Chris receives an email from Suzanne from the Portfolio Management department. Suzanne needs further information about lease-in contracts, especially about the conditions of these contracts.
Contract conditions represent lease payments (e.g. regular periodic payments, rentals fees, advance payments, or flat rates for operating costs, service fees, etc.) or one-time payments (e.g. costs for installations or removals or other additional fees).
Contract conditions have different attributes such as the following:
- Condition validity (valid from, valid to).
- Condition purpose (actual condition or statistic condition).
- Frequency of the condition (e.g. monthly, quarterly, yearly).
- Calculation formula of the condition (e.g. fixed amount or amount per m² or per object).
- Different condition currencies.
- Different account determination settings (e.g. for credit and debit conditions).
All these conditions must be reflected within the dashboards and reports of the information system for contract conditions.
For example, sometimes contracts with monthly and yearly payments are listed together in the report. In other cases, a contract with a fixed condition amount and a contract with conditions per m² or per object are evaluated together.
In these cases it is important to make the conditions of these contracts comparable. To do so, the system calculates all condition amounts per month and year (considering the used calculation formula). This approach allows us to compare the conditions of several contracts, and to create totals and subtotals for condition amounts.
Select the play button to learn how to evaluate contract conditions using a dedicated app. This video demonstrates how to select contract types, analyze conditions, prepare the list layout, and find out validity dates.
In addition to selecting company codes, contracts, and contract types, you can use further selection criteria for the different reports of the information system.
Some of the additional selection criteria are shown in the following graphic.
When using partner selection, you may choose a concrete business partner or business partners of a dedicated partner role. In this case, the list will show all contracts, where the chosen partners are assigned. In the case of internal contracts, cost center, orders, or WBS elements can be chosen instead of external business partners.
Other selection criteria may include the person responsible for contracts.
You may also use contract status information as an additional selection criterion. It helps to select only contracts with dedicated status information (e.g. only activated contracts or contracts for which dedicated activities are permitted or even forbidden).