Create Contract dialog box

Use this dialog box to create a contract in the current project.

Subject

Enter the subject of the contract.

Type

Select the contract's type from the drop-down list. The types come from the Global Contract Type Contractor List in the Project Center Administration Activity Center Keywords tab.

Terms

Select the terms of the contract from the drop-down list. The terms come from the Global Contract Terms List in the Project Center Administration Activity Center Keywords tab.

ID

Enter an ID number for the contract.

Client Contract Number

Enter the number for the contract given by the client for tracking (only needed if it is different than your contract number).

 

Contract Parties

To Company

Click to open the Choose a Project Team Member dialog box to select the contacts and companies the contract is going to.

From Company

Click to open the Choose a Project Team Member dialog box to select the contact and company the contact is from.

Key Contact

Click to open the Choose a Project Team Member dialog box to identify the main person to contact regarding the contract.

Discipline

Click to open the Choose Disciplines dialog box to apply disciplines to the contract.

 

Contract Dates

Contract Date

Select the date the contract was issued to the subcontractor.

Due Date

Select the date the contract is due.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding you to respond back to the contact who sent the contract. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

1   Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

1   Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

Date Executed

Select the date from the drop-down calendar that the contract was signed off on and agreed to.

Original Start Date

Select the date the work is contracted to begin.

Original End Date

Select the date the work is contractually required to be finished.

Current Completion

Select the revised work completion date based on approved changes.

 

Status

Select the contract's status from the drop-down list.

Expected

Click to open the Expected Contract dialog box to select the date the contract is expected, and who it is expected to and from.

Form Template

Select the form template to use as the basis for the Contract form and the PDF file that is created when the contract is finalized.

Executed Contract

A scanned copy of the scanned, fully signed executed contract. Click the button to browse to and select the file.

---

Schedule of Values tab

Use this tab to add (and track) commitment items to the contract.

Add New

Click to add a new schedule of values commitment row.

Delete

Click to delete the selected schedule of values commitment row.

 

Item Number

The commitment item number. The number is assigned automatically, but you can edit it. It must be unique.

Cost Code

Click the button to open the Choose Cost Code dialog box to apply a cost code to the commitment item. Cost codes come from the Cost Codes activity center.

Cost Code Name

The name of the cost code.

Item Description

Enter a description of the commitment item in this field.

Commitment Amount

Enter the commitment item value in this field.

 

Scope tab

Use this tab to enter detailed information about what is included and not included in the contract, as well as other general information and any internal notes about the terms and scope of the contract.

General

Enter any general information about the scope of the contract.

Inclusions

Enter the work, materials, and other relevant items that the subcontractor is expected to provide with this contact.

Exclusions

Enter the work, materials, and other relevant items that the subcontractor is not expected to provide are with this contract.

Internal Notes

Enter any company internal notes about the scope of the contract.

1   When generating a form letter, the information from the General, Inclusions, and Exclusions fields is included. The information from the Internal Notes field is not included.

 

Contract Docs tab

Use this tab to track record documents related to the contract. Refer to the Document Control activity center topic for a description of the columns.

Add

Click to open the Choose Record Document Revision dialog box to locate and select a record document to include with the contract.

Remove

Click to remove the selected record document from the contract.

 

Preview tab

This tab displays a preview of the file selected in the contract's Executed Contract field.

 

Email Log tab

This tab lists all email messages associated with the contract. When you click File in Project (then choose the Contract option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

1   You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

1   The number in parentheses indicates the number of email messages filed to the contract.

Previews	Click to select a preview option for the emails. Options include None, Right, Bottom and Auto Preview.
Add	Click to open the Add Email Messages dialog box select an email message to add to the current contract.
Remove	Click to remove the selected email message from the contract.

 

Supporting Documents tab

Use this tab to attach files to the selected contract and to view attached files. For example, if you receive a contract and a particular drawing is related to it, you can use this tab to attach the drawing file to the contract. Another example is if you receive a file with a contract, mark it up, and want to send the marked up file to a reviewer.

1   The number in parentheses indicates the number of files that are attached to the contract.

1   You can copy and paste and drag and drop files from Windows Explorer into this tab.

Set Order	Click to open the Set Document Order dialog box to set the order of the documents.
Views	Click to select how you want to view the list of files. Options include Large Thumbnails, Thumbnails, Icons, List and Details.
Add Files > Another Project File	Click open the Add Supporting Documents dialog box to locate and attach a file to the contract.
Share with External > Yes	Click to allow the selected files to be shared with external project team members through Info Exchange.
Remove	Click to remove the selected supporting file from the contract.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

 

Related Items tab

This tab lists all related Project Center items for the selected contract.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected contract. This gives you the ability to link two items that are related together (for example, a markup session that is related to a contract). Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.

Share with External > Yes

Click to allow the selected items to be shared with external project team members through Info Exchange.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

1   Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

●        The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a contract).

●        The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a contract ).

 

Change Log tab

This tab displays a history of the actions taken on the contract, including when it was created, modified, who was involved, and any details.

1   Changes are not tracked while the contract is in a draft state.

---

Review Order

Click to open the Set Review Order dialog box to set the order in which the project team members review the contract.

Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. to the contract.

Click to spell check the fields in this dialog box. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Next Action

Mark this checkbox to choose whether to forward the contract to another contact, close it, or to send it to another contact and close it after it is filed.

• Choosing Forward opens the Forward Contract dialog box.

• Choosing Link the Executed Contract File opens the Select File to Link to a Contract File dialog box.

• Choosing Close opens the Close Contract dialog box.

• Choosing Send and Close opens the Send and Close Contract dialog box.

• Choosing View Form opens the Contract form.

OK

Click to create the contract.

 

To access this dialog box

Click New Contract> Create Contract from the Tasks panel of the Contracts activity center.