📘 Screen: Contractor Agreement
The Contractor Agreement screen is used to record and track services provided by third parties, such as drivers, operators, general service providers and others. It lets you control payments and deductions and keep the whole financial history linked to an entity.
📍 Location in the system
Menu: Inventory > Contractor Agreement
🧩 Main function
Record the service agreement with a third party, linked to a previously registered entity.
This agreement is always linked to a Season.
🖥 The list
The filters are Season and Type (All, Pending or Finalized). The grid shows Date, Code, Code (supplier), Status, Entity, Total Value, Deduction Value, Advance Value, Net Value and the start and end dates — you can see, without opening anything, how much has already been advanced and how much is still left to settle with each contractor.
📝 Header fields
| Field | Description |
|---|---|
| Status | Required. Open or finalized. |
| Active | Uncheck it to take the agreement out of circulation. |
| Date | Required. Document date. |
| Start date and End date | Term of the agreement. |
| Season | Required. An agreement always belongs to one season. |
| Number and Number (supplier) | Your own numbering and the one the provider uses. |
| Entity | Required. The contractor on the agreement (driver, operator, provider). |
| Sector | Responsible sector. |
| Total value, Deduction Value, Advance Value and Net Value | Read-only: they are summed from the items. The net value is what remains to settle after deductions and advances. |
| Service/agreement description | Required. What was contracted — "Harvest Season 23/24", "Lime transport". |
| Notes | General notes. |
🗂 Tab: Details (items)
Each item has Description, Unit price, Quantity, Total value (required), notes and the Advance Value checkbox — it is what indicates whether that entry is an advance rather than a service provided. The Import button brings in entries that already exist in the system, and Delete all clears the list.
There is also the File tab, for attaching the signed agreement, invoices and receipts.
Besides recording payments and deductions, the Import button brings entries from other parts of the system into the agreement:
- Fuelings
- Movements (invoices)
- Requisitions for item consumption
- Agricultural Work Orders
These imports make it easier to build the agreement's history from real data recorded in the system. You can also add informational payment and deduction records (not yet entered in accounts payable):
- Advances (e.g., R$ 2,000 on 04/10)
- Deductions (e.g., R$ 50 for a tire repair)
- Other items such as meals, packed lunches, lodging, etc.
These items make up the history of how the final amount to receive/pay was reached.
📄 Finalization and receipt
When the services are complete:
- The user can print a summary of the agreement with all the informational entries
- Issue the final receipt
- Finalize the agreement, preventing further edits
This ensures proper documentation of the service relationship with the contractor, improving organization and security in the farm's financial operations.
📊 Related reports
- Better control of amounts paid, advances and deductions
- All entries are recorded in a single place
- You can link real entries and issue official reports
❓ Frequently asked questions
What is the contractor agreement for?
To record and track services provided by third parties — drivers, operators, providers in general — controlling payments, deductions and the whole financial history linked to that entity.
Do I have to enter everything in the agreement by hand?
No. The Details tab imports entries that already exist in the system: fuelings, movements (invoices), consumption requisitions and agricultural work orders.
How do I record an advance paid to the contractor?
Enter the amount as an item on the Details tab and check Advance Value. It then adds up in the agreement's Advance Value field and is deducted from the net value — all of this even before the payment is entered in Accounts Payable.
Where can I see how much I still owe the contractor?
In the Net Value field, which is calculated from the items: total value minus deductions and advances. It also appears as a column in the list, next to each agreement's Total Value and Advance Value.
Can an agreement cover more than one season?
No. An agreement is always linked to one season, in addition to the term set by the start and end dates.