Field descriptions: Contract line

Item

Use the Item selection list to select the desired line item. You cannot change the Item after you save the contract line.

If the item has contract defaults set, one or more of the revenue templates and/or billing template fields will display the default value associated with the item. Learn more about setting Contracts defaults on items.

If the item has an entry in the selected billing price list, Intacct will populate the Flat/fixed amount field with a suggested price.

Line start and Line end

Item description

Defaults to the Extended description defined on the Item Information page for the item. You can enter any desired text in this field up to 400 characters. This field displays up to 50 characters.

State

Displays one of the following:

• Draft: the contract line was saved as a preliminary version. A draft contract line has no effect on the GL.
• In progress: the contract line was posted and is considered in effect. A contract line keeps this state unless it ends without being renewed or is canceled or revalued.
• Canceled: all contract schedules (revenue, expense, and billing) were canceled for this contract line.
• Closed: only applicable to evergreen contract lines. Indicates that the recurring billing period is closed. If all recurring billing periods are closed, the contract line ends.
• Not renewed: the contract line wasn’t renewed.
• Renewal only: the contract line will be included in the next renewal and does not affect the accounting for the current contract. This can also be considered a draft state. Learn more about Renewal only contract lines.
• Revalued: only applicable to Project time contract lines. Indicates that the Revalue estimation function was used to either close out or revise the remaining Unbilled balances for the project.

There's an additional state of Renewal forecast that's only applicable to report data and never displays in the user interface.

Change type

This field is only applicable to termed contracts.

The Change type field is only applicable if the following conditions are true:

• Your company is also subscribed to the Software Digital Board Book
• The contract line item is eligible for the Software Digital Board Book (MRR has been selected for the item in the Item Information page)
• The selected Item type does not equal Kit.

For quantity-based billing items, the MRR is only applicable to the Flat amount The established amount to be billed each period in addition to usage..

Selectable options are:

• New MRR: revenue associated with this contract line will be tracked as New MRR.
• Add-on MRR: revenue associated with this contract line will be tracked as Add-on MRR (also might be known as Upsell MRR).
• Renewal upgrade: revenue associated with this contract line will be tracked as Renewal upgrade. Follow your company's business process for using this Change type on new contract lines.

The Change type field displays the following values when certain events occur:

• Renewal upgrade: the contract line item was renewed. This option is displayed in renewed contracts.
• Renewal downgrade: the contract line item wasn’t renewed or the contract line was renewed but the flat amount in the renewed contract is less than the flat amount in the source contract. This option is only displayed in renewed contracts.
• Churn MRR: the contract line was part of a contract where all MRR contract lines were canceled.
• Downgrade: all contract schedules were canceled for the MRR contract line. Other MRR contract lines in the contract are still In progress.

You cannot edit the Change type field for a renewed contract line in a renewal child contract of a parent contract.

How the Software DBB tracks MRR

Renew

This field is only applicable to termed contracts.

Select this checkbox to indicate that the line should be included when the contract is renewed. Leave this checkbox blank if the line item shouldn’t be included in renewals.

Project time contract lines are not renewable.

Learn more about renewing a contract.

Recurring

This field is only applicable to evergreen contracts.

When this field is true, the contract line will automatically renew after each recurring billing period ends or when indicated by the evergreen template.

If the contract line start date is in the current recurring billing period, clearing this field will end the contract line as of the contract line end date. Intacct will close the contract line when indicated by the evergreen template.

If the contract line start date is in a past recurring period, clearing this field will end the contract line immediately. In this scenario, Intacct immediately sets the contract line's state to "Closed" and removes it from the Contract lines grid. Use the contract's Evergreen history tab to view the contract line details.

Cancel date

This field only displays if the contract line was canceled. Displays the cancellation date.

Bill-to source

This field only displays if Enable bill-to contact at the line level (Contracts only) is set to true in the Configure Order Entry page.

Specify where the bill-to contact information should come from when you create or edit a contract line.

Options are:

• Contract value: uses the bill-to contact information from the contract header. If a user updates the contract header bill-to contact, then all contract lines that have this source value will be updated to display that contact.
• User-specified value: indicates the user has selected a different contact or that the contract line should retain the specified contact if the contract header contact changes. If a user updates the contact header bill-to contact, contract lines that have this source value will not be updated.

You can change the Bill-to source option as needed over the life of the contract line.

Bill to

This field only displays if Enable bill-to contact at the line level (Contracts only) is set to true in the Configure Order Entry page.

The bill-to contact associated with the contract line. Defaults to the bill-to contact entered on the contract header.

To change this contact:

1. In the Bill-to source field, select User-specified value. The Bill to field is now editable.
2. Use the Bill to dropdown list to select the desired contact.

Setting different bill-to contacts for different contract lines is useful if you want to consolidate invoices by bill-to contacts.

Ship-to source

This field only displays if Enable ship-to contact at the line level is set to true in the Configure Order Entry page.

Specify where the ship-to contact information should come from when you create or edit a contract line.

Options are:

• Contract value: uses the ship-to contact information from the contract header. If a user updates the contract header ship-to contact, then all contract lines that have this source value will be updated to display that contact.
• User-specified value: indicates that the user has selected a different contact or that the contract line should retain the specified contact if the contract header contact changes. If a user updates the contact header ship-to contact, contract lines that have this source value will not be updated.

You can change the Ship-to source option as needed over the life of the contract line.

Ship to

This field only displays if Enable ship-to contact at the line level is set to true in the Configure Order Entry page.

The ship-to contact associated with the contract line. Defaults to the ship-to contact entered on the contract header. This contact may be used by Avalara or Advanced Tax to calculate taxes for the contract line when it is invoiced.

To change this contact:

1. In the Ship-to source field, select User-specified value. The Ship to field is now editable.
2. Use the Ship to dropdown list to select the desired contact.

GL posting

Exchange rate type, Exchange rate date, and Exchange rate

These fields are only applicable to multi-currency companies.

Intacct uses this exchange rate when posting to Unbilled accounts. It also uses this exchange rate for revenue recognition associated with this line that's posted before the invoice associated with the revenue recognition is posted. The exchange rate is associated with the exchange rate type selected on the contract.

The Exchange rate date field defaults as follows when the contract uses a currency other than the base currency:

• If the GL posting date is today's date or earlier, this field defaults to the GL posting date.
• If the GL posting date is in the future, this field defaults to today's date. The Exchange rate date cannot be a future date.

Learn more about contract exchange rate dates.

Delivery status

This field is only applicable to termed contracts.

Defaults from the selected item.

Options are:

• Delivered: the contract line's recognition event has occurred
• Undelivered: the contract line's recognition event has not occurred

You can change the Delivery status when you add a contract line. After the contract line is saved, the delivery-related fields are not editable. You can change a contract line's Delivery status by executing the Deliver contract line function.

Event-driven recognition is currently limited to revenue templates where the Recognition method = "Straight line" or "Daily rate". If you select a revenue template with a different Recognition method, Intacct will automatically set the Delivery status to "Delivered" when you save the contract line.

Delivery date

This field is only applicable to termed contracts.

The Effective date selected when the contract line's Delivery status was set to "Delivered". If the item's default status = "Delivered", this date is equal to the contract line start date.

Revenue recognition deferral status

This field is only applicable to termed contracts.

Defaults from the selected item. Options are:

• Defer revenue until item is delivered: the revenue schedule for this contract line will not start until this contract line has Delivery status = "Delivered".
• Defer revenue until all items are delivered: the revenue schedule for this contract line will not start until all contract lines in the contract have Delivery status = "Delivered".

You can change the Revenue recognition deferral status when you add a contract line. After the contract line is saved, you cannot change this field. See Troubleshoot Deliver contract lines for possible solutions.

Billing method

Determines how the contract line will be billed. Options are: 

• Fixed price: The line has a total fixed amount that will be billed according to the selected flat or fixed amount frequency. The fixed price can also include a (fixed quantity * quantity rate).
• Quantity based: The line will be billed according to the quantity used and can optionally have a flat amount. There are two types of quantity-based billing: variable and committed.
• Project time and materials: Use this billing method to bill timesheet hours and all billable transactions for time and materials projects. This contract line will have a 0.00 flat or fixed amount. This billing method is only applicable when "Enable deferred revenue for time and materials projects" is not turned on in the Configure Revenue Management page.
• Project time: Use this billing method to bill timesheet hours for time and materials projects. This billing method modifies the contract line calculator so that you can input the estimated revenue factors. This billing method is only applicable when "Enable deferred revenue for time and materials projects" is turned on in the Configure Revenue Management page.
• Project materials: Use this billing method to bill all billable transactions except timesheets for time and materials projects. This billing method is only applicable when "Enable deferred revenue for time and materials projects" is turned on in the Configure Revenue Management page.

All billing methods are applicable to termed contracts except for kit item contract lines. The only billing method applicable to kit item contract lines is "Fixed price".

The only billing methods applicable to evergreen contract lines are "Fixed price" and "Quantity based" with Quantity type = "Variable".

When you select a billing method, Intacct only displays fields in the Billing section that are applicable to that billing method.

Learn how to add contract lines for each billing method.

Flat/fixed amount frequency

Determines how often the flat or fixed amount will be billed. Options are:

• One-time: The flat or fixed amount should only be invoiced once. For example, a set up fee.
• Use billing template: Use a billing template to divide the flat or fixed amount into a custom billing schedule. For example, a flat fee for training services that will be divided into four invoices during the contract term.
• Include in every invoice: The flat or fixed amount should be included in every invoice. For example, a subscription or gym membership fee. The Billing frequency option on the contract line determines how often the billing occurs (monthly, quarterly, or annually).

All options are applicable to termed contracts. The only option applicable to evergreen contract lines and kit item contract lines is "Include with every invoice".

Prorate partial periods

This field is only applicable when Flat/fixed amount frequency = Include with every invoice.

Select this option to have Intacct automatically calculate prorated prices when a contract line's start and/or end date results in one or more partial periods.

Learn more about prorating partial periods for recurring billing.

Billing frequency

This field is only applicable when Flat/fixed amount frequency = Include with every invoice.

Indicates the interval for recurring billing. Options are:

• Monthly
• Quarterly
• Annually

Any default value is populated from the Billing frequency on the contract record. You cannot change the contract line's billing frequency after you create an invoice, recognize revenue, or include the contract line in an MEA.

This field is required when Billing frequency is not defined on the contract header.

Quantity type

This field is only applicable if Billing method = "Quantity-based".

Options are:

• Variable: the total quantity used for the contract line will vary and quantities can be billed at different rates. There are no billing or revenue schedules for usage values associated with this quantity type.
• Committed: the total quantity and usage rate for the contract line is known up front and results in a flat/fixed amount. When you add a usage record, Intacct multiplies the committed quantity by the rate and adds this amount to the billing schedule, which you can invoice as applicable. You can recognize the flat/fixed amount using either the Straight line, Daily rate, Predefined percentages, or Quantity-based recognition method.

For evergreen contracts: This field defaults to "Variable" and cannot be edited.

Reset usage quantity

This field is only applicable if Billing method = "Quantity-based" and Quantity type = "Variable".

Determines when the included units are counted and/or determines when the system billing counter resets. Options are:

• After each renewal: The billed usage accumulates over the life of the contract and the counter is reset to zero at the end of the contract.
• After each invoice: The billed usage does not accumulate. The billing counter is reset to zero each month.

The setting for this field may default from the Billing price list selected on the contract. Changing this field will affect how the system calculates usage billing.

For evergreen contracts: This field defaults to "After each invoice" and cannot be edited.

Learn more about how Intacct determines billing quantities.

Usage quantity recurs

This field is only applicable if Billing method = "Quantity-based" and Quantity type = "Variable".

This field is not applicable to evergreen contract lines.

When you select this field, the system considers every usage record you enter for a line item as a recurring usage record. Each period, it creates new usage records in order to re-invoice the quantities (for example, user licenses). The setting for this field may default from the Billing price list selected on the contract. Changing this field will affect how the system calculates usage billing.

The Billing frequency on the contract record determines how often quantity recurs for contract lines where the Flat/fixed amount frequency is One-time or Use billing template. In this scenario, Billing frequency on the contract record is required for contract lines with recurring usage.

Learn more about recurring usage.

Learn more about how Intacct determines billing quantities.

This field is only applicable if Billing method = "Quantity based" and Quantity type = "Committed".

If there are remaining unused quantities as of the contract line end date, the options for how to account for the remaining quantities are as follows:

• Bill unused quantity: Intacct creates a usage record for the remaining unused quantities and schedules it to bill on the contract line end date. When you invoice this amount, the billing schedule is Completed.

  For example, say the committed quantity is 100, the contract line end date is May 31, and the total used quantity is 80. On June 1, Intacct creates a usage record dated May 31 for the remaining quantity of 20.

• Cancel unused quantity: Intacct multiplies the unused quantity by the rate, and credits Unbilled AR and debits Unbilled Deferred Revenue for the resulting amount. It terminates the remainder of the revenue schedule using the contract line end date as the cancellation date.
• Do nothing: Intacct takes no action. You can continue to add usage to the contract line past the contract line end date and bill against the committed quantity.

On the contract line end date plus 1 (plus any offset value), the Intacct scheduler initiates the applicable end date action for the contract line. The scheduler only executes the end date action one time. If you subsequently delete the system-created unused quantity usage record or uncancel the contract line, you need to manually account for any unused quantity as applicable.

If usage exceeds the committed quantity

This field is only applicable if Billing method = "Quantity-based" and Quantity type = "Committed".

If the customer has completely consumed the committed quantity but continues to consume additional quantities, the options for overage are as follows:

• Bill overage: Intacct allows you to add overage quantities and include the usage records when you generate invoices. When you add a usage record with a quantity that constitutes overage, Intacct treats the quantity as a variable quantity type and invoices it at the applicable billing price list tier rate. The usage does not appear on the billing or revenue schedules. This option requires that a billing price list be specified on the contract and that it has a valid price list entry for the selected item.
• Do not allow overage: Intacct prevents you from adding usage records for overage quantities. If you try to add a usage record with a quantity that constitutes overage, Intacct displays an error and will not create the usage record.
• Do nothing: Intacct allows you to add overage usage quantities but does not include them when you generate invoices. You can report on this usage.

See the contract line's Audit Trail for details after the end date action executes.

Billing template, Start date, and End date

This field is only applicable if Flat/fixed amount frequency = "Use billing template".

A billing template defines the schedule to invoice the flat/fixed amount for a contract line over the contract line term.

The billing template start and end dates are only applicable to Predefined percentages billing templates. They default to the contract line start and end dates minus any bill-in-advance period. The billing template start date must be on or after the contract line start date minus any bill-in-advance period. You can extend the billing template end date beyond the contract line end date.

If you want to schedule billing for a particular day of the month, set the billing template start date to the applicable date. For example, if the contract start date is September 1st, but you want to bill on the 15th of each month, you could set the billing template start date to September 15. The billing schedule generated from the template will schedule the invoices on the 15th of each applicable month. This method works for days numbered 1 - 28. To schedule billing dates at the end of the month, edit the billing schedule manually.

If the GL posting date is different from the billing template start date, the billing schedule might be affected. See how the contract line GL posting date affects billing schedules for more information.

Learn more about billing templates.

Bill in advance: number of days or months before contract start date

This field is only applicable to termed contracts.

The bill-in-advance settings instruct Intacct to automatically create billing schedules that start before a contract line starts. These fields only display if the Bill in advance fields are populated on the contract.

The bill-in-advance start date cannot occur in a closed period. For example, today is February 9, and you've just closed January's books. You want to add a new contract line that starts March 9. The contract's bill-in-advance period is two months, which would put the first invoice in a closed period. In this scenario, set the GL posting date to February 9 and Intacct will adjust the billing schedule, which you can then edit as applicable. See GL posting date.

Quantity and Rate

Use the optional Quantity and Rate fields somewhat differently based on the billing method.

The Rate field will accept a maximum of eight decimal places.

Intacct assumes 1 if you do not wish to use the Quantity or Rate fields.

Committed qty and Rate

When Billing method = "Quantity based" and Quantity type = "Committed"

• Committed qty: the given allotment of your product or services that the customer is expected to consume over the course of the contract line.
• Rate: the price that the customer will be billed for each usage quantity.

For example, say that you provide SMS messaging services and that you charge 0.10 per message for customers who commit to a volume of 5,000 messages in a given year. In this example, the Committed qty = 5,000. The Rate = 0.10.

The committed rate can default from a billing price list. If you want to bill for overage, the contract must have a billing price list specified that has a valid price list entry for the selected item. Included units must be 0.00 in the billing price list entry.

Hours and Blended rate

When Billing method = "Project time":

• Hours: Enter the total number of estimated hours for the project, project/item, or project/task combination selected in the Defer estimated time-based revenue by field on the contract.
• Blended rate: Enter the average billing rate. As different employees who work on the project might bill at different rates, follow your business process to determine the average rate that you want to use to calculate the estimated revenue.

Learn more about estimated time-based recognition.

Multiplier

Use this optional field to multiply the Flat/fixed amount by a value. It does not matter whether or not the item has a price list entry.

For example, say you’re selling 10 user licenses at 100/month and the Flat/fixed amount = 1000. Say you’re contracting for 6 months. Enter 6 in the Multiplier field. The Flat/fixed amount is now 6000.

The Multiplier field will accept a maximum of ten decimal places.

Intacct assumes 1 if you do not wish to use the Multiplier field.

For MEAs, any value in the Multiplier field will be used to calculate the extended fair value of the contract line.

Discount

Use this optional field to apply a discount percentage to the Flat/fixed amount. In order to use this field, the Quantity and Rate fields must be populated with values.

For example, say that the Flat/fixed amount is 1,000. Type 1 in the Quantity field and press Tab. Intacct populates 1000 in the Rate field. Enter 5 in the Discount field. The Flat/fixed amount is now 950 after a 5% discount.

You can enter up to 8 decimal places. For example, 10.33333333 would be a discount of 10 and 1/3 percent.

For MEAs, any value in the Discount field will be used to calculate the extended fair value of the contract line.

Flat/fixed amount

• If Billing method = "Fixed price", this is either the total fixed price for the line item (includes any fixed (contracted) quantity) or the amount to bill each period (when there is no contracted quantity).
• If Billing method = "Quantity based" and Quantity type = "Variable", this is the established amount to bill each period in addition to usage.
• If Billing method = "Quantity based" and Quantity type = "Committed", this is the committed amount that is billed based on the usage quantity for the billing period. This value is read-only based on the Committed qty x Rate.
• If Billing method = "Project time and materials", this amount will be 0.00 and cannot be changed.

If there is an entry for the item in the billing price list selected on the contract, Intacct populates this field with a suggested amount. You can change the suggested amount using the Calculator fields or by simply typing a desired amount directly in this field.

Base flat/fixed amount

The Flat/fixed amount expressed in the base currency of the location/entity selected on the contract. This field is only applicable to multi-currency companies.

Estimated txn amount

This field is read-only. This field is only applicable when Billing method = "Project time".

The product of the Hours and Blended rate. This is the expected value of timesheet billing for the time and materials project.

Learn more about estimated time-based recognition.

Estimated base amount

This field is read-only. This field is only applicable when Billing method = "Project time". This field is only applicable to multi-currency companies.

The Estimated txn amount expressed in the base currency of the location/entity selected on the contract.

Flat/fixed amount per invoice

This field is only applicable when Flat/fixed amount frequency = "Include with every invoice".

The amount to bill for each invoice.

Base/flat/fixed amount per invoice

This field is only applicable when Flat/fixed amount frequency = "Include with every invoice".

The flat/fixed amount per invoice expressed in the base currency.

Duration (in periods)

This field is only applicable when Flat/fixed amount frequency = "Include with every invoice".

When Prorate partial periods = false, this field equals the number of billing periods for the contract line.

When Prorate partial periods = true, the calculation is as follows:

The number of full periods in the contract line term + (number of days in partial period / number of days in month).

If there are 2 partial periods, then the second partial period is also calculated and added to the duration.

This value is calculated with a precision of 10 and rounded to 2 decimal places in the display.

Total flat/fixed amount

This field is only applicable when Flat/fixed amount frequency = "Include with every invoice".

Flat/fixed amount per invoice * Duration = Total flat/fixed amount

Total base flat/fixed amount

This field is only applicable when Flat/fixed amount frequency = "Include with every invoice".

The Total flat/fixed amount expressed in the base currency.

Line type

The Line type differentiates negative and positive value contract lines. Lines types are as follows:

• Debook: has a negative Quantity and a positive Rate, which results in a negative Flat/Fixed amount; or has a negative Quantity and 0.00 Flat/Fixed amount. A Debook line that is included in an MEA will then have a negative fair value that will be included in the MEA calculation. The contract line reallocates to a negative revenue amount and has a revenue schedule. Quantity-based revenue templates are not supported for use with Debook lines in MEAs.
• Discount/Credit: has a positive Quantity and a negative Flat/Fixed amount. A Discount/Credit line that is included in an MEA automatically reallocates to 0.00 and has no revenue schedule. A Discount/Credit line that is not included in an MEA will have a revenue schedule.
• Sale: has a positive Flat/Fixed amount.

Both Debook and Discount/Credit contract lines will appear with negative amounts on invoices and the amounts will appear in the Available credits link on the Receive payments page in Accounts Receivable. The only difference between the two negative line types is how they are treated in an MEA.

See examples of Debook and Discount/Credit contract lines.

Use the read-only Line type field to distinguish contract lines in your custom reports.

Price list details

If Intacct found an entry for the selected item in the billing price list, Intacct displays information about how it determined the suggested price. For example:

Flat Amount: 10, Rate 2.5 per 1000; Quantity 9500.00 less included units 500

View schedule

Select this link to display the saved billing schedule or the preview billing schedule.

Component allocation

Only applicable for kit component contract lines.

Displays the revenue allocation calculation for the kit component contract line. For example,

Total flat amount(12,000.00) * Revenue percent(10.00) = 1,200.00

This indicates the total flat/fixed amount for the parent kit item contract line is 12,000. The kit component contract line was assigned an allocation percent of 10. The total revenue allocated to the kit component contract line is 1,200.00.

Recognize revenue on invoice

Only applicable if Enable revenue recognition on invoice is set to true on the Configure Revenue Management page.

Select Recognize revenue on invoice if you do not want to defer revenue for the contract line. When you select this field, Intacct automatically selects the "Recognize on invoice" revenue template for each revenue journal. As revenue is not being deferred, no revenue schedule will be visible on the contract line.

When you generate an invoice for this contract line, Intacct automatically records the revenue to Billed Sales revenue.

You can select this field on contract lines where the Billing method is either "Fixed price" or "Quantity based" with "Variable" Quantity type.

This field is not editable on contract lines where the Billing method is "Project time", "Project materials", "Project time and materials", or "Quantity based" with "Committed" Quantity type.

This field is not supported for items with Item type = "Kit".

Revenue template 1

Start date

End date

Revenue template 2

Start date

End date

Learn more about revenue templates.

Revenue schedule 1 status and Revenue schedule 2 status

Displays one of the following:

• Completed: all revenue for this schedule has been recognized.
• Draft: the contract line's state is Draft. Revenue cannot be recognized until the contract line is posted.
• Estimate revalued: only applicable to Project time contract lines. The Revalue estimation function was used to either close out or revise the remaining Unbilled balances for the project.
• In progress: revenue for this schedule is available to be recognized.
• On hold: only applicable to termed contracts. Revenue for this schedule cannot be recognized until the revenue schedule is resumed.
• Pending delivery: only applicable to termed contracts. The contract line's Delivery status is "Undelivered".
• Pending delivery of all items: only applicable to termed contracts. The contract line's Revenue recognition deferral status = "Defer revenue until all items are delivered". This indicates that this revenue schedule will not start until all contract lines in the contract have Delivery status = "Delivered".
• Terminated: the contract line was canceled.

There is additional status of Renewal forecast that is only applicable to report data and never displays in the user interface.

Total revenue quantity

The calculation for quantity-based revenue recognition is as follows:

Quantity used during a month / Total revenue quantity = Usage %

Flat/fixed amount x Usage % = Revenue to recognize for that month

Learn more about usage and quantity-based revenue recognition.

This field is editable or read-only based on the following conditions:

If Recognition method = "Quantity based" and Billing method = "Fixed price":

This field is editable. Enter the total revenue quantity in this field.

If Recognition method = "Quantity based" and Billing method = "Quantity based":

This field is read-only. Intacct defaults the Total revenue quantity as follows:

• If Quantity type = "Variable": This value defaults from the number of Included units in the applicable billing price list entry.
• If Quantity type = "Committed": This value defaults from the number entered in the Committed qty in the contract line calculator.

If Recognition method = "Project time":

This field is read-only. This field displays the Estimated txn amount, which is the expected value being deferred for the time and materials project.

Location

Department

Class

Item

Customer

Supplier

Project

Task

Employee

Warehouse

User-defined dimensions

The Location selection list only displays the Location or Entity selected in the contract or children of that Location/Entity. Department and Location are always displayed. Other dimensions appear according to your GL configuration.

If you selected at least one revenue template that's project-based, you must select the applicable Project in order to save the contract line. Learn more about linking projects with contracts.

If you selected at least one revenue template that's task-based or if you’re deferring Project time revenue by Project and Task, you must select the applicable Project and Task in order to save the contract line.

If the Billing method = Project materials or Project time and materials, the contract invoice will display dimension values and custom field values (as applicable) from the time and materials source transactions. For example, the dimensions selected on a timesheet will display on the contract invoice for the line item associated with the timesheet.

If the contract line has been invoiced, has revenue posted, or participates in an MEA allocation, you cannot edit the dimensions.

For items with Item type = Kit, the kit component contract lines inherit the dimension values selected on the kit item contract line.

Historical

Indicates whether a contract line is historical.

Line no.

The kit component contract line number. Select the link in this column to open the kit component contract line.

Intacct automatically creates kit component item contract lines when you add a kit item contract line. The kit component contract lines are numbered consecutively after the kit item contract line. For example, if there are 3 kit component items and the kit item contract line is line number 4, the kit component contract line numbers will be 5, 6, and 7.

Item

The kit component item ID.

Item name

The kit component item description.

Allocation percent

The percentage of revenue to recognize for each kit component item.

The following is the expected behavior for the Allocation percent value:

• The percent value will round to two decimal places. For example, if you enter 10.009, the percent used will be 10.01.
• You can use 0.00 for a kit component item.
• The total Allocation percent for all kit component items must = 100.00.

Number of units

The quantity of the kit component item to include in the kit item.

This value cannot be updated on the contract line. This value is not common in kit items for contracts. This value has no impact on the price calculation for the kit item on a contract line.

Delivery status

Options are:

• Delivered: the contract line's recognition event has occurred
• Undelivered: the contract line's recognition event has not occurred

You can change this value for a kit component contract line when you add the kit item contract line. After you save the kit item contract line, use the Deliver contract or Deliver contract line function on the kit component contract line to set the Delivery status to Delivered.

Only applicable if your company is using event-based recognition.

Journal 1 status and Journal 2 status

Displays one of the following:

• Completed: all revenue for this schedule has been recognized.
• Draft: the contract line's state is Draft. Revenue cannot be recognized until the contract line is posted.
• In progress: revenue for this schedule is available to be recognized.
• On hold: Revenue for this schedule cannot be recognized until the revenue schedule is resumed.
• Pending delivery: only applicable to termed contracts. The contract line's Delivery status is "Undelivered".
• Pending delivery of all items: The contract line's Revenue recognition deferral status = "Defer revenue until all items are delivered". This indicates that this revenue schedule will not start until all contract lines in the contract have Delivery status = "Delivered".
• Terminated: the contract line was canceled.

Journal 1 revenue template and Journal 2 revenue template

Select the revenue templates that will define the revenue schedule associated with revenue posting to the applicable journal.

By default, the revenue schedule defaults to start on the kit item contract line start date.

To change the revenue schedule start date for a kit component contract line:

1. Select the contract line number link in the Line no. column.
2. In the Contract line window, select Edit.
3. In the Revenue section, use the calendar tool to change the revenue start and end dates.

Renewal term

Displays the renewal length/period for the contract if Renew is selected on the contract.

Displays "This contract hasn’t been set up for renewal" if the Renew checkbox is not selected on the contract. Learn how to set up a contract for renewal.

Renewal billing template

Specify a billing template for the contract line to use when it renews.

The Renewal billing template field is only editable when Renew is selected on the contract line and the Flat-Fixed amount frequency = "Use billing template".

The renewal billing template term must be less than or equal to the contract renewal term.

If this field is left blank, on renewal the system will default the child contract line's billing template either to the default billing template selected on the item or the billing template selected on the source contract line. The billing template selected on the contract line takes precedence.

Custom renewal amounts

Intacct will automatically populate the Flat/fixed amount for a contract line in the renewed contract based on the Pricing option selected in the renewal template. However, you have the option to manually set a specific price for the contract line for one or more renewals. The custom renewal amount overrides the renewal template pricing option.

For example, say you have a service item that renews annually, and the current contract line price is 1,000.00 per year. You contracted with the customer that the first two years of service will be set at 1,000.00, then two additional years at 1,050.00. In this example, you could set the Custom renewal amounts table on the contract line in the source contract as follows:

In this example, the first row shows the first renewal will be 1,000.00. The second and third renewals will be 1,050.00. When the contract is renewed, Intacct removes the first row from the table, and the second row becomes the first row, the third row becomes the second row, and so on. In this example, the child contract will show the first renewal as 1,050.00 and the second renewal as 1,050.00.

When the contract is renewed, you can change the renewal amounts for the contract line in the child contract as applicable.

Users with the appropriate permissions can import custom renewal amounts for multiple contracts using CSV files.

Learn more about custom renewal amounts.

Line no

The contract line number associated with the corresponding recurring period.

This field only displays when viewing evergreen history from the contract.

Period

The recurring billing period number. When a recurring billing period ends, Intacct creates a new contract line with the same contract line number for the next recurring billing period and assigns it a period order value. The first recurring billing period is 1, the second is 2, and so on. Learn more about recurring billing periods.

State

Line start

Line end

Quantity

Rate

Multiplier

Discount

Total flat/fixed amount

Billing status

Revenue 1 status

Revenue 2 status

See the Contract line field descriptions for information on these fields.

Billing frequency

The contract line's billing frequency (Monthly, Quarterly, or Annually).

Trigger date

The date Intacct creates the next recurring billing period. This is the "In progress" contract line end date plus or minus the number of days specified in the selected evergreen template.

Only displays a value if Recurring = true.

Renewal date

The "In progress" recurring billing period end date + 1 day. This will be the start date for the contract line for the next recurring billing period.

Only displays a value if Recurring = true.

Override evergreen amounts table

Intacct will automatically populate the Flat/fixed amount for a contract line in the applicable future recurring billing periods based on the Pricing option selected in the evergreen template. However, you have the option to manually set a specific price for the contract line for one or more future recurring billing periods. In this scenario, Intacct uses the override amount instead of the evergreen template pricing option.

Users with the appropriate permissions can import override amounts for multiple contracts using CSV files.

Learn how to override evergreen billing amounts.

Committed quantity

Displays the given allotment of your product or services that the customer is expected to consume over the course of the contract line.

This field is only applicable to committed quantity billing.

Total unused quantity

Displays the Committed quantity minus the Total used quantity for the contract line.

This field is only applicable to committed quantity billing.

Total used quantity

Displays the total quantity for all usage records for the contract line.

This field is only applicable to committed quantity billing or quantity-based revenue recognition.

Total billed quantity

Displays the total quantity invoiced for all usage records for the contract line. Usage records that were invoiced will display a link to the associated invoice in the Document ID field.

On contract line end date

If usage exceeds the committed quantity

Usage date

The date associated with the item usage. Can be the date the usage was added to Intacct, the date the actual usage occurred, and so on.

Quantity

The quantity of the item that was used or otherwise consumed.

Usage type

Will display one of the following options:

• Billing: the usage record is used for quantity-based billing.
• Revenue: the usage record is used for quantity-based revenue recognition.
• Excess: the usage record quantity exceeded the total quantity specified for quantity-based revenue recognition. The user needs to determine how to process usage records with this type. Learn how to process usage that exceeds the total contracted quantity.

Billed date

The date the corresponding usage quantity was invoiced.

Recur usage date

If the usage quantity is recurring, this column displays the date the corresponding usage was counted. Intacct automatically creates a new usage record for cumulative quantities in order to be able to re-invoice the amounts.

For example, say you enter a usage record with Usage date = 1/31 and usage Quantity = 100. When you generate invoices in January, the Recur usage date for this record is 1/31, which is the same as the Usage date because this is the first time it’s counted. When you generate invoices on February 28, Intacct automatically creates another usage record with a Usage date = 1/31, usage Quantity of 100, and Recur usage date of 2/28. In February's invoice, the usage quantity would be 200 (100 in January + 100 in February). In March, there would be three records for 100, and so on.

Usage dates must be within the contract line start and end date range.

This field is not applicable to evergreen contract lines.

Document ID

Displays the invoice transaction ID if the usage was invoiced. Select the link in this field to open the invoice in a separate browser window.

Service period start date

Indicates the beginning of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.

Service period end date

Indicates the end of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.

Unbilled

The Deferred Revenue, Sales Revenue or Accounts Receivable amount that has not been invoiced.

Billed

The Deferred Revenue, Sales Revenue or Accounts Receivable amount that has been invoiced.

Paid

The Deferred Revenue, Sales Revenue or Accounts Receivable amount that has been paid.

Deferred

The amount of the expense that has not been recognized.

Recognized

The amount of the expense that has been recognized.

Historical

Indicates whether the corresponding entry was created as a result of contract schedules processing that occurred as part of your Contracts implementation. If this box is checked, the corresponding entry was made in the Contracts subledger and not in the GL.

Transaction date

The posting date of the corresponding event.

On payment events use the AR Receipt date as the Transaction date.

Detail line

The contract line associated with the corresponding event. This column only displays when you access the Transaction history tab from the contract.

Expense line

The expense line associated with the corresponding event.

Type

The type of amount associated with the corresponding event. Displays one of the following:

• Flat/Fixed: The invoiced amount was a portion of the contract line's Flat/Fixed amount.
• Usage: The invoiced amount was based on customer usage. This type is only applicable when the Billing method = "Quantity-based".
• Time: The invoiced amount was derived from timesheet hours and the total actual billing amount was less than or equal to the estimated transaction amount for the contract line. This type is only applicable when the Billing method = "Project time".
• Adjust: The invoiced amount was derived from timesheet hours and the total actual billing amount was greater than the estimated transaction amount for the contract line. This type is only applicable when the Billing method = "Project time".

The action on which the GL entry was made. Displays one of the following:

• On create: The GL entry was posted when the line or expense was posted.

  For contract lines, there are usually two On create events with the following posting types: Accounts Receivable and Deferred revenue. If the contract line has Recognize revenue on invoice set to true, the Deferred revenue On create event will not be displayed as it is not applicable.

• On expense: The GL entry was posted when the expense line item was recognized.

• On recognition: The GL entry was posted when revenue was posted for the contract line.

  If the contract line has Recognize revenue on invoice set to true, there is only one On recognition posting event associated with each invoice.

• On invoice: The GL entry was posted when the contract line was invoiced.
• On payment: The GL entry was posted when payment was applied to the invoice containing the contract line.
• On MEA: The GL entry was posted when MEA revenue was reallocated. The system adjusts the original booking amounts in Unbilled AR and Unbilled Deferred Revenue.
• On reassignment: The GL entry was posted when the dimensions were reassigned on a contract line.
• On payment reversal: The GL entry was posted when the reversal date was edited on an invoice.
• On cancel: Can mean either of the following: the GL entry was posted on the date specified as the cancellation date, or the GL entry was posted on the date specified as the revaluation date when the Project time contract line was revalued.

Balance type

The type of balance affected by the event. Displays one of the following:

• Accounts Receivable
• Expense
• Revenue

Posting type and Classification

The posting type/classification combinations are as follows:

• Accounts Receivable: Unbilled, Billed
• Deferred Revenue: Unbilled, Billed, Paid
• Sales Revenue: Unbilled, Billed, Paid
• Expense: Deferred, Recognized, Accrual

To view the GL accounts associated with these combinations, see the Posting configuration tab in the Configure Contracts page or the Accounts and journals tab on the contract line.

Amount

Base amount

Exchange rate

GL batch

Select the link in this column to view the journal entry created by the system for the corresponding event.

Note that Accounts Receivable, Deferred Revenue, and Sales Revenue posting to the Billed classification occurs on the Accounts Receivable invoice, so there is no GL batch link displayed. To see these journal entries, select the contract invoice Transaction link and then select the Posting details tab in the contract invoice.

Transaction

When Event = "On invoice" or "On payment", this column displays the invoice transaction identifier. Select the link in this column to open the invoice in a separate browser window.

Revenue Journal 1 and Revenue journal 2

Depending on whether your Contracts configuration uses one set of journals or two, you might see Revenue Journal 1 and/or Revenue Journal 2. These are the journals to which revenue is posted.

The journals displayed here are defined in the Configure Contracts page.

The account to which to post the contract line amount that has not yet been invoiced.

The account to which to post the total value of the contract that has not yet been recognized or invoiced.

The account to which to post an expense amount that has been incurred but not yet consumed.

The account to which to post an expense amount when recognizing the deferred expense.

The account to which the liability accrual is posted.

Transaction date

The date the journal entry posted.

Detail line

The contract line number associated with the MRR.

Change type

Displays one of the following options:

• New MRR
• Add-on MRR
• Renewal upgrade: the contract line item was renewed. This option is only displayed in renewed contracts.
• Renewal downgrade: the contract line item was not renewed or the contract line was renewed but the flat amount in the renewed contract is less than the flat amount in the source contract. This option is only displayed in renewed contracts.
• Churn MRR: the contract line was part of a contract where all MRR contract lines were canceled.
• Downgrade: all contract schedules were canceled for the MRR contract line. Other MRR contract lines in the contract are still In progress.

Amount

The amount associated with the MRR expressed in the transaction currency.

Base amount

The amount associated with the MRR expressed in the base currency.

Stat/GL Batch

Select the link in this column to view the journal entry created by the system for the corresponding event.

The type of amount associated with the corresponding transaction. Displays one of the following:

• Time: the invoiced amount was derived from timesheet hours and the total actual billing amount was less than or equal to the estimated transaction amount for the contract line.
• Adjust: the invoiced amount was derived from timesheet hours and the total actual billing amount was greater than the estimated transaction amount for the contract line.