License sales and service agreements

With the Additional Feature License sale and service contracts, the sale of software licenses and the administration and billing of service contracts, such as maintenance or hotline contracts, can be mapped.

The corresponding config set can be found here.

Application

By importing this config set, the additional class Licensed products is created. Under Einstellungen> Fremdkosten> Lizenzprodukte name and manufacturer can be entered as free text.

In order to sell licenses or conclude service agreements, it is necessary to create “expense types” on which the defined license products can be selected. This allows different types of contracts and licenses to be licenses created for a license product, for example, in order to display graduated prices.

On output types, in addition to the licensed products, a Art The two types License Sale and Service Contract are relevant to this config set and are imported automatically. For all other existing expense types, or those licenses that have nothing to do with licenses or service contracts, the field remains Art Auslagentyp empty.

Expense types Service contract

The following fields can be filled in for the service contract type:

• Termination period: free text field for information purposes only (terminations must be entered manually)
• Invoice interval : monthly, quarterly, semi-annually, annually
• % of the license amount : This can be used to calculate the price of the service contract, e.g. 5 % of the license amount. However, the value can be overtaxed later on the service contracts.
  • Example: 5% of a license sale of 10,000 CHF results in a price of 500 CHF.
• Consider discounts : If the price is calculated from a license sale, it is necessary to decide whether to use the discounted price or the original price as the basis.
  • Example: 5% of a license sale of 10,000 CHF minus a 10% discount, or 9,000 CHF, results in a price of 450 CHF.

Types of expenses Licence sales

When selling licenses, in addition to the code and text fields, the fields Product and Supplier can be filled in. Price can be entered via the internal and external unit price.

Entering of license sales and service agreements

In order to sell or conclude a license or a service contract, a project’s and, if desired, a Offer) must be offered. Therefore, the user must be User Group Project Leader assigned to the project manager user group. In addition, project Phase must be created assigning the project in which the type of project can be selected: Lizenzverkauf or Servicevertrag. All other phases have the type Dienstleistungen and may not be used for license sales or service contracts.

Note: Existing List settings for the link types Project project Phase and Phase Quotation offer Phase Phases are overwritten and cannot be restored. If necessary, back up your List settings using the Vertec excel file for copying lists.

Depending on the type of phase, there are the entries on the phase in the new menu Lizenzverkauf or Servicevertrag.

In the root folder sale there are also annual overviews for sold licenses and service licenses.

License sale

In the case of a license sale, an individual name can be entered in addition to the “offer text”designation

The “approach” rates are taken from the expense type and applied to be overwritten if necessary. A “percentage discount” or “discount amount” can be discounted to the sales price. After entering the “quantity” the “total amount” is calculated.

Service contract

There are two ways to calculate the price of a service contract:

Calculation via quantity and price

In this calculation, the total amount of the quantity and the selling price is calculated. A discount may be granted on the price.

Calculation via license amount

In this calculation, the checkbox must be Preis berechnen The licenses from which the price is to be calculated can then be selected.

Depending on the type of expense, discounts on the sale of licenses are taken into account or not.

With one click on OK the field Calculation appears and the Total is entered.

Create an offer

This config set comes with a report template that can be used to create and create or send offers for licenses and Service Agreements . To create this, create a quotation offer on the projectproject assign the appropriate phases and select the option via Print Offerte für Lizenzen und Serviceverträge:

The offer is generated and opened as a PDF file. In addition, an Activity creates is attached document which saves the offer as an attached document.

invoicing

There are two scripts for invoicing licenses and service agreements:

• Lizenzen verrechnen(creates a license invoice for a project)
• Serviceverträge verrechnen(creates an invoice for all service contracts of a project)

These can be executed on the project, phase or the corresponding license sale or service agreement.

Offsetting licenses

Only those license sales that have not yet been settled charged are taken into account in the case of the “Invoice Licenses and Service Contracts”Charge An invoice is generated via invoice on which the report “Invoice Licenses and Service Invoices” can be licensed. This generates the invoice including the Qr code invoice as a PDF document:

All generated invoices are also stored in license invoices in the root folder Invoicing under License invoices.

Settling service contracts

In the case of service contracts, it is checked whether an invoice is created to invoice generated according to the billing interval (e.g. monthly or quarterly) and whether there has already been a settlement for this billing periodcharge If the start date falls in the billing interval, instead of at the beginning, then only the next full billing interval is invoiced. If the end date falls in the middle of a billing interval instead of at the end, then the entire billing period is invoiced.

Example: With a term from 15.01. to 15.02. and monthly billing, only the entire month of February will be invoiced.

It is only invoiced in advance:

• Monthly contracts are invoiced monthly for the following month.
• Quarterly contracts are invoiced only every three months. If the start date is July 1, then the contract is invoiced only when the settlement script with invoice dates is called in June, September, December and March.
• Semi-annual contracts will only be invoiced every six months. If the start date is July 1, invoicing will only be made when the settlement script is called with the invoice date in June and December.
• Annual contracts are only invoiced every 12 months. If the start date is July 1, invoicing will only be done when the settlement script is called with the invoice date in June.

If the charging is carried out on a project or a phase, the contracts to be offset can be manually selected again: By clicking on Serviceverträge verrechnen a dialog appears in which an invoice date can be entered and then the due contracts to be invoiced can be selected via a checkbox. For project lists and phase lists, all entries are charged without selection.

An invoice is then created on which the report invoice licenses and Service Agreements can be printed (see above ). All generated invoices are also stored in the root folder Invoicing under invoices Service Agreements .

Service contracts for VAT changes

If the value added tax changes as in Switzerland on 1 January 2024, it must be split for service contracts that exceed the annual limit.

With Vertec version 6.7 and later and the use of the current config set, this is done automatically.

Customers who used the config set prior to 6.7 must update to the latest version of the config set after updating to Vertec 6.7.

On-Premises customers Switzerland with Vertec versions before 6.7 still need to use the following additional config set (only works with the older version of the config set License Sales and Service Agreements):

Additional Config Set for older config set versions for the VAT change in Switzerland as of 01.01.2024

As an supplement to older versions of the Licence Sales and Service Contracts config set ensures that VAT is correctly allocated for contracts beyond the end of the year.

You can download it here: ConfigSet_VATChangesForServiceContracts.xml and import it.

a folder MwSt-Änderungen Serviceverträge appears under Einstellungen > Fremdkosten.

Proceed as follows:

1. Under Einstellungen > Projekte > MwSt-Typen, enter a new VAT type with rate 8.1, which applies from 01.01.2024:

   

2. In the folder Einstellungen > Fremdkosten > MwSt-Änderung Serviceverträge, the current VAT type, under To VAT type the new VAT type created under point 1, which applies from 2024 and as the date of 01.01.2024:

   

On the invoice, the amounts are then split pro rata:

Report invoice licenses and Service Agreements

If you have been using the License Sales and Service Agreements additional feature-on for a long time, you need to change a row in the report definition so that the quantity can be displayed in decimal numbers on the report.

Under Einstellungen > Berichte & Scripts > Berichtsvorlagen in the invoice licenses and Service Agreements template, replace the row:

OclTextField("anzahl", "if ((anzahl > 0) and (not (rabattbetrag > 0))) then anzahl->round else anzahl.asnull endif"),

through the row:

OclCurrencyField("anzahl", "if ((anzahl > 0) and (not (rabattbetrag > 0))) then anzahl*100->round/100 else anzahl.asnull endif"),

Nothing needs to be changed on the Word template itself.

Requirements and Download

• The Purchases module must be licensed.
• The additional class28 shall not yet be in use.

Important information before import can be found in the Worth knowing about the additional features article. Config sets modify data in Vertec, which can overwrite existing data.

The exact import process can be found in the Articles about the config sets.

Download the additional feature with the following download link:

The following objects are created by importing the config set: