Contract administration settings

• Do not allow prime contract actual dates to be modified after the contract has been approved or locked.

  If this option is selected, the actual dates of prime contracts cannot be modified after the prime contract has been approved or locked.

• Do not allow prime contracts or change orders to be modified after prime invoices have been created.

  It is recommended to keep this option selected, which is the default setting.

  This control helps prevent data discrepancies, particularly for fixed lump sum prime contracts. After the original contract items (schedule of values) and change orders (COs) are imported into a prime invoice, their values must not be altered. This is especially important if the customer has already approved and paid the transaction.

  Sage Construction Management provides this option to temporarily allow modifications to prime contracts or COs. This setting should only be disabled for short periods. Leaving it unchecked can result in overbilling or underbilling, leading to financial and reporting issues.

• Include pending transactions in previous calculations

  Select this option to include amounts from previous prime invoices that are in Pending status in the previous total amounts. This setting applies only to invoices based on fixed lump sum and unit price prime contracts. It does not apply to cost plus contracts with or without a guaranteed maximum price (GMP).

• Prime contract cost plus invoice – import sub invoice gross total

  When this option is selected, retainage is included when importing sub invoices into a cost plus prime contract invoice. The gross amount of the sub invoice is used.

  Subcontract invoice example:

  • Subcontract invoice subtotal = $100,000

  • Subcontract invoice retainage (10%) = $100,000 × 0.10 = $10,000

  • Subcontract invoice subtotal less retainage = $100,000 − $10,000 = $90,000

  • $100,000 is imported from the sub invoice into the prime invoice.

  When this option is not selected, retainage is excluded when importing sub invoices into a cost plus prime contract invoice. The net amount of the sub invoice is used.

  Subcontract invoice example:

  • Subcontract invoice subtotal = $100,000

  • Subcontract invoice retainage (10%) = $100,000 × 0.10 = $10,000

  • Subcontract invoice subtotal less retainage = $100,000 − $10,000 = $90,000

  • $90,000 is imported from the sub invoice into the prime invoice.

Expenses are typically imported into cost plus prime contract invoices rather than entered manually. The invoice details table includes the Reference and Item Description fields, which can be automatically formatted based on the import settings.

The Reference field can be used for grouping in invoice reports. To ensure consistency across records, use a uniform import format, such as a date or feature name. Changes to these settings affect only new transactions and do not impact existing prime invoices.

Expense transaction import options:

1. Procurement module:
   • Bills
   • Sub invoices
2. Correspondence module:
   • Work orders
3. Time and expenses module:
   • Labor timecards
   • Equipment timecards
   • Miscellaneous employee expenses

CPR and CO initiated by options