How to Create a Contract

Users within a specific role have the ability to create contracts within the system.

Locate the Contracts Dataset

1. Select Sales from the main menu, then Contracts:

Create a Contract

2. Select New Record>Contracts or hit Insert on your keyboard.
3. Fill in the relevant fields:

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Client	Select the relevant client for whom the contract relates
Tender	Select a tender (if applicable)
Client Contract No	Enter the contract number (if known/applicable)
Client Contract Type	Select the relevant contract type, for example, Personnel or Equipment type
Contracts (Hdr)
Contract Description	Text field to record the contract description
Division	Select the relevant division
Work Scope	Select the relevant work scope (if applicable)
Responsible Owner User	Select the relevant user
Markup or Discount %	Enter a percentage value (if applicable). The percentage entered in this field will be used to mark up or discount the standard rates for personnel and equipment added to the contract using the function
Backcharge %	Enter a percentage value (if applicable)
Withholding %	Enter a percentage value (if applicable)
Billing Currency	Select the relevant currency, this cannot be changed once the contract is saved
Start Date	Select the start date from the calendar
End Date	Select the end date from the calendar
Review Date	Select the review date (if applicable)
Contract Doc	The user can link the contract file/folder/webpage to the system
Notes	Text field to contain additional notes regarding the contract
Work Site	Select the relevant work site (if applicable)
Contract Folder	The system will create a path to the contract folder when contract is created
Kick Off Meeting Rqd	If this is ticked the system will automatically set up a correspondence record for a kick off meeting
Prepared by User	This will default to the user creating the contract, however can be amended if required
Inactive (Tickbox)	Check this if the contract is inactive

4. Select Save.

Assign Rates via Function

5. To assign the relevant rates to the contract, select Functions>Create Rate Schedule.

Select Yes to continue, No to cancel the operation.

Select OK for each information dialog box.

Add Rates Manually

This is used to only apply Contract Rates to specific Equipment, Stock and Personnel.

Rates can be added manually for Equipment (See Step 6), Stock (See Step 7) and Personnel (See Step 8) to a contract.

6. Select the Contract Equipment Rate Schedule tab, select New Record>Contract Equipment Rate Schedule or hit Insert on your keyboard.

Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Category	Select the relevant category (If not available, add a new category)
Equipment Type	Select the relevant equipment type (If not available, add a new equipment type)
Asset Description	Select the relevant asset description (If not available, add a new asset description)
Rate Period	Select the relevant rate period
Contract Equipment Rate Schedule (Hdr)
Contract Rev Rate BC	Enter the revenue rate in billing currency
Business Unit	This will default to the user’s business unit
Group Company	This will default to the user’s group company

Select Save from the toolbar, use Next to add additional records, then Close to return to the Contracts dataset.

7. Select the Contract Stock Rates tab, select New Record >Contract Stock Rates or hit Insert on your keyboard.

Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Our Part No	Either manually enter the part number, or select the binoculars to open the select stock screen
Contract Stock Rates (Hdr)
Std Cost Rate BC	This will be defaulted from the Stock record, if not, enter the cost rate in billing currency
Std Revenue Rate BC	This will be defaulted from the Stock record
Contract Rev Rate BC	Enter the revenue rate in billing currency
Notes	Text field to record additional stock rate information
Business Unit	This will default to the user’s business unit
Group Company	This will default to the user’s group company

Select Save, use Next to add additional records, then Close to return to the Contracts dataset.

8. Select the Contract Discipline Rates tab, select New>Contract Discipline Rates or hit Insert on your keyboard.

Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Discipline	Select the relevant discipline
Personnel Rate	Select the relevant personnel rate (day, hourly, per diem etc.)
Contract Discipline Rate (Hdr)
Std Cost Rate BC	This will be defaulted from the Standard Discipline Rates
Std Revenue Rate BC	This will be defaulted from the Standard Discipline Rates
Contract Rev Rate BC	Enter the revenue rate in billing currency
Notes	Text field to record additional stock rate information
Business Unit	This will default to the user’s business unit
Group Company	This will default to the user’s group company

Select Save from the toolbar, use Next to add additional records, then Close to return to the Contracts dataset.