HowTo:Construction Contract/Project Setup

Construction Contract / Project Setup

Adding a Contract / Project

Menu Location: Contracts(the last contract entered is displayed)

Main Tab

1. Click from the Toolbar

2. Enter general contract information in top section

• Customer Contract # - auto-numbered
• Enter Contract Type
• Enter Estimate #
• Enter Contract Amount
• Enter Markup Amount
• Enter Contract Owner
• Enter Customer # if known
• Enter Contract Name
• Enter Site Address & Phone
• Enter Contract/CO Manager
• Enter Scope of Work (this is free text and you may use ¶)
• Enter Geo Location information

3. Enter Contract Billing Information

• Enter Company Name
• Enter Address
• Enter AP Phone
• Enter Customer PO #
• Enter Sales Tax Key
• Enter Tax Exempt # if known
• Enter Union Number
• Enter Holdback Percentage

4. Select the appropriate Flags

• Owner Controlled Ins
• Certified Payroll
• Waiver of Lien
• Sworn Statement
• Bond Required
  • Enter Amount of Bond & Bond Paid By
• AIA Form
• Insurances Required
• Liquidated Damages

5. Enter Key Dates / Other

• Enter Starting Date
• Enter Completion Date
• Enter Billing Day of Month
• Enter Warranty Period
• Enter Record Retention

6. Buttons

• COs
• Work Voucher

Contract Rates Tab

1. Per Diem Rate Included in Rate
2. Per Diem Rate Amount
3. Travel Rate
4. Travel Turnaround Amt
5. Allowance Rate
6. Labor Markup %
7. Material Markup %
8. Rental Equipment Markup %
9. Subcontractor Markup %
10. Service Rates

• Position
• Shift
• Regular / Overtime / Double-time Rates

11. Equipment Rates

• Equipment #
• Description(autofill)
• Hourly / Daily / Weekly / Monthly Rates

Change Orders Tab(displays Change Orders related to Main Contract)

1. Change Orders Table

• Contract #
• CO #
• Contract Type
• Contract Name
• Contract Amount
• Main Contract
• Change Orders
• Total
• Add Change Order Button

Categories Tab

1. Enter Service Contract Types

• Service Provided
• Application
• Trade
• Industry
• Contract Type
• Customer Type
• Site Location

Roles / Contacts Tab

1. Enter Contacts related to Contract / Project

• Click on the Toolbar
• In the Contacts grid area, click
  • Enter Last Name and select contact record if match appears in list
  • If there is no match, then click
    • Click to Save the Person name as entered
    • Click to navigate to the Person Screen to edit
  • Enter Company
    • If Company does not exist, click
      • Select Company if match appears in list
      • Click to Save the Company name as entered
      • Click to navigate to the Company Screen to edit the name and add any other pertinent information
  • Enter Phone Number and add if needed
    • Select phone number if match appears in list
    • Click to save the phone number as entered
    • Click to add an Extension and/or description(i.e. Cell, Fax, etc.) to the phone number.

2. Enter ENG / AFE Number

3. Enter the contacts that will appear on reports(LEM, Voucher, etc.)

• Project Manager
• Super/Foreman
• General Contractor Rep
• Project Mgr – Owner
• Constr Mgr – Owner
• Inspector
• Operations Contact
• Architect
• Engineer

4. Enter the Workforce(employees on the job)

• Click
• Enter Employee's Last Name and select match

5. Enter the Primary Viewers of the Contract. These are the people that will have access to view this contract on the web and for Epiphany users the contract will appear in their Favorites list.

• Click
• Enter Employee's Last Name and select match

6. Click Save on the Toolbar

Estimates Tab

1. Select a category at the left. Category selected will be a different color than remaining categories (colors will vary based on theme selected). The cost center items related to the category selected will appear on the right under Estimate Detail.

• Contract Est Remaining will decrease as estimates are entered into the grid. When done entering estimates the Contract Est Remaining should = 0.00.
• The total for each category appears at the bottom of the grid.

2. Click on the Toolbar

3. Find cost center code/description row

4. Click in Quantity field and enter Quantity

5. Tab over to Unit Price and enter Price (#.##)

6. Quantity Price will auto-calculate as you enter Unit price (Quantity must be entered)

7. Enter Description if available

Note: You may also enter a Quantity and Quantity Price and the table will auto-calculate the Unit Price.

8. If you need to delete a row, select the record at the left by clicking on the square icon to the left of the row you need to delete, then press Delete on your keyboard or select it from the Toolbar. Click Yes to confirm delete. You must be in edit mode to delete.

9. Click Save to save data entered. It is recommended to save often if you are entering a lot of data, are interrupted and need to navigate away from the screen, or if you need to step away from your computer.

Est Summary Tab

1. This tab shows a summary of the Estimates tabs and how it impacts your Markup and Total Contract Amount.

Labor Tab

1. Work Time in Hours

• As labor is entered from the web site, it will appear in the grid
• Hours may also be entered directly into the grid
  • Enter Date work was performed
  • Enter Position
  • Enter Last Name
  • Enter First Name will autofill
  • Enter Shift
  • Enter Cost Code
  • Enter Number of Hours Worked
  • Rate will autofill
  • Enter Type
  • If a Per Diem is issued, check the box
  • If they get an Allowance, check the box
  • Enter Description of Work

2. Labor Summary button - to approve hours

Equipment Tab

1. Equipment

• As equipment is used on the job it is entered from the website and will appear in the grid
• Equipment may also be entered directly into the grid
  • Enter Date Equipment was used
  • Enter Equipment #
  • Description will autofill
  • Enter Shift equipment was used
  • Enter Code
  • Enter the number of hours used
  • Rate will auto-calculate
  • Total will auto-calculate
  • Enter Comment for use of equipment

Material Tab

1. Materials

• As Material is needed on the job it is entered from the website and will appear in the grid
• Material may also be entered directly into the grid
  • Enter Date Material was requested
  • Enter Description of Material needed
  • Enter Shift the material will be used on
  • Enter Quantity of Material to be sued
  • Enter Price if known
  • Enter Sales Tax
  • Total will auto-calculate
  • PO # will be entered after order is placed once integrated
  • Comment – enter PO#

Notes

1. LEM Notes

• As work is performed out in the field, the Foreman will enter the daily notes to be printed on the LEM
• All LEM notes for the contract appear here

2. Voucher Notes

• As work is performed out in the field, the Foreman or Project Manager will enter the note to be printed on the Voucher
• All Voucher notes for the contract appear here