This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Creating non-software-license contracts

You can create a stand-alone contract or a contract that is related to a CI. For example, you can create a maintenance contract for a printer.

To create and track your software license contracts, follow the procedures in Managing software licenses.

All contract forms are identical and track the same type of information, except the Lease and Software License contract forms. 



This procedure uses a Lease contract as an example, but the procedure is similar for other contract types. You can create a Lease contract from the following locations:

  • From the Contracts tab on the CI form 
  • From the Contract Management console, by clicking Create

Before you begin

To create a new supplier information or update an existing supplier information, see Adding people Open link .

To create a contract

  1. On the Contract Management console, click Create and select the type of contract that you are creating, such as Lease.
    The contract form has two main areas. In one area, you specify standard contract information. In the other area, you specify ownership information, relate child contracts, add payment information, and so on.

    Important

    When you create a contract, only the Functions menu in the left navigation section is active and expandable. Create Other Requests is activated only after you save the contract.

  2. Specify the following information:

    Field name

    Description

    ID

    Unique alphanumeric value

    Summary

    Brief description of the contract

    Term

    Duration of contract in months

    Status

    Select the appropriate status of the contract. For more information on contract status, select The contract lifecycle.

    Status Reason

    Optionally, you can select a status reason. The status reason provides additional explanation for the status. For more information, see The contract lifecycle.

    Company

    Company associated with this contract

    View Access

    Select who can view or modify this contract:

    • Public — Anyone who can access contracts can view or modify the contract.
    • Internal — Only people in the support group managing this contract can view or modify the contract.

    Customer ID

    Optionally, you can enter the customer ID by which the supplier identifies the company

    Supplier Name

    Supplier associated with this contract.

    On the top half of the contract form, you can select the supplier. BMC Helix ITSM: Asset Managementadds the supplier to the supplier contacts table in the Contacts form, which you can access from the Contract Information form. Use the Contacts dialog box to specify information about the contact people, how to contact them, and who is authorized to call them.

    Cost Center

    Cost center that owns this contract. This field and the following fields are located on the General tab.

    Contract Managed By Company

    Support company associated with this contract

    Organization

    Support organization associated with this contract

    Group

    Notification group associated with this contract

    Expiration Date

    Date that the contract expires. When a contract expires, individuals are notified first, then groups.

    Notification Date

    Date the notifications should be sent when the contract is due to expire.

  3. Click Save.

To add cost information to a contract

You can add cost information to non-software contracts.

On software contracts, you can view cost information. However, you can add and remove cost information only from the attached license certificates, as described in Reviewing, upgrading, and updating software license certificates.

Do the following steps:

  1. If it is not already open, open the contract.
  2. Click the Financials tab.
    The Cost Entries table lists currently recorded costs.
  3. Below the Cost Entries table, click Add.
  4. In the Costs dialog box, specify the following information:

    Field

    Description

    Company

    After you save the cost, the company is set to the company for the contract.

    Cost Center Code

    Select the appropriate cost center.

    Cost Category

    This is set to Contract. Costing reports list costs from multiple sources.

    Cost Type

    To keep a record of the type of cost, select from the following choices:

    • Purchase Cost
    • Renewal Cost

    Description

    Optionally, type a note describing the cost.

    Related Cost

    Type the cost and select the currency.

    Related Units

    If this charge is time-based, enter the number of hours or minutes.

    Unit Type

    If this charge is time-based, select either Hours or Minutes. Otherwise, select Flat Rate.

    Date Incurred

    Select the date that the cost is incurred.

  5. Click Save.

To record terms and conditions for a contract

  1. If it is not already open, open the contract.
  2. In the navigation pane, select Functions > Terms and Conditions.
  3. In the Terms and Conditions dialog box, specify the following information:

    Field name

    Description

    Status
    Terms and conditions can be draft, executed, or historical.
    Effective DateSet the effective date to the same date as the contract.
    Terms and Conditions IDWhen you save the terms and conditions, the application sets the ID.
    SummaryEnter a summary of the terms and conditions. You can enter additional information in the Notes field and by adding up to three attachments.
    SubmitterIf you leave this field blank, when you save the terms and conditions, you are set as the submitter.
    Submit Date
    When you save the terms and conditions, the applications sets the Submit Date.
  4. Click Save.

To relate a contract to another contract

  1. If it is not already open, open the contract.
  2. Click the Related Contracts tab.
  3. Specify the contract to which you are relating the current contract.
    • To relate the contract to a new contract, click Create and complete the new contract form.
    • To relate the contract to a contract already in the system, perform the following steps:
      1. Select the contract type, click Search, and search for the contract.
      2. Select the contract.
      3. Select the relationship type, and then click Relate.

To add end-of-lease terms

On a lease contract, end-of-lease terms specify what happens when the lease term is up. For example, you might want to generate a change request once the lease ends. Use the End of Lease tab on the Lease Contract form to provide this information. End-of-lease options usually include opportunities to renew the item, and to return, upgrade, purchase, or buy out the remaining lease.

  1. Open the lease contract.
  2. Click the End of Lease tab, and complete the following fields:

    Field name

    Description

    Planned End of Term Action

    Select an end-of-lease term action from the list.

    Residual Value

    Specify the residual value of this lease. The residual value is the value you can purchase the item for after the lease expires.

    Lease Rate Factor

    Specify the expected percentage increase for this lease contract payment.

  3. In the Change types area, from End of Lease, select the required value.
    Depending on the value that you select in Planned End of Term Action, the fields displayed in the Change Types area dynamically change. 

    Important

    If BMC Helix ITSM: Change Management is installed,  you can access the fields in Change Types area.

  4. Click Save.
    The end-of-lease terms are added to the contract.
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