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➕ Creating a contract

Creating a contract

Step by step

  1. Go to Inbound > Contracts and press New contract.
  2. In the dialog choose the importer (not asked when your user belongs to a single one) and the warehouse the goods will enter, and confirm the contract date (today by default). If your company allows manual numbering you can type the code; otherwise the next number in the series is assigned (for example CON-2026-000124).
  3. Press Submit. The contract opens in Draft.
  4. Fill in the header (below) and add the lines; see Contract lines.
  5. When complete, press Release.

Everything saves automatically as you leave each field.

The header

Header

FieldContents
Contract numberAssigned by the application; cannot be changed.
Contract dateDate of the agreement.
Authorized date and Authorization numberThe date and number of the customs clearance or authorization (nationalization). They can be filled in later, when they arrive; while received goods have no number, the Received without a nationalization number alert reminds you.
ReferenceYour internal reference or the importer's (order number, commercial invoice, BL...).
ImporterFixed at creation.
ExporterThe supplier at origin.
FreighterThe carrier. Required to release.
WarehouseFixed at creation.
WorkflowThe approval workflow the contract will follow when released, if the company uses workflows; see Approval workflows.
CommentsFree text; copied to the proforma invoices generated from it.

Freight

FieldContents
Transportation methodSea, air, ground... (the company defines the list in the configuration).
CarrierThe name of the shipping line or airline, as text.
Departure port 1 and 2, Departure country, Destination port, Destination countryDeclared route.
Appointment numberThe unloading appointment at the warehouse.
Ship dateWhen it left origin.
Required dateWhen it must be received. Drives the Contracts due or overdue alert.
Cancel dateThe contract's deadline. Also feeds the due alert.

Cost

FieldWhen it is editable
Declared freight cost $ and Declared insurance $In draft. The contract's figures.
Cost adjustment $Only in Pending Approval: the approver adjusts before approving.
Actual tax $, Actual freight cost $, Actual insurance $While the contract is open, even once approved: the actual figures that arrive later.
CurrencyThe contract's currency (the company defines the list).

Below reads the Actual total (freight + insurance). The comparison of declared against actual across all contracts is under Analytics > Operations.

Tips

  • Create the exporter, the freighter and the Products before the contract; the dialog and the lines will find them right away.
  • Put the importer's reference in Reference: global search finds it.
  • If you picked the wrong importer or warehouse, delete the draft (administrator, from the list) and create another; those two fields cannot be changed.

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