The biggest update we made to the software in the second part of 2018 was changing the way contracts can be set up.
In the past, for example, if there was no budget and an Internal Variation was created, it always reported as a Variation. Many clients wanted this to be report to Contractor as the original budget. Also, some clients requested, that they can add an item and call it an adjustment to a contract and not show it as a variation. In this release, changes have been made to allow for different scenarios to happen and new templates have been loaded into your Template folder.
Any line in a contract can now be defined as an Original, Variation or Adjustment line and can be given a unique number. For example – Variations can now start from V1 for each contract, Adjustments per contract can start from A1.
A new contract needs to be created for Demolition works to the value of $25,000 but there is not money in the budget. An Internal Variation needs to be raised for this figure. In the screenshot below the IV is displayed. In the dropdown in the first column – Line type – there are 3 options – Variation, Original, Adjustment. We are going to select Original so that this IV becomes the original budget for the contract as shown in the first screen shot. In the 2nd screenshot you can see that on the Order tab, this item is now showing as the original budget for the contract so when the Contract is created in word this will show as the contact value.
A contract for $15,400 has been raised for your flooring contractor and you want to add some additional works to the contract that you have in your budget and you want to show this as an Adjustment to the contract. In the 1st screenshot below, the 3rd line was selected out of the budget. It shows as an original line (which has been the case in the past) but now there is the opportunity to select this line to be an Adjustment and to give it a Subbie Reference number. In the 2nd screen shot of the Order tab, the Adjustment is displayed as an adjustment to the contract.
A new template – Adjustment Letter for Selected Adjustments can be created and sent to the Contractor. This template will need to be amended to include your company look and feel. The table in this template looks like the following.
Plus, the section at the bottom of this template produces the following information.
So, what does this mean, any line in a contract can now be defined as an Original, Variation or Adjustment lines and can be given a unique number. For example – Variations can now start from V1 for each contract, Adjustments per contract can start from A1.
Three new word templates have been pushed into your template folder with this release and they will be displayed in your dropdown at the bottom left of your screen – SC Variation for Selected Variations – New (SCVariationNew), SC Adjustment for Selected Adjustments (SCAdjustment) Subcontractor Payment Claim – Landscape – New (SCClaimNew). These templates are in the new Advanced Mail Merge. They will need to be edited to include your look and feel if you want to use them.
A couple of other changes include:
- Lines in a contract can now be reordered by holding down your shift key and Left Mouse button and dragging them to where you want them in the contract.
- Header rows can be inserted anywhere within the items on the details tab by right clicking and inserting a Header Row giving the ability to produce more structured/professional payment schedules.
- The copy down function, which is available in other parts of the software, can now be used when processing a subbie claim in the Total % column. Highlight the item you want to copy down, highlight the other lines and right click, the copy down function is displayed. This saves the need to key the percentage against each individual line.