We are continuing our discussion on job contracts by showing how to apply them to Prophet 21 sales orders. If you missed our videos on creating job contracts and the setup process, I recommend watching those first.
How to apply Job Contracts to Sales Orders in Prophet 21:
Start by opening a sales order in Order Entry.
One important setting on this screen is the Contract Number field. If your customers are configured to allow only one contract per order (or if you require your customers to use a contract) you’ll need to fill in this field.
Choosing a Job Contract for an Order:
If you double-click on the screen, it will display all available contracts for a particular customer/ship-to combination.
If you have your customer set up only to allow the use of one job contract, P21 will pull the pricing from whichever one you select.
Single Job Contract Items:
You can work with items on a single contract or multiple contracts. Let’s start by adding an item that I know is associated with only one job contract to a Prophet 21 sales order.
When I input a quantity, a couple of things will automatically happen. First, Prophet 21 pulls in the unit price for the item.
Note that it also prefills the contract number field with the contract where the item originated. However, this doesn’t mean every subsequent item added will come from the same contract. The contract in our example happened to be the first one an item was from, which is why it auto-populated.
How to Use the Prices Tab:
If you want to track the origin of each item, you can check the Prices tab at the bottom of the screen.
The Prices tab will tell you which contract and contract line the item came from.
That way, if you have a contract with hundreds of items on it, you can quickly locate the item on the contract. Plus, you can always filter the job contract.
Multiple Contract Items:
Now, let’s explore what happens when you add an item connected with multiple job contracts to a sales order in Prophet 21. If you have set your customer to allow the use of multiple contracts, you can choose from the available contracts.
When you add an item, a new window appears, indicating the item is on multiple contracts. Prophet 21 will prompt you to choose which contract to use.
The window also displays information (including line details from the job contracts) to help you decide which contract to choose.
In this case, both contracts have a Pricing Method set up as Price, with one listing the item at fifty cents and the other at sixty-five cents. I’ll select the sixty-five-cent option by clicking on it and then hitting “OK.”
The order summary still lists TEST CONTRACT 1. But if I click on the line named BOLT and navigate to the Prices tab, it reveals that this item is now associated with CONTRACT 3.
Unfortunately, the order summary may seem a bit misleading, so if you have more questions about using job contracts on sales orders in Prophet 21, or other topics, leave a comment below.
