View Categories

Contracts

File-download

Contract Navigation #

The page for contracts and change requests can be found within the left-side menu of a given project. Start by opening the section labeled Contract Mgmt. Click on the option for Contracts/PCO/Change Order that appears underneath.

Keep in mind that your groups instance of Projectmates may be labeled differently, but all contracts and change requests will be hosted within the Contract Mgmt section.

The log page will initially display pending or drafted items. Using the filters for the Type and Approval columns will allow you to view different items (e.g., viewing only contracts or only viewing approved items).

What Is the Contracts/PCO/Change Orders Feature? #

The Contracts/PCO/CO tool is the primary way to track and manage contracts in a project, as well as any PCOs and change orders created against those contracts. The tool is flexible and can be used to manage GC contracts, AE contracts, and more.

  • Manage contracts with your vendors at the level of detail your organization needs.
  • Lock down the schedule of values and control how much can be billed against your contracts.
  • Manage all subsequent items created against your contracts (PCOs, COs, invoices).

Creating Contracts #

Contracts can be created in three ways: from the project Budget, from the Contract/PCO/Change Order log page, or from an awarded bid package.

Creating a Contract From the Budget #
  1. From the project Budget, check the box next to the line item(s) or sub item(s) that relate to the commitment that you are creating.
  2. Click on the option + Create that will appear at the top of the budget.
  3. Choose the option for Contract.

Note: If the item(s) you selected are already linked to a cost tracking item such as another contract, bid package, or invoice, blue dots will display on the ellipses alongside the item and you will not be able to successfully link another item.

  1. Give the Contract a Description (title/name), then click Go.
    1. This will take you out of the budget module and into the contract module for additional setup.

You will now begin building out the Contract. Navigate through the General, Items, Attachments and Approval tabs using the Save or Save & Next button to complete the Contract.

  1. Under the General tab, fill out any information that is missing (required fields are denoted by the red asterisk *). At minimum, you will need to choose which vendor this contract is awarded to, and what the retainage is.
    1. Contract Item #: The contract # field will auto populate based on the order of creation in the project, however this field can be manually adjusted to represent a custom contract number.
    2. Line Item Type: Choose how you would like the SOV to appear on the items tab. Projectmates provides the option for Lump Sum or Unit Price. Users must choose one or the other.
    3. Awarded To: Choose the user or contact to represent the organization that a contract is awarded to.
      1. Award to a User if the vendor has a user account and will bill you directly through Projectmates.
      2. Award to a Contact if the vendor is only listed as a contact, and you plan to enter invoices into Projectmates on their behalf.
    4. Set Retainage: Retainage is required and will automatically be withheld during invoicing. If there is no retainage for this contract, enter 0 in both retainage fields.
    5.  
  1. Fill out any additional fields that need to be tracked on your contract such as scope of work, key dates, or custom accounting fields.

Note: Custom accounting fields filled out at the contract level will track with that contract as change requests and invoices are created against it.

  1. Click Save and Next to commit changes and move to the Items tab.
  2. Under the Items tab, you will find the contract line items from the budget. Enter in your contract values by editing the values in left side column.

  1. Click Save & Next to move to Attachments.
  2. In the Attachments tab, upload any relevant files/backup documents for this contract.
    1. Computer Search: Click on the upload icon to upload files from your device.
    2. Drag and Drop: If you already have your file(s) available, you can simply drag and drop your files into the space.
  1. Click Save or Save and Next to fully commit / upload your file(s). You want to ensure that your files appear below the attachments box which means it is successfully uploaded.

Note: Additional files may be uploaded during and after approval, but files uploaded prior to approval cannot be deleted for record.

  1. In the Approval tab, select the appropriate approval type from the drop-down menu and click Start Approval. The approvals available in your project will differ depending on the organization that you’re working with plus the users and roles in that specific project.
Creating a Contract From the Log Page #
  1. Navigate to the log page by clicking Contract Mgmt. > Contract/PCO/Change Order on the left-side menu.
  2. Click on the + Item button found on the upper right corner of the log, and select Contract.
  1. You will now begin building out the Contract. Navigate through the General, Items, Attachments and Approval tabs using the Save & Next button to complete the contract.
  2. Under the General tab, you will need to fill in all of the required fields.
    1. Contract Item #: The contract # field will auto populate based on the order of creation in the project, however this field can be manually adjusted to represent a custom contract number.
    2. Line Item Type: Choose how you would like the SOV to appear on the items tab. Projectmates provides the option for Lump Sum or Unit Price. Users must choose one or the other.
    3. Awarded To: Choose the user or contact to represent the organization that a contract is awarded to.
      1. Award to a User if the vendor has a user account and will bill you directly through Projectmates.
      2. Award to a Contact if the vendor is only listed as a contact, and you plan to enter invoices into Projectmates on their behalf.
    4. Set Retainage: Retainage is required and will automatically be withheld during invoicing. If there is no retainage for the contract, enter 0 in both retainage fields.
  3. Fill out any additional fields that need to be tracked on your contract such as scope of work, key dates, or custom accounting fields.

Note: Custom accounting fields filled out at the contract level will track with that contract as change requests and invoices are created against it.

  1. Click Save & Next to transition to the Items tab.
  2. In the Items tab, you will need to manually create the line items for the contract. Items can be created in two ways. Directly in Projectmates or via an excel import.
    1. Add Line Items in Projectmates: Line Items can be created directly within Projectmates by clicking on + icon. Use this button to add as many rows as you need, and fill out the required information for each one.
    2. Import Lines Items from Excel: Line items can also be loaded in bulk through the Import/Export Download the Template xlsx file, fill out the line items of the contract based on Instructions provided within, then use the Select button to reimport the file to populate your PO.
  1. After building the line items of your contract, you can link them back to your project budget.

Note: If your organization manages the project budget, this is an extremely important step. Your contract and any change orders and invoices against the contract will not display properly in the budget otherwise.

    1. Select the line items for your contract by checking the boxes next to them.
    2. Click Link to Budget.
    3. Choose from one of the three options:
      1. Select Create new budget line item and add links if there currently isn’t an appropriate budget item to house the line items of the contract. Choose which Budget thread the budget item will be created in and fill out the fields (WBS/Section, Description). A budget item will be created and your contract line items will be linked as subitems within it.
      2. Select Add links to existing budget items if there is already a budget item that can house your contract line items. Select the budget thread, then the budget item you want to link to. If you selected one line item in your contract to link back, then you have the option to link it to an existing budget subitem or create a new subitem. If you selected several contract line items, then the only option will be to create new subitems for all of the PO line items.
      3. Select Remove link(s) without deleting existing budget item(s) to unlink the contract line items from the current budget subitems that they are linked to. This will not remove the dollar value from the budget. The budget value will need to be edited/deleted separately from within the budget module.
  2. In the Attachments tab, upload any relevant files/backup documentation for this contract.
  1. In the Approval tab, select the appropriate approval type from the drop-down menu and click Start Approval.
Creating a Contract From a Bid Package #
  1. Navigate to the Bid Package log through the left-side menu by clicking on Contract Mgmt > Bid Package.
  2. Select a bid package that has been fully approved by checking the box next to it, and clicking + Contract to create a contract. This option is only available if the bid package has been awarded, fully approved, and not yet converted into a contract. This button is also accessible inside of the bid package in its Approval tab.
  1. You will now begin building out the contract. A majority of it will have already been filled out with information from the awarded bid. Navigate through the General, Items, Attachments and Approval tabs using the Save & Next button to complete the contract.
  2. In the General tab, fill out any required information that is missing (denoted by the red asterisk (*). The contract will initially inherit the bid package’s Description. This can be changed to a more appropriate contract name/description.
  1. In the Items tab, verify the line items of the contract created from the awarded bid. If any negotiations occurred with the vendor post award, you can modify the contract line items here.
  1. In the Attachments tab, upload any relevant files/backup documents for this contract.
    1. In the Approval tab, select the appropriate approval type from the drop-down menu and click Start Approval.
Cost Management
Was this helpful?

Powered by BetterDocs