Creating a New Contract Job
Purpose: 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 contact information of the key people involved with the job, the estimate, the contract, any change orders, and invoicing.
· Establishment and control the creation of the new contract.
· Capture relevant project personnel, contact information, and Bill To data.
· Set the start date and establish a completion date for the contract.
· Include Notes and Attachments to the contract for added detail.
After reading the Contract Job Management Overview instructions, use the following information to start creating a new contract job. Review Setting Up Job Configuration to learn how to set the job and contract starting sequence numbers, prefixes and suffixes, and a control to retain estimates when contracts are created. This would be good to review before the start of creating jobs.
1. From the GlasPacLX menu, select Contracts > New Contract Job option to open the New Contract Job window.
The first three rows on the Contract Job window are used to identify the contract job. Fill in these fields as they are essential to the contract.
In Job ID, enter an abbreviated name that identifies this contract job. Enter up to 50 alpha-numeric characters. Contract Job Configuration can be set to provide an automatic Prefix, Suffix, or Next Sequential number to use. This field prints on the billing output. For more information on Setting Up Contract Job Configuration, click here.
In Job Name, enter the full description that identifies this contract job. Be very descriptive as you can enter up to 255 characters. This information prints on the billing output, so give some thought to how it will to appear to the customer.
In Customer ID, use the lookup icon or the drop-down menu to select the Customer ID of the customer who is paying for this contract job. Note: Selecting a Customer ID automatically fills in the Customer Name and the Customer’s Name prints on the billing output. The Billing Tab is updated with this customer’s information.
In Start Date, use the drop-down calendar to select the date when this contract job officially started. The Start Date prints on the billing output.
In Job Type, use the drop-down menu to select the type of work that describes this contract job. For details on setting up job types, click here.
In Est. Completion Date, use the drop-down calendar to enter the estimated completion date of this contract job. The Ending Date prints on the billing output.
2. The next section of the Contract Job window contains a collection of four Tabs: Project, Billing, Architect, and Owner. These Tabs contain fields that are very important and each tab should be filled in if the information is available.
Each Tab is described below and each should contain as much information as possible to obtain.
Project Tab—The Project Tab contains information about the overall job. Enter as much information as possible including address, city, state, and ZIP as this prints on the billing output.
Name: Enter the name of the job. Most of the time the General Contractor’s job name or the jobsite location is used.
Contact: Enter the main contact at the jobsite location. This prints on the billing output.
Email: Enter the email address of the contact person. Note: This field requires a valid email format (ex. email@example.com).
Address, City, State, ZIP: Enter the address where the job will be performed (the jobsite).
Project Number: Enter the customer’s or general contractor’s job number for this project or how people refer to the project. This prints on the billing output.
Phone Numbers: Enter the phone numbers for the contact at the jobsite.
Tax: Use the radio button to select the tax for this job. Consider “Use” as a choice here which calculates tax based on cost. For more information on the Tax Setup Procedure, click here. .
Billing Tab—The Billing Tab contains information about the billing of the contract. Enter the contact information of the party who will be invoiced for this job. Enter as much information as possible including address, city, state, and ZIP.
Contact: The name of the individual the billing will be sent to. This prints on the billing output.
Email: The email address for the above person. Requires valid email format.
Address, City, State, ZIP: The address where the billing will be sent.
Phone Numbers: Phone numbers for the billing individual.
Architect Tab—Enter the contact information of the architect of this job. Enter as much information as you have including address, city, state and ZIP.
Name: Enter the architect’s company name.
Contact: Enter the architect’s name
Email: The email address for the architect. Requires email format.
Address, City, State, ZIP: Enter the architect’s address.
Phone Numbers: Phone numbers for the architect.
Owner Tab—Enter the contact information of the owner of this job. Enter as much information as you have including address, city, state and ZIP.
Name: Enter the owner’s company name (if applicable).
Contact: Enter the owner’s name.
Email: The owner’s email address. Requires email format.
Address: Enter the owner’s street address.
Need help? To display additional information about any field, move to that field and press the F1 key on your keyboard.
3. The next section of the Contract Job window is very important and is accessed after the information in all other fields previously described have been filled in.
Here, on the Job Documents tab, there is a Create New Estimate button, which opens a new window to accept parts and items for the contract job. This is where all the items to be used or consumed on the contract are entered. For more information on creating an estimate, click here..
4. The user can add attachments to jobs at any time. To attach files, such as the estimate form from the 3rd party estimating software, blueprints, renderings, or other files associated with this contract job, select the Attach (paperclip on bottom left of form) button to open the following window. Attach Files to the Job
5. Once satisfied with the contract job entries and to start an estimate at another time, select the Save button. You will be able to look up and open this job at any time from the menu Contracts > Open Contract Jobs.