Plug-in: Licensing and Service Agreements

With the License Sales and Service Agreements plug-in, the sale of software licenses and the administration and billing of service agreements, such as maintenance or hotline contracts, can be mapped.

Download and install

Download the plug-in with the following download link and install it in your Vertec. The exact procedure is in the article Things worth knowing about the plug-ins described.

Requirements

• For this plug-in, the product line Expert is required.
• The module External Purchases must be licensed.
• The additional class28 may not yet be in use.

Overview

• Expense types Service contract
• Expense types License sales
• Entering of license sales and service agreements
• License sales
• Service contract
• Creating an offer
• invoicing
• Service contracts for VAT changes

Application

By importing this plug-in, 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 contracts, expense types must be created, on which the deposited license products can be selected. In this way, different types of contracts and licenses can be created for a licensed product, for example, in order to display scale prices.

On display types, in addition to the licensed products, a Art The two types License Sale and Service Agreement are relevant to this plug-in and are imported automatically. For all other types of expenseslicense or those not related to licenses or service agreements, the field remains Art Auslagentyp empty.

Expense types Service contract

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

• Termination period: Off field for information only (terminations must be entered manually)
• Billing 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 later be added to the service contracts.
  • Example: 5% of a license sale of 10,000 CHF results in a price of 500 CHF.
• Consider discounts : When calculating the price from a license sale, it must be decided 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, i.e. 9,000 CHF, results in a price of 450 CHF.

Expense types License sales

When selling licenses, in addition to the code and text fields, the fields Product and Supplier can be filled in. The prices can be found via the Internal and external unit price be deposited.

Entering of license sales and service agreements

In order to sell or enter into a license or a service agreement, a project (and, if desired, a offer ) must be created. Therefore, the user of the User group project leader be assigned. The project must also include a phase on which the type can be selected select: Lizenzverkauf or Servicevertrag . All other phases have the type Dienstleistungen and cannot be used for license sales or service contracts.

Note: Existing list settings for the Project project Stages Phases and Quote Offer Stage link types 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, on the phase in the New menu there are the entries Lizenzverkauf or Servicevertrag .

In the root folder Sales, annual overviews of sold licenses and licenses are also available.

License sales

When selling a license, an individual designation can be entered in addition to the designationoffer text .

The rates are taken from the expense type applied and can be overwritten if necessary. A percentage discount or discountdiscount amount can be applied to the sale price. After entering the number , the total amount is calculated.

Service contract

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

Calculation on quantity and price

In this calculation, the total amount is calculated from the quantity and the sales price. The price may be discounted.

Calculation of royalty amount

In this calculation, the checkbox must: Preis berechnen You can then select the licenses from which the price should be calculated.

Depending on the type of expense, discounts on license sales are taken into account or not.

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

Creating an offer

This plug-in comes with a report template that can be used to create and create or send offers for licenses and Service Agreements . Create a quotation offer on the project, project assign the corresponding phases and select Print Offerte für Lizenzen und Serviceverträge :

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

invoicing

There are two scripts for invoicing licenses and service contracts:

• 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.

Convert licenses

With the Invoice licenses only those license sales that have not yet charged invoices are taken into charge into account. An invoice is created on which the report invoice and service licenses executed is printed. This way the invoice incl. QR code generated as PDF document:

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

Invoicing service contracts

With the service contracts it is checked whether created invoice needs to be generated according to the billing interval (e.g. monthly or quarterly) and whether there has already been a billing for this charging period. If the start date falls in the billing interval, instead of a start date, the next full billing interval will be invoiced. If the end date falls in the middle of a billing interval instead of an end date, the complete billing period will still be invoiced.

Example: If the billing period is from 15.01. to 15.02. and billed monthly, only the entire month of February will be invoiced.

It is only invoiced in advance:

• Monthly contracts are billed monthly for the following month.
• Quarterly contracts are invoiced only once every three months. If the start date is July 1, the contract is invoiced only when the billing script is called with an invoice date in June, September, December and March.
• Semi-annual contracts are only invoiced every six months. With a start date of July 1, invoicing is only invoiced when the billing script is called with an invoice date in June and December.
• Annual contracts are invoiced only once every 12 months. With a start date of July 1, invoicing is only invoiced when the billing script is called with an invoice date in June.

When charging is executed out on a project or a phase, the contracts to be invoiced can be manually selected again: With a click on Serviceverträge verrechnen a dialog appears in which you can enter an invoice date and then select the due contracts to be invoiced via the 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 executed can be executed by printing ( see above ). All generated invoices are also saved in the root folder Invoicing under invoices Service Contracts .

Service contracts for VAT changes

If the value-added tax changes as in Switzerland as of 01.01.2024, it must be divided in the case of service contracts that exceed the annual limit.

With Vertec version 6.7 and the use of the current plug-in, this is done automatically.

Customers who used the plug-in before 6.7 must upgrade to the latest version of the plug-in after upgrading to Vertec 6.7. update .

On-Premises customers Switzerland with Vertec versions prior to 6.7 still need to use the following additional plug-in (only runs with the older version of the plug-in License Sales and Service Agreements):

Additional plug-in for older plug-in versions for the VAT change in Switzerland as of 01.01.2024

As an supplement to older versions of the License Sales and Service Agreements plug-in, this additional plug-in ensures that VAT is allocated correctly for contracts beyond the end of the year.

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

Then a folder VAT changes service contracts appears under Settings > Purchase.

Proceed as follows:

1. Under Settings > Project > VAT types, enter a new VAT type with rate 8.1, which will apply from 01.01.2024:

   

2. In the folder Settings > Purchase > VAT Change Service Contracts, the current VAT type is entered under From VAT type, the new VAT type created under point 1, which applies from 2024, is entered under To VAT type, and the date of 01.01.2024 is entered as follows:

   

On the invoice, the amounts are then apportioned proportionally:

Report invoice licenses and Service Agreements

If you have been using the License Sales and Service Agreements plug-in for some time, you will need to change a row in the report definition to display the quantity in decimal numbers on the report.

Under Settings > Reports & Scripts > Report Templates in the Invoice licenses and Service Agreements template, replace the row:

OclTextField(“number,” “if ((quantity > 0) and (not (discount amount > 0))) then number->round else number.asnull endif”),

through the row:

OclCurrencyField(“count,” “if ((quantity > 0) and (not (discount > 0))) then count*100->round/100 else count.asnull endif”),

There is no need to change the Word template itself.

Technical Information

Importing the plug-in creates the following objects: