You can filter agreement line columns. For example, filter by revision status to view all agreement lines (the original lines and all revised lines) or view only the current or active agreement lines. To do this, select the arrow next to the Revision Status column heading, and click Filter.

1. In the Agreement Lines section, click Add new record.

A new row is displayed in the Agreement Lines list.

2. Enter a product or a product reference name (if the customer has specifically named products) and then tab out of the field to auto-populate fields when an associated pricebook has pricing or other automated data.

3. Click Update.

Note: You cannot make changes to agreement lines after you set the agreement status to Approved. To make changes after approving an agreement, you need to revise the agreement.

You can denote a parent-child relationship on your agreement lines to accommodate products with relationships (for example, a bundle). If a product is marked as configurable, you can add child products for the product. This is not an item specification; rather you can define the relationship between products as part of a single solution.

1. From the Agreement View page, select the agreement, make sure Add Child Products is selected in the Action menu, then click Go.

The Add Child Products window is displayed.

2. Select the checkboxes associated with the products you want to add as children on the agreement line. You can search for products if they're not displayed.
3. Enter the Quantity and Agreement Price for each selected product.
4. Click Confirm.
5. Click the arrow next to the agreement line number to expand the parent agreement line and view the new agreement line for the child product. The agreement line details displays the product information, an auto-generated agreement line number for the new line, and a reference to the parent agreement line number.
6. Under the Action column, click Edit for this line.
7. Enter additional data as needed. See the table in Add an Agreement Line for field descriptions.
8. Click Update.

After you approve your agreement, you can create sales orders from agreement lines. You can create these orders in a hierarchy view where you can see the parent and child products. When you create a new sales order from an agreement, and you select a parent level product, Kenandy selects all the child products by default.

1. From the Agreement View page, select the agreement, make sure Create Sales Order is selected in the Action menu, then click Go.

The Create Sales Order window is displayed. This window displays all approved agreement lines. You will only see the currently active revision information such as price, quantity, and effective dates.

2. Verify the selections in the Bill To, Sold To, and Ship To fields. Make sure you have filled these in on the agreement header if there are specific customers for the agreement.
3. Enter data for each agreement line:
   1. Enter the Quantity needed for this sales order. If the Rate Basis for this agreement line is set to Flat, enter the quantity specified on the agreement line.
   2.  Enter the requested delivery date (the date that the product needs to be at the customer site) in the Required Date field. When you select a date for the parent line, it also displays on the child lines by default. This date flows through to the sales order line. You'll receive a warning message if not enough item lead time exists for this date; for example, if the required date is 2 days from now and the item lead time is 3 days.
   3. Lookup and select a Customer Site if you want to ship the order to a specific customer site. You can only see customer sites that are related to the selected parent customer.
   4. Review the other fields, which are populated by default based on your entries for the agreement line. These fields flow through to the corresponding sales order lines: Product, Product Description, Currency, Billing Category, Pricebook, and Fulfillment Category.
4. If you have multiple lines, make sure to select all of them, then click Create Sales Order. A Success message is displayed, which includes the sales order number.
   
   Kenandy creates as many sales orders as there are ship-to addresses associated with the sales order lines, as each sales order must have a unique ship-to address.
   
5. Click the system-generated sales order number if you want to review or release a sales order. If the product is non-shippable, you can click Fulfill on the Sales Order Details page to create fulfillment records.

You can revise your original agreement and change information such as price, quantity, and date so that your agreement reflects the current state. The Agreement View page tracks all revisions for full audit history. You can add lines to an approved agreement the same way as for a draft agreement, but doing so will also create a revision that will need to be approved. You can group changes that are made to an existing approved agreement so that you can track what happened for revisions to existing agreement lines (for example, changes to existing price, quantity), and net new agreement lines entered.

1. From the Agreement View page, select the agreement.
2. Select Revise Agreement from the Action menu, then click Go.

The Revise Agreement window is displayed.

3. Perform any of the following actions to revise the details of the agreement:
   • Deselect the Product checkbox for a line that you don't want to revise.
   • Enter new quantities for the products in the New Quantity fields.
   • Enter new prices for the products in the New Agreement Price fields.
   • Enter New Start Dates and New End Dates for agreement lines.
4. Click Revise. An Agreement Lines Revised message is displayed. New agreement lines are created with a status of Pending Approval. The next step is to approve the revised lines.

After you revise an agreement, you must approve it for the revisions to take effect. The initial agreement remains active until you approve the revision.

1. From the Agreement View page, select the agreement line, select Approve Agreement Revision from the Action menu, then click Go. The Approve Agreement Revision window is displayed.
2. Review the agreement lines that are pending approval. Make sure the lines that you want to approve are selected.
3. Click Approve.

A Revision Approved message is displayed. The status of the lines is now Approved, and the Revision Approval Date has been updated. The Revision Number increments by 1.

Filter by revision status to view all agreement lines (the original lines and all revised lines) or view only the current/active agreement lines. To do this, select the arrow next to Revision Status, click Filter, and set the filter criteria.

When you revise an agreement line, Kenandy records the start and end dates of the changes you've made in order to determine which agreement line is valid at a given point in time (date/time). You can only have one effective agreement line at a time for an agreement line that has revisions, and there is no gap in time between the revisions.

This is necessary for when you create sales orders from an agreement, as you only want to see the agreement lines that are in effect at that point in time.

Note that revisions can apply to future dates. Therefore, the Create Sales Order page takes both the revision status and the agreement line date into consideration.

Example: AL# 1 is the original line that includes a $5 price. On 9/24/15 at 4:00 PM, you approve a price change from $5 to $10, and AL# 2 is created with the $10 price. There is no gap in time between the initial agreement line and the revised agreement line.

• If you create a sales order from the agreement at 9/24/15 3:00 PM, you will see AL#1, and the price is $5.
• If you create a sales order from the agreement at 9/24/15 5:00 PM, you will see AL#2, and the price is $10.

The Generate One Time Charge action provides a preview of the one-time charge invoice. When you confirm it, Kenandy creates a standard invoice. When you have multiple agreement lines, you can select individual lines for which you want to generate the invoice, as long as the product on the line has a related item with a One Time Charge source (on the item record related to the product, select One Time Charge as the Source).

The Generate One Time Charge action does not generate fulfillments, and you can only invoice each agreement line once. You use this action for up-front payments that you want to tie to the agreement; for example, if you have agreed in your customer contract that the customer will pay an up-front amount at receipt of hardware, even though actual contract billing won't start until the installation is complete.

Kenandy validates that an invoice has not already been created, that this one-time charge is on or before the agreement start date, and that the agreement has been approved. You can generate a one-time charge for agreement lines prior to the agreement acceptance date, as the acceptance date is not a factor in the validation.

1. From the Agreement View page, select the agreement line, select Generate One Time Charge from the Action menu, then click Go. The Generate One Time Charge window is displayed. This window displays the product, quantity shipped and unit price for each agreement line that has a product with a One Time Charge source. The window also displays details such as the bill to and sold to customer, agreement name, transaction date, date invoiced and status.
2. Select the agreement line or lines for which you want to generate a one-time charge invoice.
3. Click Confirm. A Success message confirms that the invoice was created. You can click the invoice number to view the invoice details.

Note: When you generate an invoice for a line, the line is no longer visible on the Generate One Time Charge screen. If you cancel the invoice, the line will display again on this screen.

You can generate customer invoices for invoice-ready fulfillments that are associated with the agreement.

Note the following:

• If the customer for this agreement is a corporate parent, Kenandy uses the bill-to override identified on the corporate parent record as the bill-to for the new customer invoice.
• Kenandy generates customer invoices for an agreement only when the agreement's acceptance date is the current date or earlier. If the Acceptance Date field is empty or set to a future date, Kenandy will not generate an invoice.
• If you have received a prepayment tied to a specific sales order, Kenandy applies the prepayment before creating an invoice on demand for that sales order. To learn more about prepayments tied to sales orders, see Customer Receipts.

1. Select the agreement, select Create Ad Hoc Invoice from the Action menu, then click Go.

2. In the dialog box that is displayed, complete the following steps:

   1. If you don't want to use invoice grouping rules, clear the Use Invoice Grouping Rule checkbox.

      If you select this checkbox, then the fulfillments are grouped on the invoice by using the invoice grouping rule for your company. If you clear this checkbox, then the fulfillments are grouped on invoice by using the default settings. Also, if you clear this checkbox, customers are invoiced immediately after fulfillment when the fulfillment is end dated.

   2. Click Next.

      All the invoice-ready fulfillments that are not yet invoiced are grouped in a single customer invoice.

      A success message confirms that you created and finalized the invoice. The message includes the invoice number, which you can click to view the invoice details. If multiple invoices are generated, a warning message is displayed with details.

3. Click Confirm to proceed or click Go Back to investigate.

The Agreement Console displays a single view of key information about your agreement. The console displays existing sales orders, customer invoices, accounting entries related to revenue accounts, fixed assets, and customer site install bases associated with the agreement.

1. From the Agreement View page, select the agreement line.
2. Select Agreement Console from the Action menu, then click Go.

The Agreement Console window is displayed. The Orders tab on the console, which is selected by default, displays existing sales orders and sales order lines by default, including the status.

3. Perform any of the following actions:
   • To view customer invoices, click the Billings tab.
   • To display accounting entries related to revenue accounts, click the Revenue tab.
   • To display fixed assets, click the Assets tab.
   • To display customer site install bases associated with the agreement, click the Install Base tab.

4. To close the console, click X in the top right corner.

 

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Sales Agreement View Page

Field	Description
Product	Begin typing the product name to locate and select the product. This entry is required. You cannot save an agreement line if you haven't selected a product.
Start Date	Defaults from the agreement start date. This entry is required. The start date defaults to the sales orders that you create from the agreement. The start date for agreement lines cannot be before the agreement header start date. The start date works with the end date, rate basis, and occurrence to calculate the line value. If you are creating a sales order from the Sales Orders page (not from an agreement), you can enter this date on the sales order lines.
End Date	Defaults from the agreement end date. The end date defaults to the sales orders that you create from the agreement. If you are creating a sales order from the Sales Orders page (not from an agreement), you can enter this date on the sales order lines. The end date works with the start date, rate basis, and occurrence to calculate the line value. When you update the acceptance date for the agreement, Kenandy updates the end dates of all the agreement lines to reflect an updated end date. The end dates of all the agreement lines must be within the agreement end date. If not, Kenandy warns you that it will not save the acceptance date until you change the agreement end date.
Product Type	Select Configurable or Product. Kenandy uses this field only to filter the list of products you search when adding a product to an agreement line. The Configurable checkbox on the Item Details page determines whether the product is configurable (that is, bundled or sold separately).
Agreement Quantity	Enter the agreement quantity.
Price Type	Determines the payment for the line item. Select Sales for one time payment and Recurring for rental or lease transactions.
Pricing UOM	Shows the unit of measurement for payment. Select how often payment will be received. In most cases, this setting is used for rentals. To learn more, see Units of Measure (UOM).
Rate Basis	Use this field for billing. The rate basis works with the occurrence, start date, and end date to calculate the line value. Select Flat or Quantity. The default is Quantity. If you select Flat, the quantity is informational only. It is not included in the line value calculations; instead, the agreement price, start and end dates, and rate basis and occurrence are factored into these calculations. The rate basis defaults to sales orders that you create from the agreement. If you are creating a sales order from the Sales Orders page (not from an agreement), you can enter this date on the sales order lines. Rate Basis Examples: One-time flat fee (installation): When rate basis is flat, the agreement line type is like a lump sum. The agreement price is the line value. Therefore, when Rate Basis = Flat, Occurrence = Immediate, Agreement Quantity = 50, and Agreement Price = 100, then Line Value = 100. Recurring maintenance fee: When rate basis is flat, the agreement line type is like a lump sum. Kenandy calculates the line value as agreement price times occurrence count. Therefore, when Rate Basis = Flat, Occurrence = Monthly (and Occurrence Count = 12), Agreement Quantity = 50, and Agreement Price = 100, then Line Value = 1,200. Regular, non-recurring sale: When rate basis is quantity and the agreement price is set, Kenandy calculates line value as agreement price times agreement quantity. Therefore, when Rate Basis = Quantity, Occurrence = Immediate, Agreement Quantity = 50, and Agreement Price = 100, then Line Value = 5,000. Recurring license fee per user: When rate basis is quantity, and both agreement price and occurrence are set, Kenandy ignores the list price and calculates the line value as agreement quantity times agreement price times occurrence. Therefore, when Rate Basis = Quantity, Occurrence = Monthly (and Occurrence Count = 12), Agreement Quantity = 50, and Agreement Price = 100, then Line Value = 60,000.
Occurrence	Use this field for billing. The field determines if a fulfillment is a one-time or recurring fulfillment. If the Occurrence field is empty or set to Immediate, it is a one-time fulfillment. If the Occurrence field is not empty and not set to Immediate, it is a recurring fulfillment. Select Immediate, Daily, Weekly, Monthly, Quarterly, or Annually. The default is Immediate. The occurrence defaults to your sales orders that you create from the agreement. If you are creating a sales order from the Sales Orders page (not from an agreement), you can enter this value on the sales order lines. This field works with the rate basis, and start and end date fields to indicate the duration and rates of the agreement so you can bill the customer appropriately.
Occurrence Count	Use this field for agreement billing. Occurrence Count is a UI tool to help you when setting up an agreement line. This field is calculated by the start and end dates, and Occurrence. This field works with the Occurrence field to indicate the duration and rates of the agreement so you can bill the customer appropriately. For example, if you have a two-year agreement, and you select Monthly as the occurrence, then the occurrence count is 24, and you will bill the customer monthly for 24 months. The end dates on the agreement line will update based on the counts.
Ship to	Begin typing the customer ship-to name to locate and select the ship-to customer. When you create a sales order from this agreement, the ship-to customer is included on the sales order.
Billing Category	(Optional) Use this field for agreement billing. If you have selected a billing category on the product record, it will display in this field when you click Update. You can override the product record value as needed. Begin typing the category name to locate and select the billing category. The selections available match the billing type categories that are set up on the Categories page. Your entry in this field is visible on the Create Sales Order screen. The category also flows through to the corresponding sales order lines.
Fulfillment Category	(Optional) You can specify by category how your product will be fulfilled (shipment, installation, license key turned out, and so on). You can use categories to facilitate integrations with 3rd party products. If you have selected a fulfillment category on the product record, it will display in this field when you click Update. You can override the product record value as needed. Begin typing the category name to locate and select the fulfillment category. The selections available match the fulfillment type categories that are set up on the Categories page. Your entry in this field is visible on the Create Sales Order screen. The category also flows through to the corresponding sales order lines.
Group Number	A grouping number for the parent and child agreement products.
Unit Cost	The unit cost enables you to calculate margin based upon agreement costs and revenue. Unit cost is recorded on the agreement line so that the margin calculation can occur. Kenandy records the unit cost at the time of agreement creation/approval, and then records it again at the time of fulfillment, so that you can compare the forecast and the actual cost. Information for the sales order lines and fulfillment lines rolls up into the agreement so that you can measure your margins.
Reference Fields
Agreement Line	Kenandy generates an agreement line number when you add an agreement line and click Update. Each time you revise an agreement line, Kenandy generates a number. To learn more, see Revise the Agreement.
Agreement Price	Defaults from the list price for the agreement line. You can change this value. The agreement price overrides the list price on sales orders when the Pricebook Line Required checkbox is blank on the Product Details page for the product you've entered for this agreement line.
Currency	The currency for the agreement.
Line Value	A display field that is calculated by multiplying the agreement price by the agreement quantity on the line. If the agreement line rate basis is flat, then Kenandy calculates the Line Value from the occurrence, start date, end date and agreement price. See the "Rate Basis" description above. Example: Agreement Line 1: Product: Hardware support and maintenance not included in bundle Agreement Quantity: 1 Rate Basis: Flat Occurrence: Monthly Start date: 1/1/2016 End Date: 12/31/2017 (Occurrence Count: 24) Agreement Price/Price per Occurrence: $10,000 Line Value = $240,000 Agreement Line 2: Product: Software license not included in bundle Agreement Quantity: 10 Rate Basis: Quantity Occurrence: Monthly Start date: 1/1/2016 End Date: 12/31/2017 (Occurrence Count: 24) Agreement Price/Price per Occurrence: $10,000 Line Value = $2,400,000 (10 *10,000*24 = 2,400,000)
Parent Agreement Line	You can build a parent - child relationship on your agreement lines to accommodate products with relationships (for example, bundle). You can add child products to build an n-level hierarchy out of agreement lines, which simulates a hierarchy of products as part of an overall solution. Agreement lines possess a lookup to the parent agreement line, so you know the product associations between the parent and child.
Parent Name	Displays a parent agreement number if this agreement line has a parent agreement line.
List Price	Defaults from the list price for the product that is set in the pricebook. If no list price exists, you can enter it manually, or it can be entered through a 3rd party integration.
Sold Quantity	Tracks the sold quantity of the product tied to this agreement line. This number updates as you release (or ship) sales orders, or when you fulfill non-shippable sales order lines. You cannot update this field manually. Kenandy calculates this quantity based on the agreement quantity as benchmarked at the time you change the agreement status from Draft to Approved. Kenandy tracks the sold quantity when you add agreement lines after the agreement's initial approval. Through the revision process, you can change the agreement quantity and add new lines to the sales agreement, and the sold quantity will update accordingly. Example: Add a Hardware upgrade as a configurable product without configuration at the time of approval, and the actual configuration is added, line by line, at later dates. You can also add addendums as lines to the original agreement.
Remaining Quantity	Tracks the remaining quantity of the product tied to this agreement line. This number updates as you release sales orders, or when you fulfill non-shippable sales order lines. You cannot update this field manually. Kenandy tracks the remaining quantity when you add agreement lines after the agreement's initial approval. Through the revision process, you can change the sales agreement quantity and add new lines to the sales agreement, and the remaining quantity will update accordingly.
UOM	Defaults from the product you selected on this agreement line.
Customer PO	Displays the purchase order number assigned to the line.
Currency	Displays the currency you selected in the agreement header. A single currency is required on an agreement.
Product Description	Defaults from the product you selected on this agreement line. This also is displayed on the create sales order page when you create a sales order from the agreement.
Product Reference	This is a customer-specific product name alias. When a customer matches the product cross reference, then an entry in either the product field or the product reference field will auto-populate the other after tabbing out of the field. The product reference is also known as a product cross reference or product code. To learn more about creating product to product reference links, see Cross References.
Revision Status	Displays the revision status for an agreement line if you use the revision process to make changes to the line after the agreement has been approved. Kenandy provides a filter on this column that enables you to display only approved lines, or all, or a mix of statuses as needed. The statuses are: Pending Approval, Approved, or Revised: If set to Pending Approval, the revision has not yet taken effect, and you need to approve the revision for it to do so. If you approve a line revision, the revision status changes to Approved. If you approve a new revision to a line that you previously revised, the revision status for that line is set to Revised. Only one revision can be approved at a time.
Revision Approval Date	Displays the date the agreement line revision was approved.
Revision Number	Indicates the number of times you have revised and approved the agreement. When you approve the revision of an agreement line, it counts as a revision to the agreement. If you revise multiple agreement lines at the same time, they will have the same revision number. This enables you to group your changes to an agreement.
Action	When you make changes to an agreement line, click Update to save them. If you decide you don't want to save these changes, click Cancel. Click Edit to make fields editable in the agreement line after you have saved it. Click Delete to remove an agreement line prior to agreement approval. After agreement approval, use the revision action to close or cancel a line. You cannot delete a line for which you have created and released sales orders.
Total Agreement Quantity	Displays the total number of products on the agreement line. The value displayed in this field is calculated according to the selection in the Occurrence field. If the selection is Annually, then this value is the product of the Agreement Quantity and the number of years between the agreement line's start and end date. If the selection is Daily, then this value is the product of the Agreement Quantity and the number of days between the agreement line's start and end date. If the selection is Monthly, then this value is the product of the Agreement Quantity and the number of months between the agreement line's start and end date. If the selection is Immediate, then this value is equal to that in the Agreement Quantity field. If the selection is Quarterly, then this value is the product of the Agreement Quantity and the number of quarters between the agreement line's start and end date.
Pricebook	The pricebook specifies the pricing for the product on the sales agreement line. The default value is the pricebook for the customer associated with the sales agreement. Before the sales agreement is approved, you can change what pricebook product prices will apply. Once the sales agreement is approved the pricebook information is locked.