Purchase contracts and booking confirmations are used to record agreements with suppliers, hired artists or team members from the booking. The documents are built from the purchase costs in the booking and are sent per relation.
Set the correct relation first
For team members, it is important that the team member is linked to a relation. That relation determines which supplier or person the purchase agreement belongs to. Without a linked relation, ArtwinLive cannot reliably group the cost lines for the same recipient or decide which document should be sent.
Link purchase costs to a relation
In the booking finance details, purchase costs need a creditor or relation. ArtwinLive groups cost lines per relation. This lets one document include multiple cost lines for the same supplier, such as fee, production or extra services.
Choose what each relation receives
Open the relation and use Purchase contract sending to choose what may happen from booking finance. Do not send means no new send action is shown for open costs. Booking confirmation sends a confirmation of the agreed booking. Purchase contract sends a signable purchase contract.
Manage it from the booking too
In a booking, you can manage the purchase contract relations through the document or contract actions. There you see the involved relations and can choose per relation between do not send, booking confirmation or purchase contract. This is useful when you want to adjust the choice while reviewing the booking.
Sending from the booking overview
When purchase costs have a relation and that relation is set to booking confirmation or purchase contract, the booking overview shows a card per relation. The card shows which cost lines are included and whether the document is not sent yet, sent, waiting for countersign or completed.
Booking confirmation or purchase contract
Use a booking confirmation when the recipient mainly needs a confirmation of the agreement. Use a purchase contract when you need formal signing. A purchase contract can be countersigned after the recipient signs, so both parties end with a completed document.
Checks when the action is missing
Check whether the team member is linked to a relation, whether the cost line has a creditor or relation, and whether Purchase contract sending on that relation is not set to Do not send. After that, the correct send action can appear in the booking.