Update the original prime contract items and amounts

You can edit or add contract items when the contract is unlocked, no workflow rule applies, and no prime invoices exist.

Before you begin

• Original contract amount items cannot be added or modified under the following conditions:

  • The workflow is enabled, an approval rule applies, and the workflow has been initiated.
  • The workflow is enabled, an approval rule applies, and the transaction has been approved.
  • Prime invoices exist for the contract and the Do not allow Prime Contracts or Change Orders to be modified after Prime Invoices have been created in Settings > Feature Settings > Contract Admin. is selected.

• When no workflow exists, auto‑lock is turned on, and no prime invoices exist, Admins can unlock a posted, marked as posted, or partially posted contract and update the contract items.

Open the original contract amounts page

1. Go to Projects and select the appropriate project in the Quick Select section.
2. On the Project Home page, select Prime Contracts in the Client Contract Admin section.
3. On the Prime Contracts page, select a contract number from the list.
4. Depending on the type of contract, select one of the following links in the Original Prime Contract Budgets section:
   • If the contract type is Fixed Lump Sum, select Contract Amount (aka Schedule of Values).
   • If the contract type is Cost Plus With GMP, select Contract / GMP Amount.
   • If the contract type is Unit Price, select Unit Price Items.

Add the original contract amount items manually

1. Select Add / Import Items > Add Manually.
2. For each item, do the following:
   1. Enter the Item #, Item Description, Quantity, Unit of measure, and Unit Price.

      For Unit Price contracts, the quantity represents the estimated project quantity.

      The item number is used for sorting.

   2. Select the Cost Code.
   3. Optionally, select the Tax Code.

      If no tax code is specified for an item, the default tax code specified in the Default Line Item Values section is used.

3. Select Save.

Edit original contract amount items

1. Select Edit List.
2. Update the information for each item as needed.
3. Select Save.

Import original contract amount items

1. Select Add / Import Items and select one of the following options:

   Import labor items from the cost database

   1. Select Import Labor Items.
   2. In the Filter Information section, select one of the following Rates To Import:
      • Hr. Bill Rate
      • Hr. Cost Rate
      • Daily Bill Rate
      • Daily Cost Rate

      The daily rate equals the hourly rate multiplied by 8.

   3. Optionally, enter text in the Search field to filter the results.
   4. Select the checkbox next to each labor item that you want to import.
   5. Based on the selected rate, enter either hours or days in the Quantity field.
   6. Optionally, select a Cost Code for each item being imported.

   7. Select the Default Cost Code to use when an imported item does not have one specified.

   8. Select Add or Add & Close.
   Import equipment items from the cost database

   1. Select Import Equipment Items.
   2. In the Filter Information section, select one of the following Rates To Import:
      • Hr. Bill Rate
      • Hr. Cost Rate
      • Daily Bill Rate

        The daily rate equals the hourly rate multiplied by 8.

      • Daily Cost Rate
      • Project Hr. Bill Rate
      • Project Hr. Cost Rate
      • Project Daily Bill Rate
      • Project Daily Cost Rate
      • Rental Daily Rate
      • Rental Weekly Rate
      • Rental Monthly Rate
   3. Optionally, enter text in the Search field to filter the results.
   4. Select the checkbox next to each equipment item that you want to import.
   5. Based on the selected rate, enter either hours or days in the Quantity field.
   6. Optionally, select a Cost Code for each item being imported.

   7. Select the Default Cost Code to use when an imported item does not have one specified.

   8. Select Add or Add & Close.
   Import work items from the cost database

   1. Select Import Work Items.
   2. In the Filter Information section, do the following:
      1. Select Text Search or a classification system from the Filter Type dropdown.

      2. If you selected a classification system, select the lookup icon () next to the Filter field to select a classification code to filter the results. Otherwise, enter text in the field.

      3. Select one of the following Rates To Import:
         • Total Cost Rate
         • Total Sell Rate

           For example, the proposal rate.

         • M Cost Rate
         • M Sell Rate
         • L Base Cost Rate
         • L Cost Rate

           For example, the base rate plus the burden cost rate.

         • L Sell Rate
         • E Base Cost Rate
         • E Cost Rate

           For example, the base rate plus the burden cost rate.

         • E Sell Rate
         • S Cost Rate
         • S Sell Rate
         • O Cost Rate
         • O Sell Rate
      4. Select Filter.
   3. Select the checkbox next to each work item that you want to import.
   4. For each selected item, enter the Quantity.
   5. Optionally, select a Cost Code for each item being imported.

   6. Select the Default Cost Code to use when an imported item does not have one specified.

   7. Select Add or Add & Close.
   Import estimate items

   1. Select Import Estimate Items.
   2. In the Filter & Rate Information section, do the following:
      1. Select the Estimate number from the dropdown.

      2. Optionally, select the lookup icon () next to the Estimate Cost Code field to select a cost code to filter the results.

      3. Select Filter.
      4. Optionally, select the Exclude Estimate Items tagged in an RFP Package checkbox.
         Awarded RFP packages can be automatically converted into purchase orders (POs) and subcontracts. For this reason, it’s recommended to exclude estimate items that are tagged in awarded RFP packages to avoid duplication
   3. Optionally, enter text in the Search field to filter the results.
   4. Select the checkbox next to each estimate item that you want to import.
   5. Optionally, update the Quantity for each selected item as needed.
   6. Optionally, update the Cost Code for each item being imported.

   7. Select the Default Cost Code to use when an imported item does not have one specified.

   8. Select Add or Add & Close.
   Import estimate items grouped and summed by code, description, and unit of measure

   1. Select Import Estimate Items Summary.
   2. In the Filter & Rate Information section, select the Estimate number from the dropdown.
   3. Optionally, enter text in the Search field to filter the results.
   4. Select the checkbox next to each item that you want to import.

      Items are grouped and summed based on item code, description, and unit of measure. Because quantities reflect the entire estimate, filtering by cost code is not applicable.

   5. Optionally, update the Quantity for each selected item, if needed.
   6. Optionally, select the Cost Code for each item being imported.

   7. Select the Default Cost Code to use when an imported item does not have one specified.

   8. Select Add or Add & Close.
   Import anticipated costs

   1. Select Import Anticipated Costs.
   2. Select the checkbox next to each item that you want to import.
   3. Optionally, update the Quantity for each selected item, if needed.
   4. Select Add or Add & Close.
   Import items using a Microsoft Excel file

   1. Select Import from Excel.
   2. Select Choose File to find and upload the file from your local drive.

      Learn more about how to prepare the Microsoft Excel file for import.

   After the file is uploaded, Sage Construction Management will automatically import the items.

   Import job cost codes

   1. Select Import Job Cost Code.
   2. Optionally, enter text in the Search field to filter the results.
   3. Select the checkbox next to each cost code that you want to import.
   4. Select Add or Add & Close.