Despite its name, it is not the number of invoices actually sent.
A row’s total per invoice is calculated using the formula Quantity × Interval × Unit price. The discounted total uses the unit price after the row’s discount percentage has been deducted. A missing discount means a zero percent discount. For a new row, Quantity and Interval both default to 1; check the saved values.
Interval is an additional numeric multiplier for the row, such as the number of months. It is separate from the contract’s billing interval, which determines the annual multiplier. Unit indicates what the quantity represents, but does not itself change the total. The VAT percentage is not added to these totals excluding VAT.
Each row’s total per invoice, before and after discounts, is rounded separately to the nearest five cents. Ties are rounded upwards. The contract’s totals per invoice are calculated by adding the rounded row totals together. Annual values are calculated from these rounded totals and are also rounded to the nearest five cents.
For example, a single row with Quantity 2, Interval 3 and Unit price €10 produces a total of €60 per invoice. With a ten percent discount, the total is €54. If the saved annual multiplier is 12, the annual values are €720 and €648, excluding VAT.
What is the annual multiplier based on?
For ordinary recurring billing, the calculation uses the calendar year at the time of calculation in the organization’s time zone. An example sequence starts on 1 January and proceeds to the end of the year according to the billing recurrence number and time unit. Later dates in the sequence are also affected by the invoice creation lead time and any specified day of the month. The lead time is subtracted first; when the lead time is given in months, the specified day is then applied to that month. If that day does not exist, the last day of the month is used. The calculation allows all days of the week and all months.
When Use fixed invoice dates is enabled, the annual multiplier is the number of specified invoice dates. This calculation method bypasses the ordinary example sequence.
The annual value is not limited by the contract’s start or end date. It therefore does not represent the value of the remaining contract term, actual billing during the year or the amount paid. The contract’s status or disabling automatic invoice creation does not itself reset the value to zero. See the contract billing and price changes guide for instructions on changing billing settings.
Check that the values are up to date
Contract totals and the annual multiplier come from the most recently saved calculation. Simply opening the list does not recalculate them. Changes to ordinary billing recurrence settings, a row’s quantity, interval, price or discount, and deleting rows trigger a background calculation. After making a change, wait for processing to finish and reload the page; simply switching tabs may not fetch the data again.
A child row’s total per invoice in the Billing rows view is calculated from the current row data, but its annual multiplier comes from the saved contract value. After a change, the parent and child row values may therefore temporarily reflect updates made at different times. If the annual multiplier is unavailable, a child row’s annual value may be blank.
Changing only whether fixed invoice dates are enabled or changing the dates themselves does not trigger an update to the saved contract value. The start of a new year alone does not trigger an update either. Do not automatically interpret an earlier value as the result of the new setting or year.
If all billing rows are deleted, the calculation does not save zero in place of the previous value. The old contract value may remain in Datatable even though the contract disappears from the Billing rows view. Reloading the page does not resolve this calculation limitation. If the values do not match the rows and settings you have checked, investigate the situation with your administrator or support before using the totals in reports.
Save a view or export data
Above both tables, you will find Return default view, Save view, Select saved view and Export view to Excel. Apply filters and select columns in the view containing the data you need. Wait for all data to load before exporting.
Check the contract numbers, columns and row count in the downloaded Excel file. When exporting billing rows, also account for the distinction between contract rows and child rows. Exporting does not create contract invoices. A saved view retains viewing settings, not a fixed copy of the data. See the saving views and exporting to Excel guide for more detailed instructions.
Viewing and editing are separate actions
Filtering, sorting and expanding child rows do not change contract details. However, double-clicking an editable cell in Datatable may open it for editing. When you change a value and finish editing the cell, the data is sent directly to be saved, without a separate save action for the entire form.
Cell editing requires edit permission and is unavailable for archived or deleted contracts. Editing the Invoice reference, Invoice order number and Invoice notes fields requires invoice creation to be enabled; editing the alternative billing address fields requires that setting to be enabled. If you changed any data, reopen the contract and verify the saved value. To investigate the status and previous changes, use the contract history and archiving guide.
On Android and iOS, Show contract in the Spot details opens a summary of the contracts returned for the Spot: their names, statuses, start dates and end dates. The button is hidden if no contract information is available. Use the browser for the lists, billing rows, total comparisons and exports described in this guide.