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 from the Select Project to View Details drop-down under 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.
    Alternatively, to update an existing Prime Contract, select Existing Prime Contract and select the appropriate Prime Contract from the drop-down.
  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 drop-down.
  6. Specify the contact as follows:
    • To add a new contact to the Prime Contract, select New Contact and enter the first name, last name, and email address.
    • To add an existing contact to the Prime Contract, select Existing Contact and select the name from the drop-down.
  7. Click Next.

Step 2

  1. Select one of the following options to create Job Cost Codes and Prime Contract Original Budgets:
    • Use Sage Construction Management Estimate (Recommended, if estimate exists).
    • Use Microsoft Excel Import File (Recommended, if no estimate exists).

      See import spreadsheet with Job Cost Codes and Budgets.

    • Create From the 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 would be your firm.

  2. Select the Contractor Contact.

    Typically, this would be the project manager, VP, or President.

  3. Enter the Prime Contract # or use the default.
  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.

    The default will be today’s 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 Workflow is enabled in Settings and a Prime Contract rule applies, then the Status is set to Pending by default and cannot be changed until after approval or rejection.
  8. Specify the Prime Retainage % and Sub Retainage % for both completed work and stored materials under the Default Retainage Percentages section.
  9. Select Save & Next.

Step 4

  • If you selected Use Sage Construction Management Estimate (Recommended, if estimate exists) in step 2, do the following:

    1. Select the Estimate.
    2. Optional: Select Create Project Job Cost Codes from Estimate Cost Codes with Non Zero Subtotals Only.
    3. 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 2nd and 3rd option only appear if Locations have been enabled in the estimate.
    4. Optional: Select Reset Cost Code Order Number (applies to all cost codes regardless of checked)

    5. Optional: Select Do you wish to create Owner Codes from Internal Grouping Codes and select the Internal Cost Code Grouping field that represent the Owner Codes.

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

    6. Optional: Select Create Allowance Packages per Cost Code if Estimate includes Allowance Items.
    7. Select Finish.

  • If you selected Use Microsoft Excel Import File (Recommended, if no estimate exists) in step 2, 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. Wait until the data appears in grid.
    3. Select Finish.

  • If you selected Create From the Sample JCC Templates. Original Budgets would be entered manually. in step 2, do the following:

    1. Select the Sage Construction Management Excel Template.
    2. Select Finish.
      Original Contract Values and Cost Budgets will need to be updated in the Prime Contract afterwards.

  • If you selected Select Cost Codes from the Master Cost Code List in Settings. Original Budgets would be entered manually. in step 2, do the following:

    1. Select the Cost Code Classification System, such as 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. Both features can be found in the Contract Administration module.
    3. Wait until the codes appear in the grid.
    4. Select the Codes to be imported.
    5. Optional: Enter Cost Budgets and Contract Amount (Revenue) for each selected cost code.

      The Contract or Revenue amount is often referred to as Schedule of Values (commercial term) or Bank Draws (residential term).

    6. Click Finish.

Review after wizard is complete

Do the following items after completing the wizard: 

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