Extended Contracts
Package: BILLING
1. General
Extended Contracts are usually used as an addition to a [License]() and represent independent supplementary agreements – e.g. extended warranties, insurances, additional contracts or special equipment. Extended Contracts can be referenced to a License accordingly.
Records from the Extended Contracts module can be selected in the so-called "product block". For detailed information, see the section [Product block in Billing modules]() in the handbook.
A machine ([Product]()) is sold. The associated service contract is created as an asset record. The additionally agreed extended warranty is captured as a separate record in the Extended Contracts module and linked to the corresponding asset.
An additional insurance is taken out for a sold device. It is created as an Extended Contract, linked to the corresponding organization, and the Active until date is set to the contract end. This makes it easy to see at a glance when a renewal is due.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the handbook.
2. List view
The list view in the Extended Contracts module has the usual functionalities of a list view. For more detailed information, see the section Layout/Structure - List view.
2.1. Actions
In the list view, general actions are available – depending on the module. An overview and description of all general actions can be found in the section Actions (List view).
There are no module-specific actions in this module.
3. Detail view
Unlike other modules, the detail view does not load the view defined as the default, but always the most recently used view of the respective record. The reason for this is that Extended Contracts can contain different special information in custom fields depending on their type (e.g. warranty, insurance, additional contract), which is only displayed in the respective custom view.
3.1. Fields
The following table describes fields with non-obvious functions. All other fields are self-explanatory.
Base data block
| Field | Description |
|---|---|
| Asset | Linked Asset (service or license contract) |
| Active until | Date up to which the Extended Contract is valid |
3.2. Actions
The following actions are available in the detail view:
3.2.1. General actions
- PDF Export
- Recommend
- Copy
- Delete
- Change tracking
For detailed information on the actions, see the section Actions (Detail view).
3.2.2. Module-specific actions
There are no module-specific actions in this module.
4. Practical examples
1 – Recording an extended warranty for a sold machine
A company sells a machine and, in addition to the regular service contract, agrees an additional extended warranty with the customer. The service contract is created as an asset record. The extended warranty is captured as a separate record in the Extended Contracts module.
In the record, a meaningful title is assigned, the Active until date is set to the warranty end, and the record is linked to the corresponding asset via the Asset field. In addition, the Extended Contract is referenced to the customer's organization. This way, the extended warranty can be accessed at any time directly from the customer record as well as the associated asset, and the expiry date is visible at a glance.
2 – Managing an additional insurance with term control
An additional insurance is taken out with the manufacturer for a sold device. The insurance is captured as an Extended Contract in brainX, linked to the corresponding organization, and the Active until date is set to the last day of validity of the insurance.
Since custom fields for this insurance type – e.g. for insurance number and insured sum – are maintained in a dedicated view, the most recently used view, in which all relevant fields are visible, is automatically loaded when the record is opened. Using a report in the Reports module, all Extended Contracts with an upcoming Active until date can be filtered, so that due renewals are identified early.
3 – Using an Extended Contract in the product block of a Billing module
A customer purchases, together with a product, a chargeable additional feature that is to be billed separately. The additional feature is already maintained as a record in the Extended Contracts module.
When creating the invoice in the Invoices module, the corresponding record is added as a line item in the product block via the Extended Contract selection. Price and description are taken from the Extended Contract. This way, the additional service is documented both in the invoice and as an independent record with full context.
5. Frequently asked questions
What is the difference between an Extended Contract and an Asset?
An Asset represents a service or license contract for a specific product and primarily serves to track service appointments and license statuses. An Extended Contract is an independent supplementary agreement – e.g. an extended warranty, insurance or special equipment – which is typically referenced as an addition to an asset, but can also exist independently of it.
Why is the default view not always loaded in the detail view?
Since Extended Contracts can contain different custom fields in various views depending on their type (warranty, insurance, additional contract, etc.), brainX always loads the most recently used view of the respective record in the detail view – not the view defined as the default. This ensures that all type-specific fields are visible.
What is the "Active until" field used for?
The Active until field indicates the date up to which the Extended Contract is valid – i.e. for example the end of a warranty term or an insurance period. It serves as guidance for upcoming renewals and can be used as a filter criterion in reports to identify due dates early.
Can an Extended Contract be used in the product block of Billing modules?
Yes. Records from the Extended Contracts module can be selected in the product block of the Billing modules and can be inserted as line items in invoices, sales orders or quotes. Detailed information on this can be found in the section Product block in Billing modules.
Are there module-specific actions in Extended Contracts?
No. There are no module-specific actions available in the detail view of the Extended Contracts module. Only the general actions PDF Export, Recommend, Copy, Delete and Change tracking are available.