Add a project manually

Before you begin

Optionally, review the lead and project classifications in Settings > Feature Settings > Leads & Projects.
Optionally, obtain the latest set of project drawings, preferably in PDF format.
Optionally, obtain the latest set of project specifications, preferably in PDF format.
For new users, create an import spreadsheet that lists the cost codes and budgets, such as the contract amount, cost, labor, and equipment hours, for the project.

Step 1: Open the Add Project Wizard and specify the customer

Go to Projects.
In the Projects section, select the three-dot menu icon in the Active Projects row.
Select Add Manually.
Do one of the following:
- Select New Customer and enter the Company Name.
  It’s recommended to add a First Name, Last Name, Display Name, and Email.
  The default tax code is usually blank for US clients. The default payment terms can be updated in the company profile form if not specified in the wizard. These terms are relevant only when creating prime invoices.
- Select Existing Customer and select the Company from the dropdown.
Select Next.

Example customer references based on the user profile:

Sage Construction Management user profile	Company reference	Contact reference	Comments
Homebuilder	Thompson, John and Jane	John Thompson	The home owner or bank providing the construction funding is typically the client reference.
Commercial GC	Silicon Technology	John Smith	Client is typically a firm or government agency.
Sub	Tower General Contracting	John Tower	Client is typically a general contractor or homebuilder but it could be an individual in some unique cases.

Step 2: Add the project number, title, currency, and address

Enter the Project # and Project Title.
The project number is not generated automatically and can be up to 25 alphanumeric characters.
Select the project Currency.
If a currency needs to be added, submit a request to SageCMsupport@sage.com with your organization ID.

The project currency is locked after a prime contract is posted and can only administrators can change it.

Optionally, enter the following information:
- Bid Due Date and Time.
  This information will be available on invitation to bids (ITB) and RFP packages.
- Sales Contact, Bid Contact, and Project Manager.
  These contacts can be used in transaction workflow approvals.
- Est. Start Date and Est. Finish Date.
In the Project Contacts section, do the following as needed:
1. To restrict visibility for the project to companies with contacts only, select Specify Contacts for Project.
  Make sure companies in Sage Construction Management are set up with contacts and each contact has an email address specified.
2. To limit the options to the contacts included in the project directory when adding contacts to correspondence and documents for this project, select Show Only Specified Contacts on Add/Edit Forms.
You cannot update this configuration after the project is created.
Update the Project Address Information as needed.
Select Save & Next to save the project and then categorize it, add drawings, specifications, photos, or specify job cost codes and budgets, as needed.
Alternatively, select Save & Finish to close the wizard.

Step 3: Categorize the project (optional)

In the Choose Classifications section, select an option for each classification.
It’s recommended to select an option for all the available classifications specified in Settings > Feature Settings > Lead /Project, but you can also leave them blank.
Select Skip to skip this step or Save & Next.

Step 4: Upload drawing files (optional)

Drawing files can be in PDF, TIFF, DWG, DXF, or other formats. However, it's recommended to upload drawing files in PDF format because you can use a variety of software programs to view them.

Drag and drop the drawing files on the designated area or select them using the File Explorer.
Select Skip to skip this step or Next.

Step 5: Review and edit the drawing log records (optional)

Drawing log records are created for each file uploaded in the previous step.

Modify the Drawing # and Drawing Title as needed.
Optionally, select the drawing Discipline for each record.
The available options are specified in Settings > Feature Settings > Drawings.
Select Save & Next.

Step 6: Upload specification files (optional)

Specification files can be in PDF, DOC, DOCX, or other formats. Similar to drawings, it's recommended to upload specification files in PDF format because you can use a variety of software programs to view them.

Drag and drop the specification files on the designated area or select them using the File Explorer.
Select Skip to skip this step or Next.

Step 7: Review and edit specification records for the uploaded specification files (optional)

Specification records are created for each file uploaded in the previous step.

Modify the Specification # and Title as needed.
Select Save & Next.

Step 8: Add photos or renderings (optional)

Photos or renderings can be in JPEG (preferred), TIFF, or BMP formats.

Drag and drop the specification files on the designated area or select them using the File Explorer.
A photo record is created for each file uploaded.
Select Finish.

Step 9: Add the job cost codes, prime contract, and budgets (optional)

In the Prime Contract section, select one of the following options as needed:
- If job cost codes and budgets have not been determined yet, select No.
- To import job cost codes and budgets from a Microsoft Excel file, select Use Microsoft Excel Import File (Recommended, if no estimate exists).
- To create job cost codes and budgets using a Sage Construction Management sample template, select Create From Sage CM Sample JCC Templates. Original Budgets would be entered manually.
- To create job cost codes and budgets using the classification codes, select Select Cost Codes from the Master Cost Code List in Settings. Original Budgets would be entered manually.
Select Next.

Step 10: Create the prime contract (optional)

This step is applicable if you selected to import or create cost codes in step 9.

Select the Contractor Company.
Typically, this would be your firm.
Select the Contractor Contact.
Typically, this would be the project manager, VP, or President.
Enter the Prime Contract # or use the default.
Enter the Work Subject.
Select the Contract Type.

The contract type determines which budgets are applicable and how client invoices are processed.
Select the Issue Date.
The default will be today’s date.
Select the Status and optionally specify the Status Date.
If the contract is Approved, make sure to select a status date. If it is not approved yet, set the status to Pending and leave the date blank.

If the Workflow for transactions is enabled and a prime contract rule applies, the Status defaults to Pending remains unchanged until approved or rejected.
In the Default Retainage Percentages section, specify the Prime Retainage % and Sub Retainage % for both completed work and stored materials under the Default Retainage Percentages section.
Select Save & Next.

Step 11: Create job cost codes and prime contract budgets

If you selected Use Microsoft Excel Import File (Recommended, if no estimate exists) in step 9, 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 9, 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 9, 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. Optionally, 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. Select Finish.