Estimating
New quotes and proposals can be estimated in the contracts system. Each deliverable estimated is mapped to the Revenue codes used in the previous section thereby updating the forecast Revenue for the project.
Creating the contract
Filter for the project you wish to work on via the Projects filter
Go to the Contracts tab and click on the yellow Add icon and select the Revenue contract to build your Revenue estimation
The following items are compulsory on the contract form to enable the contract to be created:
Type - used to select if the contract is a Cost or Revenue contract. For Revenue estimates the type is always revenue. If revenue is selected then internal resources will be available in the supplier field, while external contacts will appear in the Principal Field.
Contract Name – the name or description of your contract. This can be similar to the project name but may distinguish the type of service or product being offered in addition.
Supplier – this is the person who is lead contact for the company responsible for the deliverables.
· If the contract is a revenue contract then you are the supplier and a list of internal resources who have been allocated to the project during the project creation step (see previous session) are available for selection. Select the person who is responsible for client liaison for this project. This is a searchable field, so just type the person’s name and select them.
Status – The status reflects on the stage a contract is at.
· Pre-award or pre-sign-off a contract status can be set to Pending.
· If it is accepted by the client, it is moved to an Active contract status.
· Once the work is complete it becomes Expired.
· If the contract isn’t awarded, then it is Cancelled.
Revenue Codes or Cost codes – Chart of Account codes that each deliverable is applied against to track an overall Revenue.
· This is how the contracts module integrates with the Revenues and costs module.
· The Revenues and costs module display consolidated figures for all contracts on a project as well as for all projects in a program or portfolio. These figures are derived from the codes allocated to deliverables and variations in the contracts module.
The following are optional fields for the contract creation stage:
Customer – The principal is the contact person within the organisation that will be liable for payment of the resulting contract services. For revenue contracts, this is the client to whom you are quoting. (However, a principal is required to be entered so you can raise invoices or progress claims). This is a searchable field, so just type the person or company name and select them.
Care of – Used if someone else is responsible for approving invoices for payment and hence need to be addressed to this person/company. This is a searchable field, so just type the person or company name and select them.
Awarded – Date the contract is won / approved and moved to Active. This can be a forecast date which will be useful for forecasting purpose
Commencement Date – The date the contract will start (if known) or started as per the contract document. This can be used to drive the deliverables schedule. Changing the commencement date changes all the deliverables by the same difference in the change. For example, push out the commencement date by one week and all start and end dates in the contract are pushed out by one week.
Practical Completion - Expected date when project will enter defects liability. (As lawyers can’t decide what this term means we leave it to you to decide). If not a construction job then this is the date that all deliverables will be completed.
Standard – The contract standard drop down displays standard Australian contracts. The selected value allows you to nominate the Australian Standard or General Condition contract that will be used to administer the project. This is purely for communication purposes so that others will know what type of contract you are administering. Your administrators can add in additional contracts if they are not displayed in the list.
Unit – This box allows for a default unit for time and material type deliverables. If the contract deliverables is long but the units are the same (e.g. days or hours) then typing in a default value here will result in each new line will have “days” or “hours”
Currency - This represents the currency the contract will be quoted and awarded in. UniPhi will convert the currency if it is different to the project currency when displaying the values in the Revenues and costs tabs.
Tax – Defaults to GST but can be set to None if appropriate. Once the contract is saved it will now appear with additional details.
3. Select the green Save icon once you have added in the compulsory fields above and this takes you to the Value view.
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