Create a Contract

The contract is the form that connects your budget line item estimate to the negotiated cost. It's here you'll breakdown the contract structure and set securities for the contract.

Open

To Create a Contract via the Budget Line Activity History

The Contract button will only appear if the budget is set up as a simple budget.  The button will not show if the budget is set up as a complex commitment budget. 

1. Go to your budget.

2. Click on the line item you want to do a contract for.

3. The Budget Line Activity History page will appear.

4. Click on Contract.

Open

5. Give the contract a descriptive name.

6. Change to an Open status e.g. Issued.

7. Action the contract to the relevant person for the contract as they will need access to create claims.

8. Add line items.

9. Select retention, security and completion details. Refer here for more information on Securities Set Contract Securities

10. When finished click on submit.

To Create a Contract via the Create New Button (Simple Budget)

Contracts can be created via the plus sign for simple budgets (i.e. out of the box - one budget line item per contract).

1. Click on the Plus sign in the top right-hand corner of the blue ribbon.

2. Search for Contract or select it from under the Contract Admin menu.

3. The contract from will open in a new window. 

4. Give the contract a descriptive name.

5. Change to an Open status e.g. Issued.

6. Action the contract to the relevant person for the contract as they will need access to create claims.

7. Select the Budget.

8. Select the Budget Line item.

9. Click on Item 001.

10. Add a description, code and unit.

11. Select the Type:

• Lump sum - Select quantity and rate.

• Schedule of Rates

  • Choose rate type:

    • Material - choose quantity and rate

    • Time - Choose committed start and end dates, and rate

• Select the claim limit.

  • Uncapped / Hidden

  • Capped / Visible

12. Continue adding rows and completing the details for each. Note: you can have different types on the one contract i.e. 1st item may be lump sum, 2nd item might be schedule of rates - material and so on.

13. Select retention, security and completion details. Refer here for more information on Securities Set Contract Securities

11. When finished click on submit.

To Create a Contract via the Create New Button (Complex Budget)

For budgets that are set up as complex, you will need to create your contract via the create new button.

1. Click on the Plus sign in the top right-hand corner of the blue ribbon.

2. Search for Contract or select it from under the Contract Admin menu.

3. The contract from will open in a new window. 

4. Give the contract a descriptive name.

5. Change to an Open status e.g. Issued.

6. Action the contract to the relevant person for the contract as they will need access to create claims.

7. Select the Budget.

8. Click on Item line 001 and select the budget line item.

9. Continue to click on insert row to add more items. Each row added will need a budget line selected.

10. Select retention, security and completion details. Refer here for more information on Securities Set Contract Securities

11. When finished click on submit.

Add a Header and Child Rows

1. Click insert row.

2. Fill in the description only for the first row Item. The type for a header row will always default to lump sum. In this example we have a header row called signage.

3. Click on insert row and then click on the right arrow to create your child row.

4. Give line item a description.

5. Optionally add a Cost Code and unit.

6. Select either Lump Sum or Schedule or Rates Material.

7. Add the amount for the line item.

8. Continue inserting rows until you have all the contract details and costs created.

9. The header row will show the sum of all the child rows.

Change Child Row Back

If you make a mistake and want a child row to go back to the top level or as a new header row:

1. Click on the child row.

2. Click on the left arrow.

3. The row will be reverted back to the top level or it could become a header row.

Delete Line Items

1. Select the line item you want to delete.

2. Click Delete.

Valid Entries of Units for Time and Material for Schedule of Rates

1. Click the Rate Type to toggle between Material and Time. 

2. Material - Free text. 

3. Time - Time has rules for calculating the quantity.

• Select the Start Date and End Date. 

• Enter the unit and the quantity will be calculated automatically.

• Hours = h, hr, hour.

• Days = d, day, dai.

• Weeks = w, wk, week.

• Months = m, mnt, mon.

• Quarters = q, qtr, quarter.

• Years = y, yr, year.

• "s" or "ly" can be added at the end in any of the units.

• Units are not case-sensitive.