The first step in the Contracts business process workflow is the Creation step.
To create a new Contracts record
- Go to your project. Ensure that you are in the User mode.
- Expand the Financial Transactions node and expand the Commitment node.
- Select Contracts.
- From the BP log page, click Create.Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in the Drafts folder.
- In the Line Items section, click Add and select Lump Sum or Unit Cost to select the type of cost item. You can also click the Grid button to enter multiple line items. The Line Items form opens.
- Complete the Line Items form according to the Line Items table below. You must complete all required fields on each line that you entered before you can save the Line Items form.
- Click Add Cost.
- Select a cost code to associate with this cost item and click the Select button. You can distribute the total amount across multiple cost codes. Click the Add Remaining button to add the remaining amount to a cost code.
- Enter a short description for this line item.
- Enter the item quantity and item unit cost.
- Click Save the Line Items form closes.
If you do not click Save before closing the form, you will lose your line item changes.
The system automatically calculates the aggregate value of the line items and displays the amount in the Amount field and in the Line Items section Total Amount field.
- Repeat steps 6 to 12 to add more line items.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens that shows a list of available task recipients.
- Select the user or group who will receive the task on the Approval step.
- Click Add.
- Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
- Click Send to route the record to the Approval step.
Upper Form
In this field | Do this |
|---|---|
General block | |
Record Number | This is a read-only field that Unifier populates when you send the form to the Approval step.. |
Title* | This is a required field - Enter a name for the record. |
Project Number | This field is auto-populated from the project. |
Project Name | This field is auto-populated from the project. |
Transaction Currency | You can select the currency for the transaction if it is different from the project currency. The transaction currency must be active in the project. |
Rate in Project Currency | Unifier auto-calculates this value and displays it on the next step after the task is accepted. Currency conversions use the exchange rate defined in the active Exchange Rates set in Unifier's Standards & Libraries. Until you modify a currency rate, Unifier uses the last active rate for that currency. |
Creator | This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information. |
Creation Date | This is a read-only field that Unifier populates when you send the record to the next step in the routing. |
Due Date | This is a read-only field. Due Date is pre-populated to reflect the number of days you have to finish routing the record. If the record becomes late, Unifier displays the record Title in bold red. |
Status | This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow. |
Amount | This is an auto-calculated field that shows the total amount of the line items in transaction currency. |
Project Currency Amount | This is an auto-calculated field that shows the total amount of the line items in project currency. |
Contract Information block | |
Contract No* | This is a required field - Enter the contract number. |
Spec Section | Select a value from the field drop-down menu. |
Contract Description | Enter a description for the contract. |
Priority | Select the priority from the drop-down menu. |
Work Retainage% | Enter the percentage that should be retained from contract payments. |
Effective Date* | This is a required field - Due Date is pre-populated to reflect the number of days you have to finish routing the record. If the business process allows changes, then you can change this date. If the record becomes late, Unifier displays the record Title in bold red. |
Contract Type* | This is a require field - Select the contract type from the drop-down menu. |
Contract Terms* | This is a required field - Enter the terms of the contract. |
Expiry Date | Enter the day the contract expires dd/mm/yyyy or click the calendar icon to select the date. |
Contract Summary block | |
Original Contract Amount | The amount is auto-populated by the line items on this form. |
Net Changes by Change Orders | This value comes from the project cost sheet. |
Revised Contract Amount | This value comes from the project cost sheet. |
Actuals to Date | This value comes from the project cost sheet. |
Contract Balance | This value comes from the project cost sheet. |
Vendor Information block | |
Vendor* | This is a required field - Select a Vendor from the drop-down menu. |
Vendor Name | This field is auto-populated from the Vendor record. |
Address 1 | This field is auto-populated from the Vendor record. |
Address 2 | This field is auto-populated from the Vendor record. |
Address 3 | This field is auto-populated from the Vendor record. |
City | This field is auto-populated from the Vendor record. |
State/Province | This field is auto-populated from the Vendor record. |
Zip/Postal Code | This field is auto-populated from the Vendor record. |
Country | This field is auto-populated from the Vendor record. |
Primary Contact | This field is auto-populated from the Vendor record. |
This field is auto-populated from the Vendor record. | |
Phone | This field is auto-populated from the Vendor record. |
Fax | This field is auto-populated from the Vendor record. |
Minority-owned Business | This field is auto-populated from the Vendor record. |
Woman-owned Business | This field is auto-populated from the Vendor record. |
Disadvantage-owned Business | This field is auto-populated from the Vendor record. |
P6 Activity | Select a P6 activity to associate with this record. |
P6 Planned Cost | This is a read-only field. |
P6 Planned Start | This is a read-only field. |
P6 Planned Finish | This is a read-only field. |
Item Logs
Summary Items Tab
In this field | Do this |
|---|---|
Cost Line Item Type | This is auto-populated based on the Line Item Type you selected. |
Short Description* | This is a required field - Enter a brief description of the item specified on the line item. |
Spend Category | Select a category from the drop-down menu. |
Item Quantity* | This is a required field if the Cost Line Item Type is Unit Cost. Enter the number of items specified on the line item. |
Unit of Measure* | Select the Unit of Measure for the item specified on the line item line item |
Item Unit Cost* | This is a required field if the Cost Line Item Type is Unit Cost. Enter the price of the item specified on the line item. |
Amount | If the Cost Line Item Type is Lump Sum, then enter the total amount for this line item. |
Costed Quantity | This a read-only field. |
Not costed Amount | This a read-only field. |
Costed Amount | This a read-only field. |
Not Costed Quantity | This a read-only field. |
Description | Enter a short description of this line item. |
P6 Activity | Select a P6 activity associated with this item. |
P6 Planned Cost | This read-only field is based on the selected P6 activity. |
P6 Planned Start | This read-only field is based on the selected P6 activity. |
P6 Planned Finish | This read-only field is based on the selected P6 activity. |
Approved Change Orders Tab
Use to create a new record as well as view, copy, or find existing approved change orders.
Pending Change Orders Tab
Use to create a new record as well as view, copy, or find existing pending change orders.
Payment Applications Log Tab
Use to create a new record as well as view, copy, or find existing records.
Submittals Tab
Use to create a new record as well as view, copy, or find existing records.