Control Sheet - Contractors & Suppliers

Control Sheet - Summary

The Contractors Control Sheets are populated by contracts, variations and the Supplier Control Sheets are populated by purchase orders and purchase order amendments.

The Control Sheet for Contractors or Suppliers is located:

The first page of the Control Sheet - Contractors is a summary of variations, payment claims and the time taken to address these per company.

The first page of the Control Sheet - Suppliers is a summary of purchase order amendments, invoices and the time taken to address these per company.

The following terms are interchangeable depending on whether you are looking at the Contractors or Suppliers control sheet:

Contract and Purchase Order

Variation and Purchase Order Amendment

Claim and Invoice

Control Sheet - Contractors - Time Column

Only applicable to Contractors control sheets.

The time columns shows a count of Extension of Time (EOT) and Notice of Delay (NOD) forms against the vendors.

Submitted - is the number of EOTs or NODs that have been submitted for that vendor.

To Respond - is the number of EOTs or NODs that that vendor has to respond to. This is based on any user from that vendor’s company in action.

Approved - is based on the closed status.

Drilling Down into Company Details

Clicking on a Name will open up a control sheet for that company.

Financial Tab

Summary

The financial tab shows a summary of the:

Budget Details. i.e. what the budget is for this contract, any approved budget transfers and variations. (Only shows when not in linked budget mode).
Contract Details .i.e. the original contract sum, approved variations and the revised contract sum.
Forecast Details i.e. the forecast final cost of this contract including contract amount, assessment, working forecast, previous forecast, and variance.
Net Gain / Loss This shows only when control sheet is not in the linked budget mode.

The summary dynamically updates dependent on the filters you select.

Followed by detailed information regarding Forecast and Claim History.

Forecast

The forecast details outline the:

Amounts
Assessment
Forecasts
Variance
Certified to Date (claimed)
Cost Code
Contract
Status (option)

for:

Contracts
Approved Variations
Material Items (this shows only if materials are part of the contract)

Clicking on any of the blue links will open up the relevant form e.g. the Contract, the Subcontractor Variation etc.

Claim History

The claim history shows claims that have been created against this contract outlining:

Claim Reference No. / Link (click on the link to open up the claim)
Revised Contract Sum
% Complete
Value Completed to Date
Total Retention Held
Total Certified to Date (what has been approved)
Claimed Amount
Retention Amount
Net Claim Amount
Status
Payment Certificate Link (click on the link to open up the PPC)

Filter Control Sheet by Contract

When configured by your Administrator you will see a Contract column on the Control Sheet that displays the contract per row. You can also filter by this column.

Forced Selection of Contract

You must select a Contract when creating Trade Reserves, Contingencies and Uncommitted Forecasts, and associate the new form to the budget line of the Contract.

Correspondence Tab

The correspondence tab shows all the correspondence where the company you are viewing (in this example Flanders Temporary Fencing) is either the Author or in the Action or Info section of a form. (This does not include forms that are in the DRAFT status).

For example, if "Contractor 1" (Flanders Temporary Fencing) issues a form to "Company A" (PBS which is the HC (owner of the budget)) with a user (from Company A) or Company A addressed either in the Action or Info section of the form, then it appears in Contractor 1’s Correspondence tab in control sheet.

For example, if "Contractor 1" (Flanders Temporary Fencing) issues a form to "Company B" (Civil Consultant) with a user from Company B or Company B addressed either in the Action or Info section of the form, then it would appear in both Contractor 1’s and Company B’s Correspondence tab in control sheet. Why? Because both Contractor 1 and Company B have contracts with Company A (owner of the budget).

Other Tabs (If Contract is Created from Tender Module)

Refer here for more information about the tenders module Tender Originator / Creator

When the tenders module is used and a package is awarded to a contractor, a contract is created based on the package. The following tabs will populate if they formed part of the package during tender phase.