In VertiGIS FM Contracts, a stipulation is  an invoice based on a contract's payment entries. A corresponding document is sent to the contract's payer when a recurring payment is established for a contract.

VertiGIS FM creates a stipulation when you create a new payment for the contract. This includes when you adjust a payment amount according to an index agreement or graduated rent agreement. Whenever the payer's payment amount is adjusted, they should be sent a new invoice.

A stipulation invoice includes the contract and payment data below:

•contact name and address

•date printed

•invoice number

•contract number

•contact's debitor number

•linked data object

•payment amount

Sample Stipulation Report

Stipulations have statuses that indicate whether they have been printed, paid, or both. These are represented by icons that appear in the Stipulation section on the contract details page.

Stipulation Status Symbols

The payment status of an invoice is typically tracked in a separate financial management or accounting application.

View Stipulation Preview

If a stipulation has not been printed (), you can see a preview of it first. The PDF for the stipulation preview includes a watermark that indicates that it is a preview.

Stipulation Preview

You have to cancel a stipulation if you want to make changes to it after you print it. For this reason, it is helpful to preview it before you print it.

To See a Stipulation Preview

1.Navigate to the contract details page for the contract associated with the stipulation you want to preview.

2.Expand the Stipulation section.

3.Select the stipulation you want to preview and click the Report () icon.

4.Select the report definition you want to use to render the payment data and click Apply.

5.In the Invoice Print dialog, click No.

You can now open the file that downloads to your computer.

Downloaded Preview File

Edit a Stipulation

You can edit a stipulation before printing it if the invoice number, date, or subject shown in the document need to be changed before it is sent to the payer.

To Edit a Stipulation

1.Navigate to the contract details page for the contract associated with the stipulation you want to edit.

2.Expand the Stipulation section.

3.Double-click the stipulation you want to edit.

4.Click the Edit () icon.

5.Edit the stipulation's details as required. You can edit the Invoice-no., Date, and Subject and Description fields. If the invoice's status is Printed (), you can also select the Paid check box to mark the invoice as paid.

6.Click Save and Close.

Mark Stipulation as Paid

You can mark a stipulation whose status is Printed () as paid when you edit a stipulation. To mark the stipulation as paid, simply select the Paid check box when you edit the stipulation.

Paid Check Box

After you save the stipulation with the Paid check box selected, the stipulation's status is updated to Paid ().

Updated Stipulation Status (Paid)

This action simply records the stipulation as paid in VertiGIS FM. Typically, payments are processed and tracked in an external financial management or accounting application.

Print a Stipulation

Printing a stipulation report refers to creating a final version of the document. It also assigns an invoice number to the stipulation.

You can alternatively print a stipulation using the Issue Invoice workflow.

To Print a Stipulation Report

1.Navigate to the contract details page for the contract for which you want to print a stipulation.

2.In the Stipulations section, select the payment for which you want to create a report and click the Report () icon.

3.Select the report you want to use to render the payment data and click Apply.

4.In the Invoice Print dialog, click Yes.

The status changes from Not Printed to Printed, and VertiGIS FM assigns the stipulation an invoice number in the Invoice-no column.

Stipulation Assigned Invoice Number

In VertiGIS FM. printing a stipulation refers to moving to a state in which it is ready to be sent to a customer. It may not necessarily involve physically printing the document.

Cancel a Stipulation

If you have already printed a stipulation but need to make changes to it, you can cancel the stipulation and then print the new version.

You can only cancel a stipulation once.

To Cancel a Stipulation

1.Navigate to the contract details page for the contract whose stipulation you want to cancel.

2.Expand the Stipulation section.

3.Select the stipulation you want to cancel and click the Cancel () icon.

The cancelled stipulation is shown in red with its invoice number removed in the Stipulation section.

Cancelled Stipulation

You can edit the cancelled stipulation and then print it again. The stipulation will still appear in red and have a new invoice number.

Reprinted Stipulation

You cannot cancel the reprinted stipulation again.