Reporting price changes via a price announcement letter
If a contract in the active status contains contract lines in which changes have occurred, you can create a price announcement letter to send to the accepting contracting party of that contract. Before you can do this, you must first create a mail merge report definition and template file for the price announcement letter. After you specify the period for which you want price changes to be reported, Planon ProCenter is able to merge the respective price change data into the report template you have already created.
 | If the letter template is HTML-based, you can directly view the contents of the price announcement letter within the email body. |
Procedure
1. At the Contracts selection level, select the contract for which you want to create a price announcement letter.
2. On the Report action panel, click Add price announcement form.
3. In the Price announcement forms dialog box, in the Price announcement forms action panel, click Add.
4. In the data panel, complete the relevant fields. For a description of these fields, see Price announcement letter fields. For an overview of how the Yes/No field settings in the price announcement letter dialog box determine which contract lines are included, refer to Yes/No field settings.
5. Click Save.
On the Report action panel, you can now click options such as Edit email, Preview, Print, Send email as required. Furthermore, if you only want to create the price announcement letter, to be sent at a later point of time, click Create only.
• When a contract line amount is indexed using index numbers, the specific index numbers used for the indexation can be shown in the price announcement letter, as well as the corresponding year, month, and group. This information is available as fields on the contract line: Numerator - month, Numerator - year, Denominator - month, Denominator - year. See Contract line fields.
• Price announcement letters are saved in the location specified in System Settings > File locations.
• If required, a View communication log navigation action can be added to the price announcement form dialog box. Clicking this action will then take you to Contract details > Contracts – price announcement form details where you can view the details of a price announcement letter. To add this navigation action, please contact your Planon administrator.
• Once a price announcement letter form exists, you can use it to report changes to several contracts. To do this, select the contracts for which you want to report changes and use Action on selection.
• If you want to report changes for contract line group combinations (group combinations):
1. Include fields from PALs — group combination totals as a subreport in your report template.
2. In the Price announcement forms dialog box, select the price announcement form you want to use.
3. Click Link contract line group combination on the Links action panel.
4. In the Link contract line group combination dialog box, select the group combinations you want to link to your price announcement form.
For more information on adding contract line group combinations and contract line groups, see Contract line groups and group combinations.