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.

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.  (Click here for how to set up 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.

5. Give the contract a descriptive name.

6. Change to an Open status eg Issued.

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

8. Add line items and submit.

To Create a Contract via the Create New Button

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

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 eg Issued.

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

7. Select the Budget you want.

8. Select the Budget Line item.

9. Add line items and submit.

Add Line Items

1. Click insert row.

2. Give line item a description.

3. Optionally add a Cost Code.

4. Add the cost amount for the contract line item.

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

6. Click Submit. 

Header Rows and Indentation

1. After inserting your header row. 

2. Click on Insert Row.

3. Then click on the > arrow to ident under the header above.  

4. To add another header row, click Insert Row and then click on the < arrow.

5. The header rows will total the budget lines indented under it. 

Remove Line Items

1. Select the item you want to remove.

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.

Multiple Contracts Per Budget Line

When Allow Multiple Contracts per Budget Line is configured by your Administrator (click here for how to) you will be able to raise multiple Contracts against each budget line.

Contracts can be of different types against each budget line.

• CTR: Contract
• PO: Purchase Order