Contract Tracking

How to use Contract Tracking in Texada CloudLink.

In This Article

• Overview
• Branch Summary Report
• Branch Details
• Contract Tracking: Forecast Charts
• Serial Number Search
• CSA Query Report
  • CSA Query Report Details
• New Contract Summary

Overview

Contract tracking provides a means of viewing the performance of contracts from the overall branch performance to a particular serial number. On a daily basis the data in contract tracking is refreshed with the latest updates from IAS any changes in IAS will be reflected in Contract Tracking the next day.

The contract data can be viewed in the following ways:

• Branch Summary
  • Display a summary report, by branch of contracts grouped by:
    • Active Contracts
    • Expired Contracts
    • Closed Contracts
  • Contract data can be filtered based on:
    • Year
    • Month, by one of the following criteria:
      • Actual Month
      • All months prior to a selected month
      • All data prior to a selected year and month
      • Future Business
• New Contract Summary
  • Shows a summary of revenue for contracts that started in the past 8 years
  • The report is grouped by branch
  • This allows the user to view how contracts are performing based on the year the contract started, allowing to view a year to year trend
• By Serial Number
  • Show the financial data related to a specific serial number
• CSA Report
  • Displays a reports of contract financial data related to a serial number
  • The report can be restricted by:
    • Status of the contract
    • Branch
    • Division
    • Service Category Code
      • PM
      • TM
      • PS
    • Balance is:
      • Equal: revenue equal expense
      • Not equal: revenue not equal to the expense
      • Less Than: revenue is less than expense
      • Greater Than: revenue is greater than expense
    • Associated enrollment number or not

Branch Summary Report

This is the default page that is displayed when contract tracking is opened. This report shows financial data for Active, Expired and Closed contracts for the selected year, month and division.

Store: Branch number and name. Clicking on the link will display a list of the contracts associated to the branch for the same search criteria. Refer to the next section for the Branch Details.

Forecast Revenue: The forecasted revenue, this data is from the budget information that has been entered into EMT.

Forecast Expense: The forecasted expense, this data is from the budget information that has been entered into EMT.

Actual Revenue: Revenue that has been associated to CSA accounts in IAS.

Actual Expense: Expense that has been associated to CSA accounts in IAS.

Actual Reserve: Reserve funds that have been associated to CSA accounts in IAS.

Actual Close Out: Close out funds that have been associated to CSA accounts in IAS.

Branch Details

Model: The model of the machine.

Serial No: The serial number of the machine.

Enrollment No: The enrollment number associated to the machine, clicking on the enrollment number link will show the same page as the Serial Number Search.

Link: Displays the Contract Tracking Forecasting Charts.

Fcst Revenue: The forecasted revenue for the contract, this information is entered in the budget tab in EMT.

Fcst Expense: The forecasted expense for the contract, this information is entered in the budget tab in EMT.

Act Revenue: The actual revenue that has been recorded in IAS against the enrollment number.

Act Expense: The actual expense that has been recorded in IAS against the enrollment number.

Act Reserve: The actual reserve that has been recorded in IAS against the enrollment number.

Act Closeout: The actual closeout values that have been recorded in IAS against the enrollment number.

Customer No: The customer number.

Customer Name: The customer name.

Start Date: The start date of the contract.

End Date: The end data of the contract.

Div: The division related to the contract.

Contract Tracking: Forecast Charts

Rev/Exp By Month: displays actual revenue and expense summarized on a monthly basis.

Rev/Exp Meter Hours: displays actual revenue and expense summarized by meter hours.

Meter Hours by Month: displays actual meter hours and the forecasted meter hours.

Serial Number Search

The serial number search allows the user to search for a particular serial number and then view the related financial data. All financial data is the data that is returned is related to all enrollments for the machine, the financial data is grouped into:

• Revenue
• Expense
• Reserve
• Close Out

Serial No: Enter the serial number and press Search, if the serial number exists, the following page is shown.

Document No: The invoice document associated with a service.

Enrollment No: The enrollment number associated with the serial number.

PDF: If available will show the scanned image of the invoice. This requires additional software in DBS to capture the invoice.

Year: Year related to the invoice.

Period: Period related to the invoice.

Amount: The amount related to the invoice.

CSA Query Report

The CSA Query Report provides the ability to display contract financial data based on the following attributes:

• Status
• Branch
• Division
• Category Code
• Balance
  • Equal: revenue equal expense
  • Not equal: revenue not equal to the expense
  • Less Than: revenue is less than expense
  • Greater Than: revenue is greater than expense
• Whether an Enrollment is present or not

Refer to the image below for the search criteria selection.

To initiate the report, enter the appropriate criteria and press the Run Query button. Once the report is finished the data can be exported to an Excel file by clicking the Make Excel button.

CSA Query Report Details

Once the report is created, the following page is displayed. Summary totals are created for the column that was used for sorting. In the page below the customer number (CUNO) was selected for sorting, therefore summary totals are created for each customer.

Div: The division related to the machine.

ST: Station.

CUNO: Customer Number.

Cust Name: Customer Name.

Model: Model number of the machine.

EnollNo: Enrollment Number.

Serial: Serial Number of the machine.

Start Date: Start date of the contract.

End Date: End date of the contract.

End Hr.: The ending hour of the contract.

Last Known Hour: The latest SMU reading related to the machine.

Last Known Date: The date of the latest SMU reading.

Expense: The total expense for the serial number and enrollment combination, by clicking on the link will show the same page as the Search by Serial Number Search.

Revenue: The total revenue for the serial number and enrollment combination, by clicking on the link will show the same page as the Search by Serial Number Search.

Reserve: The total reserve for the serial number and enrollment combination, by clicking on the link will show the same page as the Search by Serial Number Search.

Closeout: The total closeout for the serial number and enrollment combination, by clicking on the link will show the same page as the Search by Serial Number Search.

New Contract Summary

New Contract Summary provides a report of the performance of contracts that have started in the past 8 years, summarized by branch.

The main page of the report shows the revenue associated with the branch.

Store: The branch number and name.

Years: The summary of financial data for the current year and the past 7 years, clicking on the year link will display the following page.

Customer No: The customer number, clicking on the link will show the same page as the Branch Details.

Customer Name: The name of the customer.

No of Contract(s): The number of contracts associated with the customer.

Amount of Contract(s): The total revenue amount associated with all the contracts for the customer.