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How to Add a Contract
Adding a Contract
Click here  to see the How To Video.
 

About Adding a Contract
The Contract module is probably the most important part of Book-It 2000.  With so many features and functions it may seem a little overwhelming at first, but once you get the basic flow you will be adding contracts quickly in no time.  Below we have how to add a contract with some tips and FYI's.  You can also view the view for a quick guide through.


 1. Click on the Contract Module
 
 2. It will bring you to the Contract Listing   This grid shows you all of the contracts that you have added.
 
 3. To add a Contract click on the + button.
 
 4. Press the Ctrl key and the 'D' key at the same time.  This will bring up the list of artists.  You must add your Artist first before you can add a contract.
 
 5. After the Artist List comes up you can type in the beginning letter of the artist's name and the grid will jump down to the appropriate spot.  When you've found your artist, hit the enter key.
 6. The Artist name will default into the field.
 7. To go to each field press the tab key.
 8. After you've entered in the numerical date for the field you can tab and the full date will default into the DOE field. * DOE = Date of Engagement
 
 9. For the Venue field you can either do a Ctrl^D and hit the V key for Venue.  A grid like the Artist one will appear and you can type the first letter of the venue's name, find it, and press enter.  OR you can simply type in the Venue name if this is a NEW venue.  The Contract system will allow you to add the new venue to the venue module when you add the contract.
   
10. You will notice that if you choose a venue you already added that the TOE and Show Length information defaults (if you filled out those fields in the Venue).
11. If there wasn't any information to default or if you are adding a brand new Venue then you can fill out the TOE field (Time of Even).  If you don't know the TOE at this time you can enter in TBA or TBD.
12. To get the type press the Ctrl^D keys.  And a box will pop up.  You can use the arrow keys on your keyboard to scroll.  When you find the appropriate type make sure the two letter code is highlighted then hit enter. To learn how to add or change these categories click here.
 
13. Arrival/Set Up Time.  This time defaults from the OCR, but can be changed to what you wish.
 
14. For the Purchaser field you can either do a Ctrl^D and hit either M for Manager/Agents, O for Organizations or P for Promoters.  A grid like the Artist and Venue one will appear and you can type the first letter of the name, find it, and press enter. 

OR you can simply type in the Purchaser name if this is a NEW Purchaser.  The Contract system will allow you to add the new purchaser to one of the manger/agents, organizations, or promoters  module when you add the contract.
 
15. The R/A is for the Responsible Agent of the Contract.  Enter in their initials.
 
16. Once you've completed the first tab the system will take you to the Venue tab (located on the right side of your screen.  There are several tabs listed here vertically).  If you chose your Venue from the grid then the Venue information will default into the appropriate fields in this tab.  However, if this is a new Venue then enter the information.
 
17. The only information that will not default are the bottom three fields: Radius, Function Room, and Appropriate Dress.
18. After you've completed your information from the Venue tab the next tab is the Guarantee tab.
 
19. The Guarantee field is for the the entire price of the agreement.
20. The Split Point Indicator and the fields that follow are explained further here.
21. The And Line is to add any other information to the Guarantee.
22. The commission amount will automatically calculate from VS% default.  Usually .100 or 10%.  However, if you wish to to enter a flat amount then you can enter the amount into this field and delete out the percentage in VS%.
23. The source is where the money is coming from.  A for Artist, B for Band, K for Purchaser.
24. If there is a Contract Rider then enter a 'Y' in the field.  It automatically defaults to 'N'.
25. To see the options for the Payment Method, press the Ctrl^D keys on your keyboard.  A grid will appear.  Scroll down to find the appropriate Payment Method Option and then double click on it.  To change these options you can to go the OCR and they are under the Contract tab. For more information on how to change the options click here.
 
26. Payment Method 2 is if there is a custom payment method.  Perhaps if this is a unique payment method then you can put that payment method into this field.
27. The Comments line are for contract comments.
28. The next tab after the Guarantee is the Purchaser tab.  If you selected something Manger/Agency, Promoters/Producers, or Organizations then that information will default into the appropriate field.  However, if you are keying in a new Purchaser then you can continue to key in all the information into the appropriate fields.
 
29. The last vertical tab on the right is the 3rd Party Client tab.  You do not have to fill out any of this tab, but it is available if you need it.
30. The next tab going horizontal is the Additional Provisions tab.  These are the lines that usually appear on a printed contract.  You can have the option of making this field unlimited.
 
31. The next tab is the Notes.  These too can appear on the printed contract, but don't have to.  As with Additional Provisions these can become unlimited if needed.
 
32. The next tab is the Custom tab.  Book-It 2000 can be customized for our customers.  If the Book-It 2000 program (specifically in the contract module) doesn't have a particular field that you need then we can create that custom field here.
33. The Settings screen.  This is the final screen before you add a contract.  This tab doesn't have to be filled out in order to complete a contract, but various fields should be pointed out.
 
34. The Issue to Buyer and Issue to Artist are to let the system know which contract you would like to print.  The defaults are Y for Issue to Buyer and N for Issue to Artist.
35. Contract Due date will automatically default for thirty two days after you've made the contract.  The number of days can be changed in the Operational Control Record.
36. Company ID is used if you have more than one company name.  Depending on what number is set to what company the contract will print the appropriate one.
37. If the Contract needs to be re-issued you would put a Y in this field. (however, when adding a new contract this field will remain blank).
38. Then you would enter in the Re-Issued Date.
39. Contract ID works like Company ID.  If you have more than one contract then you can enter which contract you need to print by putting in a different number.  It will however always default a 1 into the field.
40. Send Promo.  This is perfect if you are sending promotional material.
41. Buy/Sell Settings.  If the artist is receiving a different amount then the whole amount of the contract you can enter their amount in this section as well as any deposits, deposit dates, and a payment method for them.  The artist contract will pull this amount instead of the guarantee amount.
42. Split Commission.  If you split the commissions with another agency then you would do so in this section.
43. Once you have added all the necessary information then you can add the contract several ways.

If you are entering more than one contract the best method would be to press the + button.  This would add the contract and then bring up a new blank screen to add the next contract.

If you are going to print the contract immediately after you enter it then the best method would be to hit the printer icon.

Otherwise you can hit the Contract Listing tab and it would ask you to save changes.
   
44. If you are adding a new venue and purchaser from your contract you would get a screen that looks like this:
Which gives you the options of adding both the Purchaser and the Venue and what categories should go with them.
   
45. Finally when you print the contract you can do several things.  You can either a.) print it, b.) email it, or c.) export it.  To read more about these features click here.