How to Enter a New Contract (Contract Entry Workflow)

Overview

The Contract Entry screen allows you to enter contact details, asset specifications, contract terms, and sales tax rules on a unified entry screen.

Navigation & Step-by-Step Instructions

Open Contract Entry

Go to Customers > Enter Contract on the left menu, or use the wide-screen entry view.

Step 1: Header Selection

Select your Rental Company and Manufacturer from the top dropdown menus.

Step 2: Enter Customer Information (Contact Record, Top-Left Section)

Enter the customer’s First Name, Middle Name, and Last Name.
Input the Physical Address and Mailing Address.
Under Phone Numbers, click Add New Row or the + button. Enter the phone number, select Mobile, and designate it as Primary.
Enter the Email Address and mark it as Primary to enable customer portal access.
Input the customer's Driver's License ID and State. Attachments can be uploaded directly to the contact or contract record.
Click Save at the top of the contact record.

Step 3: Enter Asset Details (Asset Record, Center/Middle Section)

Enter the Primary ID (Serial Number) and optional Secondary ID (Stock Number).
Input an optional Order Number / Invoice Number.
Enter the building dimensions with Width first and Length second (e.g., 10x16).
Select the roof style, trim style, and colors.
Enter the Purchase Date. Type T to insert today's date.
Enter the Asset Value, which is the pre-tax cost.
Straight-line depreciation is assigned automatically by default.
Click Save on the asset record.

Step 4: Build Contract Terms (Contract Record, Right Section)

Select and link the saved Primary Customer and Asset to the contract.
Select the Contract Type (e.g., Texas Rent-to-Own).
Enter the Public Contract ID (e.g., RTO-4841).
Choose the RTO Type: Standard or CRA / Cash Reserve Account.
Select Payment Terms (Monthly) and the Length of Contract (e.g., 60 months).
Enter any applicable Security Deposit and select the appropriate Damage Waiver Fee (LDW) preferences.

Step 5: Configure Sales Tax

Select Enter Sales Tax Manually.
Assign the State tax rate (e.g., Texas at 6.25%) and enter the applicable County, City, and Other/District tax rates.
Alternatively, use the TaxJar address calculator.

Step 6: Saving & Contract Activation

Click Save on the contract record WITHOUT entering a Start Date.
Entered Status: Saving without a Start Date keeps the contract in Entered status. This holds the record for quality control review while still permitting down payments to be collected.
Activating Contract: Once the contract has been reviewed and the asset has been delivered, enter the Start Date. Entering the Start Date locks the contract terms, initiates monthly invoicing, and starts asset depreciation.