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Contracts

Contracts records the approved commercial agreement between Wamule Development and a customer. It connects the customer, lot, purchase price, deposit, installment terms, due dates, contract status, signed document, payment history, and account balance.

Because contract information affects legal and financial obligations, staff should create or change a contract only from an approved source and within their authorized role.

Contract information​

A contract may include:

  • customer;
  • project and lot;
  • final purchase price;
  • initial deposit;
  • financed or outstanding amount;
  • installment term;
  • monthly payment;
  • contract start date;
  • payment due day;
  • contract status;
  • signed-document path or upload; and
  • cancellation, void, archive, or history information.

Every value should agree with the approved agreement or documented business decision.

Before creating a contract​

Confirm:

  1. the application has an authorized outcome;
  2. the correct customer record exists;
  3. the lot is the approved lot and its status/reservation context is understood;
  4. the purchase price and required fees are approved;
  5. the initial deposit has the correct operational and financial context;
  6. the installment plan or custom terms have been approved;
  7. the start date and due day are correct;
  8. the person creating the contract is authorized; and
  9. the signed-document process is understood.

Do not create a contract simply to move an account out of an application or reservation queue.

Calculating and checking terms​

The platform may calculate or display values based on the selected plan. Staff should still review:

  • purchase price;
  • deposit amount;
  • balance after deposit;
  • number of installments;
  • monthly payment;
  • first due date or start date; and
  • any fees or exceptions.

If the displayed values do not match the approved terms, stop and investigate. Do not edit several fields until the numbers appear convenient.

Contract statuses​

Use the live status that accurately describes the agreement. Depending on the implemented workflow, statuses may include active, completed, cancelled, voided, or archived states.

General principles:

  • Active should represent a current agreement being administered.
  • Completed should reflect the approved completion criteria, not merely the final expected due date.
  • Cancelled should preserve the agreement and reason while recording that it will not continue.
  • Voided should be used only under the approved legal/administrative procedure.
  • Archived preserves a historical record that is no longer part of normal active work.

Confirm exact live labels and authorized transitions before training staff.

Signed contract documents​

Before uploading or linking a signed contract:

  • confirm the document belongs to the correct customer and lot;
  • check that all required pages are present;
  • verify signatures and dates according to the business process;
  • use an approved filename;
  • avoid uploading drafts as signed copies;
  • protect the document from public sharing; and
  • confirm the upload completed and is accessible to authorized staff.

A signed-document upload does not automatically prove that every financial or post-sales step is complete.

Changing contract terms​

Contract changes should follow a controlled amendment process.

  1. Obtain the authorized instruction.
  2. Identify exactly which term changes and the effective date.
  3. Review impact on payment schedule, balance, statements, requests, and collections.
  4. Preserve the original agreement and supporting documents.
  5. Make the approved change through the supported process.
  6. Record the reason and authorizer.
  7. Verify downstream account information.
  8. Communicate the change to affected staff and the customer through approved channels.

Do not silently change a monthly payment or due day to match an informal arrangement.

Cancellation, voiding, and archival​

These actions must preserve history.

Before cancelling or voiding:

  • confirm the authorized reason;
  • review payments already recorded;
  • determine whether refunds, transfers, credits, or collections actions are required;
  • review the lot's future status;
  • close or update linked reservations and post-sales work;
  • preserve signed documents and Audit Trail; and
  • notify the responsible teams.

A cancelled or voided contract should not disappear from historical reporting simply because it is no longer active.

Example: approved application to contract​

A fictional buyer, Jason Training, has an approved application for Lot 22.

  1. Administration confirms Jason's customer record and Lot 22.
  2. The approved purchase price and deposit are checked against the application and management instruction.
  3. The selected installment plan is reviewed.
  4. Monthly payment, term, start date, and due day are confirmed.
  5. The contract is created once.
  6. The draft is reviewed before signature.
  7. The signed document is uploaded to the correct customer/contract.
  8. The contract status is updated according to the actual milestone.
  9. Payment setup, collections handoff, and post-sales tasks are confirmed separately.

Contract review checklist​

  • Correct customer and lot
  • Approved purchase price
  • Correct deposit and balance context
  • Approved installment term
  • Verified monthly payment
  • Correct start date and due day
  • Appropriate status
  • Signed document attached where required
  • Payments and requests linked correctly
  • Post-sales and collections handoff reviewed
  • Change reason recorded for any correction

Common mistakes​

  • Creating the contract before the application or lot decision is resolved.
  • Selecting the wrong customer or lot.
  • Assuming the selected plan makes every calculated value correct.
  • Treating uploaded deposit proof as a recorded payment.
  • Uploading a draft as the signed agreement.
  • Changing a term without reviewing statements and collections impact.
  • Cancelling or voiding to hide an error.
  • Marking a contract completed because all scheduled dates have passed without verifying the balance and required completion work.

Suggested training media​

Screenshot space: Add a contract-creation screenshot showing customer, lot, purchase price, deposit, term, monthly payment, start date, due day, and status. Annotate the approved source for each field.
Screenshot space: Add a contract-detail screenshot showing signed-document status, payment history, balance, requests, and contract-status history.
Screenshot space: Add a controlled contract-change example showing original terms, approved amendment instruction, updated terms, and downstream statement/payment-schedule check.
Diagram space: Add a contract lifecycle: Approved application → Draft terms → Internal review → Signature → Active administration → Completed, Cancelled, Voided, or Archived. Mark the financial and lot checks at each transition.
Video space: Record a 10-minute fictional contract setup for Jason Training. Include pre-creation checks, term verification, signed-document upload, and confirmation of payment and post-sales handoffs.