The Contract Follow

Make a Contract

Purpose: A contract with the customer has been made and work on the job can now begin. The next step is to source materials and parts, apply costs, and head for billing for the job.

Benefits:

·      A thorough process to ensure accuracy and professionalism.

·      Integrated with purchase ordering for sourced materials and parts.

·      Know the position of the contract at all times.

 

A contract job is illustrated in the screen image below and information about significant buttons and fields is provided.

If the Contract Job Configuration is set to Auto Generate Default Job Number, the job ID number would have been automatically provided from the setup. A suffix of con can be added so that it is easy to discern this is a contract as opposed to an estimate. In the screen shot above, the Auto Generate Default Job Number has not been selected, so the image just shows Volvo Window Replacement as the job ID.

Once a contract has been created it cannot be changed except by a change order. Estimates can be available for viewing if they are not automatically deleted. This is another setting in Contract Job Configuration.

The Job Summary grid is the heart of the contract and has columns and totals regarding various financial aspects of the job. Note: Grayed out columns will not accept data input.

The Billing Category column has each line item and column total for the job.

The Scheduled Value column has each line item’s extended amount (Cost+ Markup %).

The Billed to Date column has the amount that has so far been billed to the customer.

The Balance to Finish column has the remaining amount of each line item to be billed to the customer.

The Retainage column has the amount of retainage per line item.

The Orig. Est. Cost column has the original cost that was entered on the estimate.

The Estimated Cost column is the only field on the Job Summary that can be edited. If the cost on any line item is changed, the user will be prompted to make a Note Entry and enter a reason for the change. Don’t change it unless it is needed.

The GP% column is the Gross Profit percentage for each line item. The percentage is the difference between the Scheduled Value and the Estimated Cost.

The Cost To Date column is when costs are posted to the contract the line item will reflect the cost posted to date.

The Open PO column shows when line items are on a purchase order.

Buttons on the bottom of the Job Summary Grid:

The Export to Excel button exports the Job Summary, line by line and column by column to an Excel spreadsheet.

The Recognize Costs/Taxes button is used to see the total taxes applied to the costs based on the item(s) selected by the user.

The Source Materials button is used to source job materials (parts) either from the users own inventory or by creating a purchase order to a vendor. To learn how to source materials click here Contract Job Source Materials

The Apply Labor Costs button is used to post labor costs to the contract. To learn how this is done click here. Contract Job Apply Labor Costs

The Apply Other Costs button is used to post other costs to the contract. Other line items such as freight, fuel, equipment rental, and travel are good examples of this category. To learn how this is done click here. Contract Job Apply Other Costs

The Purchase Orders button is used to see what purchase orders have been created for this contract. It is likely to have more than one PO for a Contract and the Finder that comes up will show the first one. Use the Forward/Backward button to toggle additional PO’s.

The Cost Detail button is also accessed by double-clicking any cell to see the Cost Detail window if the line item has Posting applied to it. This button will show costs posted to line items providing posting has been applied.

 

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