Add a prime contract manually

Step 1: Add header Information

1. Go to Projects and select the appropriate project in the Quick Select section.
2. Select Prime Contracts in the Client Contract Admin section.
3. Select Actions > Add Manually.
4. Optionally, update the Project number as needed.
5. Optionally, update the Prime Contract #.

   The default prime contract number is set based on the project selection but can be changed.

   If the AccountingLink is set up with Sage 100 Contractor, prime contract numbers must consist of numbers only and must not begin with a zero.
6. In the General Information section, do the following:
   1. Update the Issue Date, Contract Type, and Status as needed.

      If the workflow is enabled and a rule potentially applies, then the Status field will be disabled; otherwise it’s enabled.

      The selected contract type impacts how prime invoices are processed.
   2. Enter a Description.

      This field is required.

   3.  Optionally, update the Status Date.
      
7. Optionally, specify a unique Prime Contract Address.
   This is applicable when there are a multiple structures on the project. For example, a developer might set up a project representing a subdivision and each prime contract could be a particular lot. In this scenario, the prime contract address is the lot address.
8. In the Issued By (Client) section, select the Company, the Address Type, and optionally a Contact.

   The Company and Address Type fields are required.

   The Company dropdown is populated from the project directory. If a company is not listed, select Actions > Project Directory to add the desired company. This also applies to the Issued To and Architect/Client Rep sections.
   
   
9. In the Issued To (ex. Your Firm) section, select the Company, the Address Type, and optionally a Contact.

   The Company and Address Type fields are required.

10. Optionally, in the Architect / Client Rep section, select the Company, the Address Type, and optionally a Contact.

    The Company and Address Type fields are required.

    Although these fields are optional, it’s recommended to reference the appropriate firm as some contract and invoice templates include this information.
    
    
11. Enter the Work Scope.
12. Optionally, enter Inclusions, Exclusions, and Clarifications manually, or import a Scope Of Work template.
    You can create scope templates in Settings > Templates and Reports > Scope Templates.
    
    
13. Optionally, enter the estimated Start Date, Substantial Completion date, or Finish Date.
14. Optionally, enter the actual Notice to Proceed date, Start Date, Substantial Completion date, or Finish Date.
15. Optionally, specify the default Prime Retainage % and Sub Retainage % for Work Completed and Stored Materials.

    The latter is applicable only to Fixed Lump Sum contracts.

    The default prime retention percentages will be copied to future prime or client invoices. The default subcontract retention percentages will be copied to future subcontracts when issued.
    
    
16. Optionally, enter the amount for Incentives Per Day, Liquidated Damages Per Day, or both.
17. Select Save & Next.

Step 2: Select job cost codes

1. Select the job cost codes from the list that are applicable to the prime contract.
2. Select Save & Next.

Step 3: Enter estimated budgets and costs

1. For each job cost code, do the following:
   1. Optionally, enter the following cost budgets:
      
      • M Cost Budget for material.
      • L Cost Budget for labor.
      • E Cost Budget for equipment.
      • S Cost Budget for sub.
      • O Cost Budget for other.

      It's recommended to enter cost budgets.

   2. Optionally, enter the following hour budgets:
      
      • L Hr. Budget for labor.
      • E Hr. Budget for equipment.

      It's recommended to enter hour budgets if timecards are entered.

   3. For Fixed Lump Sum, Cost Plus with GMP, and Unit Price prime contracts, specify the Prime Contract Amount.
2. Select Finish.