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Contracts

Contracts are formal agreements registered in the system that link the company with clients or customs agents for the management of imports, exports, and logistics.

Each contract documents:

  • Commercial conditions

  • Rates and fees

  • Payment terms

  • Included services

All contracts comply with local regulations and customs procedures.

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Creating a New Contract

To create a new contract:

  1. Click New.

  2. The system will prompt you to enter:

    • Importer

    • Warehouse

    • Contract Date

📷 Screenshot: New contract creation window showing the importer, warehouse, and date fields.

When a new contract is created, it is initially set to "Draft" status. The system automatically opens the detail view so you can complete the contract information.

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Contract Detail View

The contract detail view allows you to enter, review, and update all the data required to fully register and link the contract.

Key fields include:

Field
Description

Contract Number

Generated automatically by the system's sequence

Contract Date

Date the contract was created

Authorized Date

Date the contract was formally authorized

Authorization Number

Official authorization reference

Reference

Internal or external reference number

Transport Method

Sea or air freight

Associated Costs

Transport and handling costs

Contract Lines

Products included in the contract (can be imported/exported in bulk)

📷 Screenshot: Contract detail view showing all fields and the contract lines table with included products.

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Releasing and Previewing the Contract

Once the contract information is complete, it can be released.

After release, you can generate a preview of the contract via the Contract Report, which shows:

  • Products

  • Dates

  • Authorizations

  • References

  • Transport method

  • Costs

📷 Screenshot: Contract Report preview showing a formatted contract document with all details.

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Approving the Contract

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This operation is irreversible. Once a contract is approved, it cannot be reverted to Draft status.

To approve the contract, click the Approve button.

The contract status will change from "Draft" to "Approved".

After approval:

  • The contract becomes visible in P4 Warehouse with its associated purchase order number.

  • Full traceability and control of the contract is maintained across both systems.

📷 Screenshot: Approved contract view showing status change and purchase order number in P4 Warehouse.

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Starting the Receiving Process in P4 Warehouse

Once the contract is approved, go to P4 Warehouse to begin receiving the merchandise:

  1. Navigate to the Entry module.

  2. Open the Purchase Orders section.

  3. Locate the purchase order associated with the approved contract.

  4. Initiate the receiving process.

📷 Screenshot: P4 Warehouse Entry module showing the Purchase Orders list with the linked order.

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