Contract Job Management Overview
Purpose: As a manager, the Contract Job Management feature is a key tool to setup and bill jobs and contracts accurately for the business. The user controls the job and its components from the initial estimate through to billing the customer for a completed job.
· Any number of estimates can be created to share with the customer to select the best one.
· Import parts, materials, and prices from 3rd party sources go right into the estimate.
· Ability to capture costs and create an intended markup to arrive at a scheduled value.
· Make a finalized contract and originate change orders as necessary.
· Create purchase orders to vendors and receive stock directly into the contract.
· Produce a professionally formatted bill for the customer.
At any point during the Contract Job Management process, the user can see a detailed summary of a job’s changes and progress, which includes an itemized breakdown of labor, materials, equipment, other contributing factors (e.g., permits, fees, security expenses, etc.), and retainage balances paid toward the contract total.
A high-level view “flow” for making a Job Contract covers the following main areas, which are discussed in greater detail further on this screen..
The steps of making a new Job Contract:
1. Create a new job from the LX main menu and fill in the essential fields.
2. Create a new estimate and add all parts, costs, labor, and other needed items.
3. (Optional) Import data to bring in parts, costs, labor codes, and other needed items.
4. Summarize the estimate to capture costs to arrive at a Scheduled Value for the job.
5. Make a contract and finalize it.
6. (Optional) Make a change order to add or delete items to or from the job.
7. Source parts and materials for the job, create purchase orders, and receive stock.
8. Post all costs to the job.
9. Create a “progress” bill for the job.
Here is a breakdown of the main components of the GlasPacLX Contract Job Management system:
w The Contract Job. A contract job is a unique project or work-in-progress with its own ID, description, customer, etc., that encompasses and records all of the underlying details of the job, including the contact information of the key people involved with the job, the estimate, the contract, any change orders, and invoicing.
w Estimates and the Finalized Contract. Within a contract job, the user can negotiate multiple estimates for a job with the customer. Once a decision is made on an estimate and terms are set as to what is needed to fulfill the job’s requirements, the job can be finalized it as a non-editable and binding contract with the customer, which details the requirements and total price of the job from its beginning through completion. Once the user finalize the estimate as a contract, all other estimates are automatically deleted. (Optionally) The user can retain estimates once a contract has been made. See Contract Job Configuration to see where this option is set. Only one contract can be made per job.
w Change Orders—Pending and Finalized. As the job progresses, the user may need to add new or cancel existing products or services to/from the contract job with a change order, which, when finalized is another binding and non-editable document, like a contract, but which never actually alters the original contract. The change order also passes through an approval process from a status of "pending" to "finalized." The user can add as many change orders to a job, as needed, and their current status is recorded and viewable at any time.
w Invoices and Progress Billing: With the GlasPacLX Contract Job Management utility, the user has the option of creating one invoice for the entire sum of the job or can take advantage of the progress billing capability, which lets the user invoice portions of the contract’s total at intervals for the duration of the job. All invoices for the job are recorded and viewable at any time.
w The Contract Job Summary. Once a contract has been established, the Job Summary keeps the user up-to-date on the financial progress of the job. So, all additions or subtractions via invoice payments, change orders, or retainage fees are automatically calculated against the original balance and viewable at all times.
A set of Job Management reports are also available to list and detail various contract jobs.