These are the building blocks for creation of the contract you are managing and will provide you the overall total. Deliverables are used to raise progress claims or invoices for your clients.
Contract Deliverables window – this is where you enter in the deliverables (services and materials etc.), assignments, dates and rates for the contract.
Deliverable Types: There are a number of different deliverables types and these are explained below. Please read carefully as the different types available dependant on the client and your requirements.
Lump Sum – This is used when the contract is fixed price and will be progressively claimed against over time. Note you can use a rolled up heading with time and material below it to invoice lump sum while tracking time and material on the job. This means you can then import resource hours into the resource planning screen, have staff timesheet to the actual deliverables and track consumed time versus planned.
Time and Materials – This is when invoicing will be done based of effort x a rate. You will need to enter in a Quantity, Unit and Rate for each deliverable noting that the unit can come from the default unit set for the contract (as explained above).
Item – This type is selected when disbursements are included in the value of the contract. As disbursements are not progress claimed but claimed 100% in one invoice, they are differentiated in the list from lump sum deliverables. An item amount will not be included in the Agreed Revenue column of a “Lump Sum” view when rendering an invoice.
Heading – This inserts a heading rather than details. Please see next page for more details on Heading types and their purpose / use.
Disbursements – If disbursements are not included in the contract value then use this option when invoicing as the disbursement items will appear in the invoice but will disappear from your contract admin screen and will not be included in the agreed Revenue of the project (They will be included as revenue for the project though).
Heading Types: Heading types relate to the way information will appear in documents. Contract deliverables can be automatically including in proposals as work activity, contracts as schedule of works and invoices. The type of heading used will affect the way the information is laid out in the final document.
Basic Heading – Does no more than a normal heading in word
Heading with Roll-up* – Sums up the group of deliverables with the same order number and displays the heading line in documentation rather than the detailed deliverables underneath
Heading with Sub-Total* – Adds a total automatically in documents to the group of deliverables that have the same order number
Heading with Assignments – Used when a time and material deliverable will have multiple resources working on it. Note, this can be used as a way of calculating and tracking the lump sum value of a contract as only the heading is displayed in invoices and the layout option “lump sum” can be chosen in the invoice to layout with Agreed Revenue and previously claimed headings.
* The system knows what tasks to include under the roll up heading or sub-total heading by the Order ID. Giving deliverables the same order id means that they will be included in the same group as the heading with this order id.
Heading with Assignment or Time and Material:
· If possible, it is always more efficient to use time and material when adding resources.
· If you use the Ctrl or Shift key to select multiple resources then an assignment heading structure will automatically be created with the dates and codes for the deliverable automatically applied to each resource.
· Default rates will also be displayed for the resources selected based off the rates allocated to them in the resources module.
1. Go to the Contracts Module and select the Value sub navigation within a contract
· Select the cost Code which this deliverable will need to be reported against.
2. Enter the Deliverable description
3. Enter the deliverable Amount
If on the other hand you wish to create a Time and Materials deliverable, just select the cost Code which this deliverable will need to be reported against.
All other fields are the same, however rather than entering the Amount, you must instead specify the Qty, Unit and Rate, the Amount will automatically be calculated by multiplying Qty and Rate.
4. Save your changes
The Agreed Revenue
The agreed Revenue is populated when a contract document is signed off. It is always static text that can only be updated by signing off a UniPhi document that has been flagged as being the contract document making the contract deliverables a committed cost to the client and an agreed Revenue between the parties.
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