Contingents
Package: SERVICE PROJECTS
1. General
The Contingents module is used for managing time quotas and their processes. It works closely with the Timesheets module: calculations in contingents are based on the time entries recorded there.
A customer has commissioned a support quota of 20 hours per month. The contingent is created in brainX and linked to the corresponding organization and the associated order. Each time an employee books a timesheet for this contingent, the Open Quota is automatically updated. Once the quota is exhausted, the Status changes to Exceeded.
After a contingent is completed, an invoice should be automatically created. The Billing Automation field is set to yes, so that a configured automation triggers invoice creation when the conditions are met. After billing is complete, the value is set to done.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Contingents module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
Basic Data Block
| Field | Description |
|---|---|
| Quota Name * | Name of the contingent |
| Status |
|
| Commissioned Quota | Total commissioned time quota in hours |
| Open Planned Quota | Automatically calculated remaining quota taking into account booked and planned timesheets: Commissioned Quota − sum of booked and planned timesheets |
| Open Quota | Automatically calculated remaining quota based exclusively on booked timesheets: Commissioned Quota − sum of booked timesheets |
| Billing Automation |
|
*Required field
Booked and planned timesheets are distinguished by the selection list values "booked" and "planned" in the "Status" field of the Timesheets module.
The calculation of the open quota is performed by the system and is not triggered by an automation.
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| New Timesheet | – | Creates a new timesheet and links it to the contingent |
| New CSM Appointment | – | Creates a new CSM appointment and links it to the contingent |
| New Email | Configured email inbox | Opens the email editor with reference to the contingent |
4. Practical Examples
1 – Managing a Monthly Support Quota for a Customer
A customer has commissioned a monthly support quota of 20 hours. In the Contingents module, a new record is created, the Quota Name is assigned and the Commissioned Quota is set to 20 hours. The contingent is linked to the corresponding organization and the associated order.
Each time an employee records support time for this customer, a timesheet entry is created directly from the contingent via the New Timesheet action and given the booked status. The Open Quota field is automatically updated by the system and shows the remaining hours at any time. As soon as the quota is exhausted, the status changes to Exceeded – the responsible employee can promptly inform the customer about a recharge.
2 – Evaluating Planned and Booked Times Separately
A project team is working on a customer project with a fixed hourly quota. In addition to hours already worked, already entered but not yet billed planned times are also to be taken into account in the evaluation to get a realistic preview of the remaining quota.
The contingent is linked to the project and the organization. Timesheets with the booked status flow into the Open Quota field, while timesheets with the planned status are additionally taken into account in the Open Planned Quota field. This gives the project team two perspectives on the quota status at any time: the current consumption and the projection including planned times.
3 – Automatic Invoice Creation After Contingent Completion
After completing a project, an invoice for the consumed quota should be created automatically. The Billing Automation field is set to yes in the contingent. An automation is configured so that it triggers invoice creation at this field value – the invoice is linked to the contingent, the customer and the order.
Once the invoice has been created and sent, the Billing Automation field is set to done manually or via a further automation to prevent re-triggering. The Status of the contingent is set to Completed.
5. Frequently Asked Questions
What is the difference between "Open Quota" and "Open Planned Quota"?
The Open Quota field shows the remaining quota based exclusively on booked timesheets – i.e., the hours already performed and marked as booked. The Open Planned Quota field additionally takes into account timesheets with the planned status and thus provides a preview of the expected remaining quota. Both fields are automatically calculated by the system.
How are timesheets assigned to a contingent?
Timesheets can be created directly from the contingent via the New Timesheet action – they are then automatically linked to the contingent. Alternatively, existing timesheet entries can be subsequently linked to a contingent via the Relations tab.
When does the status of a contingent automatically change to "Exceeded"?
The Exceeded status is set as soon as the sum of booked timesheets exceeds the Commissioned Quota. The calculation is performed automatically by the system – no manual adjustment or automation is required for this.
What is the "Billing Automation" field used for?
The Billing Automation field serves as a control field for automations. When set to yes, a configured automation can use this as a trigger or condition – e.g., to automatically create an invoice. After successful billing, the value is set to done to prevent re-triggering.
In which packages is the Contingents module available?
The Contingents module is included in brainX CRM in the Service and Projects packages. In brainX APP, the module is available by default.
Can I create an appointment directly from a contingent?
Yes. Via the module-specific action New CSM Appointment in the detail view of the contingent, a CSM appointment is created directly and linked to the contingent.