# Agreements An **Agreement** is a contract sent to a customer for signing, outlining the terms and conditions. It can include multiple bookings that repeat and last for months or a long time. ### Converting a Proposal to an Agreement Once the customer agrees to the terms and confirms the hire, the Proposal is turned into a formal Agreement, similar to a confirmed booking, and the system status is updated from **Entered** to **Won**. ### Agreements list {% hint style="info" %} This screenshot provides a comprehensive view of all the active agreements entered within ERM {% endhint %}
### Features Users are able to perform the following high-level actions: * **Creation** - Creating a new Agreement * **Tracking & Status View** - Monitor the current state of each agreement using the Status column. * **Identification & Filtering** - Quickly identify agreements by unique Agreement Number, Customer, or Site. * **Sorting** - Sort the list dynamically using any column header. * **Viewing Details** - Access the full details of any individual agreement. * **Grouping** - The drag-and-drop functionality allows users to group rows based on a specific column such as grouping all agreements by Customer or Status. * **Customisation** - Clear Filters functionality allows users to remove the filters applied previously. ### Actions | Create New Agreement Button | The **Create New Agreement** Button will manually initiate the process of creating a new agreement (bypassing the proposal phase). | | --------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Clear Filter Button | **Clear Filter** Button to remove all currently applied filters and display the full list of agreements. | | Filter Buttons | The **Filter** Button will efficiently refine the displayed list by applying specified information. Using the filters will optimize the agreements view and only show the relevant agreements when specific filter parameters are set. | | Drag Here to Set Row Groups | This feature allows to view specific details focused on a specific header. Multiple headers can be dragged and selected to create a custom view of a more focused and detailed Agreement list set according to preferences. | {% hint style="info" %} This screenshot is an example of a Agreements list where the **Customer** has been set as the row group. Columns can also be dragged to change the order within the Agreements List view. The filter button has also been applied to show only the **Booked** agreements. {% endhint %}
### Agreements List Details The Agreements list has the following detailed information: | Agreement Number | A unique contract or booking identifier. | | ----------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Status |

Booked - Agreement has been created and the equipment/asset has been reserved for the agreement.
Completed - rental has been completed
Sent - asset/equipment has been sent out
Returned - asset/equipment has been returned

| | Customer | The name of the customer associated with the agreement. | | Site | The Epicor site of where the agreement is being managed from. | | On Hire Date | The date and time when the equipment is scheduled to start. | | Off Hire Date | The date and time when the equipment is scheduled to finish. | | Created Date | The date and time the agreement record was created in the system. | | Total (Excl. Tax) | The final monetary value of the agreement, excluding taxes. | | Currency | The currency unit used for the total value. | ### Agreements Header To trigger the agreement form, use the **Create New Agreement** Button. This form configures the details of the equipment rental agreement, where necessary information such as the invoicing cycle, contacts, and location are established. The information for the customers has been pre-filled from EPICOR Kinetic. Fields that are marked with an asterisk(\*) are required fields. Fields that are not editable from this screen will be indicated when you hover over the field. You will need to edit those columns from the Customers screen. {% hint style="info" %} This screenshot is an example of a Agreement Form in ERM {% endhint %}
#### Agreement Form Details | Field | Details | | ----------------- | ----------------------------------------------------------------------------------------------- | | PO Number | The Purchase Order number. (to be filled in) | | Tax Liability | Defines the tax treatment for the proposal. (can be edited) | | Invoice Cycle | The agreed-upon frequency for generating invoices. (can be edited) | | Ship Via | The selected method of transport or delivery. (can be edited) | | Ship To Address | The internal reference name or number for the shipping location. (can be edited) | | Sales Person | The internal staff member responsible for the sale. (can be edited) | | Site | The physical location associated with the project/agreement. (can be edited) | | Booking Contact | The primary person to contact for scheduling the service or delivery start. (can be edited) | | Financial Contact | The contact person responsible for managing accounts payable/invoicing. (can be edited) | | Delivery Contact | The person who will physically receive the delivery or service on-site. (can be edited) | | Ship To Phone | The contact telephone number for the shipping location/delivery contact. (cannot be edited) | | One Time Ship To | A checkbox indicating that the provided address is a non-standard, temporary shipping location. | | Address 1 | Primary street address. (cannot be edited) | | Address 2 | Secondary address details. (cannot be edited) | | Address 3 | Additional address line (optional). | | City | The city of the shipping address. | | State | The state or province. (cannot be edited) | | Country | The country. (cannot be edited) | | Post Code | The postal or ZIP code. (cannot be edited) | #### Agreement Details This section allows the user to edit and finalise the **Agreement,** Shipping Logistics, Key Points of Contact, and full Rental/Service Specifications, including the Financial Summary, where the details on both Line Charges and Miscellaneous Charges and the total of the whole booking are covered. All the details in this page can be edited accordingly by using the **Edit** and **Add** buttons. {% hint style="info" %} This screenshot displays a detailed view of a finalised Agrement Document or a Agreement Detail Screen within ERM. It combines the administrative details captured in the forms with the actual itemised charges. {% endhint %}
#### Line Charges Line Charges are the main charges on a **Agreement**. They list the core things that are billed for. Line Charges include: * Equipment. * The duration of the rental. * The rate and quantity of the equipment rental. Equipment can be added to the Line either by: * **Category** - a reservation of a type or class of equipment/asset. * **Individual** - a reservation of a specific equipment/asset. These charges add up to the base price of the entire job before any **Miscellaneous Charges** are applied. {% hint style="info" %} This screenshot shows the view when the add Line Charge button is clicked in ERM. Setting a booking can be done by clicking on the calendar icon and setting the duration of a booking. {% endhint %}
{% hint style="info" %} This screenshot shows the details that can be amended in a Line Charge. {% endhint %} Note that **Miscellaneous Charges** can be added directly after by clicking on the **MIS CHARGES** tab. **Best Price** - The **Best Price model** is a logic that ensures that once a rental duration is long enough to qualify for a discounted bulk rate, such as a weekly rate. It applies the rate for the longest available period to the entire booking period.
| Field | Description | | ---------------- | --------------------------------------------------------------------- | | Equipment (Code) | Identifies the specific rental unit, e.g., TRK 470 ARD. | | Description | A brief name for the equipment, e.g., Company Delivery Truck 470 ARD. | | Rental Period | | | ------------- | ----------------------------------------------------------------------------------------- | | On - Hire | The start date and time of the rental period (e.g., 1 Nov 2025 6:00 AM). (can be edited) | | Off - Hire | The end date and time of the rental period (e.g., 8 Nov 2025 6:00 PM). (can be edited) | | Header | Value of the Example | Description | | ----------- | -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Hire Period | Day |

The hire period for the line, which is used for display only to show how many periods the booking covers.

Note: This may different from the charge on the line if there is a period in the booking for this equipment that is on a longer period. See best rate.

| | QTY | 8 | The quantity of equipment rented. | | Rate | 120 | The cost per unit of the Hire Period (e.g., $20.00 per Day). (can be edited) | | Count | 8 | The total number of (Days) charged. | | Sub Total | USD960.00 | The total charge for this specific line item ($120.00 x 8 Day). | #### Miscellaneous Charge **Miscellaneous Charges** are the extra fees in a **Agreement**. They cover costs that are not a part of the Line Charges. Examples of Miscellaneous Charges: * Engineering Charge * Freight * Meals Field Services * Travel Expenses They are added to the total of the Line Charges to get the full amount before taxes are applied. To create **Miscellaneous Charges**, refer to our **How to Create Misc Charge** guide. {% hint style="info" %} This screenshot shows the view when the Add Misc Charge button is clicked in ERM and what details can be amended in a Miscellaneous charge. {% endhint %}
| **Header** | **Description** | | ---------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Name |


Engineering Charge -
Freight
Meals Field Services
Travel Expenses

| | Qty | The quantity of the charge. (can be edited) | | Frequency |

Specifies how and when the charge is applied (e.g., applied once, applied upon equipment return).

Once-off - Refers to charges that will charged only once, on the next invoice run. Example: If a charge is added mid agreement, it will be added to the agreement run after the charge was added.

On Return - Refers to charges that can only be calculated or finalized when the assets are physically brought back.

| | Rate | The unit price or rate for the charge. (can be edited) | | Total | The calculated total for the specific Miscellaneous Charge. | ### Printing The Print function allows users to generate a formatted hard copy or digital PDF of the current agreement. This action captures the finalized details of the agreement, including customer logistics and financial summaries, for distribution to the client or for internal record-keeping. The Print dropdown menu in the Agreement interface provides users with options to generate essential operational documents. Unlike the standard single-click print button, this menu allows for specific document selection tailored to different stages of the rental lifecycle. {% hint style="info" %} This screenshots shows the Printing functionality in Agreements. {% endhint %}
**Available Document Types** The dropdown menu offers two distinct output options: **Agreement:** * Purpose: Generates the formal rental contract document. * Content: Includes customer details, billing terms, liability clauses, and the full schedule of equipment and charges. This is typically the document signed by the customer. **Pick List:** * Purpose: Generates an internal operational document for warehouse staff. * Content: Lists the specific equipment items that need to be located, prepared, and dispatched. It focuses on item identification and quantity rather than financial details. To create a **Agreement**, refer to our **How to Create an Agreement** guide. {% content-ref url="/pages/J2biQeSCm8FB09YbDpL5" %} [How to Create an Agreement](/erm-user-guide/how-to/how-to-create-an-agreement.md) {% endcontent-ref %} --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.biscit.com/erm-user-guide/proposals-and-agreements/agreements.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.