Contract Maintenance

Select the Contract Maintenance card to create, edit and review data for a selected contract.

New Contract

If CreateMethod selected is FNCT_ContractMaintAutoNumberSubForm, follow the directions below.

Click New Contract to generate the next number in sequential order.

Enter or select Fiscal Year from dropdown options.

Click Create New Contract #.  The following message will display.

Click Yes to continue or No to cancel. If Yes is selected the following confirmation message displays. Click OK.  

The blank Master form will display.

If CreateMethod selected is FNCT_ContractMaintManualNumberSubForm, follow the directions below.

Click New Contract to enter the manually assigned Contract #. Once Contract number is entered, click Create New Contract #.  

The following message displays.  

Click Yes to create the contract # or No to cancel. Click Ok. The blank Master form displays.

Search Option can be used to search the Vendor Master to locate a Primary Vendor, if required.

Field	Max Field Size	Field Type	Description
Active Contracts		Yes/No	To display only active contracts, place check mark in this box.  By default, the Contract Number and Search Criteria options will display Active Contracts.
Contract #			Enter the Contract Number or select it from the dropdown options.
Description	50	Alpha/Numeric	Enter a description for the Contract.
Inactive		Yes/No	Check this box if the Contract is to be Inactive.
Comment	255	Alpha/Numeric	Data relevant to the selected contract may be entered. Optional field.
Contract Administrator			Select the Contract Administrator from the dropdown list. Optional field.
Procurement Method			Select the Procurement Method from the dropdown list.  Optional field
Contract Start Date		Date	Enter or select from the calendar the start date of the contract. The system uses this date in conjunction with the Contract End Date to calculate the number of Total Contract Days and Contract Days Remaining.
Contract End Date		Date	Enter or select from the calendar the official end date of the contract. The system uses this date in conjunction with the Contract End Date to calculate the number of Total Contract Days and Contract Days Remaining.
Actual Start Date		Date	Enter or select from the calendar the Actual Start Date of the contract. Optional field.
Actual End Date		Date	Enter or select from the calendar the Actual End Date of the contract. Optional field.
Date Board Approved		Date	Enter or select from the calendar the date that the Board approved the Contract. Optional field.
Date Contract Signed		Date	Enter or select from the calendar the date that the Contract was signed. Optional field.
Closed By		Date	Select the person/department that closed the Contract. Optional field.
Date Closed			Enter or select from the calendar the date that the Contract was closed. Optional field.
Primary Vendor			Enter the primary vendor number or search for the vendor by clicking the red question mark.  Once a vendor is assigned, the contract will be available for assignment to a Purchase Order when the PO is created or when the PO is invoiced or to Accounts Payable invoice.  Invoices and payments made in AP, where the contract is assigned will automatically transfer to the Contract database.
Department			Select the Department that is responsible for the contract from the dropdown list.  Departments can be added by accessing the Miscellaneous Module Codes on the Contracts setup menu. Optional field.
Respond To Group			Select the group that will appear on emails sent from alerts informing the receiver of the email of the individual(s) to contact regarding the expiration of the contract. Optional field.
Retainage Percent		Percentage	Enter the contractual retainage percent, if applicable.  Enter the percentage amount  that will be withheld from invoices until the work is substantially complete to assure that the contractor or subcontractor will satisfy its obligations and complete a project. The percentage entered on the Contract Maintenance form will auto populate on the PO Invoice Entry and AP Transaction Entry forms once the contract is entered/assigned via the PO/AP forms mentioned above. (Retainage Percent can be overwritten in the PO Invoicing Entry and AP Transaction Entry forms).  Retainage Amount is calculated based on the invoice amount and the retainage percentage. Optional field.
Bid #			If Avail’s Bid Management module is being used, select the bid number associated with the contract from the dropdown list. If not using the Bid Management module, leave this field blank. Optional field.
Created			This field is automatically populated with the user name, date/time and form that created the contract.
Contract Type			Select the contract type that best defines the contract. Additional contract types can be added. Click Green Check Mark to add additional contract types. Examples: Construction, Advertising etc.
Total Contract Days			Total Contract Days are calculated from the Contract Start Date through the Contract End Date.
Contract Days Remaining			Days remaining calculation is based on the number of days between the Contract End Date and the system date on the workstation.  If the system date exceeds the Contract End Date the field will reflect the days overdue.
Alert Warning		Yes/No	Check the box to ‘flag’ the contract to receive Email Alerts.
Alert Days	3	Numeric	Enter the number of days prior to the Contract End Date that an Email Alert should be generated. This is an optional field if Alerts are not assigned to the Contract.
Alert Recurrence Days	3	Numeric	Enter the number of days before a second Email Alert is generated.  If Alert Recurrence Days is set to 5 a second alert will not be generated until 5 days from the original Alert being sent have passed. This is an optional field if Alerts are not assigned to the Contract.
Alert Document		Numeric	Select the applicable document from the dropdown list.  The selected document will be attached to the Email Alert. This field is used for the overall expiration date of the contract. The information button will be used for the other items, like DBE certs, insurance, etc.
Alert Sent Date		Date	When Email Alerts are sent, this field will automatically be updated with the date sent.
Contract Amount			This field auto-populates with the amount entered and updated on the Contract Amount form.
Purchased To Date			All updated PO invoices and AP invoices that are assigned to the selected contract will be included in this total. Credit memos entered will reduce the amount shown here.
Amount Remaining			This amount is the result of the calculation between the Contract Amount and the Purchased to Date Amount.
Paid To Date			All paid and updated PO invoices and AP invoices that are assigned to the selected contract will be included in this total.

All the other documents are set up via the Information button. See instructions below. 

Master

Click Master to view or edit the selected Contract. When the contract number is selected from the dropdown list the master screen displays with all of the data pertaining to the contract.

Notes

Click Notes to view, add, or edit comments or attach documents for the selected contract. Contract can have multiple notes with multiple document types.  

Field	Max Field Size	Field Type	Description
Document Type			Select a document from the dropdown list or create a new Document Type by selecting the green checkmark. Document Types allow the user to create grouping for certain types of comments or documents pertaining to the contract.
Existing Docs			The dropdown will show the various Document Types that were previously assigned to the selected contract.
Reference	20	Alpha/Numeric	Enter a reference specific to this comment/attachment (i.e. document name, date, sequential number etc.) Reference field must be unique to each Document Type. This is a required field.
Comment	255	Alpha/Numeric	Enter any applicable comment. This is an optional field.
Attachment			Right click in this field to attach a link to a document. See the detailed steps below. Select “Display As Icon” when saving to prevent lag time. This is an optional field.
Document Attached		Yes/No	The system will automatically check this box if an attachment exists.
Print Notes		Yes/No	Check the box for Print Notes the comments that appear on the left side of the form print when the “Notes” box is checked via the main Reports button option.
Created			This field is automatically populated with the user name, date/time and form that created the particular note.
Updated		Yes/No	This field is automatically populated with the user name, date/time and form that last updated/revised the particular note.

Right click in the Attachment box on the right. The following menu appears.

Choose Insert Object. Then choose Create from File and browse to where the file is. Click Display as Icon to shorten lag time. Click OK.

These files should be in the Windows O:\drive.

Subcontractors

The following steps are required to assign a Subcontractor to a contract:

1. Subcontractor setup utilizing AP Menu, Subcontractor Maintenance.
2. Project must be set up in the Project Tracking module to populate in the dropdown options.
3. Project must be assigned to the Contract utilizing the Project option on the Contract Maintenance form.

 Once the above steps are completed click Subcontractor to assign subcontractors to the Contract.

If Subcontractor information has been selected during the Accounts Payable process the invoices and payments for the selected subcontractor can be viewed by clicking Invoices to view invoices & Payments to view Payments.

Click the Subcontractors button. The following form displays.

Field	Max Field Size	Field Type	Description
Subcontractor #	8	Numeric	Click the dropdown list to select the subcontractors (Created in Accounts Payable Subcontractor Maintenance) Subcontractors will need to be attached to contract to utilize the Invoices & Payment functions.
Project #	20	Alpha/Numeric	Select the project number associated with this contract and this subcontractor. Only projects assigned to the particular contract will appear in the dropdown. (See Projects section of this manual) Project Number must be assigned to subcontractor here in order for Invoices and Payment history to be seen. This is a required field.
Project Description			The project description will automatically populate once project number is entered.
Bid Amount		Currency	Enter the dollar amount that is contractually obligated by the primary vendor to the sub or enter the percent in the next field. The amount for Bid Amount or Percent of Contract can be automatically calculated by the system when the button options Compute Bid Amounts or Compute Percentages are used.
Percent of Contract		Percentage	Enter the percentage of the contract that is contractually obligated by the primary vendor to the sub.
Subcontractor Name			Subcontractor’s name will display when subcontractor number is entered.
Compute Bid  Amounts			Calculates the dollar for the subcontractor based on the percentage amount that was entered into the Percent of Contract field against the total amount of the contract. The calculated amount is then populated into the Bid Amount field.
Compute Percentages			Calculates the percentage amount based on the dollar amount that was entered into the Bid Amount field against the total amount of the contract. The calculated percent is then populated into the Percent of Contract.
Invoices			In order for this option to work the Contract Number, Project Number and subcontractor must be assigned to the PO or AP invoice when processed. (See images below). A list of all invoices that have been processed will display. The Total field at the bottom of the form will display the grand total for all invoices.
Payments			If the subcontractor button was not selected in the AP Payment Process the system will populate the check number and the total amount for the check were the invoice was paid.

Invoices

Click Invoices to view all invoices processed for the main vendor for services performed by selected subcontractor.

The following form displays for viewing. No changes may be made on this form.

Payments

Click Payment to view all payments made to the main vendor for services performed by selected subcontractor.

The following form displays for viewing. No changes may be made on this form.

Contacts

Click Contacts to enter and keep track of various pertinent information for contacts associated with the selected Contract.

Field	Max Field Size	Field Type	Description
#	5	Numeric	Enter a unique number to the new contact.
Contact Name	30	Alpha/Numeric	Enter the contact’s name. Track outside company contacts as well as internal employees responsible for overseeing contract.
Relationship	20	Alpha/Numeric	Enter or select contact relationship using the dropdown options. Click Green Checkmark to add a new relationship option.
Phone Type	15	Alpha/Numeric	Enter or select phone type using the dropdown options. Click Green Checkmark to add a new phone type option.
Phone	14	Numeric	Enter the phone number applicable to the phone type selected.
Extension	5	Alpha/Numeric	Enter the phone extension, if applicable.
Active		Yes/No	Check the box to designate the selected contract active.
Salutation	30	Alpha/Numeric	Leave blank or enter a salutation that will appear on emails that are generated via Contract Alerts form.
Description	30	Alpha/Numeric	Enter a description for the contact such as Lead Engineer etc.
Email	50	Alpha/Numeric	Enter the contact’s email address.
Information	255	Alpha/Numeric	Enter any additional information pertaining to this contact.
Company Name	40	Alpha/Numeric	Enter company name manually or select one of the two Update Address buttons to populate the fields with the information from the Primary Vendor Number found on the Master button option.
Address Line 1	40	Alpha/Numeric	See ‘Company Name’.
Address Line 2	40	Alpha/Numeric	See ‘Company Name’.
City	20	Alpha/Numeric	See ‘Company Name’.
State	3	Alpha/Numeric	See ‘Company Name’.
Zip	10	Alpha/Numeric	See ‘Company Name’.

If the contact is employed or affiliated with the primary vendor associated with the contract Click Update Address – Vendor Master or Update Address - Order From button to auto-populate the Company Name, Address, and Phone Number and Email Address information setup in AP Vendor Master form. The following message displays.

Click Yes to update the address information from the selected form or No to cancel.

Information

The information option will allow for sending Email Alerts to those responsible for keeping the documentation up to date. 

Click Information to track more detailed information pertaining to documents for the selected contract.

Enter or select a Document Type from the dropdown options. Click Green Check Mark to add new document type.

The following form displays.

Field Name	Max Field Size	Field Type	Description
Document Type	20	Alpha/Numeric	Select the document type from the dropdown or add new document types. Click Green Check Mark to add additional document types.  Examples of document types could be Bonds, Insurance, Letter of Credit etc.
Required Docs			The Contract Type assigned will determine which Required Docs will be included in the dropdown. The correlation between the two is made on the CT menu option titled Documents. Setup a new Document Type for each of the different Required Docs listed.
Reference #	20	Alpha/Numeric	The user can either use a sequential number system to create new records or complete the Reference Number field with a word or code the describes the record. For example, if the Document Type “Insurance” was selected examples of References could be Fire, Liability, Automobile, Workers Compensation, etc. A unique reference number is required for each record. The record selector at the bottom of the form will indicate how many reference numbers/records there are for each Document Type.
Comment	255	Alpha/Numeric	Enter any comments pertaining to the document type.
Effective Date		Date	Enter or select from the calendar, the effective date for the particular reference.
Expiration Date		Date	Enter or select from the calendar, the effective date for the particular reference.
Alert Warning		Yes/No	Check the box if users are to be alerted when the expiration date approaches.
Alert Days	3	Numeric	Enter the number of days that the user should be alerted before the expiration date. This is an optional field if Alerts are not assigned to the Document.
Alert Message	50	Alpha/Numeric	Enter a message that will appear on the alert email/s that will be sent.  Examples might be a reference to the insurance policy # etc.   Optional field.
Alert Recurrence Days	3	Numeric	Enter the number of days before a second Email Alert is generated.  If Alert Recurrence Days is set to 5 a second alert will not be generated until 5 days from the original Alert being sent have passed.  This is an optional field if Alerts are not assigned to the Document.
Alert Sent Date		Date	When Email Alerts are sent, this field will automatically be updated with the date sent.
Company Name	50	Alpha/Numeric	Enter the name of the company responsible for issuing the policy. Optional field.
Description	50	Alpha/Numeric	Enter additional description, if applicable. Optional field.
Type	20	Alpha/Numeric	Surety Type: Select a type from the dropdown list or add a new. Click Green Check Mark to add additional Surety Type. Optional field.
Code	20	Alpha/Numeric	Surety Code: Select a code from the dropdown list or add new. Click Green Check Mark to add additional Surety Code. Optional field.
Rating	10	Alpha/Numeric	Enter AM Best Rating for the insurance or surety company. Optional field.
Percentage Limit		Percentage	This field will be used for surety bonds.  Enter the percentage of the contract that the bond indemnifies. Optional field.
Amount Limit		Currency	Enter the insurance policy or surety bond limit. Optional field.
Obtained		Yes/No	Check this box when the required documentation has been obtained.
Attached Document		OLE Object	Documents can be attached to the reference. Follow the same procedures as documented for the NOTES button.
Document Attached		Yes/No	The system will automatically check this box if an attachment exists once the screen is refreshed.
Respond To Group	20	Alpha/Numeric	Select the group that will appear on emails sent from alerts informing the receiver of the email of the person(s) to contact regarding the expiration of the contract. The email received by the vendor will indicate “Please respond to: Mr. Smith JoeSmith@transit.com (888)123-5678”.   Although all members of the group appear in the Respond To Group dropdown option only one user from the group needs to be selected and still all members of the group will be listed on the email. The system displays all users in each group so that it can be confirmed that all respective parties have been included.  Optional field.

Information - contacts

Click Contacts to include any persons from the contacts list to the correspondence for the selected Document Type. Only those contacts set up utilizing the contact options will populate in the dropdown options.

Field	Description
#	Use the dropdown option to select each of the contacts who were created via the Contacts button found on the main form. Only contacts that were marked as active within the main Contacts button will appear in the dropdown list.
Contact Name	Once the Reference Number has been selected the name will automatically be populated.
Email	Once the Reference # has been selected the email will automatically be populated.
Active	Once the Reference Number has been selected the Active check box will be checked.  The box can be unchecked if the contact for this reference is no longer active. (Setting the contact inactive on this form does not affect the active status of the contact on the main Contacts button on the main form.)

To add a new email recipient, click the dropdown option within the # field. The total list of contacts that have been set up will display. Click the email address record from the list.

Delete Reference Number

Select the Reference #

Click Delete to delete the selected reference #. Only the reference # selected data, will be deleted, the contract will not be deleted.  The following message will display.

Click Yes to continue or No to cancel.  The following confirmation message displays. Click OK.

Delete Contract

Prior to deleting a contract, the contract needs to be made inactive. If contract is not inactive, the following message displays.

Click Delete to delete the selected contract once made inactive. Use caution when selecting this option. As the prompt states, all historical data pertaining to the contract will be permanently deleted.

The following message displays.

Click Yes to continued or No to cancel. Click OK at message below.

Projects

Click Projects to add, edit or view Project Tracking # attached to the selected contract.

Field	Max Field Size	Field Type	Description
Project	20	Alpha/Numeric	Use the dropdown option to select the Project to be assigned to the contract. The projects must first be set up in the Project Tracking module before it can be accessed here. Multiple projects can be assigned to a contract.
Description			Auto-populated based on the Project Number selected.
Start Date		Date	Auto-populated based on the Project Number selected.
Completion Date		Date	Auto-populated based on the Project Number selected.
Status			Auto-populated based on the Project Number selected.
Project Funding		Currency	Auto-populated based on the Project Number selected.
Project Budget		Currency	Auto-populated based on the Project Number selected.
Project Cost		Currency	Auto-populated based on the Project Number selected.
Project Payments		Currency	Auto-populated based on the Project Number selected.
Total		Currency	Click to accumulate the amounts for all Projects assigned to the contract.

 

Funding

Click Funding to view the funding source(s) assigned to the Project, if the Grant Management module is used. No changes can be made on this form.

Contract Email

Click Contract Email to select contacts who will receive Email Alerts regarding the pending expiration of the contract. Email List populates from emails set up in Contacts.

To add a new email recipient click the dropdown option within the # field. The total list of contacts that have been setup via the Contacts button option on the main form will display. Click the email address record from the list.

Email Log

Click Email Log to view the tracking for emails sent from the Contract Alerts. Records will display in order of date and time created.

Records created via the Send Alert option from the Contract Alerts card will not have any data appear in the Document Type and Reference Number fields as these only pertain to records generated via the Send Alert option found within the Information button option on the Contract Maintenance card.

The records are a log illustrating to whom the emails were sent and who the receiver is to respond to concerning the particular contract and/or document type/reference number.

Click inside subject and message fields to scroll down to see all content.

User Defined

The Contract Management module allows the user to track numerous fields that may not be currently tracked. If User Defined Data was set up, this option allows for the data to be entered for the selected contract.

Click User Defined to enter the information for the setup fields.

Select the Form Name from the dropdown field. Enter the data that is permitted within each field.

Print

Click Print to obtain a listing the current contents of the fields. If the History option is selected, the report will include all changes made to each field.

Click Yes to get a listing that includes all the changes made to each field or No to get a report listing only the current contents of the fields. Below is the current data.

Sample report when Yes to Print History selected. Notice under the Attorneys Office field, the name has changed several times. They are listed in descending order with the current data listed first.

Historical data can be reviewed. Double click in the data field to open the sub form.

Invoices

Click Invoices to display all invoices processed via the PO invoicing or AP invoicing when a contract # is assigned during Invoice processing.

General Ledger information can be viewed for a selected reference #. Double click Reference #. The General Ledger Distribution form displays.

Field	Description
GL Div #	Division assigned to the reference #.
Account #	General Ledger Account number assigned to the reference.
Description	Vendor Name for the selected reference number.
Amount	Amount of the invoice.
Batch #	Auto assigned Batch # for the updated reference #.
Posting Date	Date posted to the AP subsidiary journal.
GL Tran #	Auto assigned GL Tran # for posting to the General Ledger.

Payments

Click Payments to display all payments made to contracted vendor where the contract # was assigned during PO invoicing or AP invoicing.

Reports

Click Reports to view/print reports based on the option(s) selected. Contract Master Section allows user to select the data to be appear on a Contract Master Report. Select the options to appear on a report.

Click Print to generate the report for the selected options.

The following report displays.

Click Reports to view/print reports based on the option(s) selected in the lower section of the form.

Options:

• Contract Invoices generates a report showing all invoices that have been processed with the contract # included in the Invoicing procedure.
• Contract Payments generates a report showing all payments made to the contracted vendor.
• Email Log generates a report tracking all emails sent for the selected contract.
• Purchase Orders - If contract numbers were assigned during PO creation process, open Purchase Orders will appear on this report.

Adjustments

Use this button to add invoices and/or payments that may not have been assigned to the contract # during the regular processing in PO Invoicing or AP invoicing. Adjustments made using this option will update the Purchased to Date, Paid to Date and Amount Remaining fields found on the Contract Maintenance Master option.

Field	Field Type	Description
From Date	Date	Enter or select the starting transaction date from the calendar.
Thru Date	Date	Enter or select the ending transaction date from the calendar.
Invoices	Yes/No	Check the box to import invoices that have been entered for the selected vendor and date range.
Payments	Yes/No	Check the box to import payments that have been entered for the selected vendor and date range.
Vendor #		Auto-populates based on the vendor assigned to the contract.
Purchased To Date	Currency	Auto-populates based on all invoices where the contract was assigned and/or were imported using Adjustment.
Paid To Date	Currency	Auto-populates based on all payments where the contract was assigned and/or were imported using Adjustment.

Add to Contract

Select this button to add either Invoices or Payments to the contract that were previously not assigned during the standard PO invoicing/AP processing cycle.

If Invoices check box was selected all invoices for the primary vendor for the date range selected that were NOT previously assigned to the contract will display.

If Payments check box was selected all payments made to the primary vendor for the date range that were NOT assigned to the contract will display.

To add missing invoices and/or payments to the selected contract, double click in the Reference # for the item being added.

Click Yes to continue or No to cancel.

Remove From Contract

Click Remove from Contract to remove Invoices or Payments from the contract that were previously assigned during the standard PO Invoicing or AP processing cycle in error. If the Invoices check box is selected than all invoices for the primary vendor for the date range selected will display. If the Payments check box is selected all payments made to the primary vendor for the date range will display.

To remove an invoice from the contract. Double Click Reference # for the invoice to be removed. The following message displays. Click Yes to continue or No to cancel.

If no invoice or payment history is found for the date range selected for either button option Add to Contract or Remove from Contract the following prompt displays. Click OK.

Contract Amount

Click Contract Amt to enter the contract amount. If the original contract amount is increased/decreased this option can also be used to reflect the changes.

Enter Reference #, Purchase Order # if applicable, select the Approved by, enter any comments (reason for the change) and amount.

Click Update to finalize/update the record. Once updated, edits/deletions are not allowed. If an incorrect amount was updated, it must be corrected by creating a negating entry and updated.

Field	Max Field Size	Field Type	Description
Reference #	20	Alpha/Numeric	Create unique reference number to identify the record.
Purchase Order	11	Alpha/Numeric	If a purchase order is associated with the contract, enter the number. This is an optional field.
Approved By	20	Alpha/Numeric	Select the person/board who approved the contract. This is an optional field.
Comment	255	Alpha/Numeric	Enter any comments pertaining to the contract amount. This is an optional field.
Amount		Currency	Enter the dollar amount. If multiple reference numbers were created, the grand total for all the references will total to the Contract Amount on the master form.
Updated			Auto-populates a check mark, once the transaction is updated.
Created			Auto-populates with the UserName, Date/Time and Form associated with the creation of the record.

Click Yes to continue or No to cancel.

Open POs

Click Open POs to view all purchase orders that are currently in the open status AND had the contract # assigned to the PO.

Audit

Click Audit to review an audit trail for changes made to the Contract. The audit trail will identify the field that was revised, the date/time, the user making the change and what the before and after contents of the field were.

Field	Description
Field Name	Enter or select the field name from the dropdown option field.
All Fields	Check the box to include all fields on the report or display option.
From Date	Enter the from date starting range. All records that were revised on or after this date will be included on the report.
Thru Date	Enter the thru date starting range. All records that were revised on or before this date will be included on the report.

Once a field has been selected or All Fields checked, click either Display or Print option.

Display

Click Display to view the audit trail on the screen. The Old Value represents content in the field prior to the change. The New Value represents the revision. Items display in descending date order.

Print

Click Print to generate the audit report for review/print.