Contract Concepts

Updated Feb 11, 2020

Table Of Contents

Contracts set the parameters for how officers will be scheduled and paid for a client as well as how the client will be billed based on the services they require. Setting up the contract correctly will direct functionality in other modules such as payroll and billing.

Concept of a Contract

Concept of a Contract

Creating the contract will set rules for the how the client is serviced and billed, but it will also open other functionality in the system. This is a brief explanation of how the information entered in the contract acts with other modules.

Service Types: There are three different service types: Hourly Guarding, Patrols and Fixed Recurrent Items. When selected each of these options provides a way configure the details of the service.

  • Hourly Guarding: Hourly guarding will allow admins to create postions and shifts for officers that work hourly. Additionally, this service type will bill the client based on the hours scheduled.
  • Patrols: Adding a patrol service will open access to job scheduling in Patrol Plus. This service type generates invoices based on the number of jobs completed rather than hours worked.
  • Fixed Recurrent Items: This option allows admins to add invoice items that will appear on every invoice generated for the contract.

Payment Terms: Defining the payment terms sets the cycle for expected receivables. This information feeds into the billing and scheduling modules to provide forecasting of revenue.

Billing Cycle: The information in this section sets the parameters for when the client is billed. This information along with the Service Types allows the system to automatically the bill items for invoicing on a recurrent schedule.

Positions: Positions provide a method for setting parameters to a specific post. This can include certification credentials, officer pay by post and holiday pay adjustments.

Components of a Contract

Components of a Contract

The contract is made of a few different components each of these items connects to functionality elsewhere in the system.

  1. Contact General Information: The contracts label is used for reference and will be the label shown when assigning new services such as mobile patrols. The start and end date provide the start and end for the types of services provided to the client, payment methods and billing cycles.
  2. Service Models: This section provides the rules for how work will be billed to the client.
    1. Hourly Guarding: This will assume that the client will be billed based on the hours logged by officers at the site.
    2. Scheduled Patrols (Enforce Service Periods): These patrols need to be approved or canceled in the current billing period. The Enforced charges can not be applied on the next occurrence of an invoice. When approving the invoice and the items have not been approved or canceled you will receive an error and will have to action the items to complete the invoice.
    3. Scheduled Patrols (Ongoing Services): For billing, these do not need to be approved in the current billing period. The ongoing service charges can be applied on the next occurrence of an invoice if not billed in the current period. When approving the invoice and the items have not been approved or canceled you will receive a warning and it is not necessary to action the items to complete the invoice.
    4. Dispatch Service Model: Allows billing per dispatch.
  3. Payment Method: The Payment section is used for forecasting receivables in the Billing module. This will assume the client pays on a regular basis with a preferred method of payment such as check or credit card.
  4. Invoice Recurrence: This section sets the rules for when and how frequently the client will be billed. The information in this section feeds into the Billing module as well. Based on the recurrence rules and service types the system will be able to automatically generate invoices on a recurrent basis.
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