Contract - Main

• Awarding Company: The Awarding Company responsible for handling queries about the contract. You can specify the Awarding Company under the Legal Parties section.
• BCM Integration Enabled: A check mark indicates that BCM integration is enabled for the contract. Note: This field is visible only if BCM has been enabled in the workspace. For more information, see "Enabling/Disabling BCM Integration".
• Book Type: The book type for this contract and all of its change orders and invoices. You can change the book type from the Options menu. Note:This field is visible only if BCM is enabled in the workspace. For more information, see "Enabling/Disabling BCM Integration".
• Commitment-Type: Identifies whether the contract is a pre-commit or auto-commit contract. You can change the Commitment Type of the contract under the Details section.
• Contract Currency: The currency for the contract and its related documents. You can select a different currency from the Currency Type list, on the Settings page under the Cost Settings section.
• Current State: The current state of the contract document.
• Holds Against: The number of holds currently against the contract. If there are holds, see the Holds tab for details.
• Number: A string of characters that uniquely identifies the contract within the workspace. You can edit the number in the Details section.
• Invoicing Allowed: Indicates whether invoicing against the contract is allowed. You can turn this option on or off on the Settings page. Note: A contract must be out of the Draft state before Invoicing Allowed shows a check mark, even if invoicing has been turned on in the Settings page.
• Invoicing Limit: The maximum allowable amount for any single invoice against the contract. You can change this limit on the Settings page, under Limit Invoice Amount.
• Official Date: The date when the contract was created. By default, this is the date the contract was first saved. You can edit the Official Date under the Dates section.
• Payments Allowed: This specifies whether or not payments are allowed for invoices against the contract. You can turn this option on or off on the Settings page.
• Receiving Company: The Receiving Company responsible for handling queries about the contract. You can specify the Receiving Company under the Legal Parties section.
• Title: The title of the contract. You can edit the Title under the Details section of the Main page.

The Project section displays a simplified version of the information available on the Projects tab. Use this section to quickly view a list of projects currently linked to the document, and to create, read and delete project links in edit mode. Information displayed in the project section is also available on the Projects tab, and any changes you make in the Project section is synchronized with the Projects tab.

Using the Project section, you can set the current document's project linking status to:

• None: Select to remove all project links for the current document. You can only remove project links if you have the appropriate role security permissions, and your contact document has a link to the same projects.
• One: Select to display a box where you can enter a single project link for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• Multiple: Select to display a box where you can enter multiple project links for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• All: Select to link the current document to all projects within the current workspace.

The current status of project linking is displayed in the section header so that you can quickly scan project status with all the sections on the Main page collapsed. The document must be in edit mode before you can update information in the Project section.

• Current State :Indicates the current state of the contract. You can change the state by performing an action on the contract.
• Title: Type a title for the contract. You can sort the list of contracts in the Contracts register by title. The Title is required.
• Number: Type a string of characters that uniquely identifies this contract, or leave it blank if Proliance is configured to supply one. You can configure the format of this number by using Proliance Local Admin. For details, refer to "Editing the Number Format" in the Proliance Local Admin on-line help.
• Category: Select a category for the contract from the drop-down list.
• Commitment Type: Indicates whether the contract is pre-commit or auto-commit. The Commitment Type is defined when the contract is created and it cannot be changed.
• Scope of Work: Briefly describe the scope of work involved in the contract. This may include a description of the work, references to contract documents, or references to inclusions, exclusions, and alternates.
• Cost Period :Click the Magnifying Glass icon to select the cost period when the contract was approved from the Cost Periods dialog box. By default, the current cost period is used.
• Internal Period: Click the Magnifying Glass icon to select the internal period that the contract applies to from the Internal Periods dialog box.
• Vendor Code: Type the code that identifies the vendor involved. For expense contracts, this is the vendor number of the receiving company. For revenue contracts, it is the vendor number of the awarding company. This number can be found in the Company Details section on the Main page of a company.
• Signature Received: Select the check box to indicate that the required signatures for the contract have been received.
• Bank Code (Expense Contract Only): Type in the applicable bank code.
• Contract UDF Lookup 1, 2, 3: Click the Magnifying Glass icon to select a code from the list of available codes. For more information, see "About the Lookup Editor".

• Contract UDF Text 1, 2, 3:Type or paste text related to the correlating Contract UDF Lookup code.

• Approved Date: Enter the date when the contract was approved or leave it blank to have Proliance automatically enter the date when the contract entered the Approved state.
• Closed Date: Enter the date when the contract was closed.
• Current Completion Date: Enter the date when the contract is expected to be completed. This is normally the Scheduled Completion Date plus the number of days added through all change orders against the contract.
• Issued Date: Enter the date when the contract was sent to the other party for signing.
• Notice Date: Enter the date when someone sent the Notice to Proceed to the receiving company.
• Official Date: Enter the date when the contract was made official. By default, this is the date when the contract was first saved.  
• Scheduled Completion Date: Enter the date when all work on the contract is expected to be completed.
• Required Date: Enter the date when the contract needs to be signed or approved.

• Days to: Enter the estimated number of days remaining before the next Practical or Final completion date.

• Final: Enter the completion date when work on all items in a contract is complete and any defects have been repaired. The retainage from invoices against the contract can be released on this date.

• Practical: Enter the completion date when the receiving company can use the product or service that the contract specifies.

• Substantial: Enter the completion date when progress against all line items in the contract is 100%.

The Substantial, Practical and Final completion dates are subdivided according to type. The type reflects ongoing changes to the workspace schedule.

• Actual: These dates represent the times at which the contract activities actually took place. These dates are often based on information Proliance receives from a scheduling application. Actual Final describes the date on which the contract deliverables were completed; it does not represent the closure of the contract.
• Current:

  The scheduled dates for contract activities based on the latest available workspace information. Proliance calculates the Current dates as follows:

  Current Final Completion Date = Current Days to Final Completion + Current Practical Completion Date
  
  Current Substantial Completion Date = Original Substantial Completion Date + Change in Duration to Date

• Original:

  The originally scheduled dates for contract activities. These dates are often sent to scheduling applications to aid in planning the workspace schedule. Proliance calculates the Original dates as follows:

  Original Final Completion Date = Original Days to Final Completion + Original Practical Completion Date

  (If you enter the Original Final Completion Date manually, Original Days to Final Completion = Original Practical Completion - Original Final Completion Date.)

  Original Days to Practical Completion = Original Practical Completion Date - Original Substantial Completion Date

• Actual Delivery Date: Enter the date when the contract items are actually delivered. Proliance supplies this date, if available, from your scheduling application.
• Actual Start Date: Enter the date when the contract work actually started. Proliance may receive this date from a scheduling application.
• Original Delivery Date: Enter the date when the contract items were originally scheduled for delivery.
• Original Duration :Enter the number of calendar days originally allowed in the contract.
• Original Start Date: Enter the date when the contract work was scheduled to start.
• To Date Change in Duration: Enter the number of calendar days added to the Original Duration through approved changes against the contract.
• Revised Duration: Enter the sum of the Original Duration and To Date Change in Duration.
• Scheduled Delivery Date: Enter the date when the contract items are scheduled for delivery, based on the latest available workspace information.

• Company: Click the Magnifying Glass icon to select the name of the Awarding, Receiving, or Managing company. Once a company is chosen, you can click the link to view the company document once you've exited the edit mode.
• Main Contact: Click the Magnifying Glass icon to select the person from the Awarding, Receiving, or Managing company responsible for handling queries about the contract. The person must be listed in your workspace's Contacts register. You can click the link to view the contact document once you've exited the edit mode.

Proliance will add the name of the Awarding or Receiving contact to the appropriate recipient fields (To:, CC:, HCC:) in the Execute Workflow dialog box during a pending state change, provided this contract document subtype has been set up to use initiating and receiving participants. To learn more about the participants feature, see "Selecting Roles or Participants" in the Proliance Local Admin on-line help.

The Awarding, Receiving, and Managing companies are the three legal participants that every Proliance contract has. You select these companies from among the companies listed in your workspace's Companies register.

• Awarding: Click the Magnifying Glass icon to select the company responsible for issuing the contract. This information is required for approving the contract.
• Managing: Click the Magnifying Glass icon to select the company responsible for managing the contract.
• Receiving: Click the Magnifying Glass icon to select the company responsible for ensuring that the work described in the contract is performed. This information is required for approving the contract.

This section lists the signatures required for the contract. To add a signature, click Add Line and then complete the fields below. To remove a signature, select the check box next to the line to remove and then click Remove Line(s).

• Name: Click the Magnifying Glass icon to select the name of a person whose signature is required before you can approve the contract. The person must be listed in the workspace's Contacts register. If you cannot locate the appropriate person, leave this box empty and type the person's name in the Name (if not on the list) box.
• Name (if not on the list): If the person whose signature is required is not in the Contacts register, you can type the person's name here.
• Status: Select the status of the person's signature from the drop-down list. "Signed" indicates that the Required person's signature has been received.
• Type: Select the type of signature expected from the Required person.
• Date Signed: Enter the date when the Required person signed the document.

• Minority Classifications:

  This section lists the minority classifications relevant to the contract. Enter Edit Mode to do the following:

  • To add a classification, click Add Line and select a code from the Minority Classifications dialog box.
  • To remove a line, select the check box next to the line to remove and then click Remove Line(s).

  The following information is shown for each minority classification:

  • Description: The description for the selected minority classification. You can click the Magnifying Glass icon to select another code.
  • Percentage: Optionally enter the percentage of the contract work for which the minority is responsible.
• Work Classifications:

  This section lists the work classifications relevant to the contract. Enter edit mode to do the following:

  • To add a classification, click Add Line and select a code from the Work Classifications dialog box.
  • To remove a line, select the check box next to the line to remove and then click Remove Line(s).
• Bank Code: Optionally select a bank code from the drop-down list.