Life cycle of projects and contracts
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General
Both projects and orders have a self-contained life cycle. Thus the life cycle of a project comprises the time period from the creation of the project to the last possible point in time at which project activities can still run. Usually this is the end of the warranty. Orders end with the acceptance, i.e. the declaration of the client that a delivered product or service fulfils the contractual agreements. At this point the order is delivered and invoiced.
Life cycle orders
The life cycle of an order is determined by its business processes, consisting of the invoicing (INVOICING), delivery (DELIVERY) and confirmation (CONFIRMATION) processes. Of these three processes, the confirmation process is the one that determines the end of an order by the status "fulfilled".
The fulfilment of an order depends on the type of contract. A distinction is made here between the purchase contract and the contract for work.
| The purchase contract In the case of a purchase contract, the contract is fulfilled upon delivery. The exact time is determined by the Incoterms corresponding to the delivery conditions. Every order created in ClassiX is to be understood as a purchase contract, unless otherwise specified. These orders are considered fulfilled by the complete delivery. In the event of warranty claims by the customer, the delivery note and the warranty conditions or the general terms and conditions can be used to determine whether the claims are still within the warranty period. |
| The contract for work A contract for work and services is deemed to have been fulfilled when the work and services have not only been delivered but also accepted. The date of acceptance cannot be automatically determined by a successor to the order. The time of acceptance must therefore be entered manually and thus recorded. In ClassiX, an order is deliberately defined as a contract for work over a group in the tab Conditions of the order. The delivery of the order then no longer leads automatically to fulfilment but the order gets the status "Waiting for acceptance". By entering the acceptance date the order is then considered as fulfilled. In addition to the acceptance, the start and end of the warranty can also be recorded. |
If an order is deemed to have been fulfilled, it can no longer be extended/modified. Costs and revenues can therefore only be incurred for the already existing scope of delivery and services. For example, an incoming invoice from the forwarding agent may arrive after the order has already been declared as completed internally. Credit notes, as an example of successors with revenue effect, can also be issued after the order has been completed.
The order confirmation process is as follows:
| Status | Prerequisite | Description |
|---|---|---|
| Not confirmed | This is the status when the job is created. | |
| Confirmed | The date of the confirmation has been recorded. | |
| Stopped | The job was marked as stopped. | For the time being, the business process is considered to be finished. |
| Canceled (final status) | The order was marked as cancelled. | The business process is then considered to be completed. |
| Waiting for acceptance | If an order marked as a work contract is delivered in full, but does not yet have the date "Accepted", then this status is reached. A normal order ("purchase contract") will not reach this status. | |
| Complies with | A normal order ("purchase agreement") is deemed to be fulfilled when it has been delivered in full. In the case of a contract for work, the work must also be set as accepted. | The business process is then considered to be completed. |
This functionality is linked to the message "CHANGE_WARRANTY_OF_COST_OBJECTIVE". Users who are allowed to send this message enjoy special rights and may, for example, define an order as a contract for work and determine the warranty period. If you are authorised to do so, the order mask of the fulfilled orders is not blocked either, as they firstly represent a kind of superuser of the orders and secondly could be tricksters anyway.
Users for whom the message is blocked are subject to the full restrictions.
Life cycle projects
The life cycle of a project is determined by its orders. A distinction is made between projects for which work contracts are also or primarily in progress and projects which consist only of purchase contracts.
If a project consists of one or more so-called "main contracts", these contracts also determine the end of the project. The end of a project is thus automatically determined by the latest warranty end date of the orders. If there are different orders with different warranty periods, the project has an earliest warranty start and a latest warranty end. Only within this time can warranty orders be created.
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