To enter a Trade Breakdown and discuss different progress claim types (1. Builder Type % complete by trade 2. Consultant or contractor, whole contract value % complete single figure)
In order to create Progress Claims and allocate a Contract to a Job/Cost Centre budget it is necessary to set up the Trades and their budgets. In the case of a Builder there might be a number of trades which make up the value of the Contract. With a Consultant or Contractor it will normally be one trade which describes the Service being performed within the contract. When the trades have been created we then allocate Job/Cost Centre budget to the contract.
We have ensured that the cost centre used in this job has enough budget to be allocated to this contract. By the end of example we will still have enough left over to process a variation.
1. Ensure Contract Management is open, and the Contract created in the previous exercise is on screen
2. Click on the Budget button
3. Click on Add Line Button and select the Cost Centre that this Trade will be allocated against
4. Click into the Budget column and enter the value of the contract (excluding tax)
5. The Committed column is populated with the value entered. This amounts then displays as a Committed Cost when we run reports that have contract information in them. Also note the budget information at the bottom of the page (the budget information will only show if the setting is checked for your user in the Systems Maintenance module). This budget information shows you the Job budget, and the budget for the cost centre we have selected
6. Click on the Trade Breakdown tab
7. Click on the Add Line button
8.
Choose a Trade and click OK
If you want to enter a one-off contract specific
trade, you can cancel the Trade window, and enter the details manually.
These are not stored as core data, and cannot be used again, unless you manually
enter them again
9.
Ensure that the correct cost centre is displayed. If not enter the correct cost
centre
Cost Centres are linked to Trades. Therefore when we choose the
appropriate trade, the correct cost centre should be displayed. If it does
not, we can easily change it, which is what we have to do for example.
10. Edit the Trade description if required
11. Enter a Value (excluding tax) for this trade
12. Click on Add Line to add another trade
13. Enter the
Value (excluding tax) for this trade
Note that the Total Budget Value, Total
Committed Value and Total Trade Value are equal to the Contact Value. If they
are not equal to the Contract value (entered in the header) you will receive a
message notifying you of this. If you want to leave some of the budget
uncommitted, you can, and you can commit the rest of the contract budget later,
see note below
14. Click on OK to confirm
15. Note now that on the Header tab there is a Committed Contract Budget displayed in blue just under the tax code.
16. Click OK to close the Contract window
If you do not want to commit the entire budget at this time, you do not have to. Just click OK to close the window. Zavanti ERP will inform you that you have budget remaining, if you click No, you can allocate this budget at another time, simply by opening the contract, and using the above steps to amend the Budget, and Trade Breakdown details.