How to Create a Fixed Fee Contract Template

Fixed Fee Contract Templates are useful if you have multiple sites that you are going to be managing payments with that have the same or similar line items. In the STUDY > STUDY PROFILE > SECTION 7 Site Contract Templates view, you can create templates for Subject Fees which can then be applied to the Site Contracts view and managed within the Site Payments. 

When you navigate to the STUDY PROFILE > SECTION 7 view, you'll want to make sure that box next to the "Manage Investigator/Site Payments for this study" is checked which enables you to create Templates. 

Before you are able to add fixed fee contract templates, one other view must be complete:

1. Add countries in STUDY PROFILE > SECTION 2 STUDY BASICS (2)

Create a Fixed Fee Contract Template from Scratch

Step 1: Click the "Add" button above the left view

Clicking the "Add" button will bring up the following window:

• Template Name - Required - Use this to differentiate the template when assigning in the SITE CONTRACTS view. 
• Category - Required - Select "Fixed" to create a fixed fee contract template. (See this article for creating a subject fee contract: How to Create a Subject Fee Contract Template) 
• Description - Optional - Free text field where you can write out a brief description of the contract.
• Countries - Required - Countries from STUDY PROFILE SECTION 2 populate here. This contract can only be assigned to sites within the country identified in this field. 
• Currency - Required - Select the currency that the numeric values will be calculated using. These can be the country currency or the study currency. 
• Visit Schedule - Not applicable - This field is only used for Subject Fee templates and should remain greyed out

Once all fields have been filled out, click "Save". The left side view will update with your new template's information: 

Step 2: Add Line Items in the Right Grid

With the contract selected in the left view, use the "Add" button to add line items. 

• Item Name - Required - Free text to enter the name of the procedure/line item that is to be paid out. 
• Order - Optional - The ranking in the list where this item will appear.

Once finished entering information, click "Save" and a new row will be created. You can then edit the remaining cells with the detail about that line item:

• Item Name - Editable in this view as well
• Item Fee - Amount to be paid out for each instance of the item (i.e. Each time Labs are done, payout $250 minus holdback). 
• Overhead - Optional - Define overhead value percent
• Item Fee w/ Overhead - Not editable. Used for total calculation of the contract. 
• Payment Terms - Picklist of payment terms for reference when used in SITE PAYMENTS view. 
  • IMPORTANT NOTE: If you want to use the FORECASTING view, make sure each line item has a Payment Term selected.
• Comments - Free text area to leave comments about the line item for future reference

Repeat the process for each line item. 

Step 3: Mark Status as "Completed"

Once your Fixed Fee Contract Template is complete, click on the template in the left grid and choose "Edit". Use the drop-down picklist to change the "Template Status" to "Complete", then save.

Create a Fixed Fee Contract Template from Existing Template

If you have an existing template that is similar to your new template (i.e. different countries, etc), you can use the "Copy Line Items" feature. 

Step 1: Click the "Add" button above the left view

Clicking the "Add" button will bring up the following window:

• Template Name - Required - Use this to differentiate the template when assigning in the SITE CONTRACTS view. 
• Category - Required - Select "Fixed" to create a fixed fee contract template. (See this article for creating a subject fee contract: How to Create a Subject Fee Contract Template) 
• Description - Optional - Free text field where you can write out a brief description of the contract.
• Countries - Required - Countries from STUDY PROFILE SECTION 2 populate here. This contract can only be assigned to sites within the country identified in this field. 
• Currency - Required - Select the currency that the numeric values will be calculated using. These can be the country currency or the study currency. 
• Visit Schedule - Not applicable - This field is only used for Subject Fee templates and should remain greyed out

Once all fields have been filled out, click "Save". The left side view will update with your new template's information: 

Step 2: Click "Copy Line Items" above the Templates in the Left Grid

Click the "Copy Line Items" button above the templates on the left grid to pull up the following view:

• Source Contract Template - Required - Template that contains the line items you would like copied over.
• Target Contract Template - Required - Blank template that you are copying the line items into. 

Step 3: Make Changes in Right Grid

You can now add or remove line items or change the values in any of the cells to customize this to your new Fixed Fee Contract Template. 

Step 4: Mark Status as "Completed"

Once your Fixed Fee Contract Template is complete, click on the template in the left grid and choose "Edit". Use the drop-down picklist to change the "Template Status" to "Complete", then save.

Users Access Requirements

Admin, Manager