buttonUse this document window to define the initial terms and amounts associated with a particular contract. This help topic covers budgeted contracts, committed contracts, and contract funding. The contract document is divided into many tabs, which you use to enter information.
Review Status tab - When using the workflow-based approval process
Review Status tab - When not using the workflow-based approval process
Contract Summary tab. This tab is subdivided into the following subordinate tabs:
buttonClick to add a new contract to the log.
buttonClick to enter Edit mode to edit the contract document. This button
displays when you click either the name of a document, or the round, gray
icon ( 
) in front of the name
of the document, on the Contracts - <contract type> log window.
If you clicked the open in edit mode icon ( 
, 
, or 
)
on the Contracts - <contract type> log window, the document is already
in edit mode, and the button does not display.
buttonClick to print the contract form.
buttonClick to display the default document form on screen the way it will look when it is printed.
Click to return to the Contracts - Budgeted, Contracts - Committed, or Contracts - Funding log window.
Click to return to the Workspace.
Click the arrow to open a drop-down list containing actions you can perform, including sending the document to Correspondence sent or Correspondence received, adding a new document, editing, printing, or deleting the current document, generating a new contract based on an existing one, setting requisition options, generating a transmittal, applying markup, generating a material delivery document, version document or e-mailing the document to an Inbox. Select the action that you want to perform.
Click this link to display the items in the Transmittals list. From there you can select the create or remove functions you want to perform on a transmittal.
Click this link to open the Print dialog box. Use this dialog box to choose, preview, and print a report, form, or dunning letter for the current document.
buttonThis button appears when the document is in Edit mode. Click to spell check the document. If a mistake is found, the Spelling dialog box opens.
Use the following tabs to record information about a contract. The information is based on Edit mode.
The name of the company and key contact receiving the contract.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in. This is a required field.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact
to receive the contract, click 
to open
the Select
Contact dialog box to choose a contact.
Note: Once a Contract is saved, only the contact can be changed, not the company that is selected.
Click 
to open the To
dialog box to view or edit the address information for the company
to which this contract is going.
The name of the company paying for the contract and the key contact.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in. This is a required field.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact,
click to open the Select
Contact dialog box to choose a contact.
Note: Once a Contract is saved, only the contact can be changed, not the company that is selected.
Click to open the From
dialog box to view or edit the address information for the company
to which this contract is going.
Contract Management automatically assigns a unique number to identify the contract. You can change this number only when you create a new document. This is a required field.
The date the contract was created. Click the calendar 
icon to change the date.
Select the specification item that best describes this contract from the drop-down list. Documents can be sorted or filtered by their respective specification numbers, so you can easily locate and view documents of a particular spec type.
The specification section codes are part of the MasterFormat standard coding system, which was developed by the Construction Specifications Institute (CSI) and the Construction Specifications Canada (CSC). If necessary, you can add a new specification section to this list in the Specification Sections Detail dialog box (right-click on the top-level folder and choose Dictionaries, Spec Sections).
The sum of all unit cost items plus the lump sum and tax specified in this contract. Click the Line Items tab to change this amount.
This section describes the fields for the flexible, workflow-based approval process available in versions of Contract Management 12.0 and later.
Mark this checkbox to use the workflow-based approval process. This will display the fields for the workflow-based approval process, and will hide the fields that would be available for versions of Contract Management prior to version 12.0. This checkbox is only available until you save the document.
If you mark the checkbox to use the workflow-based approval process, and then save the document, you will not be able to use the fields described in the Review Status - When not using the workflow-based approval process section.
If you leave this checkbox unmarked, fill in the fields using the approval fields described in the Review Status - When not using the workflow-based approval Process section, and then save the document, you will not be able to change your mind and use the workflow-based approval process.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields that were available in Contract Management 11.1 and prior to set up the approval structure. If you use the workflow-based approval process, the reports that you built against the approval data may not work.
This is a required field if you are using the workflow-based approval
process. The Document Owner is the contact responsible for administering
the new approval process. The contact you choose must be one who is already
linked to a user account when adding
a contact or when editing an existing contact. To choose a Document
Owner, click to open the Select
Contact dialog box.
The contact responsible for this contract. Click
to open the Select
Contact dialog box to choose a BIC.
buttonAfter setting up all the information and creating the list of reviewers, click this button to start the approval process. Only one of the following can initiate a contract:
The project owner
The document owner
A Contract Management administrator
Caution: If you click this button before all fields are complete, and all reviewers are listed, you will be unable to make any changes in this cycle. The field to the right of the Initiate field lists the cycles. You can use the pull down list to pick a different cycle to review. This field will be blank until after the first cycle is initiated.
buttonThis button displays when a reviewer rejects a document. The project owner, document owner, or Contract Management administrator can use this button to start a new cycle in order to either begin the review process again or delete the document. A rejected document cannot be deleted without first starting a new cycle.
buttonThis button displays when all reviewers have approved a document. The project owner, document owner, or Contract Management administrator can use this button to revoke the approval and start a new cycle in order to either begin the review process again or delete the document. An approved document cannot be deleted without first revoking the approval.
Use this drop-down list when a document has multiple cycles to choose a different cycle in order to view its information. A document may have several cycles when:
A reviewer rejected a document, and a document owner, project owner, or Contract Management administrator initiated a new document review cycle.
An approved document has had its approval revoked by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
A review cycle was stopped by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
Each cycle contains all information relevant to that cycle. When you view a previous cycle, you cannot make any changes to the information for that cycle. The information is strictly read-only.
buttonThis button displays when a review cycle has been initiated. The project owner, document owner, or Contract Management administrator can use this button to stop the approval cycle.
Lists the status code for the document. This field will change, depending on what action a reviewer designates for a document.
Select the priority level for this contract, which will appear in the BIC’s Action List. Priority can be High, Normal, or Low.
Use the drop-down list to choose the method of approval. This can be one of the following:
Approve in Sequence - Use this when the document must be approved in the order in which the reviewers are listed under the Review section.
All must Approve - Use this when every contact listed under the Review section must approve the document before approval is final.
Any can Approve - Use this when any contact listed under the Review section can approve the document and make the approval final.
buttonClick this button to create the list of reviewers. This displays the Select Contact dialog box that you use to choose the reviewers. You must already have added the contacts and linked them to a user account. You add contacts when you add companies.
Click the calendar icon to the right of the Required Start field to display a calendar that you can use to select the date on which the approval process must start. Use the arrows on either side of the name of the month to select a different month. Use the arrows on either side of the year to select a different year.
Click the calendar icon to the right of the Required Finish field to display a calendar that you can use to select the date on which the approval process must end. Use the arrows on either side of the name of the month to select a different month. Use the arrows on either side of the year to select a different year.
This read-only field displays the number of days in this cycle that the approval process has exceeded the Required Finish date.
This read-only field displays the number of days in this cycle that have passed since the Required Start date of the approval process.
This read-only field displays the total number of days in this cycle that have passed since start of the approval process, including the number of days overdue.
This read-only field lists the contacts who will review and decide whether to approve the document.
This read-only field lists what each reviewer decided regarding the document. The status can be:
= The
document was rejected.
= The document was approved.
= Ball in court
This read-only field lists the date on which the reviewer received the document.
This read-only field lists the date on which the reviewer sent the document to the next reviewer on the list.
This read-only field lists the number of days that the reviewer had the document before sending it to the next reviewer on the list.
Lists each reviewer's comments regarding the document.
If you do not want to use the flexible, the workflow-based approval process, you can use the simpler approval fields described in this section to add a new contract. Once you save, you will not be able to switch to the workflow-based approval process for this document.
Note: If you have reports that were built against approval data using the approval fields from versions 11.1 and prior, you should use this section of this dialog box to set up the approval structure. If you use the workflow-based approval process available in versions of Contract Management 12.0 and later, reports and forms that contain the original approval structure will not display the approval data.
Leave this check box unmarked if you do not want to use the workflow-based approval process.
Note: If you mark this check box, and save the document, you will not be able to access the standard document approval fields. You will then have to use the workflow-based approval process.
The contact responsible for this contract document. This is a new field. This field is optional if you are not using the workflow-based approval process for this document. To choose a Document Owner, click the Select link next to the Document Owner field to display the Select Contact dialog box. Then click the Select link next to the company name to select the key contact for the company, or expand the company and click the Select link next to the contact you want to make the document owner. The Select Contact dialog box will only contain contacts that are linked to a user account. See "Add a new contact in the Contact section" of the Add Companies and Contacts help topic for information on linking contacts to user accounts.
The contact currently responsible for this contract. Click Select to open the Select Contact dialog box to choose a BIC.
Select the priority level for this contract, which will appear in the BIC’s Action List.
Select a valid status code from the drop-down list.
Click 
to approve the contract.
The default is No. You must fill in the Approved By information before
you can approve a contract.
This section provides fields for two authorized contacts to approve
the contract. Enter their names and companies by clicking 
to open the Select
Contact dialog box and typing the dates in the Date fields. (Or, click
the calendar icon to select
a date from the pop-up calendar.) Two contacts must sign off on the contract
before you can click .
This tab displays a summary of the costs associated with this contract. This tab contains the following subordinate tabs:
The original value of the contract.
The total value of approved changes on the contract.
The original value of the contract plus the total value of approved changes.
The amount paid on the contract so far.
The balance remaining on the contract.
The original early finish date for the contract.
The latest early finish date for the contract.
This section lists all change documents associated with this contract. This section is not editable.
buttonClick to open the Change Management document window to start the change management process to link a change document to the contract.
The title of the change document associated with the contract. Click to open the document.
The change document type.
If the change was generated by the Change Management process, this field contains the Change Management item number. Click to open the document.
The date the change document was created.
The date the change was approved.
If the change was approved, its value appears in this field.
If the change is still pending, its value appears in this field.
The status of the change.
This section lists open insurance policies associated with this contract.
buttonClick to open the Insurance document window to link a new insurance document to the contract.
The type of insurance policy linked to this contract. Click to open the insurance document.
The insurance provider, the name of an agent at the insurance company, or a contact person at the company that is providing the insurance.
The date this policy goes into effect.
The date this policy expires.
The maximum insured limit for this policy.
This tab does not display if you have created a requisition against this contract.
This tab lists invoices associated with this contract.
buttonClick to open the Invoice dialog box to link an invoice to the contract.
Contract Management automatically assigns the next sequential number to each invoice.
The date the invoice was created.
A descriptive title that specifies the purpose of the invoice. Click to open the Invoice dialog box.
The contact responsible for acting on this invoice.
The priority level for this invoice, which will appear in the BIC’s Action List.
The status of the invoice.
The amount billed.
The actual amount paid, which may include discounts or interest.
The date the payment was made.
The check number from the sent or received payment.
The identifier for the scheduled activity from the P6 EPPM project linked to this invoice.
Click to delete the invoice.
This tab does not display if you have created an invoice against this contract.
This tab lists requisitions associated with this contract.
buttonClick to open the Generate Requisition wizard to create a new requisition for this contract.
The last day of the billing period in which this requisition was issued. Click the link to open the Requisition document window.
A unique number identifying each Payment Requisition issued per contract. Contract Management assigns the next sequential number to a new requisition.
The amount of payment certified (approved) for this requisition. Authorized persons certify requisitions in the Status section of the Requisition document window.
The currency value of the portion of contract work completed to date.
Contract Management calculates this amount by subtracting the retainage amount calculated from the total currency value earned from the portion of work completed, then subtracting the total previous amount certified from this amount to calculate the payment due for this requisition. The following equation illustrates this calculation:
Current Payment Due= (Total Earned - Retain) - Total Prev Amount Certified
Yes indicates the requisition is certified.
Yes indicates the requisition is the latest one received for the contract.
This section lists submittals associated with this contract. You can ”r;collect” submittals into a contract, which links the submittals to the contract. It also fills in the Received From and Returned By Companies in the submittal workflow with the To Company from the Contract.
buttonClick to open a Submittal document window to link a new submittal to the contract.
buttonClick to open the Select Submittals dialog box to link existing submittals to the contract. Use this option if you already entered your submittals and are now awarding the contract for that package. Contract Management automatically fills in the Received From and Forwarded To fields with the To company of the contract.
The submittal's title. Click to open the Submittal document window.
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
The number of the latest submittal review cycle.
The status of the most recent submittal review cycle.
The contact currently responsible for acting on the submittal.
Use this section to enter itemized costs for the contract.
buttonClick to open the Contract Item dialog box to enter lump sum line item rows for this contract.
buttonClick to open the Contract Item dialog box to enter unit price line item rows for this contract.
Contract Management automatically assigns a unique number to each item row.
The Quantity and Units fields work together to measure the amount of work or the amount of an item. For example, if a job requires 300 hours to complete, enter 300 in the Quantity field and Hours in the Units column. Use whatever units are applicable to the contract, such as days, weeks, or pounds.
A brief description of the item or service provided.
The cost of a single unit, as specified in the Units column, for example, $40.00 per hour, or $200 per ton.
Contract Management automatically calculates this field based on the Quantity and Unit Price fields.
If a fixed-rate tax (fixed percentage) applies to this item, the percentage appears here.
The amount calculated for sales tax, if applicable.
The net amount plus taxes.
The name of the material for this line item. Click to open the Materials Delivery document window.
A scheduled activity from the linked P6 EPPM project associated with the line item.
If the line item was created from a procurement item, a link to the procurement item appears here. Click the link to open the Procurement Item document window.
The cost code this item is costed to.
Click to delete the line item.
Enter a detailed description of the contract in this area.
Enter a brief description of the work to be performed under this contract.
Enter the name of the contract manager or contact person for this contract.
Indicates whether this is a committed or budgeted contract.
The cost type for contracts is always Original.
Mark the DBE (Disadvantaged Business Enterprise), WBE (Women Business Enterprise), or MBE (Minority Business Enterprise) checkboxes only if applicable to the contract.
Yes indicates that the contract was created when a procurement item was awarded.
Assign your own unique reference number to this contract.
The work location for the contact receiving this contract.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact,
click to open the Select
Contact dialog box to choose a contact.
Click to open the Work
At dialog box to view or edit the address information for the
company's work address. Click 
to clear
a field.
The contact to bill for the contract.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact,
click to open the Select
Contact dialog box to choose a contact.
Click to open the Bill
To dialog box to view or edit the address information for the
company being billed.
Enter any special payment terms or conditions for this contract.
Use this field to enter shipping instructions.
This section shows the start and end dates for the contract.
Click the 
icon to open
the Schedule dialog box
to view schedule information.
If you are using P6 EPPM, you can use this field to reference and update the Start/Completion dates of the contract with the schedule activity's early/actual start and finish dates. Link Contract Management to a P6 EPPM project from the Schedule section of the Project Settings dialog box.
To record scheduling information, click Select to open the Select Activity dialog box to select the P6 EPPM activity.
Enter the actual start and completion dates for work related to this change. Click the calendar icon to select a date from the pop-up calendar, or use the schedule activity early/actual dates from the activity entered in the Activity ID field. If the checkbox next to each field is marked, the date is an actual start or finish date.
buttonClick this button to open the Select Issue dialog box to link an issue to this contract.
Any issues linked to this contract are listed here. Click to open the Issue document window.
Use the fields on this tab to attach documents or URLs to this document.
Click
the 
button to open the
Attach
File dialog box to attach a file to the document.
Click
the 
button to open the Attach Document
dialog box, which you can use to attach a document from the content
repository. These documents are external to Contract Management
, and are not part of the documents created in Contract Management.
This button will not display unless the administrator set the
Contract Management
project content management properties to use the Repository. See Configure the Content Repository Document
and Attachment Version Feature for more information.
Click
the 
button to open the
Attach
URL dialog box to attach a Web address to the document.
Note:
If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
If you are using Brava!, an icon appears next to the attachment name on the Attachments tab of document windows, and a checkmark indicates if the file has redlines.
The name of the attachment associated with this contract. Click to open the attachment.
The subject of the attachment.
The location to which the file is uploaded.
The full path to the file.
The size of the attached file.
The date the file was attached.
The user who attached the file.
This tab only displays when one or more custom fields has been defined for the module. Each custom field assigned to the Contract module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (for all projects), and choosing Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add a Custom Field.
Use the Versions tab to maintain a history of your document changes.
This tab only displays when you open the document in View mode, not in
Edit mode (open the document by clicking the document name, not the icon beside the document name). On the Versions
tab, you can view and access previous versions of the selected Contract
document, identify who created the versions and when the versions were
created. You can create and preserve a new version of the document at
any stage during a project. To create a new version of the current document,
choose Version Document from the
Select an action drop-down list. You can use the Contract Management
Administration Application to configure the Version Document feature to
automatically create a new version of your document each time you
save the document (see Configure
the Contract Management
Version Document and Attachment Feature for more information).
Version
Lists different versions of the current
document in reverse chronological order. Click 
to open
each version. Each version shows information available in the document
when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
For more information about versions, see Versions Overview.
From a Contracts - Budgeted, Contracts - Committed, or Contracts - Funding
log window, either choose an existing Contract or click the Add Document
button 
to add a new contract.
For additional help, click the Show link at the top left corner of this help topic. Use the Contents, Index, or the search utility to find additional help.