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	Field in software
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Introducing Contracts

Contracts provides a powerful, multi-level setup and tracking system for Job Cost related contracts. It allows you to manage a variety of contracts to limit overhead and increase profits.

Advantages of using the application include:

•	Ease of billing

•	Better cost to revenue analysis

•	Fast, versatile reporting and inquiring about contracts and their associated jobs

•	Quick contract setup through use of models and other live contracts

•	Different billing levels for individual contracts

•	Built-in change orders

•	Direct linkage between contracts and jobs

Related Topics


Contracts Help - Version 8.4.2


New

Use this command to create a new contract (active) or model (standard) contract.


New (File menu)
New Contract (File menu)

Use this command to create a new contract. The contract setup can be either an active (actual) or a standard (template) contract. You can create a new active or standard contract by using an existing standard contract as a basis.

Related Topics


Open (File menu)
Open Contract (File menu)

Use this command to open an existing active or standard contract. More than one contract can be opened at the same time.

This is the only command you can use to modify most of the descriptive information in an existing contract.


Open

Use this command to open an existing contract (active) or template (standard) contract.


Close (File menu)

Use this command to end editing of the contract that is currently open. This is not the same as deleting a contract.


Close

Use this command to end editing of the contract that is currently open. This is not the same as deleting a contract.


CN Settings (File, Company Data Folder Settings menu)
CN Settings (File, Data Folder Settings menu)

Use this command to set up controlling information that determines how your company uses Contracts. You should have a clear understanding of how these controls will affect Contracts before you set them and begin processing.

This command is not available when you have other tasks open.

Related Topics


CN Settings

Use this command to set up controlling information that determines how your company uses Contracts. You should have a clear understanding of how these controls will affect Contracts before you set them and begin processing.

This command is not available when you have other tasks open.


Delete (Edit menu)

Use this command to delete an existing contract, contract item, Contracts change order, or Contracts change order item that you have open in the Normal or Change Order view. For more information on when you can delete, see the Help topics listed in the below Related Topics.

Related Topics


Delete

Use this command to delete a contract, contract item, Contracts change order, or Contracts change order item that you have open in the Normal or Change Order view. For more information on when you can delete, see the Help topics titled Deleting a contract or its item(s) and Deleting a change order or its items in Contracts.


Add Contract Item (Edit menu)

Use this command to add a contract item to a contract. Setting up contract items allows you to partition a contract into separate "obligations" for such purposes as status tracking, pricing, billing, revenue accounting, and taxing. You can add as many items to a contract as needed.

This command is available only when you have a contract open on the screen and you have selected the Normal view. To access the Add Contract item command, you must highlight an existing contract item in the left pane of your screen or the contract if there are no contract items.

Related Topics


Add Contract Item

Use to add a contract item to an existing contract.

This command is available only when you have a contract open on the screen and you have selected the Normal view. To access the Add Contract item command, you must highlight an existing contract item in the left pane of your screen or the contract if there are no contract items.


Add Change Order (Edit menu)

Use to set up a new change order for a contract. Use change orders when you have already approved a contract item and need to make additional changes to it.

You can add change orders only to Active contracts, not Standard contracts. This command is available when you open a contract and select the Change Orders view.

Related Topics


Add Change Order

Use to set up a new change order for the contract. Use change orders when you have already approved a contract item and need to make additional changes to it.

This command is available for only Active contracts and only when you have selected the Change Orders view.


Add Change Order Item (Edit menu)

Use to add a change order item to a change order. Use change orders and change order items when you have already approved a contract item and need to make additional changes to it.

This command is available only when you are in the Change Orders view and the change order selected is unapproved.


Add Change Order Item

Use this command to add a change order item to the selected change order. Use change orders and change order items when you have already approved a contract item and need to make additional changes to it.

This command is available only when the Change Orders view is selected and an unapproved change order exists.


Add/Edit JC CO Links

Use to edit and/or link Job Cost change order items to a Contracts change order item.

This command is available only when you have selected the Change Orders view and you have an unapproved Contract change order item open on the screen. The contract item must be linked to a job. Also, you must have the Job Cost Create entries check box marked in CN Settings, Post & Interface Settings.


JC CO Item Link Details

Use to view and edit Job Cost change order items that are available for linking to Contracts change order items. This command is available only when you have selected the Change Orders view and you have a Job Cost change order item open on the screen. Also, you must have the Job Cost Create entries check box marked in CN Settings, Post & Interface Settings.


Approve Change Order (Edit menu)

Use to approve change orders that contain changes, revised amounts, and revised units to the contract and to Job Cost and Project Management records. When you approve a change order, Contract derived records in the Active.CNA file are updated. If the contract containing the change order is linked to a job, a Job Cost transaction is created. After a change order has been approved, only limited editing is allowed.

Contracts indicates a change order has been approved by bolding its ID and description in the left tree pane.

This command is available only in the Change Orders view and if the change order has not previously been approved. Also, all contract items associated with the change order must have been approved, and you must be authorized to approve change orders. You must mark the Create entries to Job Cost check box in CN Settings, Post &Interface Settings before you can use the Approve Change Orders command.

Note

If the contract item being changed has a Billing type of Unit Price, you must have entered a Unit price in the item's Contract tab. Otherwise, the change order will not contain an amount and cannot be approved. Also, the change order being approved must be linked to a job or no Job Cost transaction will be created.

Related Topics


Approve Change Order

Use this command to approve change orders that contain changes, revised amounts, and revised units for the contract and Job Cost records.

This command is available only in the Change Orders view and if the change order has not previously been approved. Also, all contract items associated with the change order must have been approved.

Note

If the contract item being changed has a Billing type of Unit Price, you must have entered a Unit price in the item's Contract tab. Otherwise, the change order will not contain an amount and cannot be approved. Also, the change order being approved must be linked to a job or no Job Cost transaction will be created.


Default From Customer (Edit menu)

Use this command to prefill certain information for the contract and its items with information from the customer's Accounts Receivable record. This includes items such as billing frequency, add-on table, account prefix, invoice format, retainage percent, markup, rate table, tax-exempt status, and tax group.

This command is available only if Accounts Receivable is installed and you are in the Normal view with a contract or contract item open.

Warning

This command overwrites the previous contents of the items listed above.


Default From Customer

Use this command to prefill certain information for the contract and its items with information from the customer's Accounts Receivable record.

This command is available only if Accounts Receivable is installed and you are in the Normal view with a contract or contract item open.

Warning

This command overwrites the previous contents of the applicable items. For more information, see the Help topic titled Default From Customer (Edit menu).


Link
Link (Edit menu)

Use to link a contract item to a job, extra, and/or cost code. The purpose of linking jobs to contract items is to send revenue information to the job or extra. Linking is important for both contract-based and cost-based billing. If you are processing cost-based invoices in Billing, it is important to link the contract item to a cost code(s) if the contract has more than one item. When costs are posted, the link ensures that costs are sent to the appropriate contract item for billing.

This command is available only when the Job Links view is opened and a contract item is highlighted.

Notes

•	Linking must be done before approving contract items, otherwise the information is not updated correctly. If you approve a contract item before linking or you linked to the wrong job, you may be able to correct this by using the Unapprove Contract Items command (Tasks menu).  How?

•	You may want to regularly review the Contract/Job Link report (Report, List menu) after links are entered to check for any linking errors. Correcting linking errors before you start processing invoices and other transactions, prevents more difficult corrections later on.

Related Topics


Link

Use this command to link a contract item to a job, extra, and cost code.

This command is available only when the Job Links view (View menu) is opened and a contract item is highlighted.


Unlink (Edit menu)

Use this command to unlink a contract item from its cost code.

This command is available only when the Job Links view is opened and a cost code is highlighted.

Related Topics


Unlink

Use this command to unlink a contract item from its cost code.

This command is available only when the Job Links view is opened and a cost code is highlighted.


Normal (View menu)

Use this command to view an open contract and its items. The left window pane displays a tree diagram of the contract and its items. The right pane displays tabs in which you can enter information relating to the contract or the highlighted contract item.

Related Topics


Normal

Use this command to view the open contract and its items.


Job Links (View menu)

Use this command to create and view links between contract items and associated jobs. The left window pane displays a tree diagram of each contract item and its links to a job, extra and/or cost code. Double click the contract item to display a job link. Double click the job to display the extra and/or cost code link.

Related Topics


Job Links

Use to view the links between a contract item and its associated job, extra and/or cost code. Use this command for Active contracts, but not Standard contracts.


Change Orders (View menu)

Use to view and enter the open contract's change orders and their items. The left pane of the window displays a tree diagram of each change order and its items. The right pane contains a tab in which you can enter information about the change order or the highlighted change order item.

This command is available for Active contracts, but not Standard contracts.

Related Topics


Change Orders

Use to view and enter the open contract's change orders and their items. The left pane of the window displays a tree diagram of each change order and its items. The right pane contains a tab in which you can enter information about the change order or the highlighted change order item.

This command is available for Active contracts, but not Standard contracts.


Post (Tasks menu)

Use this command to post new Contract entries to the contract and contract item derived records. All transactions posted originate with Accounts Receivable.

This command is available only when the operator has security permission to select it.

Related Topics


Post

Use to post new Contract entries to a contract and contract item derived records. All transactions posted originate with Accounts Receivable.


Unapprove Contract Items (Tasks menu)

Use to unapprove a contract item or multiple contract items with a status of Approved. The contract item status is changed from Approved to Proposed. Several conditions must be met before a contract item can be unapproved.

 How To

 Additional Information

Related Topics


Unapprove Contract Items

Use to unapprove a contract item or multiple contract items with a status of Approved. The contract item status is changed from Approved to Proposed. Several conditions must be met before a contract item can be unapproved. For more information, see the Help topic titled About unapproving contract items.


Unapprove Contract Items window

Use to select a contract item or multiple contract items to unapprove. You can select multiple contract items using either the Shift + down arrow keys, or holding down the Ctrl key and clicking the left mouse button.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Temporarily suppress this warning

If you do not want to receive this warning again while using the current session of Contracts, mark this box.


[Yes]

Continues with the Unapprove Contract Items process and opens the Unapprove Contract Items window.


[No]

Stops the Unapprove Contract Items process and exits the command.


Contract

Enter the contract for the contract item(s) that you want to unapprove.


Select Contract

Highlight the contract that has contract items you want to unapprove.


[OK]

Accepts the highlighted contract and returns to the Unapprove Contract Items window.


[Cancel]

Returns to the Unapprove Contract Items window without selecting a contract.


[Help]

Displays Help about the current window.


Contract Description

Displays the description of the contract selected.


Items and Descriptions

Displays approved contract items and their descriptions for the contract entered. Select one or more for unapproving. You can select multiple contract items using the Shift + down arrow keys, or holding down the Ctrl key and clicking the left mouse button.


[Finish]

Ends the unapprove session. All unapproved transactions created are posted, the journal is printed, and the task is ended. This button is only available when one or more contract items have been unapproved.


[Unapprove]

Unapproves selected contract items. This button is available only when a contract is entered and one or more of its contract items are selected.


[Cancel]

Cancels the unapprove session. This button is available only if you have not yet unapproved any contract items. Once you unapprove a contract item, click [Finish] to end the session.


Close Month (Tasks menu)

Use this command to close the current month and begin the next month. Month-to-date totals on the Billed Totals, Adjustment Totals and Retainage Totals tabs (derived records) of the contract and contract items are replaced by the next month's totals, then next month's totals are cleared. If the new month is the first month of a new year, the year-to-date totals are replaced by the next year's totals.


Close Month

Use this command to close the current month and begin the next month.


Current month

Shows the current month being closed.


New month

Shows the next month being opened.


Close Month window

Use to close the current month and advance to the next month. The current month is initially set up in CN Settings and the Close Month command is then used to advance to the next month.

When you close a month, month-to-date amounts on the Billed Totals, Adjustment Totals, and Retainage Totals tabs (derived records) for both the contract and contract item are replaced with the amount from the next month's totals. The next month's totals are cleared. If the new month is the first month of a new year, the year-to-date totals are replaced by the next year's totals.

Note

•	In Contracts, you can post to prior months, the current month, and the next month.

 How To

 Additional Information


Attachments (View menu)

Use to add or edit a note or link a file to a contract, contract item, change order, or change order item. Files, such as pictures or text, can be attached to a contract. This command is available only when you have a contract, contract item, change order, or change order item open on your screen.


Custom Fields (View menu)

Use to add, change, and delete fields that customize the contract. This command is available only for open contracts.


Attachments

Use to add or edit a note or link a file to a contract. Files, such as pictures or text, can be attached to a contract. This command is available only when you have a contract, contract item, change order, or change order item open on your screen.


Custom Fields

Use to enter information into a custom field for a contract, contract item, or Contracts change order. Custom fields are optional. You create them using the Custom Fields command from the Data Folder Settings menu


Custom Fields window

Use to enter information into a custom field for a contract, contract item, or Contracts change order. Custom fields are optional. You create them using the Custom Fields command from the Data Folder Settings menu.

For help on an item in this window, click [image] on the window and then click the item.


Select Contract window

Use to select a contract for the current task. Highlight the contract using your mouse and click [OK] to accept it and move to the next window.


Derived records

Contracts stores most of its posted, accumulated monetary and unit totals in a file called the Derived file (ACTIVE.CNA). It gets its name from the fact that most of its totals are derived from sources other than the Contracts application. When original contract amounts are entered, or the Accounts Receivable posts billings and receipts to Contracts, the Derived file is updated with the new amounts. This file is separate from the main contract file (ACTIVE.CNC).

You can view some of the fields from the Derived file by opening a contract and accessing the Contract Totals, Billed Totals, Adjustment Totals, or Retainage Totals & Miscellaneous tabs for either the contract or contract item. You can also open the Derived Totals inquiry and click on one of the column headings. Select Edit column contents to open the Column Definition window, which displays a list of CN - Contract Derived fields. (If a list from another Contracts file displays, use the [Index] button to select the Derived record.)


How contract items determine invoice grouping

When you generate invoices in the Billing application, the items that are included on the invoice are determined by the information contained on the contract item. All Work-In-Progress and Worksheet entry records that are generated or created in Billing are grouped by the Generate Invoices command based on the Customer, Contract, Invoice format and, when the Billing location is Item, the Billing contact.

The location of these fields is as follows:

Customer--Contract item, General tab

Invoice format--Contract item, Billing tab

Billing location--Contract, Billing tab

Billing contact--Contract item, Reference tab

When you add or change contract items, if these fields are not the same on each contract item, additional invoices will be created. For example, if a contract has three contract items and each of those items has a different customer specified, Generate Invoices will create three separate invoices.

If you change the values of any of the above listed fields, you should synchronize your Work-In-Progress records and worksheet entries in Billing. See Synchronizing Work-In-Progress records and Synchronizing worksheet entries in the Billing online Help for instructions.


Converting jobs from Job Cost

The conversion of job records from Job Cost to Contracts is initiated in the Job Cost application. Refer to Converting jobs to Contracts overview in the Job Cost online Help for instructions.


File types in Contracts

The following list outlines the files found in Contracts and the records they contain:

Active.CNA--stores derived totals at the contract and item level. Contract derived records are added when contracts are set up. Contract item derived records are added when contract items are set up. These records are updated with totals as transactions are posted.

Active.CNC--stores active contracts, contract items, change orders, and change order items.

Standard.CNC--stores standard contracts (e.g., templates).

Active.CNT--stores posted and unposted Accounts Receivable and Billing entries.

Settings.CNS--stores the Contracts Settings.


About billing types

When you set up contract items, the billing type you select determines how the contract item is processed in the Billing application when invoices are generated. The options are:

Lump sum--used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. This options allows you to enter one lump sum. If you mark the Send cost to Billing box, transactions are sent to Billing for reporting purposes only.

Unit priced--used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. This option allows you to enter unit prices which automatically prefill from the contract item. If you mark the Send cost to Billing box, transactions are sent to Billing for reporting purposes only.

Progress billing--used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. The option is most often used when AIA invoices are required. If you mark the Send cost to Billing box, transactions are sent to Billing for reporting purposes only.

Time & Materials--used for cost-based billing. Cost transactions are sent to the Billing application where Work-In-Progress records can be generated. The Send cost to Billing box is automatically marked.

Cost plus to a Maximum--used for cost-based billing. Cost transactions are sent to the Billing application where Work-In-Progress records can be generated. The Generate Invoices command in Billing verifies the Total amount billed on the contract item to make sure it has not exceeded the contract item's Contract amount. If it has, the invoice is marked as Maximum exceeded which can prevent final printing depending upon your BL Settings. Refer to Specifying Settings in the Billing Help for information about printing invoices with this status. The Send cost to Billing box is automatically marked.

See About cost-based data flow in Billing and About contract-based data flow in Billing in the Billing online Help for detailed information about how invoices are generated for these billing types.

Related Topics


About the draw ID retrieval

The draw ID is retrieved from a number of locations and both Accounts Receivable and Billing look at the Source field on the contract (Invoice tab) for information about those locations. The retrieval method that is used varies between Accounts Receivable and Billing and depends upon the application's settings as well as a number of other conditions. For information about the draw ID retrieval see the following Help topics: About the draw ID retrieval in Accounts Receivable (Accounts Receivable online Help) and About the draw ID retrieval in Billing (Billing online Help).


About the GL accounts on the Contract Item

The General Ledger accounts you assign on the contract item (Accounts tab) are used by Accounts Receivable in the following commands: Enter Invoices and Adjust Receivables (for invoices only). These commands use a retrieval hierarchy to determine the location of the GL account which can reside in a number of locations such as Account Receivable Settings. See these Help topics in the Accounts Receivable online Help for detailed information about the retrieval method:

About the account retrieval in Enter Cash Receipts

About the account retrieval in Enter Invoices

The Post Invoices command in Billing also retrieves GL accounts from the contract item. For detailed information about the retrieval method, see the Help topic in the Billing application titled About the account retrieval for Post Invoices.


About the prefix account on the contract

The General Ledger prefix you assign on the contract (Accounts tab) is used by Accounts Receivable in the following commands: Enter Invoices, Enter Cash Receipts and Adjust Receivables (invoices and cash receipts). These commands use a retrieval hierarchy to determine the location of the prefix which resides in a number of locations such as the customer record. See these Help topics in the Accounts Receivable online Help for detailed information about the retrieval method:

About the prefix retrieval in Enter Cash Receipts

About the prefix retrieval in Enter Invoices


About standard contracts

Standard contracts are used as a basis (or template) for setting future customer (Active) contracts that contain similar or identical information and contract items. When you set up a new contract, use the Standard type only when you are creating a template for future Active contracts. See the following definitions:

Active - This is a customer contract.

Standard - This is a template contract used as a basis for setting up future active contracts.

 Setting up a contract


About contract status

The contract status on the contract General tab allows you to track the development of a contract from its proposal through completion. Status options are Proposed, Released, Approved, Closed, and Paid in full. You can easily change the status of a contract from any setting to any other setting, if you are authorized to do so.

What the contract status affects

A contract must have an Approved status before an invoice can be generated in the Billing application. This applies to both contract-based and cost-based invoicing.

If you are using task security, a contract must be released before it can be approved. If you are authorized to both release and approve contracts, the contract is automatically released when you change the status to Approved.

Related Topics


About contract item status

The contract item status on the contract item General tab allows you to track the development of a contract item from its proposal through completion. Status options are Proposed, Released, Approved, Closed and Paid in full. You can change the status of a contract item as appropriate.

Before changing the status to Approved, be sure to link a contract item to a job, and enter the original contract amounts (Contract tab). Approved contract items can be changed back to Proposed only using the Unapprove Contract Items command (Tasks menu) and only under certain conditions.  How?

A contract item status of Paid in full can be changed back to Closed or Approved. A status of Closed can be changed back to Approved. A status of Released can be changed back to Proposed.

 What the contract item status affects

Related Topics


What the contract item status affects

The contract item status, on the contract item General tab, affects the following:

Deleting contracts and contract items
A contract item with the status of Approved, Closed or Paid in full cannot be deleted. Also, a contract cannot be deleted if any of its contract items has a status of Approved, Closed or Paid in full.

A contract item status of Paid in Full can be changed back to Closed or Approved. A status of Closed can be changed back to Approved. To change the status of Approved to Proposed, you can use the Unapprove Contract Item command (Tasks menu).  How?

Generating invoices in the Billing application
To generate a cost-based invoice in Billing, a contract item must have a status of Approved. For contract-based invoicing, the contract item status can be Approved, Proposed, or Released. Also, for both cost-based and contract-based invoicing, the contract must have an Approved status before an invoice can be generated.

Posting Contract entries to Job Cost
Contract amounts post to Job Cost only if a contract item has a status of Approved.

Entering change orders
Change orders can only be approved for contract items that have a status of Approved.

Note

If you are using task security, a contract must be released before it can be approved. If you are authorized to both release and approve contracts, the contract is automatically released when you change the status to Approved.

 Return to the About contract item status topic

Related Topics


About stored materials

There are two ways to process stored materials in the Billing application. Each method requires a different setting on the contract as follows:

•	If you consider stored materials stored and complete (used or incorporated into the project) when billed, mark the Add stored materials to previous work completed box on the contract (Billing tab).

•	If you consider stored materials stored but not complete (not used or incorporated into the project) when billed, do not mark the Add stored materials to previous work completed box on the contract (Billing tab).

On each active and standard contract, the Add stored materials to previous work completed box prefills from the Add stored materials to previous work completed box in CN Settings. You can change this setting on the contract by marking Auditing setup activity on the General tab (Tools - Options). See Auditing setup activity in Help for instructions. If you change the setting in CN Settings, the change is effective for all new contracts entered after the change is made.

Note

The Stored materials amount on the contract item (Contract tab) is updated from the Billing application.   How?

See About stored materials in Billing Help for additional information and examples of data entry for both methods.


The Stored materials amount on the contract item

The stored materials amount on the contract item (Contract tab) is replaced with Materials Presently Stored in Enter Worksheets in the Billing application each time an invoice is posted in the Billing, Accounts Receivable and Contracts applications.

Stored materials entry when setting up the contract item:

If you have marked the Add stored materials to previous work completed box on the contract (Billing tab), enter stored material amounts on the contract item as follows:

•	If you are entering beginning balances in the Billing application, and the contract item is for an in-progress job, do not enter a value in the field.

•	If you are entering beginning balances in the Accounts Receivable application, and the contract item is for an in-progress job, enter the monetary value of stored materials (up to 10.2 digits, e.g., 1234567890.12).

•	If the contract item is for a new job, do not enter a value in the field.

If you have not marked the Add stored materials to previous work completed box on the contract (Billing tab), the Stored materials field is unavailable for manual entry. Enter stored materials through Enter Worksheets in the Billing application.

Stored materials entry after setting up the contract item:

Whether or not you are adding stored materials to previous work completed, enter any new or additional stored materials amounts in Enter Worksheets in the Billing application. See About stored material in Billing Help for more information on entering stored materials amounts on worksheets.

Stored materials on an invoice created in Billing and voided in Accounts Receivable, must be manually reversed on the contract item.  How?

Related Topics


Reversing stored materials after voiding a Billing invoice in Accounts Receivable

After voiding a Billing invoice in Accounts Receivable, any stored materials on the invoice need to be manually reversed in Contracts. You can do this by editing the stored materials amount on the contract item (Contract tab) in Contracts. How you access this field depends on whether or not you have the Add stored materials to previous work completed box marked on the contract (Billing tab) and in the CN Settings window in Contracts.

If you have the Add stored materials to previous work completed box marked, you can directly access the stored materials amount on the contract item and make changes.

If you have the Add stored materials to previous work completed box unmarked, follow these steps:

  1	In Contracts, turn on Auditing by selecting the Audit setup activity box in the Options window (Tools menu).

  2	In CN Settings, mark the Add stored materials to previous work completed box.

  3	On the contract (Billing tab), select the Add stored materials to previous work completed box.

  4	Change the stored materials amount on the contract item (Contract tab).

  5	On the contract (Billing tab), clear the Add stored materials to previous work completed box.

  6	In CN Settings, clear the Add stored materials to previous work completed box.

  7	Clear the Audit setup activity box (Tools, Options) to turn off auditing.

Related Topics


About finance charges

You can set up finance charges to automatically calculate for overdue invoice amounts by contract or contract item. Finance charges are added to a customer's outstanding balance when you run the Generate Finance Charges task and post the entries in Accounts Receivable (AR: Tasks). The charges are posted in General Ledger, but they are not added to the contract information in Contracts. The finance charges print on accounts receivable statements.

To use finance charges, you must select the Use Finance Charge check box in AR: File > Data Folder Settings > AR Settings. You may need to do other setup tasks in AR. For more information, see AR Help. Look in the Help index under finance charges.

In Contracts, you can set up finance charges for jobs with a Use Contracts billing method. For jobs with a Use Quick Bill billing method, set up finance charges in Job Cost (JC).

You can set up finance charges at different levels for Use Contracts jobs and contracts without jobs in Contracts:

•	Contract item--If you set up finance charges for individual contract items, you can set up a different rate for each contract item. If there are no finance charges set up for contract items, the software uses the rate set up for the contract.

•	Contract--Finance charges set up for the contract apply to the whole contract and all contract items that are not exempt and do not have an individual rate set up for them. If you do not set up finance charges for a contract, the software uses the rate set up in AR.

•	Accounts Receivable--Finance charges set up in AR apply to all contracts and contract items that are not exempt and do not have an individual rate set up for them. Finance charge rates are set up on the customer (AR: Setup> Customer > Billing tab) and in AR Settings (AR: File > Data Folder Settings > AR Settings > [Finance Charge Settings]).

Note: For more information about using finance charges, see AR Help. Look in the Help index under finance charges.

Setting up finance charges for a new contract

Changing finance charges for an existing contract

Setting up finance charges for a contract item


Normal view contract tabs

 General

 Billing

 Invoice

 Checklist

 References

 Text

 Accounts

 Contract Totals

 Billed Totals

 Adjustment Totals

 Retainage Totals & Miscellaneous

Related Topics


Normal view

This pane displays the tree structure of the open contract and its items. The description on the right side of each contract and item ID originates with the Description on the respective General tab.

Refer to the Working with Contracts windows topic for instructions on how to manipulate this pane and its contents.


General tab

Use this tab to enter general descriptive information about the contract, including the status.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Description

Enter the description (up to 30 characters) for the contract. This description can be used in reports and inquiries. It also appears when other commands allow you to select a contract from a list of contracts.


Contract Type

Select the type this contract represents. The list can be modified by clicking [Customize List] in the Custom Descriptions window on the CN Contract Type line.

The title of this item may be different if changed in Custom Descriptions.


Custom key

Enter any alphanumeric alternative ID (up to 15 characters) for this contract. Reports and Inquiries can list contracts in order by this key.

The title of this item may be different if changed in Custom Descriptions.


Dates

Enter the "milestone" dates for this contract. Because these dates are user-created, you can use either actual or scheduled dates for the start and completed dates. These items are for reports and inquiries only.


Project location

Enter the location of the project. This scrollable text box allows you to enter lengthy, legal descriptions of the property, if necessary. You can copy text from other computer documents and paste it in this box.


Status

Move the slider with the mouse to the appropriate status. The status can be changed from any setting to any other setting. A contract must have an Approved status before an invoice can be generated in the Billing application. This applies for both contract-based and cost-based invoicing.


Billing tab

Use this tab to enter information relative to the billing of this contract. The Billing application uses this information to help determine the proper method of billing this contract.

For help on an item in this window, click [image] on the window, then click the item.


Billing freq

Select the frequency with which this contract is billed. This setting can be used by Billing as a condition for automatic invoice creation.

The list can be modified by clicking [Customize List] in the Custom Descriptions window on the CN Billing Freq line.

The title of this item may be different if changed in Custom Descriptions.


Billing on hold

Select this check box if the entire contract's billing is to be placed on hold. Even if this check box is cleared, you can still select individual contract items as being on hold for billing purposes. Marking this check box does not prevent costs from being sent to Billing, although it does prevent them from being invoiced to the customer.

The Billing application uses this setting to help determine if the contract can be billed.


Billing location

Your selection specifies the billing contact for items being billed. If "Customer" is selected, the billing contact is the ID entered on the customer's Billing tab in the Accounts Receivable Customer Setup window. If "Item" is selected, the contact is the Billing Contact ID entered on the References tab of the item being billed. The Billing contact is part of the criteria that determines how invoices are grouped during Generate Invoices in Billing when the Billing location is “Item." Refer to How contract items determine invoice grouping for details.

Click the list button at the right to display and select one of the two options.


Add-on table

Enter the name of the Add-on table that will be used when this contract is invoiced. Refer to Billing Help for more information about how Add-on tables are set up and used.

Click the list button to the right to display a list of available Add-on tables.


Billing worksheet view

Enter the name of the worksheet that will be used when this contract is billed. This item is not required if there are no items to be set up in the contract that have contract-based billing types: Lump Sum, Unit Price, and Progress Billing. If there will be any contract items with these billing types, you must enter a valid worksheet view or the Billing application will not be able to access this contract for billing.
Refer to Billing Help for more information about how Billing worksheet views are set up and used.

Click the list button to the right to display a list of available Billing worksheet views.


Invoice tab

Use this tab to enter information relative to the invoicing of this contract. The Accounts Receivable application uses this information to help determine the proper method of invoicing this contract.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Source

Use this field to select the origin of the draw ID created by Accounts Receivable and Billing.

The options are:

Company - The draw fields (text and number) on the Billing Settings, General tab is used as the source of the numbering.

Customer - The draw fields (text and number) in Accounts Receivable Customer Setup (Billing tab) is used as the source of the numbering.

Contract - The draw numbering is entered on this contract (Invoice tab).

This field is used by both Accounts Receivable and Billing when determining the next draw ID. This is the only place Billing looks for the draw ID location, however, Accounts Receivable looks in multiple places depending upon your AR Settings. Refer to About the draw ID retrieval in Accounts Receivable and Billing Help for detailed information about how the draw ID is determined in each application.


Text

Enter the text (up to 10 characters) to precede the draw number automatically generated for draws created in Billing. This alpha prefix can further identify the draw to your customer. Because you selected to number your draws based on the contract, you may want to enter the contract ID as the prefix. This will eliminate the possibility of duplicate draw numbers originating from two different contracts.

This item is enabled only if the Automatic draw number Source is set to Contract.

This text is used in Accounts Receivable, Enter Invoices when Use contract source is selected in AR Settings and the Source on the contract (Invoice tab) is Contract. This text is used in the Billing application when Contract is the Source on the contract (Invoice tab).

Note

This is a required field if you have sectionalized the AR Invoice line in the Custom Descriptions window.


Last number

Enter the last draw number (up to five digits) used for this contract. The next draw number generated for this contract will be this number plus one. This item is initialized to "00000" to default the first draw number to "00001." The number is updated when invoices are processed in Billing or Accounts Receivable.

This number is used in Accounts Receivable, Enter Invoices when Use contract source is selected in AR Settings and the Source on the contract (Invoice tab) is Contract. This number is used in the Billing application when Contract is the Source on the contract (Invoice tab).

This item is enabled only if the Automatic invoice number Source is set to Contract. Refer to the Invoice numbering topic for detailed information about how the invoice number is determined from the several options available.


Print WIP description

Mark the boxes to specify which sections of this contract's invoices are to show descriptive text specific to that section. This prints the cost transaction description from the originating application.


Invoice copies

Specify the number of copies (0-99) to be printed when this contract is invoiced in the Billing application.


Supporting documents

Mark the check boxes that specify the documents you have to support the contract. This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Document Type line.


Checklist tab

Use this tab to enter "milestone" information about the contract. This information is for reporting and inquiring.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Checklist

Mark the check boxes that specify the checkpoints you have reached on this contract. This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Checklist Type line.

Enter the date the checkpoint was reached in the Date item below the list. To view a previously entered date for another check box without changing the box, click on the text at the right side of the check box.


Signed by

Enter the name of the individual from your company who signed the contract.


Date signed

Enter the date the contract was signed.


Approved by

Enter the name of the individual from your company who approved the contract.


Date approved

Enter the date the contract was approved.


References tab

Use this tab to enter information about the how the customer refers to the contract and whom to contact for more information about the contract. This information is for reporting and inquiring.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


References

Select the type of contract reference to be assigned a reference ID. Then enter the ID of that reference in the Reference box below.

This list can be used to track the customer's IDs for the various documents and functions in the contract.

This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Reference Type line.


Contacts

Select the type of contact to be associated with a person. Then enter the ID of that person in the Contact box below. Click the list button to the right of the Contact box to display a list of available contacts.

This list can be used to identify the people to be contacted for the various functions of the contract.

The list of Contact types can be changed by clicking [Customize List] in the Custom Descriptions window on the AR Contacts Type line.


Text tab

Use this tab to enter the scope and terms of the contract. This information is for reporting, inquiring, and may be included on some Billing invoices. For additional information on how these fields are used on Billing invoice, see the Help topic titled About the invoice text retrieval process in the Billing application.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Scope

Enter the scope of the contract. To end a line of text and restart on the following line, press Enter. Press Tab to end all text and move the cursor to the next field.

This item is for reporting purposes and may be included on some Billing invoices.


Terms - Type

From the list, select the type of terms to be described in the Terms Description field below. You can add or remove items from the list by clicking [Customize List] in the Custom Descriptions window on the CN Terms Type line.  How?

Terms Types may be selected as the default text that prints on some Billing invoices as headers, footers, and descriptive text for the six cost type lines plus the total invoice line. The Terms Type for the Terms Description you want printed on your invoices is entered in Billing (BL Settings, Invoice Text tab). Terms text will only print on invoices that include certain sub-reports in the invoice format. For more information on the text sub-reports and retrieval hierarchy, see the Help topic titled About the invoice text retrieval process in the Billing application.

On any AIA invoice format, up to 100 characters of the Contract For text is retrieved and printed.


Terms - Description

Enter the text (descriptive information) for the Terms Type selected in the drop-down list above for the contract. To end a line of text and restart on the following line, press Enter. Press Tab to end all text and move the cursor to the next field. Up to 1,000 characters of the Terms text are printed on an invoice.

If you are using a Billing invoice format that prints the Terms Description, and Terms Types have been entered as defaults in Billing (BL Settings, Invoice Text tab), the text entered here is printed on invoices as headers, footers, and descriptive text for the six cost type lines plus the total invoice line. For more information on the text sub-reports and retrieval hierarchy, see the Help topic titled About the invoice text retrieval process in the Billing application.

On any AIA invoice format, up to 100 characters of the Contract For text is retrieved and printed.


Accounts tab

Use this tab to enter an account prefix for General Ledger transactions that are created by Accounts Receivable and are based on this contract.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Prefix

Enter the General Ledger account prefix default for accounts receivable, retainage receivable, and revenue transactions created for this contract. This prefix is used only if no prefix is entered on the Accounts tab of the contract item for which the transaction is being created.  If neither the item nor this contract record contains a prefix, the transaction uses the prefix entered in the Accounts Receivable Customer Setup tab and then the AR Settings - GL Settings window, in that order. When combined with a base account entered on the Accounts tab of the item, they form the full account number for the transaction.

Click the list button at the right to display a list of company prefixes available.


Select Add-on window

Use this window to select an add-on table to be used when this contract is invoiced by the Billing application. Refer to Billing Help for more information about how Add-on tables are set up and used.

For help on an item in this window, click [image] on the window, then click the item.


Add-on

Select the table to be used when this contract is invoiced by the Billing application. Refer to Billing Help for more information about how Add-on tables are set up and used.


Select Worksheet View window

Use this window to select the worksheet view to be used when this contract is billed by the Billing application. Refer to Billing Help for more information about how worksheet views are set up and used.

For help on an item in this window, click [image] on the window, then click the item.


Worksheet View

Select the worksheet view to be used when this contract is billed by the Billing application. Refer to Billing Help for more information about how worksheet views are set up and used.


Normal view contract item tabs

 General

 Billing

 Contract

 Checklist

 References

 Text

 Accounts

 Tax

 Contract Totals

 Billed Totals

 Adjustment Totals

 Retainage Totals & Miscellaneous


General tab

Use this tab to enter general descriptive information about the contract item, including the status and approval date. You can also link a job and extra to the contract item on this tab. It is important that you link your contract items to a job and extra before approving the contract.

For help on an item in this window, click [image] on the window, then click the item.

Note

If you will be using AIA-type billings and the Billing application for invoicing, be sure to read the topic titled AIA-type billing considerations in Billing Help. For Contract-based and Cost-based AIA-type invoicing to print correctly in Billing, considerations need to be applied when setting up contract items, and also when initially determining the contract item sectioning.

Related Topics


Description

Enter the description (up to 30 characters) for the item. This description can be used in reports and inquiries. It also appears when other commands allow you to select a contract item from a list.


Customer

Enter the ID of the customer or owner of this item. The customer is part of the criteria that determines how invoices are grouped during Generate Invoices in Billing. Refer to How contract items determine invoice grouping for details. Click the list button at the right to display a list of customers set up in the Accounts Receivable application.


Start work date

Enter a date representing the scheduled or actual starting date of work on this item. This item is used for reports and inquiries only.


Schedule completion date

Enter a date representing the scheduled or actual completion date of work on this item. This information is used for reports and inquiries only.


Status

Move the slider with the mouse to the appropriate status. After the contract item has been Approved, it can only be changed back to Proposed using the Unapprove Contract Items command (Tasks menu), and only under certain conditions. Before changing the status to Approved, be sure to link the contract item to a job, and enter the original contract amounts (Contract tab). See About contract item status for additional information.


Approval date

When you change the status of a contract item to Approved, this field becomes accessible and prefills with the system date, but you can change it. Enter the approval date for this contract item. This date is used as the transaction date on the Job Cost transactions when you post Contracts transactions to Job Cost. This date is used by reports such as the Job Cost WIP as of a Specific Date.

If the Approval date is left blank, the system date is used. After approving and saving a contract item, the approval date cannot be changed unless the contract item is unapproved.


Job

Accept the prefilled job or select the job to which you want to link this contract item. Click the list icon on the right for a complete list of available jobs. Only jobs with a billing method of Use Contracts are listed. You can also Quick-Add a new job that is not yet entered in Job Cost by entering the new job ID in this field. It is important that you link contract items to jobs prior to approving the contract items because it may be difficult to link after a contract item is approved.


Extra

Accept the prefilled extra or select the extra to which you want to link this contract item. Click the list icon on the right for a complete list of available extras. You can also Quick-Add a new extra that is not yet entered in Job Cost by entering the new extra ID in this field.


Billing tab

Use this tab to enter information relative to the billing of this contract item. The Billing application uses this information to help determine the proper method of billing this item.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Billing type

Select the type of billing to be invoiced for this item. The options are:

Lump sum -- used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. This option allows you to enter one lump sum. If you select the Send cost to Billing check box, transactions are sent to Billing for reporting purposes only.

Recommended invoice format(s) for this billing type: Lump sum

Unit priced -- used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. This option allows you to enter unit prices, which automatically prefill from the contract item. If you select the Send cost to Billing box, transactions are sent to Billing for reporting purposes only.

Recommended invoice format(s) for this billing type: Unit price

Progress billing -- used for contract-based billing. Worksheet entries must be set up in the Billing application before invoices are generated for the contract item. The option is most often used when AIA invoices are required. If you select the Send cost to Billing check box, transactions are sent to Billing for reporting purposes only.

Recommended invoice format(s) for this billing type: Progress billing, AIA, or Engineer's request for payment

Time & Materials -- used for cost-based billing. Cost transactions are sent to the Billing application where Work-In-Progress records can be generated. The Send cost to Billing check box is automatically selected.

Recommended invoice format(s) for this billing type: any Cost-based invoice format.

Cost plus to a Maximum -- used for cost-based billing. Cost transactions are sent to the Billing application where Work-In-Progress records can be generated. The Generate Invoices command in Billing verifies the Total amount billed on the contract item to make sure it has not exceeded the contract item's Contract amount. If it has, the invoice is marked as Maximum exceeded which can prevent final printing depending upon your BL Settings. Refer to Specifying Settings in the Billing Help for information about printing invoices with this status. The Send cost to Billing check box is automatically selected.

Recommended invoice format(s) for this billing type: any Cost-based invoice format.


Format

Enter the invoice format to be used when this contract item is billed. If you select a format different from the format selected for another item in this contract, the two items cannot be billed on the same invoice.

Refer to the Billing application Help for explanations of the formats available and how they are used. Click the list button to the right to display a list of available formats.


Rate table

This group of items is available only if the Send cost to Billing check box is selected.

Select the appropriate rate table for each applicable cost type in this group. The Billing application will then apply the selected rate to each cost transaction that is associated with this contract item and sent to Billing.

Each entry of this group has a list button at the right that you can click to display a list of available rate tables.

Refer to the Billing application Help for instructions on setting up rate tables and how they are used.


Retainage percent

Enter the percentage of the billed amounts associated with this contract item that can be retained by customer.


Misc 1

Enter any miscellaneous information (alphanumeric; up to 15 characters) that you need to track for this contract item. This field can be retrieved by Crystal Reports® and included on Billing invoices.


Misc 2

Enter any miscellaneous information (alphanumeric; up to 15 characters) that you need to track for this contract item. This field can be retrieved by Crystal Reports® and included on Billing invoices.


Markup table

This item is available only if the Send cost to Billing check box is selected.

Enter the name of the appropriate markup table to be used when costs associated with this contract item are to be marked up by the Billing application. Keep in mind that only those costs with a cost type specified in the selected markup table will be included in the calculation.

Click the list button at the right to display a list of available markup tables.

Refer to the Billing application Help for instructions on setting up markup tables and how they are used.


Send cost to Billing

Select this check box to indicate that costs associated with this contract item are to be sent to Billing. Selecting this check box does not guarantee that all associated costs will be billed; it merely specifies that they are eligible for billing. Refer to the Concepts and terms topic Send cost to Billing rules for a detailed explanation of how costs are selected to be billed.

This check box is automatically selected if you select a cost-based Billing type (Time & Materials or Cost Plus to Maximum). You can always clear the check box if you don't want these costs to be billed.


Bill commitments

This item is available only if the Send cost to Billing check box is selected.

Select this check box if commitment items associated with this contract are to have their costs billed when they are committed. Selecting this check box does not guarantee that all associated costs will be billed; it merely specifies that they are eligible for billing. Leaving this check box cleared specifies that costs are to be examined for billing when the Accounts Payable invoice for the commitment is posted.

Refer to the Concepts and terms topic Send cost to Billing rules for a detailed explanation of how certain costs are selected to be billed.


Type of salary cost

This item is available only if the Send cost to Billing check box is selected.

Select how Timberline Payroll is to calculate and bill salary costs associated with this contract item. Refer to Payroll Help for detailed information about how and when salary costs are calculated to be sent to Billing.


Billing on-hold

Select this check box to place the billings for this contract item on hold. Marking this check box does not prevent costs from being sent to Billing, although it does prevent them from being invoiced to the customer.

The Billing application uses this setting to help determine if the contract item can be billed.


Exempt from finance charge

Select this check box if this contract item is exempt from finance charges. When you select this check box, the following occur:

•	No finance charges are generated for this contract item when you run the Generate Finance Charges task in Accounts Receivable (AR: Tasks).

•	The finance charge options (None, Percentage, Flat rate, and Both) in this window become unavailable.

When this check box is cleared, finance charges are applied for this contract item based on the finance charge rates you enter in this window, on the contract, or in AR.

This check box is available only if you select Use Finance Charge in AR: File > Data Folder Settings > AR Settings.

For more information about using finance charges, see the AR Help. Look in the Help index under finance charges.


None

Select None if you use finance charges for this contract item, but you do not want the charges calculated with a rate per this contract item.

Finance charges for this contract item will be calculated using the finance charge rate found in the first location in the following list:

  1	Contract (on the Billing tab)

  2	Customer (AR: Setup > Customer> Billing tab)

  3	AR Settings (AR: File > Data Folder Settings > AR Settings > [Finance Charge Settings]

None is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Percentage

Select Percentage to enter a percentage rate for calculating the finance charge for this contract item. Enter the percentage rate in the field to the right.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Percentage field

Enter the percentage for calculating the finance charge for this contract item. You can enter any two-digit number up to four decimal places.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software calculates the finance charge by multiplying this percentage by the past due invoice amounts owed for the contract item.

This field is available only if you do both of the following in the Finance charge area in this window:

•	Clear the Exempt from finance charge check box.

•	Select either the Percentage or Both option.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Flat rate

Select Flat rate to enter a flat rate for calculating the finance charge for this contract item. Enter the flat rate in the field to the right.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Flat rate field

Enter the flat rate for calculating the finance charge for this contract item. This flat rate is the amount you plan to charge for past due invoice amounts for this contract item.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software adds this flat rate finance charge to the total amount owed.

This field is available only if you do both of the following in the Finance charge area of this window:

•	Clear the Exempt from finance charge check box.

•	Select either the Flat rate or the Both option.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Both

Select Both to enter both a percentage rate and a flat rate for calculating the finance charge for this contract item. Enter the percentage rate and the flat rate in the fields to the right.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software adds the flat rate and the percentage rate calculation to the total amount owed.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Add stored material to previous work completed

If you consider stored materials stored and complete (used or incorporated into the project) when billed for this contract, select this check box. When selected, stored materials will be added to Previous Work Completed in Enter Worksheets in the Billing application.

If you consider stored materials stored, but not complete (not used or incorporated into the project) when billed for this contract, do not select this check box. When cleared, stored materials will not be added to Previous Work Completed in Enter Worksheets in the Billing application.

This field is prefilled from the Add stored material to previous work completed setting entered in CN Settings, and can be changed on the contract by selecting Auditing setup activity on the General tab (Tools menu - Options).

For additional information, see the Help topic titled About stored materials.


State of

If you are using an AIA G702 invoice format in Billing for this contract, enter the state that you want printed in the State of field on the AIA form. You can enter up to 20 characters.

The title of this item may be different if changed in Custom Descriptions.


County of

If you are using an AIA G702 invoice format in Billing for this contract, enter the county that you want printed in the County of field on the AIA form. You can enter up to 20 characters.

The title of this item may be different if changed in Custom Descriptions.


Distribute to -- OWNER

If you are using an AIA G702 invoice format in Billing for this contract, and you want the check box selected on the AIA form, select this check box.


Distribute to -- ARCHITECT

If you are using an AIA G702 invoice format in Billing for this contract, and you want the check box selected on the AIA form, select this check box.


Distribute to -- CONTRACTOR

If you are using an AIA G702 invoice format in Billing for this contract, and you want the check box selected on the AIA form, select this check box.


Distribute to -- User defined 1

If you are using an AIA G702 invoice format in Billing for this contract, you can enter an additional distribution name to print on the AIA form. You can enter up to 15 characters.


Distribute to -- User defined 1 check box

If you are using an AIA G702 invoice format in Billing for this contract, and you want the User defined Distribute to check box selected on the AIA form, select this check box.


Distribute to -- User defined 2

If you are using an AIA G702 invoice format in Billing for this contract, you can enter an additional distribution name to print on the AIA form. You can enter up to 15 characters.


Distribute to -- User defined 2 check box

If you are using an AIA G702 invoice format in Billing for this contract, and you want the User defined Distribute to check box selected on the AIA form, select this check box.


Exempt from finance charge

Select this check box if this contract is exempt from finance charges. When you select this check box, the finance charge options (None, Percentage, Flat rate, and Both) in this window become unavailable.

The Exempt from finance charge selection prefills on new contract items. For finance charges to be charged, the contract items must also be exempt.

When this check box is cleared, finance charges are applied for this contract based on the finance charge rates you enter in this window or in Accounts Receivable.

This check box is available only if you select Use Finance Charge in AR: File > Data Folder Settings > AR Settings.

For more information about using finance charges, see the Help in AR. Look in the Help index under finance charges.


None

Select None if you use finance charges, but the finance charge rates for this contract are based on the rates set up in Accounts Receivable (AR).

Finance charges for this contract will be calculated using the finance charge rate found in the first location in the following list:

  1	Customer (AR: Setup > Customer > Billing tab)

  2	AR Settings (AR: File > Data Folder Settings > AR Settings > [Finance Charge Settings])

None is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in AR. Look in the Help index under finance charges.


Percentage

Select Percentage to enter a percentage rate for calculating finance charges for this contract. Enter the percentage rate in the field to the right.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Percentage field

Enter the percentage for calculating the finance charge for this contract. You can enter any two-digit number up to four decimal places.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software calculates the finance charge by multiplying this percentage by the past due invoice amount owed for the contract.

This field is available only if you do both of the following in the Finance charge area in this window:

•	Clear the Exempt from finance charge check box.

•	Select either the Percentage or Both option.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Flat rate

Select Flat rate to enter a flat rate for calculating the finance charge for this contract. Enter the flat rate in the field to the right.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Flat rate field

Enter the flat rate for calculating the finance charge for this contract. This flat rate is the amount you plan to charge for past due invoice amounts for this contract.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software adds this flat rate finance charge to the total amount owing.

This field is available only if you do both of the following in the Finance charge area of this window:

•	Clear the Exempt from finance charge check box.

•	Select either the Flat rate or the Both option.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Both

Select Both to enter both a percentage rate and a flat rate for calculating the finance charge for this contract. Enter the percentage rate and the flat rate in the fields to the right.

When you run the Generate Finance Charges task in Accounts Receivable (Tasks menu), the software adds the flat rate and the percentage rate calculation to the total amount owing.

This option is available only if the Exempt from finance charge check box in this window is cleared.

For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.


Contract tab

Use this tab to enter initial setup data about the contract item. Some of the information becomes unavailable for changing after the item has been approved.

For help on an item in this window, click [image] on the window, then click the item.


Original contract

This group of amounts determines and displays the contract item's contract amounts by amount type and includes a total. The following options are available:

You can enter each amount type amount (up to 10.2 digits). The Total line, then, is the total of the six amount types. Using this option disables the fields in the Units group at the right.
or

You can enter the total for this item on the Total line. This disables the amount type lines and the Units group of fields.
or

You can enter the Units contracted and Unit price in the Units group at the right. This will disable the amount type lines in this Original contract group. The Total line, then, is the product of units times price.
or

You can set up a contract item with no contractual amount by leaving amount types and the total at zero.

The Total amount is sent to Job Cost when the contract item is approved.

Note

The option selected above cannot be changed after the item has been approved.


Contract totals – Original

Displays the sum of the original contract amounts for all contract items that make up this contract.


Contract totals – Revised

Displays the sum of the revised contract amounts for all contract items that make up this contract.


Units contracted

The availability of this field depends on the option you select to price this contract item. Click What's This? Help on any field in the Original contract group at the left to view your options.

If available, enter the number of units (up to 8.4 digits) contractually specified for this item. This entry is multiplied by the Unit price entered below to result in this item's Total contractual amount. It is not available for changing after the contract item has been approved.

This field is also used by the Billing application on the billing worksheet.


Unit of measure

Enter how each unit is measured (up to 30 characters). This item is for inquiry and reporting only. It can be displayed on Billing worksheets and printed on invoices sent to the customer.


Unit price

The availability of this field depends on the option you select to price this contract item. Click What's This? Help on any field in the Original contract group at the left to view your options.

If available, enter the contractual price (up to 7.4 digits) for the contract item. This entry is multiplied by the Units contracted entered above to result in this item's Total contractual amount.  It is not available for changing after the contract item has been approved.


Stored materials – Contract item

Displays stored materials for this contract item. This stored materials amount is replaced with Materials Presently Stored from Enter Worksheets in the Billing application each time an invoice is posted in the Billing, Accounts Receivable and Contracts applications. For more information on when to enter stored materials amounts directly in this field, see the Help topic titled The Stored material amount on the contract item. For more information on entering stored materials amounts in Enter Worksheets in Billing, see the Help topic titled About stored materials in Billing.


Stored materials – Contract

Displays the total of stored material for the entire contract.


Reported percent complete

Enter the percent complete (up to 3.2 digits) of the work done for this contract item. This percent usually originates from the project site. It can be used in reporting and inquiry for comparison with the percent billed to show under or over billing.


Units complete

Enter the number of units (up to 8.4 digits) that have been completed for this contract item. This field is used by Billing on a worksheet to determine the new number of completed units. However, this field is not updated by the amounts entered in Billing. This field is updated manually based on the actual units complete, not necessarily the units billed. Refer to Billing Help for more information about entering units complete on worksheets.


Checklist tab

Use this tab to enter "milestone" information about the contract item. This information is for reporting and inquiring.

For help on an item in this window, click [image] on the window, then click the item.


Checklist

Select the check boxes that specify the checkpoints you have reached on this contract item. This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Checklist Type line.

Enter the date the checkpoint was reached in the Date item below the list.


References tab

Use this tab to enter information about the how the customer refers to the contract and whom to contact for more information about the contract. This information is for reporting and inquiring.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


References

Select the type of item reference to be assigned a reference ID. Then enter that reference below the list. This list can be used to track the customer's IDs for the various documents and functions in the contract item.

This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Reference Type line.


Contacts

Select the type of contact to be associated with a person. Then enter the ID of that person in the Contact box. Click the list button to the right of the Contact box to display a list of available contacts.

This list can be used to identify the people to be contacted for the various functions of the contract.

The list of Contact types can be changed by clicking [Customize List] in the Custom Descriptions window on the AR Contacts Type line.


Text tab

Use this tab to enter the scope and terms of the contract item. This information is for reporting and inquiring.

For help on an item in this window, click [image] on the window, then click the item.


Scope

Enter the scope of the contract item. To end a line of text and restart on the following line, press Enter. Press Tab to end all text and move the cursor to the next field.

This item is used for reporting purposes only.


Terms - Type

Select from the list, the type of terms to be described below. This list can be changed by clicking [Customize List] in the Custom Descriptions window on the CN Text Type line.


Terms - Description

Enter the descriptive information about the terms type selected in the list above. To end a line of text and restart on the following line, press Enter. Press Tab to end all text and move the cursor to the next field.

This item is for reporting only.


Accounts tab

Use this tab to enter default accounts for General Ledger transactions that are created by Accounts Receivable and are based on this contract item.

For help on an item in this window, click [image] on the window, then click the item.


Prefix

Enter the General Ledger account prefix default for accounts receivable, retainage receivable, and revenue transactions created for this contract item. When combined with the base accounts, they form the full accounts for accounts receivable, retainage receivable, and revenue transactions. These transactions are created when the Accounts Receivable application posts.

If left blank, the prefix from the Contract's Accounts tab is used. If that is blank, the prefix from Customer Setup in Accounts Receivable, Status tab is used. If this is blank, then the default prefix from AR Settings, GL Settings is used.

Click the list button at the right to display a list of company prefixes available.


AR

Enter the default base account number for Accounts Receivable to be used when a General Ledger transaction associated with this contract item requires it.

If left blank, the Accounts Receivable field from AR Settings, GL Settings, Balance Sheet Accounts is used.


Retainage AR

Enter the default base account number for Accounts Receivable retainage to be used when a General Ledger transaction associated with this contract item requires it.

If left blank, the Retainage AR field from AR Settings, GL Settings, Revenue Accounts is used.


Revenue

Enter the default base account number for revenue to be used when a General Ledger transaction associated with this contract item requires it.

If left blank, the Revenue field from AR Settings, GL Settings, Revenue Accounts is used.


Revenue exceptions

If the default Revenue account is too broad for every type of contract revenue, you can further distribute the revenue among several accounts based upon the type of expense incurred. The types are: Labor, Material, Subcontract, Equipment, Overhead, and Other.

Revenue exception accounts are used in the Accounts Receivable application for both cost-based and contract-based invoices. In the Billing application, they are used for cost-based invoicing, but not for contract-based invoicing (Enter Worksheets).


Tax tab - contract item (Normal view)

Use this tab to enter the Tax exempt status and Tax Group for each amount type for a contract item. In Accounts Receivable, this tax information is retrieved when entering invoices. In Billing, this tax information is retrieved when generating cost-based invoices. For contract-based billing, the tax exempt status is retrieved from the Total billed amount type.

For help on an item in this window, click [image] on the window, then click the item.

Note

Tax groups are set up in the Accounts Receivable application (Setup menu, Taxes).


Tax exempt status

Enter the tax exempt status for each amount type for this contract item. You can select "Non-Taxable" to exempt the amount type from taxation. When you choose "Taxable", tax amounts are calculated.

In Accounts Receivable, this tax exempt status is retrieved when entering invoices.

In Billing, this tax exempt status is retrieved when generating cost-based invoices and when entering worksheets for contract-based invoices. For contract-based billing, the tax exempt status is retrieved from the Total billed amount type.


Tax group

Enter the tax group for each amount type for this contract item. Click the list button to the right to view the available groups. Tax groups are set up in the Accounts Receivable application (Setup menu, Taxes).

If you have linked this contract item to a job before accessing the Tax tab, the tax group from the job will prefill for the Total billed tax group, and can be changed.

This tax group is retrieved and used for calculating taxes when entering invoices in Accounts Receivable. In Billing, this tax group is retrieved when generating cost-based invoices and when entering worksheets for contract-based invoices. For contract-based billing, the tax group is retrieved from the Total billed amount type.


Contact Item Quick Add window

Use to enter a new contract item while setting up a change order. This window allows you to set up the minimum required information for the new contract item. Be sure to complete the contract item set up in the Normal view when you have finished the change order item set up.

For help on an item in this window, click [image] on the window and then click the item.


Do not base this item on another item

If you want to create a unique contract item that is not based on another item, select this check box. Otherwise, select an item in the box below.


Based on the following item

Select the contract item you want to base the new item on. If you do not want to base the new item on an existing item, select the check box above.


Tax group

Accept the prefilled tax group or enter a tax group for the Total billed amount type for this contract item. You can click the arrow on the right to select from a list of tax groups.


Select Format window

Use this window to select the invoice format to be used when this contract item is billed by the Billing application. Refer to Billing Help for more information about how invoice formats are set up and used.

For help on an item in this window, click [image] on the window, then click the item.


Format

Select the invoice format to be used when this contract item is billed by the Billing application. The invoice format is part of the criteria that determines how invoices are grouped during Generate Invoices in Billing. Refer to How contract items determine invoice grouping for details. Refer to Billing Help for more information about how invoice formats are set up and used.


Unit price

Displays the unit price on which the change order item amount is calculated.


Select Markup window

Use this window to select the markup table to be used when this contract item is billed by the Billing application. Refer to Billing Help for more information about how markup tables are set up and used.

For help on an item in this window, click [image] on the window, then click the item.


Markup

Select the markup table to be used when this contract item is billed by the Billing application. Refer to Billing Help for more information about how markup tables are set up and used.


Select Rate Table window

Use this window to select the markup table to be used when this contract item is billed by the Billing application. Refer to Billing Help for more information about how markup tables are set up and used.

For help on an item in this window, click [image] on the window, then click the item.


Rate Table

Select the rate table to be used when this contract item is billed by the Billing application. Refer to Billing Help for more information about how rate tables are set up and used.


Setting security permissions for Edit and View

If you are using security and want to give users access to items on the Edit or View menus in Contracts, you need to give them security permissions for File – New Contract and/or File – Open Contract. There are no security permissions specifically for Edit or View.

The File – New Contract and File – Open Contract selections are made on the Set Security Permission window when setting up permissions for operators or groups (Tools menu, Security).


Contract Totals tab - contract item
Contract Totals tab – contract item

Use this tab to view total contract amounts and units for a contract item. Amounts included in this window are Original, Approved changes, and Revised contract amounts by amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed).

For help on an item in this window, click [image] on the window, then click the item.


Original contract amount

This column displays the original contract amount by amount type for this contract item. Original contract amounts are entered on the Contract tab of the contract item.


Approved changes amount

This column displays the total amount of approved change orders entered by amount type for this contract item. Change orders are entered using Add Change Order (Edit menu) while in the Change Orders view.


Revised contract amount

This column displays the sum of the original contract amount plus any approved change orders for this contract item. Totals are listed for each amount type.


Total – Original

Displays the total original contract amount for the contract item. Depending on how the original contract amount is entered on the Contract tab of the contract item, this is the total of the six amount types or the amount directly entered in the "Total" line.


Total – Approved changes

Displays the total of approved change orders for the contract item. Depending on how the change order amount is entered, this is the total of the six amount types or the amount directly entered in the "total" line of the change order.


Total – Revised

Displays the total revised contract amount for the contract item. The revised contract amount is the sum of the original contract amount plus any approved change orders.


Units – Original

Displays the total units entered for the original contract for this contract item. Units are entered in the Units contracted field on the Contract tab of the contract item.


Units – Approved changes

Displays the total units entered on approved change orders for this contract item.


Units – Revised

Displays the total of all units entered for the original contract plus units entered on approved change orders for this contract item.


Contract Totals tab - contract
Contract Totals tab – contract

Use this tab to view contract totals for a contract. These totals are the sum of all contract items that make up a contract. Amounts included in this window are Original, Approved changes, and Revised contract amounts for each amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed).

For help on an item in this window, click [image] on the window, then click the item.


Original contract amount

Displays the sum of the original contract amounts for all contract items that make up this contract. Totals are listed for each amount type. You enter original contract amounts on the Contract tab of the contract item.


Approved changes amount

Displays the sum of all approved change orders you entered for all contract items that make up this contract. Totals are listed for each amount type.


Revised contract amount

Displays the sum of the original contract amount plus approved change orders for all contract items that make up this contract. Totals are listed by amount type.


Total – Original

Displays the total original contract amount for all contract items that make up this contract. You entered these amounts on the Contract tab of the contract item. Depending on how you entered these, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly in the "Total" line.

•	The sum of the six amount types plus the "Total" line combined.


Total – Approved changes

Displays the total of approved change orders you entered for all amount types for all contract items that make up this contract.

Depending on how you entered these, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly in the "Total" line.

•	The sum of the six amount types plus the "Total" line combined.


Total – Revised

Displays the total revised contract amount for all amount types of all contract items that make up this contract. The revised amount is the original contract amount plus approved change orders.


Stored Materials

Displays the stored materials for the entire contract. This amount is replaced with Materials Presently Stored from Enter Worksheets in the Billing application each time an invoice is posted in the Billing, Accounts Receivable, and Contracts applications. For more information on entering stored materials amounts in Enter Worksheets in Billing, see the Help topic titled About stored materials in Billing.


Billed Totals tab - contract item
Billed Totals tab – contract item

Use this tab to view total billed amounts and units for a contract item. Also displayed are total cash receipt amounts received. Amounts included in this window are To-date, Year-to-date, Next year, Month-to-date, Next month, and Units for each amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed). The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Billed totals

This column displays the to-date total billed by amount type for this contract item. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed."


Year-to-date – Billed totals

This column displays the year-to-date total billed by amount type for this contract item. Depending on how billed amounts are entered, the Total is s is the total of the six amount types or the amount directly entered as "Total billed." The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year – Billed totals

This column displays the total billed for next year by amount type for this contract item. Depending on how billed amounts are entered, the Total is the total of the six amount types or the amount directly entered as "Total billed." The next year is determined by the year displayed in the Year-end date (month/year) field on the CN Settings window.


Month-to-date – Billed totals

This column displays the total billed for the current month by amount type for this contract item. Depending on how billed amounts are entered, the Total is the total of the six amount types or the amount directly entered as "Total billed." The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month – Billed totals

This column displays the total billed for the next month by amount type for this contract item. Depending on how billed amounts are entered, the Total is the total of the six amount types or the amount directly entered as "Total billed." The next month is determined by the month displayed in the Current month field in the CN Settings window.


To-date Tax, Add-ons, and Deductions

This portion of the column displays to-date taxes, add-ons, and deductions billed for this contract item.


Year-to-date Tax, Add-ons, and Deductions

This portion of the column displays year-to-date taxes, add-ons, and deductions billed for this contract item. The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year Tax, Add-ons, and Deductions

This portion of the column displays next year's taxes, add-ons, and deductions billed for this contract item. The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date Tax, Add-ons, and Deductions

This portion of the column displays month-to-date taxes, add-ons, and deductions billed for this contract item. The current month is determined by the month displayed in the CN Settings window.


Next month Tax, Add-ons, and Deductions

This portion of the column displays next month's taxes, add-ons, and deductions billed for this contract item. The next month is determined by the month displayed in the Current month field in the CN Settings window.


To-date Units

Displays the to-date units billed for this contract item.


Year-to-date Units

Displays the year-to-date units billed for this contract item. The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year Units

Displays next year's units billed for this contract item. The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date Units

Displays the month-to-date units billed for this contract item. The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month Units

Displays next month's units billed for this contract item. The next month is determined by the month displayed in the Current month field in the CN Settings window.


To-date – Cash receipts

Displays the total to-date cash receipt amount received for this contract item.


Year-to-date – Cash receipts

Displays the total year-to-date cash receipt amount received for this contract item. The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year – Cash receipts

Displays next year's total cash receipt amount received for this contract item. The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date – Cash receipts

Displays the month-to-date cash receipt amount received for this contract item. The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month – Cash receipts

Displays next month's total cash receipt amount received for this contract item. The next month is determined by the month displayed in the Current month field in the CN Settings window.


Billed Totals tab - contract
Billed Totals tab – contract

Use this tab to view billed amounts for a contract. These totals are the sum of billed amounts for all contract items that make up a contract. Amounts included on this window are To-date, Year-to-date, Next year, Month-to-date, and Next month for each amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed). The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Billed total

This column displays the total to-date billed by amount type for all the contract items that make up this contract.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.


Year-to-date – Billed total

This column displays the total year-to-date billed by amount type for all contract items that make up this contract.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The current year is determined by the year displayed in the Year-end date (month/year) field on the CN Settings window.


Next year – Billed total

This column displays the total billed for next year by amount type for all contract items that make up this contract.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The next year is determined by the year displayed in the Year-end date (month/year) field on the CN Settings window.


Month-to-date – Billed total

This column displays the total billed for the current month by amount type for all contract items that make up this contract.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The current month is determined by the month displayed in the Current month field on the CN Settings window.


Next month – Billed total

This column displays by amount type, the total billed for the next month for all contract items that make up this contract.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The next month is determined by the month displayed in the Current month field on the CN Settings window.


To-date Tax, Add-on, and Deduction

This portion of the column displays to-date taxes, add-ons, and deductions billed for this contract.


Year-to-date Tax, Add-on, and Deduction

This portion of the column displays year-to-date taxes, add-ons, and deductions billed for this contract. The current year is determined by the year entered in the Year-end date (month/year) field on the CN Settings window.


Next year Tax, Add-on, and Deduction

This portion of the column displays next year's taxes, add-ons, and deductions billed for this contract. The next year is determined by the month and year entered in the Year-end date (month/year) field on the CN Settings window.


Month-to-date Tax, Add-on, and Deduction

This portion of the column displays month-to-date taxes, add-ons, and deductions billed for this contract. The current month is determined by the month displayed in the Current month field on the CN Settings window.


Next month Tax, Add-on, and Deduction

This portion of the column displays next month's taxes, add-ons, and deductions billed for this contract. The next month is determined by the month displayed in the Current month field on the CN Settings window.


To-date – Cash receipts

Displays the to-date cash receipt amount received for this contract.


Year-to-date – Cash receipts

Displays the total year-to-date cash receipt amount received for this contract. The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year – Cash receipts

Displays next year's total cash receipt amount received for this contract. The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date – Cash receipts

Displays the month-to-date cash receipt amount received for this contract. The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month – Cash receipts

Displays next month's total cash receipt amount received for this contract. The next month is determined by the month displayed in the Current month field in the CN Settings window.


Adjustment Totals tab - contract item
Adjustment Totals tab – contract item

Use this tab to view total invoice adjustments for a contract item. Invoice adjustment amounts include AR Debits, AR Credits, and Bad Debt activity only.

Amounts included in this window are To-date, Year-to-date, Next year, Month-to-date, and Next month for each amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed). The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Invoice adjustments

This column displays to-date invoice adjustments by amount type for this contract item. Adjustment amounts include AR Debit, AR Credit, and Bad Debt activity only. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed."


Year-to-date – Invoice adjustments

This column displays year-to-date invoice adjustments by amount type for this contract item. Adjustment amounts include AR Debit, AR Credit, and Bad Debt activity only. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed." The current year is displayed in the Year-end date (month/year) field in the CN Settings window.


Next Year – Invoice adjustments

This column displays next year's invoice adjustments by amount type for this contract item. Adjustment amounts include AR Debit, AR Credit, and Bad Debt activity only. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed." The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date – Invoice adjustments

This column displays month-to-date invoice adjustments by amount type for this contract item. Invoice adjustments include AR Debit, AR Credit, and Bad Debt activity only. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed." The current month is displayed in the Current month field in the CN Settings window.


Next month – Invoice adjustments

This column displays next month's invoice adjustments by amount type for this contract item. Invoice adjustments include AR Debit, AR Credit, and Bad Debt activity only. Depending on how billed amounts are entered, the Total is the sum of the six amount types or the amount directly entered as "Total billed." The next month is determined by the month displayed in the Current month field in the CN Settings window.


Adjustment Totals tab - contract
Adjustment Totals tab – contract

Use this tab to view total invoice adjustments for a contract. These totals are the sum of invoice adjustments for all contract items that make up a contract. Invoice adjustment amounts include only AR Debits, AR Credits, and Bad Debt activity.

Amounts included in this window are To-date, Year-to-date, Next year, Month-to-date, and Next month for each amount type (Labor, Material, Subcontract, Equipment, Overhead, Other, and Total billed). The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Invoice adjustments

This column displays to-date invoice adjustments by amount type for all contract items that make up this contract. Adjustment amounts include only AR Debit, AR Credit, and Bad Debt activity.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.


Year-to-date – Invoice adjustments

This column displays year-to-date invoice adjustments by amount type for all contract items that make up this contract. Adjustment amounts include only AR Debit, AR Credit, and Bad Debt activity.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The current year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Next year – Invoice adjustments

This column displays next year's invoice adjustments by amount type for all contract items that make up this contract. Adjustment amounts include only AR Debit, AR Credit, and Bad Debt activity.

Depending on how you entered billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The next year is determined by the year displayed in the Year-end date (month/year) field in the CN Settings window.


Month-to-date – Invoice adjustments

This column displays month-to-date invoice adjustments by amount type for all contract items that make up this contract. Invoice adjustments include only AR Debit, AR Credit, and Bad Debt activity.

Depending on how you enter billed amounts, the Total amount is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month– Invoice adjustments

This column displays next month's invoice adjustments by amount type for all contract items that make up this contract. Invoice adjustments include only AR Debit, AR Credit, and Bad Debt activity.

Depending on how you enter billed amounts, the Total is one of the following:

•	The sum of the six amount types.

•	The sum of the amounts entered directly as "Total billed."

•	The sum of the six amount types plus the "Total billed" combined.

The next month is determined by the month displayed in the Current month field in the CN Settings window.


Retainage Totals - contract item
Retainage Totals – contract item

Use this tab to view retainage totals for a contract item. Retainage totals included on this window are Held, Billed, and Balance for both retainage and tax retainage. To-date, Year-to-date, Next year, Month-to-date, and Next month retainage totals are displayed. The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Retainage totals

This column displays to-date totals for retainage and tax retainage for this contract item. Included are retainage held, billed, and the balance.


Year-to-date – Retainage totals

This column displays year-to-date totals for retainage and tax retainage for this contract item. Included are retainage held and billed. The current year is determined by the year entered in the Year-end date (month/year) field in the CN Settings window.


Next year – Retainage totals

This column displays next year's totals for retainage and tax retainage for this contract item. Included are retainage held and billed. The next year is determined by the year entered in the Year-end date (month/year) field in the CN Settings window.


Month-to-date – Retainage totals

This column displays month-to-date totals for retainage and tax retainage for this contract item. Included are retainage held and billed. The current month is determined by the month displayed in the Current month field in the CN Settings window.


Next month – Retainage totals

This column displays next month's totals for retainage and tax retainage for this contract item. Included are retainage held and billed. The next month is determined by the month displayed in the Current month field in the CN Settings window.


Last invoice – ID

Displays the ID of the last invoice entered and posted for this contract item.


Last invoice – Date

Displays the date of the last invoice entered and posted for this contract item.


Last draw

Displays the draw number of the last draw entered and posted for this contract item.


Retainage Totals tab - contract

Use this tab to view retainage totals for a contract. These totals are the sum of retainage for all contract items that make up a contract. Retainage totals included on this window are Held, Billed, and Balance for both retainage and tax retainage. To-date, Year-to-date, Next year, Month-to-date, and Next month retainage totals are displayed. The current month and year that determine whether amounts are added to this or next month/year totals, can be viewed in the CN Settings window.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


To-date – Retainage totals

This column displays to-date totals for retainage and tax retainage for this contract. Included are retainage held, billed, and the balance.


Year-to-date – Retainage totals

This column displays year-to-date totals for retainage and tax retainage for this contract. Included are retainage held and billed. The current year is determined by the year entered in the Year-end date (month/year) field on the CN Settings window.


Next year – Retainage totals

This column displays next year's totals for retainage and tax retainage for this contract. Included are retainage held and billed. The next year is determined by the year entered in the Year-end date (month/year) field on the CN Settings window.


Month-to-date – Retainage totals

This column displays month-to-date totals for retainage and tax retainage for this contract. Included are retainage held and billed. The current month is determined by the month displayed in the Current month field on the CN Settings window.


Next month – Retainage totals

This column displays next month's totals for retainage and tax retainage for this contract. Included are retainage held and billed. The next month is determined by the month displayed in the Current month field on the CN Settings window.


Last invoice – ID

Displays the ID of the last invoice entered and posted for this contract.


Last invoice - Date

Displays the date of the last invoice entered and posted for this contract.


Last invoice – Amount

Displays the amount of the last invoice entered for this contract.


Last draw

Displays the draw number of the last draw entered and posted for this contract.


Last cash receipt – ID

Displays the cash receipt ID for the last cash receipt entered and posted for this contract.


Last cash receipt – Date

Displays the deposit date of the last cash receipt entered and posted for this contract.


Job Links view

This pane displays the tree structure of the job links for the open contract and its items. The descriptions to the right of the contract and item IDs originate with the Description on the respective General tabs. If a contract item is linked, the area below the contract item can be opened to view the linkage to the applicable Job Cost records by clicking on the + to the right of the item. The descriptions for the linked Job Cost records display to the right of their IDs.

Refer to the" Linking a contract item" topic for detailed instructions on how to link a contract item.

Refer to the "Working with Contracts windows" topic for instructions on how to manipulate this pane and its contents.


Job

Enter the job to be linked to this contract item. If the item is linked only to the job, click [OK] after entering the ID. It is important that you link to the job prior to approving contract items. If you are using record security, you can only access jobs that you are authorized to view.

Click the list button to the right to display a list of available jobs. Jobs you are not authorized to view appear in the list but are unavailable for selection.


Extra

Enter the extra to be linked to this contract item. If the item is linked only to the job and extra, click [OK] after entering the ID.

Click the list button to the right to display a list of available extras.

This extra item is enabled only if extras are being tracked.


Cost Code

Enter the cost code to be linked to this contract item. If you enter a cost code that does not currently exist for the job (and extra) but is a standard cost code, it will be set up automatically.

If you enter a group cost code, all the individual cost codes within the group will be linked to the item.

You can unlink a cost code at any time regardless of whether the contract item has already been approved.

Click the list button to the right to display a list of available cost codes.


Change Orders view

This pane displays the tree structure of the change orders and their items for the open contract. The descriptions to the right of the change orders and change order item IDs originate with the Description on the respective General tabs. The items for a particular change order display only when that change order is expanded. Any linked Job Cost change order items appear when the change order item is expanded. Refer to the Working with Contracts windows topic for instructions on how to manipulate this pane and its contents.

If the change order has been approved, it will display in bold.

Change orders and their items are added in the following windows:

Add Change Order (Edit menu)

Add Change Order Item (Edit menu)

There is one tab for each change order and each item that contains related information.

Change order General tab

Item General tab

Item Amount tab


Add Change Order window

Use this window to add a change order to the open contract.

For help on an item in this window, click [image] on the window, then click the item.


Change order ID

The title of this item may be different if changed in Custom Descriptions.

Enter the ID (up to five characters) of the new change order. The ID must be unique to this contract. For consistency, you may want to use the same number used for the change order when it is ( or was) entered in Job Cost.


Add Change Order Item window

Use this window to add a change order item to the selected change order.

For help on an item in this window, click [image] on the window, then click the item.


Link to contract item

Select, from the displayed list, the contract item for which this change order item is being entered. Highlight the Item ID and click [OK].


General tab

Use this tab to enter general descriptive information about the change order.

For help on an item in this window, click [image] on the window, then click the item.


Change Order Description

Enter the description (up to 30 characters) for the change order. This description can be used in reports and inquiries. It also appears when other commands allow you to select a contract change order from a list.


Scope of change

Enter the scope of the change order.

This item is for reporting and inquiry only.


Reason for change

Select from the list the reason for this change order. The list can be modified by clicking [Customize List] in the Custom Descriptions window on the CN Reason For Chng line.

This item is for reporting and inquiry only.


Initiated by

Select from the list the party who initially requested the change. The list can be modified by clicking [Customize List] in the Custom Descriptions window on the CN Initiated By line.


Date initiated

Enter the date the change order request was initiated. This item is for reporting and inquiry only.


Date of revision

Enter the date the contract was revised with this change order. This date determines the period to be updated on the Job's Contract Totals tab.


Architect

Enter the contact ID of the project's architect. Use the list button at the right to select from a list of contacts set up previously in the Accounts Receivable Contact command.


Owner

Enter the contact ID of the project's owner or other pertinent contact. Use the list button at the right to select from a list of contacts set up previously in the Accounts Receivable Contact command.


Change in days

Enter the expected days this change will increase or decrease the time required on the  project. The change can be plus, minus, or zero.

Use the upper scroll arrow at the right to increase the number of days or the lower scroll arrow to decrease them.


General tab

Use this tab to enter general descriptive information about the change order item.

For help on an item in this window, click [image] on the window, then click the item.


Change Order Item Description

Enter the description (up to 30 characters) for the change order item. This description can be used in reports and inquiries. It also appears when other commands allow you to select a contract change order item from a list.


Contract item

Displays the description of the contract item associated with this change order item.


Scope of change

Enter the scope of the change order item. To end a line of text and restart on the following line, press Ctrl-Enter. Press Enter alone to end all text and move the cursor to the next item.

This item is for reporting only.


Reason for change

Select from the list the reason for this change order. The list can be modified by clicking [Customize List] in the Custom Descriptions window on the CN Reason For Chng line.


Job

Displays the job linked to the contract item associated with this change order item.


Extra

Displays the extra linked to the contract item associated with this change order item.


Amount

Displays the amount to be billed to the customer for the change. This amount may differ from the "bid price" that was entered in Job Cost's Enter Change Orders window. This amount is updated with the sum total of the Job Cost change order items that are linked to it. The Contract amount on the job in Job Cost is updated with this amount.

This field is unavailable for entry if the contract item has the Billing type set to Unit Price.


CO total

Displays the total of all change order items for this change order.


Units

Enter the units contracted for this change order item. The units entered are multiplied by the Unit price displayed below to arrive at the amount of this change order item.

This field is available only if the contract item has the Billing type set to Unit Price.


Unit price

Displays the Unit price from the Contract tab of the contract item this change order item is modifying. It the contract item has a Billing type of Unit Price, the Units entered above are multiplied by this Unit price to arrive at the amount of this change order item.


Amount tab

Use this tab to allocate the change order amount by cost type. These amounts are not automatically updated when the total amount is updated. If you change the price on a linked Job Cost change order item, which causes these amounts to be out of balance, they will be cleared. We recommend that you enter these amounts after linking the Job Cost change order items (if applicable).

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Labor

Enter the amount you want to allocate to Labor for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Material

Enter the amount you want to allocate to Material for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Subcontract

Enter the amount you want to allocate to Subcontract for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Equipment

Enter the amount you want to allocate to Equipment for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Overhead

Enter the amount you want to allocate to Overhead for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Other

Enter the amount you want to allocate to Other for this change order item. This amount is not automatically updated by the system. The sum total of all cost type amounts entered here must equal the Amount field.


Amount

Displays the change order amount from the General tab. The sum total of all cost type amounts entered on this tab must equal this amount. For more information see About how the Contracts change order item amount is updated.


Estimate amount

Displays the original estimate amount from the job. This amount is derived from the Job Cost change order items that have been linked to this change order item. This is intended to allow you to analyze the profitability of the change order.


About the Contracts change order item cost type amounts

The change order item cost type amounts (Change Order Item, Amounts tab) are not automatically updated by the system. These amounts are available for you to enter manually, however, the sum total of the cost type amounts must equal the contract item amount. When you link Job Cost change order items, the Contracts change order item amount is automatically updated. If the amount is different, the cost type amounts may be cleared.


About how the Contracts change order item amount is updated

The change order item amount (Amounts tab) can be entered manually or you can update it automatically by linking Job Cost change order items (Edit menu, Edit/Add Change Order Links). The Contracts change order item amount is automatically updated with the sum total of all linked Job Cost change order items.

If you have entered cost type amounts, these amounts may be cleared if the change order item amount is updated with an amount that does not equal the total of the cost type amounts. A warning message notifies you when this occurs. Simply re-enter the amounts to equal the updated change order item amount.


Change Order Link window

Use to link the Contracts change order item with the Job Cost change order item. This link facilitates the updating of change order items in Job Cost when equivalent change order items are edited or approved in Contracts. You can change the status of an item in this window, however, to make changes to the price, click [image]. You can create a new Job Cost change order item by clicking [New JC Item].

For help on an item in this window, click [image] on the window and then click the item.

Entering change orders


Job Cost change order item list

Select the Job Cost change order item (or multiple items) you want to link to the current Contracts change order item by either selecting the Link check box or clicking [New] to enter a Job Cost change order item that does not already exist.

You can also use this window to change the status of Job Cost change order item to Denied or change the price of the change order item.

The title of this item may be different if changed in Custom Descriptions.


Link

Select this check box to link this Job Cost change order item to the current Contracts change order item. The Contracts change order item amount is based on the total of the Job Cost change order items you link in this window. Once you have approved the contract item, this cannot be unlinked.


Job Cost change order

Displays the Job Cost change order ID.


Job Cost change order item

Displays the Job Cost change order item ID.


Status

Displays the current status of this Job Cost change order item. You can change the status to Denied by clicking the arrow on the right and selecting the status from the list. Once an item's status is change to Denied, it no longer appears in the grid. If the status is mistakenly changed to Denied, you can correct the status in the Job Cost application. You can change the status to Released or Approved only if you have the task security to do so.


Price

Displays the Job Cost change order item price. To change the price, click [image] and enter a new amount in the Job Cost Change Order Item Detail window.


Estimate

Displays the accumulated estimate amount for this Job Cost change order item.. To modify the estimate amount, click [Item details].


Description

Displays the Job Cost change order item description.


Item details

Opens the Job Cost Change Order Item Detail window where you can view or change the details of this Job Cost change order item.


Contract

Once this Job Cost change order item is linked to a Contracts change order, this displays the contract ID. If this field is blank, the Job Cost change order item has not yet been linked to a Contracts change order item.


Contract change order

Once this Job Cost change order item is linked to a Contracts change order, this displays the Contracts change order ID. If this field is blank, the Job Cost change order item has not yet been linked to a Contracts change order item.


Job

Displays the job associated with this Job Cost change order item.


Extra

Displays the extra associated with this Job Cost change order item.


Job Cost Change Order Item Detail window

Use to add new Job Cost change order items which you can link to Contracts change order items or to change existing Job Cost change order items.

For help on an item in this window, click [image] on the window and then click the item.

Entering change orders


Job

Displays the job associated with the change order item. If you are adding a new Job Cost change order item, this is prefilled based on the job associated with the current Contracts change order item.


Contract

Displays the contract associated with the change order item. If you are adding a new Job Cost change order item, this is automatically filled based on the current Contracts change order item.


Extra

Displays the extra associated with the change order item. If you are adding a new Job Cost change order item, this is prefilled based on the current Contracts change order item.


Status

Displays the current status of this Job Cost change order. If you are adding a new Job Cost change order item, this is automatically set to Not issued.


JC change order

If you are adding a new Job Cost change order item, this is prefilled from the current Contracts change order item. Accept the prefilled change order or enter a new change order ID.

If you are editing an existing Job Cost change order item, this displays the change order ID from the current Contracts  change order item and cannot be changed.


JC change order description

For new items, this displays the change order description from the current Contracts change order item which is also used for the new Job Cost change order item.

For existing Job Cost change order items, this displays the change order description from Job Cost.


JC Item

If you are adding a new Job Cost change order item, this is prefilled from the current Contracts change order item. Accept the prefilled change order item or enter a new change order item ID.

If you are editing an existing Job Cost change order item, this displays the current Contracts  change order item and cannot be changed.


Item description

For new items, this displays the current Contracts change order item description which is also used for the new Job Cost change order item.

For existing Job Cost change order items, this displays the change order item description from Job Cost.


Price

If you are adding a new Job Cost change order item, this is prefilled from the current Contracts change order item. Accept the prefilled amount or enter a new amount.

If you are editing an existing Job Cost change order item, this is prefilled from the Job Cost change order item. Accept the prefilled amount or enter a new amount.


Type

Displays the type of change order.

Estimate -- tracks costs at the category level.

Production -- tracks costs at the cost code level.


Cost code

Displays the cost code based on the change order item type.


Category

Displays the category for change order items with a type of Estimate.


Units

If you are adding a new Job Cost change order item, enter the units for this change order item.

If you are editing an existing Job Cost change order item, this displays the units on the change order item.


Unit cost

If you are adding a new Job Cost change order item, enter the unit cost for this change order item.

If you are editing an existing Job Cost change order item, this displays the unit cost on the change order item.


Amount

If you are adding a new Job Cost change order item with a type of Estimate, enter the amount for this change order item.

If you are editing an existing Job Cost change order item with a type of Estimate, this displays the amount of the change order item.


Description

If you are adding a new Job Cost change order item, enter the estimate or production unit description.

If you are editing an exiting Job Cost change order item, this displays the estimate or production unit description.


[List]

Displays a list of available selections for the item containing the cursor.


[Delete Line]

Deletes the current line in the Job Cost change order item detail grid.


Job Cost Change Order Item - General tab

Use to view the price and estimate of the linked Job Cost change order item.

For help on an item in this window, click [image] on the window and then click the item.


Price

Displays the price from this Job Cost change order item.


Estimate

Displays the estimate amount from this Job Cost change order item.


Working with Contracts windows

There are three main window views in Contracts: Normal, Job Links, and Change Orders. Each displays a "tree" of associated records related to the type of view being displayed for a contract that has been opened.

In the Normal and Change Orders views, the left pane displays the tree (hierarchy) of associated records and the right pane displays information for the record that is highlighted in the left pane. One or more tabs of information may be available in the right pane. The Job Links view has only one pane, displaying the tree of links between the contract and the job(s).

If a level in the tree in the left pane can be expanded to show a subordinate record, an icon [image] containing a plus sign will display to its left. Click once on the icon to open (expand) the level immediately below it.

If a level in the tree in the left pane has already been expanded, an icon [image] containing a minus sign will display to its left. Click once on the icon to close (collapse) all subordinate levels below it.

The shortcut key to move the cursor between the two panes is F6.

For help on an item in this window, click [image] on the window and then click the item.


Setting up a contract

  1	Select File, New.

  2	Select the type of contract being set up: Active (customer) or Standard (template).

  3	Enter the ID of the new contract.

  4	Click [OK].

  5	Complete or change the applicable information on the contract tabs as needed.

  6	Add contract items as needed and complete their information.
 How?

  7	If this is an Active contract and it is associated with one or more jobs, extras, and cost codes, link the contract's items to the applicable Job Cost records. You can create links only to jobs you are authorized to access and have a billing type of Use Contracts.
 How?

In the application of origin, reenter the activity and post. For help on an item in this window, click [image] on the window and then click the item.

Note

If you will be using AIA-type billings and the Billing application for invoicing, be sure to read the topic titled AIA-type billing considerations in Billing Help. For Contract-based and Cost-based AIA-type invoicing to print correctly in Billing, considerations need to be applied when setting up contract items, and also when initially determining the contract item sectioning.

Related Topics


Adding contract items

  1	Open the contract if it is not already open.  How?

  2	If there are existing contract items previously added to this contract, click on the contract item that most closely matches the new contract item being set up. If there are no existing contract items, this initial contract item will contain defaults.

  3	Select Edit, Add Contract Item.

  4	Enter the new contract item ID in the Add Item window and click OK.

  5	Enter or change all pertinent information on the various tabs of the new contract item.

Notes

•	If record security is active, you will only be able to view contracts for jobs where you are authorized to view all jobs to which its items are linked.

•	Before approving a contract item, be sure to enter the original contract amounts (Contract tab) and link to a job if appropriate. Once a contract item is approved, it is more difficult to add or change links or amounts. Approved contract items can be unapproved by using the Unapprove Contract Items command (Tasks menu) if certain conditions are met.

•	If you will be using AIA-type billings and the Billing application for invoicing, be sure to read the topic titled AIA-type billing considerations in Billing Help. For Contract-based and Cost-based AIA-type invoicing to print correctly in Billing, considerations need to be applied when setting up contract items, and also when initially determining the contract item sectioning.

Tip

You can link the job and extra to the contract item from the General tab when you add the contract item.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Opening a contract to change, delete, or view

  1	Select File, Open.

  2	In the Open Contract window, select the type of contract to be opened: Active or Standard.

  3	Select the contract you wish to view. If you are not authorized to view all jobs to which the contract and its items are linked, you will not be allowed to view the contract.

  4	Click [OK].

For help on an item in this window, click [image] on the window and then click the item.


Setting up the Job Cost interface

1	From the File menu, select Data Folder Settings, CN Settings.

2	Click [Post & Interface].

3	Mark the Job Cost Activate interface box.

4	To create entries for Job Cost in Contracts, mark the Create entries box, and select either manual or automatic posting.

5	Click [OK].

Note

If you are not authorized to view and make changes in the CN Settings window, you will not be able to perform this task.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Linking a contract to a job.
Linking a contract to a job, extra, or cost code

  1	Open the active contract to be linked.
 How?

  2	On the View menu, select Job Links.

  3	Select the contract item to be linked.

  4	On the Edit menu, select Link.

  5	In the Link window, enter the ID of the job to be linked. Use the list button at the right to display a list of available jobs. Only jobs that you are authorized to view and with a billing type of Use Contracts appear in the list.

  6	If you are using extras and the item is to be linked to an extra, enter its ID in the Extra box. Use the list button at the right to display a list of available extras.

  7	If the item is to be linked to a cost code, enter its ID in the Cost Code box. Use the list button at the right to display a list of available cost codes. If you enter a cost code that does not currently exist for the job (and extra) but is a standard cost code, it will be set up in the Job Cost Master file automatically. If you enter a group cost code, all the individual cost codes within the group will be linked to the item.

  8	Click [OK].

For help on an item in this window, click [image] on the window and then click the item.

Warnings

•	Be sure to link a contract item to a job, and enter the original contract amounts (Contract tab) before changing the contract item status to Approved. Approved contract items can be changed back to Proposed only using the Unapprove Contract Items command (Tasks menu), and only when certain conditions are met.  How?

You may want to regularly review the Contract/Job Link report (Report, List menu) after links are entered to check for any linking errors. Correcting linking errors before you start processing invoices and other transactions, prevents more difficult corrections later on.

•	If you are linking jobs to extras in Job Cost, include the extra in the link in Contracts as well. Otherwise, cost transactions from Job Cost will be sent to Billing without the contract and contract item.

Notes

• You can link multiple jobs to one contract, multiple contracts to one job, or multiple cost codes to one contract item. However, you must be authorized to access all jobs you want to link to the contract and the jobs must all have a billing type of Use Contracts.  How?

• An individual cost code cannot be linked to more than one contract item. A contract item, however, can be linked to more than one cost code (within the same job) by repeating the steps above for each additional cost code.

•	You can unlink a cost code even after the contract item has been approved.

Related Topics


Overview

The purpose of linking jobs to contract items is to send revenue information to the job or extra. Linking is important for both contract-based and cost-based billing. If you are processing cost-based invoices in Billing, it is important to link the contract item to a cost code if you are billing at that level. When costs are posted, the link ensures that costs are sent to the appropriate contract item for billing.

Note

Linking must be done prior to approving contract items, otherwise the information is not updated correctly.


Posting Contracts

You must be authorized to post in order to perform this task.

  1	Select Tasks, Post.

  2	Change the options displayed in the Print Selection window or accept the defaults.

  3	Click [Start]

  4	When posting is complete, review the Post Entries Report to verify totals to check for errors.

Notes

•	When you post, all entries from the Accounts Receivable application (new transactions in the Active.CNT file are posted and moved to the Active.CNA file. The Active.CNA file stores and accumulates all derived units and amount totals for contracts, contract items, and change orders.

•	In Contracts, you can post to prior months, the current month, and the next month.

•	Other amounts and units entered directly in Contracts, such as original contract amounts, are automatically posted when you enter them. Change orders are posted when you approve them using Approve Change Order from the Edit menu.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Closing the month

You must be authorized to close the month in order to perform this task.

  1	Back up the ACTIVE.CNA, ACTIVE.CNT, ACTIVE.CNC, and STANDARD.CNC files in the current data folder.

  2	From the Tasks menu, select Close Month.

  3	Change the available options in the Print Selection window, or accept the defaults.

  4	Click [Start].

  5	When the task completes, review the Close Month Report for any possible errors.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Deleting a contract or its item
Deleting a contract or its item(s)

When in the Normal view (View menu), use the Delete command (Edit menu) to delete an existing contract or contract item.

  1	Open the active contract to be deleted.
 How?

  2	Highlight the contract or contract item to de deleted.

  3	On the Edit menu, click Delete. If the contract or contract item cannot be deleted, a message window displays with the reason. Click [OK] to finish.

  4	If the contract or contract item can be deleted, the following warning message displays: The selected contract/contract item will be permanently deleted if you continue. Do you want to continue? Click [Yes] to finish deleting or click [No] to cancel deleting.

Notes

•	A contract cannot be deleted if it or one of its contract items has a status of Approved, Closed, or Paid in full, or when it has Accounts Receivable amounts posted to it.

•	A contract item cannot be deleted if it has a status of Approved, Closed, or Paid in full, or has Accounts Receivable amounts posted to it.
Approved contract items may be unapproved using the Unapprove Contract Items command (Tasks menu).  How?
Accounts Receivable amounts posted to the contract item can be reversed by voiding the invoices, retainage billings or cash receipts in Accounts Receivable.

•	Deleting a contract item automatically deletes any change orders that net to zero or are unapproved.

•	When a contract or contract item is deleted, the derived totals are adjusted accordingly.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Multiple linking

You can link multiple jobs to a single contract as illustrated below:

Contract 1

Item A	Job 1
Item B	Job 2

You can link multiple contracts to a single job and multiple cost codes and extras as illustrated below:

Contract 1

Item A	Job 1	Cost code 1000-1999
Item B	Job 1	Cost code 2000-2999
Contract 2

Item A	Job 1	Extra 1

You can also link multiple cost codes to a single contract item. The cost code can be unlinked at any time regardless of whether the contract item has already been approved.

Note

You must be authorized to view a job before you can link to it and the job's billing type must be Use Contracts.

Related Topics


Setting up contracts to bill by cost code

If you want to bill for individual cost codes in the Billing application, when you set up the contract, enter a separate contract item for each cost code.

 Setting up a contract

 Adding contract items

Note

With this method, the contract amount, billing and cash receipt information does not post to the job in Job Cost by cost code. It is summarized by job and/or extra. However, for informational purposes, you can design Job Cost cost code reports which provide contract item information by cost code.


About unapproving contract items

Use the Unapprove Contract Items command (Tasks menu) to change the status of a contract item(s) from Approved, Released, Closed, or Paid in full back to Proposed. During this process, a reversing entry for the Original Contract amount is created for Job Cost.  How?

Unapproving a contract item allows you to access the contract item's job links and original contract amount fields to make changes. This may be helpful when:

A job or extra is not linked to a contract item.

The wrong job or extra is linked to a contract item.

An original contract item amount is not entered.

The wrong original contract item amount is entered.

Unapproving contract items also allows you to delete contract items.  How?

Notes

•	Approved contract items can be unapproved only if they meet specific conditions.

•	You must process any unposted transactions in Accounts Receivable, Billing, Contracts and Job Cost before unapproving. Check for unposted transactions using inquiries.   How?

•	If you are unapproving a contract item(s) for the purpose of relinking to another job, you must check for accuracy of cost-based invoicing in Billing before unapproving.  How?

Related Topics


Unapproving contract items

  1	Verify that you have posted all transactions in Accounts Receivable, Contracts, and Job Cost. Posting all transactions ensures that contract item information is processed correctly during the unapproval process. You can use inquiries to check for unposted transactions.  How?

  2	If you are unapproving a contract item(s) for the purposes of relinking to another job, you must also check for accuracy of cost-based Billing entries before unapproving.  How?

  3	From the Tasks menu, select Unapprove Contract Items. You must be authorized to unapprove contract tiems in order to perform this task.If you are sure all transactions are posted, click [Yes] to continue or click [No] to exit.

  4	In the Unapprove Contract Items window, enter a contract or select it from the list by clicking the icon to the right of the Contract field. The associated contract items are displayed in the window.

  5	Select a contract item for unapproving by highlighting it. You can select multiple contract items using either the Shift + down arrow keys, or hold down the Ctrl key and click the left mouse button.

  6	Click [Unapprove] to unapprove highlighted contract items.

  7	If a contract item cannot be unapproved, a message window displays with the reason why. Click [Help] for additional information. Click [OK] to continue.

  8	If a contract item is unapproved, a message window displays, indicating that it was successfully unapproved.

  9	Click [Finish] to exit. Manual or automatic posting to Job Cost occurs based on the Post and Interface setting in CN Settings. A journal prints, listing transactions sent to Job Cost. Unapproved contract items with original contract amounts of zero are not included on the journal.

Note

Approved contract items can be unapproved only if they meet certain conditions.

Tips

•	Unapproving a contract item allows you to access the contract item's job links and original contract amount fields to make changes. Situations where this may be helpful are: a job or extra is not linked to a contract item, the wrong job or extra is linked to a contract item, an original contract item amount is not entered, or the wrong original contract item amount is entered.

•	Unapproving a contract item may also enable you to delete contract items.  How?

Related Topics


Checking for unposted transactions before unapproving

Before using the Unapprove Contract Items command (Tasks menu), all transactions related to the contract item(s) being unapproved must be posted or deleted. If unposted transactions exist when a contract item is unapproved, incorrect transactions may be created, which are not easily reversed. Use the inquiries listed below to view unposted transactions in the specified application. To ensure complete processing of all transactions, follow instructions in the below table in the order listed.

Application	Inquiry Name (from the application's Inquiry Menu)	Action
Billing:  Contract-based invoices	Worksheet Entries (Unbilled)	Delete any worksheets that contain the contract item(s) being unapproved.  How?
Billing:  Cost-based invoices	Cost-Based (Unbilled) (Inquiries, Invoices menu)	Review invoices for accuracy for the contract item(s) being unapproved.  How?
Accounts Receivable	Entries by batch or transaction (Inquiries, Entries menu)	If you find unposted transactions for the contract item(s) being unapproved, post them.
Job Cost	Entries by batch  (Inquiries, Entries menu)	If you find unposted transactions for the contract item(s) being unapproved, post them.
Contracts	Unposted transactions (Inquiries, Other menu)	If you find unposted transactions for the contract item(s) being unapproved, post them.
Note

If you are unapproving a contract item(s) for the purpose of relinking to another job, you must check for accuracy of cost-based invoicing in Billing before unapproving.  How?

Related Topics


Deleting worksheets that contain contract items(s) being unapproved

If a Contract-based invoice has already been generated for the contract item(s) being unapproved, void the invoice in Billing using the Change Invoices command. When prompted, select the option to remove the Worksheet entry.

If an invoice has not been generated for the contract item(s) being unapproved, delete the worksheet using the Enter Worksheet command.

 Return to previous topic


Reviewing invoices for accuracy for contract items(s) being unapproved

If incorrect job links are found for the contract item(s) being unapproved for Cost-based invoicing, do the following before unapproving:

  1	Change the status of the invoice to Void using the Change Invoices command in Billing. Reinstate the Work-in-progress records when prompted.

  2	Use the Change Work-In-Progress command to delete the incorrectly linked entries. New entries can be made to the correct contract and contract item link using this same command.

 Return to previous topic


Checking for accuracy in Billing before unapproving

If you are unapproving a contract item(s) for the purpose of relinking to another job, you need to check cost-based Billing invoices that contain these contract items. Use the inquiries listed below to check invoice accuracy for the contract items being unapproved. Follow the Action instructions to correct any inaccuracies. This prevents incorrect transactions from being created, which are not easily reversed. To ensure complete processing of all transactions, follow the below instructions in the order listed.

Application	Inquiry Name (from the application's Inquiry Menu)	Action
Billing:  Cost-based invoices	Transactions	Review entries for the contract item(s) being unapproved. Check the job and contract information on each transaction. If the job and contract links are incorrect, make corrections before unapproving.  How?
Billing:  Cost-based invoices	Work-in-Progress (Unbilled)	Review entries for the contract item(s) being unapproved. Check the job and contract information on each entry. If the job and contract links are incorrect, make corrections before unapproving.  How?
Billing:  Cost-based invoices	Cost Based (Unbilled) (Inquiries, Invoices menu)	Review invoices for accuracy for the contract item(s) being unapproved. If incorrect, make corrections before unapproving.  How?
Note

You must process any unposted transactions in Accounts Receivable, Billing, Contracts and Job Cost before unapproving. Check for unposted transactions using inquiries.   How?

Related Topics


Correcting Billing transactions with incorrect job and contract links

If you are unapproving a contract item for the purpose of relinking to another job, you must also check for accuracy of cost-based Billing entries before unapproving. If you are not authorized to release and approve contract items, you will be unable to perform this task. Otherwise, if you have Billing transactions with incorrect job and contract links, complete the following before unapproving a contract item:

  1	In the application of origin, make reversing entries for the incorrect transaction and post. An example is an Accounts Payable transaction (e.g., void an invoice).

  2	In Contracts, unapprove and unrelease the contract item and link it to the correct job; then change the contract item status to Approved.

  3	In the application of origin, reenter the activity and post.

Note

•	If you are authorized to release and approve contracts and contract items, changing the status to Approved automatically releases the contract or item. Unapproving does not automatically unrelease the contract or item.

•	When transactions are generated into Work-In-Progress entries in Billing, the original transaction and its reversing entry will be rejected if no link is made for the original job in Contracts. However, if the job is subsequently linked to another contract and contract item, those entries will generate into Work-In-Progress entries with the new link, and the entries will net to zero. They can be deleted using the Change Work-In-Progress command.

 Returnn to previous topic


Correcting unbilled Work-in-progress records with incorrect job and contract links

If you are unapproving a contract item(s) for the purpose of relinking to another job, you must also check for accuracy of Billing entries before unapproving. If you have unbilled Work-in-progress records with incorrect job and contract links, complete one of the following two options before unapproving a contract item:

•	In the application of origin, make reversing entries for the incorrect transaction and post. An example is an Accounts Payable transaction (e.g., void an invoice). In Billing, Generate Work-In-Progress and check that it completed successfully. In Contracts, unapprove the contract item, link to the correct job, and approve the contract item. In the application of origin, reenter the activity and post.

Note

When transactions are generated into Work-In-Progress entries in Billing, the original transaction and its reversing entry will be rejected if no link is made for the original job in Contracts. However, if the job is subsequently linked to another contract and contract item, those entries will generate into Work-In-Progress entries with the new link, and the entries will net to zero. They can be deleted using the Change Work-In-Progress command.

•	Delete the original WIP entry(s) with the incorrect job link. In Contracts, unapprove the contract item, link to the correct job, and approve the contract item. In Billing, add the correct Work-in-progress record(s) using the Change Work-in-progress command. If you do this, invoice amounts will be correct, but some detail, such as employee numbers or vendor names, may be missing from the invoice.

 Return to previous topic


Correcting unbilled cost-based invoice records before unapproving

If you are unapproving a contract item(s) for the purposes of relinking to another job, you must also check for accuracy of Billing entries before unapproving. If you have inaccurate unbilled cost-based invoices in Billing for the contract item(s) to be deleted, complete the following before unapproving a contract item(s):

  1	Change the status of the invoice to Void in Billing using the Change Invoices command. Reinstate the Work-In-Progress records.

  2	Complete one of the following two options:

•	In the application of origin, make reversing entries for the incorrect transaction and post. An example is an Accounts Payable transaction (e.g., void an invoice). In Billing, Generate Work-In-Progress and check that it completed successfully. In Contracts, unapprove the contract item, link to the correct job, and approve the contract item. In the application of origin, reenter the activity and post.

•	Delete the original WIP entry(s) with the incorrect job link. In Contracts, unapprove the contract item, link to the correct job, and approve the contract item. In Billing, add the correct Work-In-Progress record(s) using the Change Work-In-Progress command. If you do this, invoice amounts will be correct, but some detail, such as employee numbers or vendor names, may be missing from the invoice.

 Return to previous topic


When a contract item can be unapproved

The following conditions must be met before a contract item can be unapproved using the Unapprove Contract Items command (Tasks menu):

•	The original contract amount on the linked job (Job Cost Setup menu - Jobs, Contract Totals tab) must be the same as the original contract amount on the contract (Contracts Inquiry menu, Contract/Item Inquiries menu - Contract Amount). For these amounts to be the same, the job must be linked only to that contract and the contract must be linked only to that job.

•	Both the Total Billed and Cash Receipt amounts on the contract item must be zero. These amounts can be viewed in the Derived Totals inquiry (Contracts Inquiry menu, Contract/Item Inquiries menu).
To unapprove a contract item that has a billing or cash receipt amount, reverse the entries in Accounts Receivable, so the Total Billed and Cash Receipt amounts net to zero in Contracts. Billings, retainage billings and cash receipts can be reversed in Accounts Receivable by voiding them.

•	The contract item cannot have an Approved Contract Changes balance. The balance of all change orders entered for that contract item must be zero. View the balance in the Derived Totals inquiry (Contracts Inquiry menu, Contract/Item Inquiries menu).
To unapprove a contract item with an Approved Contract Changes balance, reverse the Approved Contract Changes balance amount by entering a negative change order.

•	The contract item must not have any unapproved change orders. You can check for unapproved change orders by opening the contract and selecting the Change Order view (View menu). Change orders listed on the left side of the window are displayed in bold if they are approved.
To unapprove a contract item with an unapproved change order, you can delete the change order by highlighting it and selecting Delete from the Edit menu.

Note

When you unapprove a contract item that has a change order item with an Estimate amount, a warning displays, however, you can continue. The Estimate amount is not automatically reversed in Job Cost by the Unapprove Contract Items process. Use Enter Estimates in Job Cost (Tasks menu) to manually reverse the estimate amount.

Related Topics


Setting up finance charges for a new contract

Before you can set up finance charges for a contract, you must select the Use Finance Charge check box in Accounts Receivable: File > Data Folder Settings > AR Settings. You may need to do other setup tasks in Accounts Receivable (AR). For more information, see AR Help. Look in the Help index under finance charges.

To set up finance charges for a new contract

  1	In Contracts, from the File menu, select New Contract.

  2	Enter a new contract number and click [OK].

  3	In the active window on the left, select the contract, and click the Billing tab in the right side of the window.

  4	In the Finance charge area, do one of the following:

•	Select the Exempt from finance charges check box if there are no finance charges for this contract, but you want finance charges to apply to specific contract items. Then on the Billing tab for the contract item, clear the Exempt from finance charges check box and set up either a flat rate or percentage finance charge.

•	Select Percentage to enter a percentage rate to be charged on all past due amounts for this contract.

•	Select Flat rate to charge a flat rate on all past due amounts on this contract.

•	Select Both to charge both a percentage and a flat rate on this contract.

Notes

•	If you select the Exempt from finance charge check box, all of the finance charge fields become unavailable.

•	Finance charges are calculated on past due invoices and added to a customer's balance owing when you run the Generate Finance Charges task and post the entries in AR (Tasks menu). Finance charges can be included on an accounts receivable statement.

•	For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.

Setting up finance charges for a contract item

Changing finance charges for an existing contract

About finance charges


Changing finance charges for an existing contract

  1	In Contracts, from the File menu, select Open Contract.

  2	Select the contract you want to open and click [OK].

  3	In the active window on the left, select the contract (not one of the contract items), and then click the Billing tab on the right side of the window.

  4	In the Finance charge area, do one of the following:

•	Select the Exempt from finance charges check box if there are no finance charges for this contract.

•	Select Percentage to enter a percentage rate to be charged on all past due amounts for this contract.

•	Select Flat rate to charge a flat rate on all past due amounts on this contract.

•	Select Both to charge both a percentage and a flat rate on this contract.

  5	In the active window on the left side, select a contract item and then click the Billing tab on the right side.

  6	In the Finance charge area, do one of the following:

•	Select the Exempt from finance charges check box if there are no finance charges for this contract item.

•	Select Percentage to enter a percentage rate to be charged on all past due amounts for this contract item.

•	Select Flat rate to charge a flat rate on all past due amounts on this contract item.

•	Select Both to charge both a percentage and a flat rate on this contract item.

Notes

•	If you select the Exempt from finance charge check box, all of the finance charge fields become unavailable.

•	Finance charges are calculated on past due invoices and added to a customer's balance owing when you run the Generate Finance Charges task and post the entries in AR (Tasks menu). Finance charges can be included on an accounts receivable statement.

•	For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.

Setting up finance charges for a contract item

Setting up finance charges for a new contract

About finance charges


Setting up finance charges for a contract item

Before you can set up finance charges for a contract item, you must select the Use Finance Charge check box in Accounts Receivable: File > Data Folder Settings > AR Settings. You may need to do other setup tasks in Accounts Receivable (AR). For more information, see AR Help. Look in the Help index under finance charges.

To set up finance charges for a contract item

  1	In Contracts, from the File menu, select New Contract or Open Contract.

  2	Select the contract you want to open, or enter a new contract number, and click [OK].

  3	In the active window to the left, select the contract item, and then click the Billing tab to the right.

  4	In the Finance charge area, be sure the Exempt from finance charge check box is clear.

  5	In the Finance charge area, do one of the following:

•	Select None if you do not want to calculate finance charges based on a rate for the contract item, but want the finance charges based on a rate for the contract, AR customer, or AR Settings.

•	Select Percentage to enter a percentage rate to be charged on all past due amounts for this contract item.

•	Select Flat rate to charge a flat rate on all past due amounts on this contract item.

•	Select Both to charge both a percentage and a flat rate on this contract item.

Notes

•	If you want finance charges applied for a particular contract item but not for the whole contract, you must select the Exempt from finance charge check box for all other contract items. When you set up a new contract, select the Exempt from finance charge check box for the contract. All new contract items will prefill with the Exempt from finance charge check box selected. On the Billing tab for the contract item with finance charges, clear the Exempt from finance charge check box and set up either a flat rate or percentage finance charge.

•	If none of the finance charge fields are visible, you must select the Use Finance Charge check box in AR: File > Data Folder Settings > AR Settings.

•	Finance charges are calculated on past due invoices and added to a customer's balance owing when you run the Generate Finance Charges task and post entries in AR (Tasks menu). Finance charges can be included on an accounts receivable statement.

•	For more information about using finance charges, see the Help in Accounts Receivable. Look in the Help index under finance charges.

Setting up finance charges for a new contract

Changing finance charges for an existing contract

About finance charges


New Contract window

Use this window to set up a new contract (active) or model (standard) contract.

For help on an item in this window, click [image] on the window, then click the item.

Related Topics


Type

Select the type of contract being set up.

Active - This is a customer contract.

Standard - This is a model contract used as a basis for setting up future active contracts.


Contract

Enter the ID for the new contract. If the ID has been sectioned, the entry must follow the format set in the Set up Contract Field Format window. Only numbers, letters, spaces, and the optional section separators can be entered. Only the first (or only) section may contain fewer characters than specified by the setup format. Section separators can be omitted; they will be automatically inserted.


Based on

Select, from the list, the standard contract upon which to base this new contract. If none is selected, a blank contract with no items is set up. If a standard contract is selected, all its information and its items' information is copied into the new contract.


Item

Enter the ID of the new contract item. If the ID has been sectioned, the entry must follow the format set in the Set up Contract Field Format window. Only numbers, letters, spaces, and the optional section separators can be entered. Only the first (or only) section may contain fewer characters than specified by the setup format. Section separator can be omitted; they will be automatically inserted.

If this is not the first item to be added to the contract, the message box below this entry box displays the contract item upon which this new item will be based. To pick a different item as the base, highlight the item to serve as the base; then select Add Contract Item again.


Customer

Enter the Accounts Receivable ID for the customer whose information you are copying. Click the list button at the right to display a list of available customers.


Open Contract window

Use this window to select the active or standard contract to be opened.

For help on an item in this window, click [image] on the window, then click the item.


Type

Select the type of contract being opened.

Active - This is a customer contract.

Standard - This is a model contract used as a basis for setting up future active contracts.


Contract

Highlight the ID of the contract to be opened and click [OK].


[Help]

Starts Help and displays information about this window.


CN Settings window

Use to enter options when first setting up Contracts. Includes:

Year end date (month/year) – This date is normally the same as the fiscal year end date in General Ledger.

Current month – This is the current accounting month in Contracts. After initial entry, use the Close Month command from the Tasks menu to advance to the next month. See Additional Information below for more information about posting rejections and accounting dates.

Add stored materials to previous work completed – This setting determines whether or not stored materials are added to Previous Work Completed, when entering stored materials in Enter Worksheets in the Billing application. This setting is the default that prefills on all contracts (Billing tab).

Post & Interface Settings – These settings determine whether Contract entries are created for the Job Cost application, and how they post.

For help on an item in this window, click [image] on the window, then click the item.

 Additional Information


Year end date

Enter the month (two digits) and year (four digits) that your current fiscal year ends. Normally, this date will be same as the year-end date of the General Ledger.


Current month

Select from the list the month that represents the current Contracts accounting month. After correctly setting this item, you should not manually change it. The Close Month command is used to close each month and roll to the next month.


[Post & Interface Settings]

Sets the interface with Job Cost.


Issues linked to Contracts records

Several record types in Contracts can be linked to issues by using the New Issue option on the Tools menu. The records are:

Contract

Contract item

Change order

Change order item

For detailed information about creating and linking issues, see the Help topic titled Setting up issues.


Add stored materials to previous work completed

If you consider stored materials stored and complete (used or incorporated into the project) when billed, mark this box. When marked, stored materials are added to Previous Work Completed in Enter Worksheets in the Billing application.

If you consider stored materials stored, but not complete (not used or incorporated into the project) when billed, do not mark this box. When unmarked, stored materials are not added to Previous Work Completed in Enter Worksheets in the Billing application.

The setting selected here, prefills on active and standard contracts (Billing tab). If you change this setting, the change is effective for all new contracts entered after the change is made. Changing the setting does not change existing contracts.

For additional information, see the Help topic titled About stored materials.


Inclusions & Exclusions tab

Use this tab to enter items or scopes of work that you want to include or exclude in the contract.

The Inclusions and Exclusions grids use the following icons to indicate the status of each row:

Icon	Indicates
	The current (active) line.
	Where a new line can be added. This icon is displayed in the last line of the grid.
	That information on this line has been changed, but not yet saved. Move to another line to save the changes, or press [Esc] to cancel them.

For help on an item in this tab, click [image] on the window; then click the item.


Entering inclusions and exclusions

  1	Enter the contract and its items in the New Contract window.  How to

  2	Click [Inclusions & Exclusions].

  3	In either the Inclusions or the Exclusions grid, enter an alphanumeric ID of up to 10 characters in the Item Number field.

  4	Press TAB to enter a description of the item. The description field can contain up to 1000 characters. If your description is longer, you may enter the same item number on the next line and continue.

  5	Repeat steps 3 and 4 until you have entered all inclusions and exclusions into the appropriate grids.

  6	Click [Close].

Notes

•	If all existing entries in the inclusions or exclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number field is alphabetical or if the previous item number was manually edited, you must manually enter the current item number. Entering any character other than a number in the Item Number field creates an alphabetic ID.

•	A row is saved when you move to the next row. To cancel an entry, you must delete the entire row.


Inclusions--Item Number

Enter an alphanumeric ID (up to 10 characters) for an item. Duplicate item numbers are allowed in the grid. If all existing entries in the inclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number is alpha, this field you must manually enter the item number. Entering any character other than a number in the Item Number field creates an alphabetic ID.


Inclusions--Description

Enter a description (up to 1000 characters) for an item.


Exclusions--Item Number

Enter an alphanumeric ID (up to 10 characters) for an item. Duplicate item numbers are allowed in the grid. If all existing entries in the exclusions grid have numeric IDs as Item Numbers, the Item Number field automatically fills with a number that is one greater than the last Item Number. If any Item Number is alpha, this field you must manually enter the item number. Entering any character other than a number in the Item Number field creates an alphabetic ID.


Exclusions--Description

Enter a description (up to 1000 characters) for an item.


Send cost to Billing

For detailed information about how transactions and commitments are sent to Billing from Accounts Payable, Equipment Cost, Job Cost, and Payroll, as well as Contract's role in this routine, refer to the Help topic in Billing titled Send cost to Billing.


Contracts Workflow Overview

The following series of topics guide you through the normal workflow of setting up and processing contracts and contract change orders. In the list below, click on the procedure that matches the area for which you want information. Because Contracts is tied to Job Cost, Billing, and Accounts Receivable, it is important that you set up each of these applications before you begin setting up the Contracts application. See the online Help for each application for details about setting up. You must also set up your jobs in Job Cost before you begin setting up contracts and contract items.

In summary, the main procedures to set up and process Contracts are:

 Set up the Contracts application

 Set up the new contracts

 Set up the items for the new contracts

 Link the contract items

 Approve a contract

 Approve contract items

 Enter cost and revenue transactions in interfacing applications

 Enter and approve change orders if necessary

 Post transactions from Accounts Receivable

 Close the month


Set up the Contracts application

After Contracts is installed, use the following steps to complete the setup.

  1	Select the CN Setting option on the Data Folder Settings sub-menu on the File menu. Make the appropriate settings in the CN Settings windows. Use What's This? help as a guide.

  2	Set the Job Cost interface
 How?

  3	Set up the Contract and Contract Item ID sections, if desired
 How?

  4	Set up the Standard contracts to be used as models for your Active contracts
 How?

  5	Add the appropriate items for the Standard contracts
 How?

Related Topics


Setting up sections

To create more descriptive IDs, you can divide your contract and contract item IDs into as many as three sections each. Steps to set up the sections are:

  1	From the File menu, select Data Folder Settings, Custom Descriptions.

  2	Move the cursor to the Description column of the CN Contract line or the CN Item line, depending on the ID to be sectioned.

  3	Click [Set Up Sections].

  4	Enter the Description for the section.

  5	Enter the Size in number of characters for the section.

  6	If there is to be a following section, enter a special character that will separate the sections when they are displayed or printed. Letters, numbers, and blanks are not permitted to be separators.

  7	Repeat steps 4 through 6 for each additional section.

  8	Click [Test Entry] to test the format of the ID, then click [Close].

  9	Click [OK] when you are satisfied with the format.

Notes

You are not required to create sections. If no sections are created, the default is one section with a maximum size of 10 characters. With multiple sections, the maximum number of ID characters is also10, but the total ID length is increased by the number of separators entered.

Be sure the formats are what you want before clicking [OK] to accept them. After you set up an Active or Standard contract, you cannot change the contract ID format. The same is true for a contract item and its ID format.


Entering beginning balances

For detailed information about entering beginning balances and implementation, see the document titled "Revenue Applications (Accounts Receivable, Billing, and Contracts) Implementation Checklist.” It is located in a file named ARchklst.pdf that you can access from the Help menu, Release Notes.


Examples of historical information

Invoice history:

Invoice ID	Amount	Retainage Held	Paid
1234	50,000	5,000	45,000
1235	60,000	6,000	54,000
1236	55,000	5,500	0


Enter transactions in interfacing applications

After the contract items have been linked to the appropriate jobs, extras, and/or cost codes, you can enter your normal workflow transactions in the interfacing applications. This includes Accounts Payable, Accounts Receivable and Payroll. The linkage between the contract items and jobs provide a path for cost and revenue transactions posted for specific contract items to find their way to the appropriate Job Cost records.

Refer to Help in the individual Timberline applications for detailed information about entering and posting transactions to be sent to Billing and Job Cost.


Message CN0003

A job or an extra record contains a link to this contract, but the contract record has no linkage code reflecting that. Please contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0004, CN0007, CN0008, CN0009, CN0011, and CN0069

This is a database error. The application could not correctly read or create the links between the Job Cost records and the contract items. Close the application and use File Doctor on the CN Active contract file and the JC Master file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0005, CN0006, CN0010, CN0012, CN0013, CN0014, and CN0015

Check if some other application is using one of the records (Job Cost or Contracts) being linked or unlinked. If this is the case, try linking or unlinking again after the locked record has been released by the other application.

If you know that no other application is using the record, this is probably a database error. Close the application and use File Doctor on the CN Active contract file and the JC Master file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0017 and CN0018

This is a database error. The application could not correctly process a Contracts custom fields record. Close the application and use File Doctor on the CN Active contract file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0029, CN0030, CN0033, CN0034, and CN0035

This is a database error. The application could not correctly complete the setup of the new contract. Use File Doctor on the CN Active contract file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0032

This is a database error. Try exiting and restarting the Contracts application. Then add the new contract.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0040

This is a database error. The application could not correctly open the contract. Close the application and use File Doctor on the CN Active contract file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0041

This is a database error. The application could not correctly build the list of available Active or Standard contracts. Close the application and use File Doctor on the CN Active contract file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0042

This error is caused by either insufficient memory or a database problem. Close all unnecessary applications that are open and try to open the change order view again. If that fails, close the application and use File Doctor on the CN Active contract file.

If neither of these actions solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0043, CN0044, CN0045, CN0046, CN0047, and CN0048

This error is caused by either insufficient memory or a database problem. Close all unnecessary applications that are open and try to leave the current record again, after clicking [No]. If that fails, you must click [Yes] on the error message in order to exit the application. Then, use File Doctor on the CN Active contract file.

If neither of these actions solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".

Note

Keep in mind that if a Job Cost transaction would have been created by a successful exit from the displayed tab, it will not be created if you are forced to click [Yes] in order to exit the application. A Job Cost transaction is normally created when you change an item's status from Proposed or Pending to Approved. You must also be interfacing with Job Cost and creating entries for that application.


Messages CN0049 and CN0052

This is a database error. The application could not correctly open the contract window. Close the application and use File Doctor on the CN Active contract file and the CN Derived file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0050, CN0051, CN0053, and CN0054

This error is caused by either insufficient memory or a database problem. Close all unnecessary applications that are open and try to open the change order view again. If that fails, close the application and use File Doctor on the Contract files.

If neither of these actions solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0055

After a change order is approved, neither the Amount nor the Units on any of the change order's items can be modified. Any additional changes to the contract for these two fields must be made on a new change order. Other descriptive data on the approved change order can be changed.

Click [No] if you want to cancel approving the change order.


Messages CN0056, CN0057, CN0059, CN0060, and CN0062

This is a database error. The application could not correctly post the change order. Close the application and use File Doctor on the CN Active contract file and the CN Derived file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".

Note

Keep in mind that if a Job Cost transaction would have been created by posting the change order, it may not be created if you are forced to click [Yes] in order to exit the application. A Job Cost transaction is normally created when you post a change order and are interfacing with Job Cost.
Posting a change order also creates a transaction for the Contracts Derived file. This file has quite likely not been updated as a result of this error.


Messages CN0058 and CN0061

Check if some other application is using the change order or derived record being posted. If this is the case, try posting again after the locked record has been released by the other application.

If you know that no other application is using the change order, this is probably a database error. Close the application and use File Doctor on the CN Active contract file and the CN Derived file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".

Note

Keep in mind that if a Job Cost transaction would have been created by posting the change order, it may not be created if you are forced to click [Yes] in order to exit the application. A Job Cost transaction is normally created when you post a change order and are interfacing with Job Cost.
Posting a change order also creates a transaction for the Contracts Derived file. This file has quite likely not been updated as a result of this error.


Message CN0063

This is a database error. Try exiting and restarting the Contracts application. Then, post the change order.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".

Note

Keep in mind that if a Job Cost transaction would have been created by posting the change order, it may not be created if you are forced to click [Yes] in order to exit the application. A Job Cost transaction is normally created when you post a change order and are interfacing with Job Cost.
Posting a change order also creates a transaction for the Contracts Derived file. This file has quite likely not been updated as a result of this error.


Message CN0064

This message warns you that the Automatic draw numbering Text has been left blank. The text is required in order to create the draw ID based on this field.

For additional information about how the draw ID is used in Contracts, see About the draw ID retrieval in Contracts.


Message CN0065

After this contract item has been approved, you cannot directly enter or change job links, contract amounts, or units.

If this contract item has correct job links, contract amounts, and units, click [Yes] to continue with the approval process. Otherwise, click [No] to cancel the approval process and return to the contract item. You can enter job links on the General tab. If you need to change to the Jobs link view for linking to a cost code and/or extra, be sure to change the contract item status back to Pending or Proposed first. You can enter contract amounts and units on the Contract tab. When job links, contract amounts, and units are entered correctly, change the status to approved.

Warnings:

•	After a contract item is approved, changes to contract amounts and units cannot be directly made to the contract item. They must be made by entering a change order.

•	In some situations, the Unapprove Contract Items task can be used to change the status back to Proposed to enable job link, contract amount, and unit changes. Be aware that it cannot be used in all situations. For more information, see the Help topic titled About unapproving contract items.


Message CN0066

This is a database error. The application could not correctly complete the setup of the new contract. Close the application and use File Doctor on the CN Active contract file and the CN Derived file. Then retry setting up the contract.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0071

You are about to approve a contract item that has not been linked to a job. After this contract item has been approved, you cannot directly enter or change job links.

If a job is required for this item, click [No] to return to the contract item. You can enter job links on the General tab. If you need to change to the Jobs link view for linking to a cost code and/or extra, be sure to change the contract item status back to Pending or Proposed first.

If this contract item does not require a job, click [Yes] to continue with the approving.

Note:

•	In some situations, the Unapprove Contract Items task can be used to change the status back to Proposed to enable job link changes. Be aware that it cannot be used in all situations. For more information, see the Help topic titled About unapproving contract items.


Messages CN0072, CN0073, and CN0074

The contract item cannot be deleted because it has been approved, closed, or paid in full, or there have been Accounts Receivable transaction posted to it.

If amounts have been posted in error, you must enter reversing transactions in Accounts Receivable and post them to this item to remove them. For example, if you need to remove a cash receipt and its invoice, unapply and void the cash receipt and void the invoice in Accounts Receivable.


Messages CN0080, CN0088, CN0106, and CN0111

This message warns that this action will permanently delete the selected record. To cancel the delete procedure and retain the record, click [No].

To continue and delete the record, click [Yes].


Messages CN0082, CN0122, CN0130, CN0135, CN0144, CN0151 and CN0158

This error is caused by insufficient disk space. You must either remove some unneeded files from the full disk, or move some files to another disk or backup media. It should not require more than one megabyte (approximately 1,000,000 bytes) to be removed. Then, retry the deletion.


Messages CN0083, CN0089, CN0107, CN0123, CN0131, CN0136, CN0140, CN0145, CN0152, CN0154 and CN0159

The ACTIVE.CNA or the ACTIVE.CNC is write-protected. Use the Properties option on the File menu in Explorer to view and change the attributes. Then, retry the deletion.


Messages CN0084, CN0090, CN0108, and CN0124

The record you are attempting to delete is being used by another process. Wait until the other process has released the record, then try deleting it again.


Messages CN0094 and CN0100

Because the change order has been approved, you cannot delete this record. If the amounts in the change order were approved incorrectly, create another change order with the amounts reversed and approve the new change order.


Messages CN0095 and CN0101

Because Accounts Receivable has posted transactions to the change order, you cannot delete this record. .If the amounts in the change order were posted incorrectly, create another change order with the amounts reversed and post the new change order.


Messages CN0112, CN0113, CN0114, CN0115, and CN0116

The contract cannot be deleted for one or more of the following reasons.

It has been approved, closed, or paid in full.

One or more of its items has been approved, closed, or paid in full.

There have been Accounts Receivable transactions posted to one or more of its items. If this is true, the contract cannot be deleted, even if the transactions are reversed in Accounts Receivable.

If amounts have been posted in error, see When amounts are posted incorrectly for instructions.


Messages CN0075, CN0076, CN0077, CN0078, CN0079, CN0085, CN0086, CN0087, CN0091, CN0092, CN0093, CN0096, CN0097, CN0098, CN0099, CN0102, CN0103, CN0104, CN0105, CN0109, CN0110, CN0117, CN0118, CN0119, CN0120, CN0125, and CN0126

This is a database error. The application could not correctly complete the deletion. Close the application and use File Doctor on the CN Active contract file and the CN Derived file. Then retry the deletion.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Messages CN0127

The item record could not be read in order to correct an inconsistent data link. Exit the contract, re-open it and re-link the item. If the error persists, contact Timberline Software Support for further instructions.


Messages CN0128

The system is attempting to correct inconsistent link data between the first cost code record linked to the Contract item record. The link record cannot be read. Verify that you are not editing any cost codes in Job Cost. Close the contract, re-open it and re-link the item. If the error persists, contact Timberline Software Support for further instructions.


Messages CN0129

Inconsistent link information has been has been corrected. One cost code is linked to the item, but the item shows no links. To view the cost code link, exit this Job Links view and change to another view.

This error occurs in version 5.0.B only.


Messages CN0081 and CN0121

The Job Cost Master file could not be found. Check to see that it still exists either in the default folder or in the location specified in the File Locations window. Also check to see if another user has the file open and is accessing a record that this deletion process is attempting to access.

If none of the above suggestions resolve the problem, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0132 and CN0137

A change order or change order item with the same ID already exists.

Verify that the change order or change order item has not already been entered. If not, enter the change order or change order item with a different ID.


Message CN0141, CN0148 and CN0155

The contract, item or change order custom fields window cannot be opened because it is currently in use. If someone else is viewing custom fields for this contract, item or change order, wait until they have finished, then try again. Otherwise, exit the change order and contract then reopen them. If the error persists, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0142, CN0149 and CN0156

The contract, item or change order custom fields window cannot be opened because it is corrupt. Close the application and use File Doctor on the CN Active contract file and the CN Derived file.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions.


Message CN0133, CN0134, CN0138 and CN0139

The change order or change order item was not successfully added because the program encountered an unexpected error.

Close the Contracts application, then add the change order or change order item again. If this error persists, record the error message number (e.g., CN0133) and the error number displayed in the message. Then contact Timberline Software Support for further instructions.


Message CN0143, CN0150 and CN0157

The Custom Fields window cannot be opened because the program encountered an unexpected error.

Close the Contracts application, then try to open the Custom Fields view again. If this error persists, record the error message number and contact Timberline Software Support for further instructions.


Message CN0146, CN0153 and CN0160

Changes you have made in the Custom Fields window have been lost because the program encountered an unexpected error.

Close the Contracts application, then make the changes again. If this error persists, record the error message number and contact Timberline Software Support for further instructions.


Message CN0161

In CN Settings, the Create entries to Job Cost box is not marked, however, the Job Cost interface is active. In order for Contracts to update Job Cost with the approved item, unapproved item, or posted change order amounts, the Create entries box must be marked.

If you continue, amounts in Job Cost will not be updated. Unless you are entering beginning balances, carefully consider whether you want to proceed.


Message CN0162

You are about to approve a contract item that does not have an original contract amount total or a contracted units amount. If a contract amount or units is required, click [No] to return to the contract item. You can enter these amounts on the Contract tab and then change the status to Approved.

If this contract item does not require an original contract amount total or contracted units amount, click [Yes] to continue with the approving the contract item.

Warning:

•	After a contract item is approved, changes to contract amounts and units cannot be directly made to the contract item. They must be made by entering a change order.


Message CN0163

The Settings.CNS file, which contains the End of Year and Current Month, is missing. A new file will be created with the current month and current year values.


Message CN0164

The exempt status has been changed to Taxable. Enter a tax group for the item.

The tax group is not a required entry, however, it is used in the Billing application when calculating taxes for this item and should be entered before invoices are generated.


Message CN0165

The change order you are approving does not have a Date of revision. This is required.

Enter the Date of revision on the change order (General tab).


Message CN0166

The sum of the cost type amounts must equal the sum of the change order items. Verify the change order item total and change one or more of the cost type amounts to equal the total.


Message CN0167

Because your AR Settings specify that you are tracking taxes, the tax group is required for the contract item. If you are not tracking taxes, change your AR Settings. See Specifying AR Settings in the Accounts Receivable Help for details. Otherwise, enter a tax group for this contract item.


Message CN0168

The amount of one Contracts change order items and its linked Job Cost change order item do not match. This change order cannot be approved until the amounts are equal.

To recalculate the amount, unlink the Job Cost change order items, close the window, then re-link the items.


Message CN0169

Approving a Contracts change order that is linked to a Job Cost change order item requires that the system create an updating entry for Job Cost. However, the Create entries for Job Cost box is not marked in your CN Settings. Mark this box, then approve the change order.


Message CN0170

The contract item you are quick adding has not been linked to a job. Because quick add contract items are automatically marked as approved, you will not be able to link this contract item to a job if you continue. To correct this, enter a job.


Message CN0171

The contract item is required. Enter a contract item to continue.


Message CN0172

The contract item you have entered already exists for this contract. Enter a unique contract item.


Message CN0173

When your AR Settings are set to track taxes, the tax group is required on the contract item. Add a tax group to this contract item.


Message CN0174

The billing type on this contract item is unit price. The unit price is required on contract items with this billing type.


Message CN0175

When units are entered on a contract item or change order item, a unit price is required in order to calculate the amount.


Message CN0176

When the change order item amount changes, the units are recalculated by dividing the entered amount by the unit price.


Message CN0177

This contract item does not have a unit price but does include units contracted. A unit price is required in this case before the item can be approved.


Message CN0178

The associated change order item includes units contracted, which require a unit price in order to be properly calculated. Enter a unit price on the specified item before approving this change order.


Message CN0179

The unit price was calculated by dividing the amount by the units.


Message CN0180

One or more change order items associated with this change order include an amount that is not equal to the units multiplied by the unit price.

To correct this, change the units (if the field is available), then unlink and re-link the items. Or, delete the change order item and set it up again.


Message CN0182

Before unapproving contract items, be sure to process any unposted transactions in Accounts Receivable, Billing, Contracts, and Job Cost. If unposted transactions exist for contract items being unapproved, incorrect accounting data may be created which cannot be corrected.

You can check for unposted transactions using inquiries in each application. For additional information, see the Help topic titled Checking for unposted transactions.


Message CN0183

The contract item you are trying to unapprove is currently being accessed by another task or user. Close the other task or try again.


Message CN0184

The contract amount on the contract does not equal the contract amount on the job. Be sure you have posted entries in Job Cost. If you have posted, then the job that is linked to the contract item being unapproved may be linked to multiple contracts, or the contract may be linked to multiple jobs. A contract item linked to a job that is also linked to other contracts cannot be unapproved. Likewise, a contract item with a contract linked to multiple jobs cannot be unapproved.


Message CN0185

This contract item has already been billed. Because it has a Total Billed amount, it cannot be unapproved. To unapprove a contract item that has a Total Billed amount, you can reverse the entries in Accounts Receivable so the Total Billed amount nets to zero in Contracts. Billings and retainage billings can be reversed in Accounts Receivable by voiding them.


Message CN0186

Because cash receipts have been entered for this contract item, it cannot be unapproved. To unapprove a contract item that has a Cash Receipt amount, you can reverse the entries in Accounts Receivable so the Cash Receipt amount nets to zero in Contracts. Cash receipts can be reversed in Accounts Receivable by voiding them.


Message CN0187

This contract item has an Approved Contract Changes balance and cannot be unapproved. The balance must be zero before you can unapprove it. You can view the Approved Contract Changes balance on the Derived Totals Inquiry (Contracts Inquiry menu - Contract/Item Inquiries menu). To unapprove a contract item with an Approved Contract Changes balance, you can enter a change order for the opposite amount of the balance to produce a zero balance.


Message CN0188

This contract item cannot be unapproved because it has an unapproved change order entered. You can check for unapproved change orders by opening the contract and selecting the Change Order view (View menu). Change orders displayed in bold on the left side of the window are approved. To unapprove a contract item with an unapproved change order, you can delete the change order by highlighting it while in the Change Order view, and selecting Delete from the Edit menu.


Message CN0189

This contract item was unable to be unapproved because of a database error. The application could not correctly process a record. Close the application and use File Doctor on the Contract files.

If this does not solve the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0190

A reversing Job Cost transaction could not be created for the contract item being unapproved due to a database error or insufficient memory. Close the Unapprove Contract Items task by clicking [Cancel]. Close all unnecessary applications and try using the Unapprove Contract Items command again. If that fails, close the application and use File Doctor on the Contract files.

If neither of these actions solves the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0191

The job record could not be found for the contract item being unapproved due to a database error or insufficient memory. Close the Unapprove Contract Items task by clicking [Cancel]. Close all unnecessary applications that are open and try using the Unapprove Contract Items command again. If the problem persists, close the application and use File Doctor on the Contract files.

If neither of these actions solves the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0192

The contract derived record could not be found due to a database error or insufficient memory. Close the Unapprove Contract Items task by clicking [Cancel]. Close all unnecessary applications and try using the Unapprove Contract Items command again. If the problem persists, close the application and use File Doctor on the Contract files.

If neither of these actions solves the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0193

The contract item derived record could not be found due to a database error or insufficient memory. Close the Unapprove Contract Items task by clicking [Cancel]. Close all unnecessary applications and try using the Unapprove Contract Items command again. If the problem persists, close the application and use File Doctor on the Contract files.

If neither of these actions solves the problem, and you have no recent backup of your files, contact Timberline Software Support for further instructions. Be sure to write down the exact error message, especially the error number, which begins with "CN".


Message CN0194

A change order entered for this contract item has an estimate amount, but no contract amount.

Estimate amounts are not automatically reversed in Job Cost. To manually reverse the amount, use Enter Estimates from the Tasks menu in Job Cost.

If the original estimate has been marked as finalized on the Estimate Totals tab on the job setup in Job Cost, you need to unmark the Original estimate finalized box before you can reverse the amount. For more information see Correcting estimate errors in Job Cost Help.


Message CN0195

A contract item must be linked to a job that has a billing method of Use Contracts (Job Cost Setup menu, Jobs menu, Billing Info tab). The job you are linking has a billing method of Use Quick Bill.

If this is not the correct job for linking, enter the correct job.

If this is the correct job, leave the job (and extra) field blank and close the contract. In Job Cost, change the billing method on the job. See Changing the billing method in Job Cost Help for more information. After the job's billing method has been changed to Use Contracts, finish setting up the contract and link the job to the contract item in Contracts.


Message CN0196

You can select a contract item status of Approved, Closed, or Paid in full for a standard contract without linking to a job, but when you create an active contract based on this standard contract, you will be unable to link the contract item to a job. Do not mark the standard contract item as Closed or Paid in full if you intend to use it to create an active contract that is linked to a job.


Message CN0197

Change order items cannot be added to a change order after it has been approved. Once approved, additional changes to a change order need to be made by entering another change order. If you want to add items to this change order, click [No] to return to the change order without approving. If you do not want items added to this change order, click [Yes] to approve the change order.


Message CN0198

You have the option of approving all unapproved contract items with a status of Proposed or Pending for this contract. If you want to approve all unapproved contract items, select "Approve all unapproved contract items", enter an Approval date, and click [OK].

If you do not want to approve all unapproved contract items, be sure the "Do not approve all unapproved contract items" setting is selected and click [OK]. Clicking [Cancel] will also stop the process and return to the contract.

For more information about this process, see the Help topic titled Approving multiple contract items.


Message CN0199

Would you like to close all approved items for this contract?

If you want to close all approved contract items for this contract, click [Yes]. If you do not want to close all approved contract items, click [No] and you are returned to the contract.


Message CN0200

Would you like to set all approved and closed items to Paid in full for this contract?

If you want to change the status of all approved and closed contract items to Paid in full for this contract, click [Yes]. If you do not want to change the status of all approved and closed contract items to Paid in full for this contract, click [No] and you are returned to the contract.


Message CN0201

You are about to approve a contract item that has not been linked to a job. After this contract item is approved, you cannot directly enter or change job links.

If a job is required, click [No] to skip the approval of this contract item and continue on with approving other contract items for this contract. After the multiple contract item approval has completed, you can enter any missing job links on the contract item General tab. You can approve the contract item(s) either individually or start the multiple contract item approval process again by changing the contract status to Pending or Proposed and then changing it to Approved again.

If this contract item does not require a job, click [Yes] to approve this contract item and continue approving other contract items for this contract.

Note:

•	In some situations, the Unapprove Contract Items task can be used to change the status back to Proposed to enable job link changes. Be aware that it cannot be used in all situations. For more information, see the Help topic titled About unapproving contract items.


Message CN0202

You are about to approve a contract item that does not have an original contract amount total or a contracted units amount. If a contract amount or units is required, click [No] to skip the approval of this contract item and continue approving other contract items for this contract. After the multiple contract item approval has completed, you can enter any missing contract amounts or contracted units on the contract item Contract tab. You can approve the contract item(s) either individually or start the multiple contract item approval process again by changing the contract status to Pending or Proposed and then changing it to Approved again.

If this contract item does not require an original contract amount total or contracted units amount, click [Yes] to approve this contract item and continue approving other contract items for this contract.

Warning:

•	After a contract item is approved, changes to contract amounts and units cannot be directly made to the contract item. They must be made by entering a change order.


Message CN0203

After a contract item has been approved, you cannot directly enter or change job links, contract amounts, or units.

If the contract items for this contract have correct job links, amounts, and units, click [Yes] to continue with the approval process. Otherwise, click [No] to cancel the approval process and return to the contract. You can enter job links on the contract item General tab. You can enter contract amounts and units on the contract item Contract tab.

If you select [No] and would like to access the multiple contract item approval process again after adding or correcting information, you need to change the contract status back to Proposed or Pending, and then change it to Approved again.

Warnings:

•	After a contract item is approved, changes to contract amounts and units cannot be directly made to the contract item. They must be made by entering a change order.

•	In some situations, the Unapprove Contract Items task can be used to change the status back to Proposed to enable job link, contract amount, and unit changes. Be aware that it cannot be used in all situations. For more information, see the Help topic titled About unapproving contract items.


Approve Change Order command is unavailable

If the Approve Change Order command is unavailable, check the status of the contract items. They must be approved.


Job Link command is unavailable

If the Job Link View is not available, check the following:

the contract item is not highlighted. The contract item must highlighted before the Job Link command is available on the View menu.

the Create entries to Job Cost box in your CN Settings (File, Data Folder Settings menu) is turned off. The Create entries setting must be turned on before you can link to jobs in the Contracts application.

the Master.JCM file cannot be found and you must set up Job Cost before you can create job links.


Contract amounts are not appearing in Job Cost

If your contract amounts are not appearing in Job Cost, check the following:

the contract items must be approved.

the Create Entries to Job Cost box in your CN Settings (File, Data Folder Settings menu) is not marked.

If the Create Entries to Job Cost setting was not marked, correct the setting in CN Settings. Then restore from backup and post contracts in the Contracts application again.


Verifying that a change order is approved

When you approve changes, revised amounts, and revised units to the contract and optionally to Job Cost, Contracts indicates that the change order is approved by changing the font (type) of its ID and description in the tree pane from regular to bold.


Accounting date is beyond next month

In Contracts, you can post to the current and next months, and any month prior to the current month. When you receive the rejection message "Accounting date is beyond next month" during posting, this means that the accounting date of your entry is beyond the next month. You need to close the current month or possibly several months using Close Month (Tasks menu) before posting the entry.


Writer's Note: The earlier version of the New in This Release file can be found in history in VSS and buildhlp. The last release that included topics from each release was 8.3.0.


New in This Release

For information about the latest features in Timberline Office, click Help > Documents > ReleaseNotes.pdf. To read about the newest Contracts features, click the Contracts link within the ReleaseNotes.pdf.


Job

Displays the ID of the job being added.


Description

Enter the description (up to 30 characters) for the job.


Address

Enter a one or two-line address (up to 30 characters per line) for the location or mailing address for the job.


City

Enter the city (up to 15 characters) for the job.


State

Enter the state or province (up to four characters) for the job.


Zip

Enter the ZIP Code (up to 10 characters) for the job. If using ZIP + 4, enter the dash before the suffix.


Phone Numbers

Enter the telephone numbers for the job. You can enter up to three numbers. These are used for reporting purposes only.


Assorted Titles and Miscellaneous Information

Enter up to five lines of additional information (e.g., names or notes) for the job (up to 30 characters per line). These are used for reporting purposes only.


Cost account group

Enter the cost account group you want to associate with the job, or click [List] to select from available cost account groups.

For example, your company might be involved in new construction (Group A), rehab (Group B), and tenant improvement (Group C). You can debit the applicable GL account for costs depending on the type of job. When a category or cost code is set up for this job, the Cost account group for this job is checked to determine which one of the three accounts (A, B, or C) is to be assigned to the new category or cost code. The account in the corresponding line of the standard category or standard cost code then prefills the Cost account in the new category or cost code.

This group appears when the Cost account Retrieval method in Job Cost (JC Settings, GL Entry Settings) is By cost code or By category.


GL account prefix

Enter the General Ledger prefix for cost entries made for this job, or click [List] to select from available General Ledger prefixes. The base account is retrieved from this job's cost codes or categories, depending on the setting of the Retrieval method in Job Cost (JC Settings, GL Entry Settings).

This item displays only if you marked Retrieve account prefix from job in Job Cost (JC Settings, GL Entry Settings).


***The Add New Job window Field is in Add New Job window and cannot be aliased logically.***


Add New Job window

When linking a contract item to a job, use this window to Quick-Add a new job not previously entered in Job Cost.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


[Help]

Starts Help and displays information about this window.


[List]

Use to select from a list of items that you have already set up.


[Cancel]

Closes this window without accepting any of the current entries.


[OK]

Accepts the current entries, closes this window, and continues with the entry session.


Extra

Displays the ID of the extra being set up.


Description

Enter the description (up to 30 characters) for the extra.


Add New Extra window

When linking a contract item to an extra, use this window to Quick-Add a new extra not previously entered in Job Cost.

For help on an item in this window, click [image] on the window and then click the item.

 How to

 Additional Information


About Quick-Adding a job

When linking a contract item to a job, you can enter a new job without going to the Job Cost application by using the Quick-Add feature. This requires that you have security permission to use the Setup, Jobs command in Job Cost. Only basic job information is entered during the Quick-Add process. At a later time, complete the job information entry in Job Cost (Setup menu, Jobs command).

You can Quick-Add a job in two places in Contracts:

when setting up a contract item in the Normal view – General tab, Job Link field

when entering a new contract item when adding a change order item in the Change Order view – Contract Item Quick-Add window, Job link field.

Quick-Adding a job [image] How?


Quick-Adding a job

When linking a contract item to a job, you can Quick-Add a job using the following instructions:

  1	With the contract open and a contract item highlighted, access the Link fields. You can do this using the General tab in the Normal view, or using the Link command from the Edit menu in the Job Links view.

  2	Enter a new job in the job field. Answer Yes to the question "Do you want to add this job?"

  3	In the Add New Job window, enter the job description, address, cost account group, GL account prefix, phone numbers, and names. Entry of the description and GL account prefix is required before exiting the window.

  4	Click [OK] to accept the entries, close the window, and continue with the entry session.

Note

Remember to complete the job information entry in Job Cost (Setup menu, Jobs command).


About Quick-Adding an extra

When linking a contract item to a job and extra, you can enter a new extra without going to the Job Cost application by using the Quick-Add feature. This requires that you have security permission to use the Setup, Extras command in Job Cost. Only the extra description is entered during the Quick-Add process. At a later time, complete the entry of extra information in Job Cost (Setup menu, Extras command).

Quick Adding an extra [image] How?


Quick-Adding an extra

When linking a contract item to a job and extra, you can Quick-Add an extra using the following instructions:

  1	With the contract open and a contract item highlighted, access the Link fields. You can do this using the General tab in the Normal view, or using the Link command from the Edit menu in the Job Links view.

  2	Enter a job.

  3	Enter a new extra. Answer Yes to the question "Do you want to add this extra?"

  4	In the Add Extra window, enter the extra description.

  5	Click [OK] to accept the entry, close the window, and continue with the entry session.

Note

Remember to complete the entry of extra information in Job Cost (Setup menu, Extras command).


Approving multiple contract items

When you change the status of a contract to Approved, if proposed or pending contract items exist for the contract, you also have the option of approving all of those contract items in one step. This is an alternative to approving each one individually, and it may reduce your data entry time. To approve all unapproved contract items for a contract, follow these steps:

  1	From the File menu, select Open Contract. Highlight and open a contract.

  2	On the General tab, move the status bar to Approved.

  3	When the status bar is moved, if there is at least one proposed or pending contract item for the contract, the Multiple Item Approval window appears. Select the "Approve all unapproved contract items" option and enter an approval date. Click [OK] to approve all contract items.

  4	The next window reminds you that after a contract item is approved, its job links, contract amounts, and units may not be changed in some situations. If this information has been entered correctly for the contract items, click [OK] to continue. If not, click [No] to return to the contract General tab without approving any contract items.

  5	Once you click [OK] to continue, if there are any contract items not linked to jobs or without contract amounts or units, you will receive a warning window that identifies the contract item and asks "Do you want to approve this item?". You can click [Yes] to approve the item and continue on with approving the remaining contract items. You can click [No] to skip approval for the noted contract item and continue on with approving the remaining contract items. If you click [Cancel], any contract items approved before clicking [Cancel] are approved and those remaining to be approved are not approved.

  6	When contract item approval is completed, the cursor returns to the contract.

Notes

•	On the tree pane that displays the contract and its items, you can see that a contract item has been approved by the length of the bar at the bottom of the contract item icon. For contract items with a status of Proposed, there is no bar. With a status of Approved , the bar extends halfway through the icon. With a status of Paid in full, the bar extends completely through the icon.

•	The multiple item approval process can be run as many times as needed. To restart it after you have approved a contract, you need to move the contract status back to Proposed or Pending and then move it to Approved again.

 Additional Information


Closing multiple contract items

When you change the status of a contract to Closed, if approved contract items exist for the contract, you have the option of closing all its approved contract items in one step. This is an alternative to closing each one individually, and it may reduce your data entry time. To close all approved contract items for a contract, follow these steps:

  1	From the File menu, select Open Contract. Highlight and open a contract.

  2	On the General tab, move the status bar to Closed.

  3	When the status bar is moved, if there is at least one approved contract item for the contract, a window appears and asks if you want to close all approved items. Click [Yes] to close all approved contract items. Click [No] if you want to cancel the process. When completed, your cursor returns to the contract.

Notes

•	On the tree pane that displays the contract and its items, you can see that a contract item has been closed by the length of the bar at the bottom of the contract item icon. With a status of closed, the bar extends three quarters through the contract item icon.

•	The multiple item closing process can be run as many times as needed. To restart it after you have changed the status of a contract to Closed, you need to move the contract status back to Approved and then move it to Closed again.

Related Topics


Paying multiple contract items

When you change the status of a contract to Paid in full, if approved or closed contract items exist for the contract, you also have the option of changing all these contract items to a status of Paid in full in one step. This is an alternative to changing the status of each contract item individually, and may reduce your data entry time. To change all approved or closed contract items to paid in full, follow these steps:

  1	From the File menu, select Open Contract. Highlight and open a contract.

  2	On the General tab, move the status bar to Paid in full.

  3	When the status bar is moved, if there is at least one approved or closed contract item for the contract, a window appears and asks if you want to change the status of all approved and closed contract items to Paid in full. Click [Yes] to pay all approved and closed contract items. Click [No] if you want to cancel the process. When completed, your cursor returns to the contract.

Notes

•	On the tree pane that displays the contract and its items, you can see that a contract item has been paid by the length of the bar at the bottom of the contract item icon. With a status of Paid in full, the bar extends completely through the contract item icon.

•	The multiple item paying process can be run as many times as needed. To restart it after the status of the contract has been changed to Paid in full, you need to move the contract status back to Closed and move it to Paid in full again.

Related Topics


Approve all unapproved contract items

If you want to approve all unapproved contract items (those with a status of Proposed or Pending), mark this option, and enter an Approval date in the field to the right.


Do not approve all unapproved contract items

If you do not want to approve all unapproved contract items (those with a status of Proposed or Pending), mark this option.


Approval date

When you choose the Approve all unapproved contract items option on this window, enter the date of approval for all contract items to be approved. This prefills with the system date. If left blank, the system date is used. After approving and saving a contract item, the approval date cannot be changed unless the contract item is unapproved.

The Approval date is used as an accounting date for the contract item amounts, and is used by reports such as the Job Cost WIP as of a Specific Date.


[OK]

Accepts the current entries made in this window. If you have selected the Approve all unapproved contract items option above, clicking [OK] starts the approval process. If you have selected the Do not approve all unapproved contract items option, clicking [OK] cancels the approval process. The contract status remains approved and the status of the contract items remain unapproved.


[Cancel]

Cancels the current entries made in this window and returns to the contract. No unapproved contract items are approved and the status of the contract remains approved.


[Help]

Starts Help and displays information about this window.


The window [Help] for the Mulitple Item Approval window is in the Error.doc (CN0198)


The [Help] for the CN0203 warning message window is in the Error.doc (CN0203). There currently is no What's this for this window which just has [Yes], [No], and [Help].


Temporarily suppress this warning

If you do not want to receive this warning window for any other unlinked contract items during the remainder of this approval session for this contract, mark this box. If you want to continue receiving this warning window for the remainder of the approval session for this contract, leave this box unmarked.


[Yes]

Approves the contract item identified above without linking it to a job.


[No]

If a job is required for the contract item identified above, click [No] to skip the approval of this contract item and continue on with approving other contract items for this contract.


[Cancel]

Cancels the approval of the contract item identified above and returns to the contract without approving any remaining unapproved contract items. Contract items approved before receiving this message remain approved.


[Help]

Starts Help and displays information about this window.


The [Help] for the above window is in the Errors.doc – CN 0201.


Temporarily suppress this warning

If you do not want to receive this warning window for any other contract items without amounts or units during the remainder of this approval session for this contract, mark this box. If you want to continue receiving this warning window for the remainder of the approval session for this contract, leave this box unmarked.


[Yes]

Approves the contract item identified above without amounts or units.


[No]

If an amount or unit is required for the contract item identified above, click [No] to skip the approval of this contract item and continue on with approving other contract items for this contract.


[Cancel]

Cancels the approval of the contract item identified above and returns to the contract without approving any remaining unapproved contract items. Contract items approved before receiving this message remain approved.

{{Need to get the correct minor ID from doran}}


[Help]

Starts Help and displays information about this window.


The window [Help] for the above window is in the Errors.doc – CN 0202.


About moving closed contracts

Contracts with a status of Closed or Paid in full can be moved from current files to history files. Moving contracts to history files is an optional maintenance task. It reduces the size of your current files. It also reduces the number of contracts listed on any contract selection window in Contracts and other applications such as Accounts Receivable.

Contracts are moved if they meet the following criteria:

•	The contract status must be either Closed or Paid in full. (The status of contract items that make up a contract can be any status.)

•	A contract with the same ID must not exist in the history (destination) files.

•	Unposted entries for the contract must not exist (in the Active.CNT file). Use the Unposted transactions inquiry (Inquiry menu, Other) to check for these.

•	Retainage for the contract must be completely billed.

•	The receivables amount must equal the billed amount (receivables amount includes cash receipts and receivable adjustments; billed amount includes total billed, total tax billed, add-ons billed, and deductions billed).

When a contract is moved, its contract items are also moved. All contract information is cleared from the current files (the Active.CNC, Active.CNA, and Active.CNT) and moved to the history files (History.CNC, History.CNA, and History.CNT). You can view contracts that have been moved to the history files through inquiries from the Inquiry menu.

You also have the capability of moving contracts from the history files back to the current files as long as a contract with the same ID does not exist in the current (destination) files.

 How To: Current to History

 How To: History to Current


Moving closed contracts from Current to History

Follow the below steps to move closed contracts from current files to history files:

  1	Back up your data files.

  2	From the Tools menu, select Move Closed Contracts and then select Current to History.

  3	If history files have not yet been created, you will receive the following message: "CN History Contract file was not found. The file will be created." Click [OK] to continue. You will receive a similar message for the CN History Derived and CN History Transaction files. For both, click [OK] to continue.

  4	In the Move Contracts to History – Print Selection window, click either [Ranges] or [Conditions] to select criteria for determining specifically which closed or paid in full contracts are to be moved.

Warning

If you do not enter a range or condition, all contracts that meet the required move criteria are moved (see the overview topic above).

  5	In the Move Contracts to History – Print Selection window, click [Start] to begin the move process.

  6	A journal identifies the number of contracts moved and rejected (not moved). The reason why a contract could not be moved is included on the journal.

Related Topics


Move Contracts to History - Print Selection window

Use this window to enter criteria for identifying which contracts to move from current files to history files. Click [Range] to enter a group of contracts to move. Click [Conditions] to enter more specific criteria to limit the selection of contracts to move. You can also change the printer and page setup information. When you click [Start], the move process begins.

Warning

Be sure to click either [Range] or [Condition] to specify the group of contracts to move. If you don't enter a range or condition, all contracts that meet the required move criteria are moved. See the topic titled About moving closed contracts for move criteria.

For help on an item in this window, click on the toolbar and then click the item.

 How To

 Additional Information

Related Topics


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Ranges]

Opens a Range Selection window to specify a range of contracts to move. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. Enter conditions for determining which contracts are moved. [Conditions] displays with asterisks if conditions are specified.


[Start]

Begins moving contracts, which includes printing according to your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Moving closed contracts from History to Current

Follow the below steps to move closed contracts from history files to current files:

  1	Back up your data files.

  2	From the Tools menu, select Move Closed Contracts and then select History to Current.

  3	In the Move Contracts from History – Print Selection window, click either [Ranges] or [Conditions] to select criteria for determining specifically which contracts are moved.

Warning

Be sure to click either [Range] or [Condition] to specify the group of contracts to move. If you don't enter a range or condition, all contracts that meet the required move criteria are moved.

  5	In the Move Contracts to History – Print Selection window, click [Start] to begin the move process.

  6	A journal identifies the number of contracts moved and rejected (not moved). The reason why a contract could not be moved is included on the journal.

Related Topics


Move Contracts from History - Print Selection window

Use this window to enter criteria for identifying which contracts to move from history files to current files. Click [Range] to enter a group of contracts to move. Click [Conditions] to enter more specific criteria to limit the selection of contracts to move. You can also change the printer and page setup information. When you click [Start], the move process begins.

Contracts are moved from history files back to current files if no contracts exist with the same ID in the current (destination) files.

Warning

Be sure to click either [Range] or [Condition] to specify the group of contracts to move. If you don't enter a range or condition, all contracts that meet the required move criteria are moved.

For help on an item in this window, click on the toolbar and then click the item.

 How To

 Additional Information

Related Topics


Note

Aliases for 41418_10100, _10103, _10007, _10006, _10003, _10001, _10002. These are all the buttons on this window. Aliased to the 41417 topics.


[Cancel]

Cancels the current entries made in this window and any of its sub-windows except notes and attachments. Notes and Attachments can only be cancelled within their respective windows.

The alternative function key is [Esc].


[Close]

Closes the current window and returns to the previous active window.


[Close]

Closes the current window and returns to the previous active window.


[Conditions]

Adds, changes, or deletes test conditions that determine the choices displayed when [List] is clicked. Conditions also can determine which record is displayed when you click [Previous] or [Next}.


[Delete]

Deletes the record displayed. Additional words may follow "Delete" to clarify what will be deleted.


[Delete Line]

Deletes the grid line containing the cursor. If the line is not yet complete, you can click [Cancel Line] or [Esc] to remove the partial entries from the line.


[Finish]

Closes the current window and ends the command. You may be asked to complete additional windows before being returned to the menu bar or previous active window.

The alternative function key is [F3].


[Help]

Displays Help about the current window.


[Jump]

Displays a list of windows to which you can jump directly.


[List]

Displays a list of available selections for the item containing the cursor.

The alternative function key is [F4].


[Next]

Displays the next record. Keep in mind that records displayed may be limited by conditions set up.

The alternative function key is [F8].


[Attachments]

Adds, changes, or deletes an attachment for the current record being accessed. If the attachment can be added to one of several records whose IDs are displayed in the window, a list of eligible record types will display. Select the applicable record type from this list.

Refer to the Attachments topic for more information.


[OK]

Accepts the current entries made in this window and any of its sub-windows.

The alternative function key is [F2].


[Previous]

Displays the previous record. Keep in mind that records displayed may be limited by conditions set up.

The alternative function key is [F7].


[Prefills]

Create a temporary template for the records you are currently setting up. The items you enter in this template will immediately prefill any new record being created. All input items available during a normal record setup, except Custom Fields, can be entered on the prefill template.


[Save]

Accepts and saves the record or window as displayed.

The alternative function key is [F2].


[Set tab] or [Clear tab]

When the button displays [Set tab] you can click it to set a tab stop in the active item. The cursor will then stop at this item when you use [Ctrl + Tab] to advance through the window.

When the button displays [Clear tab] you can click it to clear the tab stop from the active item. The cursor will not stop at this item when you use [Ctrl + Tab] to advance through the window.


[Start]

Begins processing the command, including printing.

The alternative function key is [F2].


Displays a list of available selections for the item to the left of this button.


[New JC Item]

Opens the Job Cost Change Order Item Detail window where you can enter a new Job Cost change order item.


This is a shared Help file for Contracts, Project Management, and Job Cost. If you update this file, be sure to send a copy to the writer of each application. This file contains conceptual, how to and troubleshooting topics about Change Orders. All window and field Help is contained the respective application Help files.


Change order functions between Job Cost and Contracts
Change order functions between Job Cost, Project Management, and Contracts

How you process change orders and items when you use either Job Cost (JC) or Project Management (PJ) with Contracts (CN) depends on whether you enter the change order before (a change order request) or after it has been approved (a change order) by the customer. Entering change orders in JC or PJ allows you to use different levels of pending for your change orders. Entering change orders in CN allows you to quickly link to and update job and contract information in JC and PJ.

Entering pending change orders--For example, the project manager enters pending change orders (estimate and bid price) for tracking during negotiation. After the customer has approved the change orders, the accountant approves them in the system.

Change orders that have not been approved (pending JC or PJ change orders or change order requests) are tracked by entering the change order in JC or PJ. The primary benefit to entering the items in JC or PJ is that you can track the status of the items through the negotiation process. The change order can then be modified and approved through CN and linked to the change order information entered in JC or PJ. After the CN change order items are approved, the JC change order items and the JC scheduled value on the job are updated.

Entering pending change orders

Entering approved change orders--For example, the project manager has completed the negotiation and submits to the accountant a new change order that has already been approved by the customer. The accountant then enters the approved change order into the system.

Change orders that are already approved by the customer when they are entered into the system no longer need to be entered in both JC or PJ and CN. In CN you can enter the CN change order and its items and their matching JC change order items with approved price, estimates and production units. After you approve the CN change order, the associated JC change order items are automatically posted to JC and PJ, if it is being used. The JC scheduled value on the job is also updated. If you enter the change order in JC or PJ, it is not updated and approved in CN until you link the applicable contract item to the JC or PJ job it references.

Entering approved change orders


Entering change orders
Entering change orders (with Contracts installed)

For jobs with a billing method of Use Contracts, Job Cost (JC) and Project Management (PJ) change order information is now available in Contracts (CN). You do not have to reenter CN change order information in JC or PJ because associated change order information is automatically updated directly to JC and PJ during change order approval in CN.

You can continue entering change orders by updating the contract amount on the job without creating or tying to JC change order items. However, we recommend processing change orders using one of following methods:

Entering approved change orders --when the change order has already been approved by the customer.

Entering pending change orders --when the change order is proposed but not yet approved by the customer.

Note

If you use JC or PJ with CN and the Billing Method is Use Quick Bill, see Entering change orders for Quick Bill jobs.


Entering approved change orders

Overview

  1	In the Contracts (CN) application, open the contract for which you are entering the change order (File, Open Contract).

  2	Select View, Change Orders; then select Edit, Add Change Order. Enter the change order number.

  3	Enter the change order information on the General tab; then select Edit, Add Change Order Item.

  4	In the Add Change Order Item window, select the contract item to be changed and click [OK]. Enter the CN change order item details.

  5	Create corresponding Job Cost (JC) change order items in CN. Be sure that the CN change order item is selected; then select Edit, Add/Edit JC CO Links.

  6	To create the JC change order items, click [New JC Item]. See Entering change order items in Job Cost

Note

If the Job Cost Change Order Link window contains change orders items, verify that these are not corresponding change order items to those you just entered in CN. If they are, they have already been entered in JC or PJ and you can select the check box in the Link column to link these change order items.

  7	Enter the change order information, including amounts, in the Job Cost CO Item Detail window.

  8	Click [OK] to accept.

For help on an item in this window, click [image] on the window and then click the item.

Notes

•	You can open the CN application from Project Management. Select Contract Control, Contracts.

•	The JC change order items you add are automatically linked to the current CN change order item. You can unlink the new item by clearing the Link check box in the Job Cost Change Order Link window at any time before approving the CN change order.

•	Once a JC change order is created, you can view and change the detail by clicking [image] on the item in the grid. Once a JC change order is linked in CN, you can edit it in CN but not in JC.

•	The status of the new JC change order item is automatically set to Not issued until the corresponding CN change order is approved; then it is also selected as Approved.

•	The Date of revision entered on the approved change order in CN is used as the transaction date on the corresponding JC transactions.

•	If you use JC without CN, see "Entering change orders (without Contracts)" in JC Help for instructions.

•	If you use JC with CN and the Billing Method is Use Quick Bill, see "Entering change orders for Quick Bill jobs" in JC Help for instructions.

Release to accounting


Overview

You can enter change orders that are already approved by the customer directly into Contracts (CN) without additional entry in Job Cost (JC) or Project Management (PJ). When you enter a change order and its items in CN, you can also create JC change order items with approved price, estimates, and production units. Once you approve the CN change order, the linked JC change order items are automatically created and posted to JC and PJ. The JC scheduled value on the job is also updated.

Example: The project manager has completed the negotiation and submits to the accountant a new change order that has already been approved by the customer. The accountant then enters the change order into the system.


Entering pending change orders

Overview

  1	In the Job Cost (JC) or Project Management (PJ) applications, enter the change order and its items with a status of Pending.

Entering change orders in Job Cost with Contracts installed.

  2	After the prices and amounts are determined, open the change order and its items in JC or PJ and enter prices and amounts. Change the change order status to CO Request.

Entering change order items in Job Cost with Contracts installed.

  3	Select the Release to accounting check box on the change order in either JC or PJ, if appropriate. This check box must be selected before you can approve the change order.

  4	Enter the change order and its items into Contracts and approve them.

Entering change orders

Entering change order items

Entering change orders after approval

Note

The status of the JC change order item is automatically changed to Approved when you approve the CN change order it is linked to.

  5	If a JC change order item was not approved, you can change the status to Denied.

Notes

•	After you build the CN change order item amounts from linked JC change order items, all changes to JC change order items should be performed through the Job Cost Change Order Detail window in CN (CN: File, Open Contract—select contract; then View, Change Orders—select change order; then Edit, Add/Edit Change Order Item; then Edit, Add/Edit Change Order Links [New JC Item]—Job Cost Change Order Item Detail window) rather than through JC or PJ.

•	If you use JC or PJ without CN, see "Entering change orders (without Contracts)" in JC or PJ Help for instructions.

For help on an item in this window, click [image] on the window and then click the item.

Release to accounting


Overview

Change orders that have not been approved (pending Job Cost (JC) change orders or change order requests) can be tracked by entering the change order in JC or Project Management (PJ). You can then modify and approve the change order through Contracts (CN), in which the JC change order information is accessible. Once the CN change order items are approved, the JC change order items and the JC scheduled value on the job are updated.

Example: The project manager enters pending change orders into JC or PJ to track them during negotiation. Once the customer has approved the change orders, the accountant can approve both the JC change order items and CN change order items in CN.


Linking Contracts and Job Cost change order items

•	When you enter customer approved change orders in Contracts (CN), the Job Cost (JC) change order items you create in CN are automatically linked to the current (or selected) CN change order item.

See Entering approved change orders for additional information

•	When you have already entered change order items in JC or Project Management, you must manually link them to the corresponding CN change order items.

See Entering pending change orders for additional information


Entering change orders in Job Cost (when interfacing with Contracts)
Entering change orders in Job Cost or Project Management (when interfacing with Contracts)

  1	From the Job Cost (JC) Tasks menu or the Project Management (PJ) Contract Control menu, select Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter its ID. If you use PJ, you must select the Release to accounting check box on the PJ Job Setup window to create a change order for this job.

  3	Enter the Change order ID, Description, and Date.

  4	If the change order is internal, click Internal as the Type. Otherwise, click Billable and enter the Billable CO ID.

  5	Enter an appropriate Scope of Change description.

  6	Click [Other Info] if you have additional miscellaneous information to add.

  7	Select the Release to Accounting check box if appropriate, to make the change order available for approval and accounting.

  8	Click [Enter Items] to enter the change order item detail. See Entering change order items in Job Cost

  9	Click [Save] to accept the change order.

Note:

You cannot reaccess a change order after clicking [Save] during the current session.

10	Repeat steps 2-9 until all change orders have been entered; then click [Finish].

11	Change the options displayed in the Print Selection window or accept the defaults.

12	Click [Start].

13	Review the Change Order Journal to ensure that everything was entered correctly.

Note

•	If you use JC or PJ without Contracts, see "Entering change orders (without Contracts)" in JC or PJ Help for instructions.

•	If you use JC or PJ with Contracts and the Billing Method is Use Quick Bill, see "Entering change orders for Quick Bill jobs" in JC or PJ Help for instructions.

Release to accounting

Correcting change order errors

Customizing purchase orders, subcontracts, and change orders


Writer's Note: The following topic has been copied from JC.  Update this topic if the JC topic is updated. Find topic 27_17 in Change_Orders_JC_PJ.doc.


Release to Accounting check box

Select this check box to make the change order available for approval and to accounting. This check box is unavailable if you are not authorized to release change orders to accounting or if the change order has already been approved.


Overview

Pending change orders entered in Job Cost (JC) or Project Management (PJ) are used to track change order requests made to the customer. The change order can then be modified, linked, and approved through Contracts (CN). In CN, the change order information entered in JC or PJ is accessible and can be used to derive the CN change order item amount. This is done through the process of linking. After the CN change order is approved, the JC change order items and JC scheduled value on the job are automatically approved. JC change order items can also be denied through CN.

Change orders that have already been approved by the customer can be entered directly into CN rather than entered in both applications. See Entering approved change orders for details.


Entering change order items in Job Cost (when interfacing with Contracts)
Entering change order items in Job Cost or Project Management (when interfacing with Contracts)

If you have accessed this topic from step 8 of Entering change orders in Job Cost , go to step 4.

  1	In Job Cost (JC), select Tasks, Change Orders or in Project Management (PJ), select Contract Control, Change Orders.

  2	Enter the ID of the job being changed. If the change is for an extra, also enter its ID. You can click [List] to select the job from a list of jobs you are authorized to view.

  3	Enter the change order ID for the items to be entered, or click [List] and select the number. Click [Enter Items].

  4	Enter the Item ID and Description.

  5	Click the appropriate Item status. If the change will add time to the job, click Change to schedule and enter the Add'l time.

Note

You can set item status to Approved only if you are authorized to approve and release change orders to accounting or if the change order is already released and you are authorized to approve. Approving an item automatically releases the change order to accounting and makes the Release to accounting check box unavailable for changes. If you are not authorized to approve change orders or if it is unreleased and you are not authorized to release change orders to accounting, you will receive an error message and will be unable to approve the item.

  6	If this item has not been approved, you can click [Prices] to enter the Price (scheduled value) for this item.

  7	If this item has not been approved, you can click [Estimates] to enter the following estimate items: Cost Code, Category, Units, Unit Cost, Amount, and Description. Because this is a grid entry, you can enter multiple lines of estimates.

  8	If this item has not been approved, you can click [Production units] to enter the following production unit items: Cost Code, Units for this Item, and Description. Because this is a grid entry, you can enter multiple lines of production units.

  9	Click [Save Item] to accept the item.

  10	 Repeat steps 1-9 until you have entered all the items. Then click [Done With Items].

Entering change orders

Entering contract change orders

Entering estimates

Correcting change order errors

Correcting commitment change order errors


Entering change orders without creating a job change order
About entering change orders without creating a job change order

It is possible to enter and approve a change order in Contracts (CN) without creating a change order in Job Cost (JC) or Project Management (PJ). When this happens, only the JC scheduled value on the job is updated in JC. No change order records are created. If you choose to use this method, your JC reports will not include detail change order information. They will contain the Revised contract amount and the Approved contract changes.

If you have erroneously entered change orders in CN without creating one or more related job change orders and the CN change order item has not been approved, follow these steps to create JC change order item records:

  1	Enter a negative (reversing) change order in CN.

  2	Create JC change order items using the Entering approved change orders method.


Editing a Job Cost change order item in Contracts
Editing a Job Cost (JC) change order item in Contracts (CN)

You can edit JC change order items in CN when the linked CN change order (if applicable) has not yet been approved. You can change the status, link, unlink, and change the price of a JC change order item. You can also delete existing JC change order items.

  1	In the CN application, select File, Open Contract and double-click the contract in the list.

  2	Select View, Change Orders.

  3	Select the Contracts change order item to which you have linked or would like to link JC change order items.

  4	Select Edit, Add/Edit JC CO Links.

  6	In the Link Job Cost Change Order Item window, you can link, unlink (for unapproved CN change orders only), or change the status of an item.

  7	To change the price of an item in the list, click [image] to open the Job Cost Change Order Item Detail window.

Note

You can delete a change order item in the list by selecting it and clicking [Delete Line].

  8	Click [Close] to save your changes and exit the Job Cost Change Order Item Detail window.

  9	Click [Close] to exit the Link Job Cost Change Order Items window.


The following Help topics are troubleshooting topics….


Approved change orders in Contracts are not appearing in Job Cost
Contract change orders do not appear in Job Cost (JC) or Project Management (PJ)

This generally occurs when a Contracts (CN) change order item was entered but no corresponding JC change order item was created or linked. See Entering approved  change orders for correct procedures. To create JC change order items after the CN change order items have been entered and approved, you may enter the change order items in JC or PJ. You can approve the change order items in Job Cost without changing the Revised contract amount on the job, and they will be treated as memo change orders.

Entering change orders after approval


The wrong Job Cost change order item approved in Contracts
The wrong Job Cost (JC) change order item approved in Contracts (CN)

After the CN change order is approved, you can no longer unlink JC change order items associated with it without creating another JC change order item to reverse the incorrect link. Follow these steps:

  1	In the JC or Project Management (PJ) applications, change the change order item description or scope of the item that was incorrectly linked in CN to note that it is no longer in use. This item will appear on your reports until the job has been moved. By changing the description, you are making it easy to identify as incorrect.

  2	Enter a reversing change order item in JC or PJ to remove the amount from the scheduled value on the job.

  3	Enter a new change order item in JC or PJ.

  4	In CN, change the description or scope on the incorrect CN change order item to indicate that it is no longer in use. This item will appear on your reports until the linked job has been moved.

  5	Enter a reversing CN change order to negate the incorrectly approved change order.

  6	Enter a new CN change order and its items.

  7	Link the correct JC change order item.

  8	Approve the CN change order.

Entering change orders in Job Cost

Entering change order items in Job Cost


A Job Cost change order item not linked prior to approving the Contracts change order
A Job Cost (JC) change order item not linked prior to approving the Contracts (CN) change order

If you approved the CN change order without linking a JC change order item, simply enter the change order item in JC or Project Management (PJ). This makes the JC change order item available for reporting purposes without updating the scheduled value (contract amount) in JC or PJ.


Scheduled value--definition

The term "scheduled value" is used in Job Cost and Project Management and is the equivalent to the Contract amount in the Contracts application.


These topics still need to be linked through Related Topics to the appropriate areas of the Help file.