Contract Admin Setup Wizard

The Contract Admin Setup Wizard creates the following records in this order:

1. Creates job cost codes based on the estimates cost code structure.
2. Creates the prime contract between the customer and your firm.
3. Sets the prime contract budgets.

Step 1

1. Go to Projects and select the appropriate project in the Quick Select section.
2. Select Client Contract Admin Overview under the Client Contract Admin section.
3. Select Start Now under the Contract Admin Setup Wizard section.
4. Select New Prime Contract.
   Alternatively, to update an existing prime contract, select Existing Prime Contract and select the appropriate prime contract from the dropdown.
5. Specify the customer as follows:
   • To add a new customer, select New Customer and specify the customer information.
   • To add an existing customer, select Existing Customer and select the company from the dropdown.
6. Specify the contact as follows:
• To add a new contact to the Prime Contract, select New Contact and enter the first name, family name, and email address.
• To add an existing contact to the Prime Contract, select Existing Contact and select the name from the dropdown.
7. Select Next.

Step 2

1. Select one of the following options to create job cost codes and prime contract original budgets:
   • Use Sage CM Estimate (Recommended, if estimate exists)
   • Use Microsoft Excel Import File (Recommended, if no estimate exists)

     View the import spreadsheet with job cost codes and budgets.

   • Create From Sage CM Sample JCC Templates. Original Budgets would be entered manually.
   • Select Cost Codes from the Master Cost Code List in Settings. Original Budgets would be entered manually.
2. Select Next.

Step 3

1. Select the Contractor Company.

   Typically, this will be your firm.

2. Optionally, select the Contractor Contact.

   Typically, this will be the project manager, VP, or president.

3. Optionally, update the Prime Contract # as needed.
   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.
4. Enter the Work Subject.

5. Select the Contract Type.

   The contract type determines which budgets are applicable and how client invoices are processed.
6. Select the Issue Date.
7. Select the Status and optionally specify the Status Date.

   If it is not approved yet, set the status to Pending and leave the date blank.

   If the workflow is enabled in Settings and a rule applies to the prime contract, then the Status is set to Pending by default. It cannot be cchanged until the contract is either approved or rejected.
8. In theDefault Retainage Percentages section, specify the Prime Retainage % and Sub Retainage % for both work completed and stored materials.

   The stored materials fields are available for Fixed Lump Sum prime contracts only.

9. Select Save & Next.

Step 4

1. Do one of the following based on the option that you selected in step 2:

   • If you selected Use Sage CM Estimate (Recommended, if estimate exists), do the following:

     1. Select the Estimate.
     2. Select one of the following Prime Contract Item Options:
        • Summary by Cost Code (Recommended)
        • Summary by Cost Code | Location
        • Location | Estimate Line Item (would reference corresponding cost code)
        • Estimate Line Item (would reference corresponding cost code)
        The second and third options are available only when Locations are enabled in the estimate.
     3. Optionally, clear the Create Project Job Cost Codes from Estimate Cost Codes with Non Zero Subtotals Only checkbox if needed.
     4. Optionally, clear the Reset Cost Code Order Number (applies to all cost codes regardless of checked) checkbox if needed.

        This option applies to all cost codes regardless of whether they’re selected or not.

     5. Optionally, select the Do you wish to create Owner Codes from Internal Grouping Codes checkbox, then select the internal cost code grouping field that will represent the owner codes.

        The available options are Division, Major, Minor, and SubMinor.

   • If you selected Use Microsoft Excel Import File (Recommended, if no estimate exists), do the following:

     1. Select the Microsoft Excel (*.xls) file that contains the cost codes and budgets.

        See Microsoft Excel Format and Samples. The file needs to be closed prior to uploading.

     2. After Sage Construction Management imports the data, select Finish.

   • If you selected Create From Sage CM Sample JCC Templates, select the Sage Construction Management Excel Template from the dropdown.

     Afterward, you'll need to update the original contract values and cost budgets in the prime contract.

   • If you selected Select Cost Codes from the Master Cost Code List in Settings, do the following:

     1. Select the Classification Type from the dropdown. For example, CSI, NAHB, and so on.
     2. Select the Division, Major, Minor, or Subminor code level.
        
        Codes from only one particular level can be imported using the wizard. Codes from a different level can be imported into the job cost code table and prime contract after the wizard is complete.
     3. Select the codes to be imported from the list.
     4. Optionally, enter cost budgets and Prime Contract Amount for each selected cost code.

        The contract or revenue amount is commonly referred to as the schedule of values in commercial projects, or as bank draws in residential projects.

2. Select Finish.

Next steps:

• Update the work scope, inclusions, exclusions, and clarifications.
• Review the contract amount and cost per hour budgets.
• If the workflow is enabled and a rule applies to the prime contract, start the workflow.
• Review the status and status date.