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There are two construction contracts master files as follows:
1. Construction Contracts with the Clients - refers to contracts awarded to the company by its clients.
2. Construction Contracts with the Subcontractors - refers to contracts awarded by the company to its subcontractors. These contracts are linked with the contracts with the clients and recorded as Direct Cost or CIP Labor. In cases where the contract is not linked to any client contract, encode the contract using the app Subcon Construction Contract Master File instead.
Step-by-step instructions:
1. Open Cenral Menu. Your Central Menu maybe different from the screenshot below as each user can have different menu and access rights.
2. Select System->Contractuion Contract Management. This master file is also accessible from other systems. An update here will also reflected on the other systems.
3. Double-click Master Files -> Construction Contracts (Clients and Subcon). You will be redirected to Construction Contracts tab window.
4. Add contracts awarded by the clients.
5. Add corresponding contracts awarded to the subcontractors, if any.
6. Click Save. You can update these files whenever a new contract is awarded
Data Definition for Construction Contracts with the Clients:
Database Table Name: cm_ContractHeader
Primary Key: ContractNo
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Column Name
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Sample Value
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Description
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CoID
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T10
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The Company ID that the user is currently log-in
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ContractNo
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ABC-001
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Alphanumeric with maximum length of 30 characters
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ContractDesc
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Construction of 13 housing units
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Description of the contract
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ContractCatID
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Housing
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Choose from the dropdown list: Housing, Land Dev., Repairs and Others
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Phase
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Optional only
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Location
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Optional only
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CustomerCode
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C00001
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Select from the lookup table.
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CustomerName
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ABC Realty
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Name of the customer based on the customer master file
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DateApproved
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01/15/2020
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Date the contract was approved
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DateStarted
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01/31/2020
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Date the contract started
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DateCompleted
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Date when the contract is completed
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ContractAmount
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500000
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Total contract amount including vat if any
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RetentionPercent
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10%
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Construction contracts are usually subject to 10% retention
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Vatable
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Y
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Select Yes if the contract is vatable
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MaterialCost
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Optional only. Estimated material cost.
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LaborCost
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Optional only. Estimated labor cost. This usually refers to contracts awarded to subcontractors.
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OverheadCost
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Optional only. Estimated overhead cost.
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Status
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A
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A=Active; I=InActive. You can mark inactive vendor category to remove them from the lookup table.
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Createdby, DateCreated, Modifiedby, DateModified
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These columns are called audit trails. Their values are auto-generated. One who created or modified the app. It is assumed that the current user is the one who created or modified the record.
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Data Definition for Subcontractors Contracts:
Database Table Name: cm_SubConContract
Primary Key: ContractNo
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Column Name
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Sample Value
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Description
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CoID
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T10
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The Company ID that the user is currently log-in
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ContractNo
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ABC-001
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Alphanumeric
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ContractDesc
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Construction of 13 housing units
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Alphanumeric with maximum length of 30 characters
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VendorCode
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V00001
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Vendor code of the subcontractor. Select from the dropdown list. If not yet encoded, open the vendor master file and add the new subcontractor.
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VendorName
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DEF Builders
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Name of the subcontractor
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DateApproved
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01/20/2020
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Date the contract was approved
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DateStarted
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01/31/2020
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Date the contract started
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DateCompleted
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Date when the contract is completion
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ContractAmount
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400000
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Total contract amount including vat if any
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RetentionPercent
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10%
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Construction contracts are usually subject to 10% retention
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Vatable
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Y
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Select Yes if the contract is vatable
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MaterialCost
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Optional only. Estimated material cost.
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LaborCost
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Optional only. Estimated labor cost. This usually refers to contracts awarded to subcontractors.
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OverheadCost
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Optional only. Estimated overhead cost.
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CustomerContractNo
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Automatically filled up based on the currently selected contract. This is the parent/child data column linked betweent the two tables. You can monitor the total awarded subcon contracts for each project using this link.
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CustomerContractDesc
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Automatically filled up based on the currently selected contract.
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Status
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A
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A=Active; I=InActive. You can mark inactive vendor category to remove them from the lookup table.
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Createdby, DateCreated, Modifiedby, DateModified
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These columns are called audit trails. Their values are auto-generated. One who created or modified the app. It is assumed that the current user is the one who created or modified the record.
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