Contract - Create

Setup required before use	Who Can Use It?	Where Is It?
Contract types Contract folders	User Assist. Project Manager Project manager Director Administrator System Administrator	Contracts > New

1. Select a project from the Project # list.
2. Add/Change the Contract Number.
3. Add/Change the Contract Title.
4. Set the Contract Signing Date.
5. Select the Contract Type.
6. Add/Change in the Scope of Work (optional).
7. Assign a Contract Manager.
8. Set the Commencement Date.
9. Set the Practical Completion Date.
10. Enter the Contract Sum (ex tax) or tick Use Contract Breakdown.
11. Select the Tax rule.
12. Attach Owner and Contractor.
13. Use the Attribute tab to enter any mandatory attributes before saving the new contract.
14. Save.

1. Specify the location of the Contract Directory.
2. Set the contract security terms.
3. Specify the Defects Liability Period.
4. Save.

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1. Click the Contract Breakdown tab.
2. Add items and values (ex tax) to the Contract Breakdown grid.
3. Save Breakdown.

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1. Select a role from the list of Categories i.e. Client.
2. Under the Contact heading start to type the name of a company.
3. Select a Personnel listed within the contact.
4. Save.

1. Click into the Value field against the attribute group.
2. Select from a list or check multiple options from the tick list. Depending on the attribute value type, you can type in a value, date etc. 
3. Press the tab key and repeat for each Attribute group.
4. Save.

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The Contract Number is automatically filled in from the project number and can be changed if required.  A Contract number can be any combination of numbers and letters to a maximum of 20 characters.  Contract Number can be used to populate your Contract Admin documents and certificates. 

Special characters should be avoided if the contract number is to be used when creating a contract directory in Windows Explorer.

The Contract Title is automatically filled in from the Project Title and can be change if required.  The Contract Title can be used to populate your Contract Admin documents and certificates. 

Special characters should be avoided if the Contract Title is to be used when creating a contract directory in Explorer.

Allocate a staff member as the Contract Manager.  The names that appear in the Contract Manager list are governed by their level of access.

Want to learn more? Staff access levels

This is the location of the contract directory on your server. This can be edited through the Contract settings. 

Select which type of contract is to be used from an existing list of Contract Types.  You can specify which document templates are to be used for the different contract types.

For how to setup your own Contract Types, see Contract Default Data.

Want to learn more? Contract Types

The Tax Rule will default to the selection made in System Settings. The Tax Rule can only be edited whilst the Contract status is Draft. This determines the calculation of tax on all Contract Communications.    

Want to learn more? System Settings

Use the copy contacts from the project function to import all contacts that are listed on the project. To copy project contacts complete the following steps:

1. Select Copy from Project Contacts button.
2. Save the contracts table with the project contacts shown.
3. After saving you can then edit/remove any contacts that aren't required on the contract.
4. Save.

Use this button if you want to add a contact that does not currently exist. This new contact button will allow you to create a new company or individual contact, and link the required personnel. NEW 4.8

Want to learn more? Creating Contacts topic

If you need to have the contact and personnel details stored in MS Outlook®, use the Sync to Outlook button to send the information across. NEW 4.8

Want to learn more? Sync Contacts to MS Outlook® topic

This is the date the contract was signed.  This date remains unlocked and can be changed at any time throughout the Contract regardless of the Contract Status.

This is the date of the commencement of building works or the date the site was handed to the contractor.  This date remains unlocked and can be changed at any time throughout the Contract regardless of the Contract Status.

The original date for practical completion can only be configured while the contract is new or the contract Status is Draft. The System Administrator can amend this date whilst the contract has a status of In Progress. To alter the Practical Completion date you must use an Adjustment of Time, if the contract is not at draft status.

An Alert can be issued to the Contract manager to notify the date is nearing.

The contract sum may be a single lump sum or it may be composed of several breakdown items within the contract.  The contract sum amount or the breakdown items amount are all entered excluding tax. The tax calculation is set at the Contract level. 

The original contract sum may only be configured while the Contract Status is Draft.  Once the Contract Status has been changed to In Progress, the contract sum can only be changed by creating a Contract Sum Adjustment.  The Contract Sum can also be locked so that no Contract Sum Adjustments can be entered.

This option will enable you to create a trade breakdown to make up the value of the Contract Sum.  When using a contract breakdown, you must first attach the breakdown before you can configure the Contract Security Settings. A different tax rule to the Contact can be attached to each individual Contract item. The appropriate value of tax will then be calculated on all Communications.