Use these parameters to promote consistency.
When a Deal is Closed Won or Closed No Response, a Task will be created to create a new contract or to choose an existing contract to associate to the Deal.
Prior to creating a new contract, it is crucial to ascertain whether the service will be invoiced using an existing account number or if a new account number will be assigned.
- Existing Account Number = Subcontract(s)
Comcast Fiber & Advanced Services, Lumen, Verizon Fiber, Apeiron, UCaaS, Security, and Cloud services typically will be billed under the same account number.
Does the contract already have Subcontracts?NO, change the "Duplicate as Subcontract" field to Yes on the Contract. This action will establish the first Subcontract while designating the original Contract as the main contract. Please allow a few seconds for the system to refresh. Next, click on "Add+" to begin the Subcontract association process. Fill in the required fields, including Location, Product Description, Product Family, Contract Value, Commission Value, Start Date, and End Date. This will automatically update the Contract Value and Commission Value on the main contract, allowing for tracking of commission changes. IMPORTANT: If there are any changes in values (either increases or decreases), be sure to update the main Contract's Status to Pending; all other fields should remain unchanged.
YES, select "Add+" under Subcontract association, and complete accordingly. IF there is a change in Values +/-, update the main Contract's Status to Pending.
- New Account Number = New Contract
Common options include most all broadband providers such as Comcast, Verizon FiOS, Spectrum, and any services sold by Solex and APX. This also includes if the service is paid on two different account numbers. i.e. Verizon DIA has 1 account number for the loop and 2nd account number for the port.
Refer to Creating New Contract for guidelines.If a new account number is found when commissions are received, a note will be added to the Deal, and Renewal Management will be tasked with creating a new contract accordingly.
Creating New Contract
- Contract Description:
[Company Name]-[Provider Name]-[Street],[City],[State]
Complete the following fields either during the initial creation process or after the FIR has been completed:
Supplier
Product Family
Location
Account ID
Product Description
- Contract Value:
Ensure that the contract value only includes commissionable items and not fees, taxes, surcharges, phone rentals, Comcast equipment, and NRC. If any of these fees are mistakenly included in the deal's monthly recurring amount, change Deal stage to Rejected, and alert the deal owner for correction.
- Contract Commission Amount:
Using % logged for provider, calculate the amount.
- Commission Frequency:
Hardware and Professional Services
= One Time
No Term
No End Date
Subscription Services i.e. Smartnet or AVAIL
= One Time
Term (accordingly)
Start/End Dates
- Upload Contract to Teams
ATS_Contracts > General > Files > Documents > Contracts > Copy Link
Create Folder or query existing Company
Upload Contract
Paste Link in Sharepoint/OneDrive Contract Link field
Contract Status Definitions:
- Pending = pending receipt of commission OR change to be expected in commission amount.
- Pending Renewal = not being used other than by TAs
- FIR Complete = service was installed and CA conducted an initial invoice review, or in the event CA is unable to obtain an invoice, they will close with current date.
- Active = receiving commissions
- Inactive = no longer receiving commissions
First Invoice Review (FIR):
Utilize the First Invoice Reviews report in Hubspot within Salesforce, which tracks the timing of when the Contract Administrator (CA) conducts a First Invoice Review (FIR);
- Source Contract using Address or Account Number
- Determine if a Sub-Contract needs to be created
- Record details if missing (i.e. Location, Product)
- Change Status to FIR Complete OR if no change in amount, leave as Active
- Update Start and End Dates using Carrier Installed or Installed Date with appropriate term
- Enter FIR Date if status equals FIR Complete
Disconnected Asset:
Using the Disco'd Asset History;
- Source Contract using Address or Account Number
- Document the disconnection date by adding a note to the contract that specifies when the disconnection occurred.
- Status remains Active until Commissions drop off
Cancelled Orders:
Using the Order History-Cancelled for Hubspot Report;
- Source Contract accordingly
- Create Note against contract indicating date cancelled
- Record CANCELLED in Account Number
- Update Status to Inactive