Add and modify contract information

Tekla EPM
2021
Tekla EPM Tekla EPM GO

Add and modify contract information

Use the Contract Items dialog box to add new contract items to either the original contract or a change order. Contract items represent parts of the contract, such as detailing or materials. You can also modify, move, or delete existing contract items. Furthermore, you can define and adjust the properties of the project contract.

To access the Contract Items dialog box, do the following:

In the Contract & Invoicing dialog box, click Contract.

Add a contract item to the original contract

  1. On the Contract Items tab of the Contract Items dialog box, click New Contract Item.
  2. In the Contract Item dialog box, type a description for the contract item.

    The description is used in project management reports.

  3. Click the arrow on the right side of the Type list and select Original Contract.
  4. In the Amount field, type the costs of the contract item.
  5. Click the arrow on the right side of the Schedule Task list, and select the project schedule task that you want to link to the new contract item.

    When you link a contract item to a schedule task, Tekla EPM automatically finds the completion percentage of the contract item from the project schedule. This allows you to automatically calculate the amount to be invoiced based on the completion percentage.

  6. Type any additional notes about the contract item.
  7. Click Save.

The new contract item is added to the list on the left-hand pane.

The Contract & Invoicing dialog box now shows the totals for the contract and the sum to be invoiced.

You can now create invoices for the contract item. For more information, see Create and modify invoices.

All invoices related to the contract item are displayed in the Invoices section, below the contract item properties.

Add a contract item to a change order

  1. On the Contract Items tab of the Contract Items dialog box, click New Contract Item.
  2. In the Contract Item dialog box, type a description for the contract item.

    The description is used in project management reports.

  3. Click the arrow on the right side of the Type list and select Change Order.
  4. Click the arrow on the right side of the Schedule Task list, and select the project schedule task that you want to link to the new contract item.

    When you link a contract item to a schedule task, Tekla EPM automatically finds the completion percentage of the contract item from the project schedule. This allows you to automatically calculate the amount to be invoiced based on the completion percentage.

  5. Type any additional notes about the contract item.
  6. Click Save.

    The new contract item is added to the list on the left-hand pane.

  7. To define the costs of the contract item, go back to the Project Management dialog box, and click Change Orders.
  8. In the Change Orders dialog box, select the change order that you want to link to the contract item.
  9. Click the arrow on the right side of the Contract Item list, and select the new contract item.
  10. Click Edit to save the changes.

When you return to the Contract Item dialog box, you can see that the costs of the selected change order are now used in the Amount field for the contract item. The selected change order is displayed in the Change Orders section, below the contract item properties.

The net amount of the change order will also be visible in the Contract & Invoicing dialog box.

Modify a contract item

  1. On the left-hand pane of the Contract Item dialog box, select the contract item that you want to modify.
  2. Modify the description, type, amount, schedule task, and notes according to your needs.
  3. Click Save to update the contract item properties.

Move a contract item up or down

  1. On the left-hand pane of the Contract Item dialog box, select the contract item that you want to move.
  2. Click the Move Up and Move Down buttons to move the item to the desired position.

Delete a contract item

Deleting a contract item is permanent and cannot be undone.

Note that the contract items that have been invoiced cannot be deleted.

  1. On the left-hand pane of the Contract Item dialog box, select the contract item that you want to delete.
  2. Click Delete.
  3. To permanently delete the contract item, click Yes in the confirmation dialog box.

Adjust the contract properties

  1. In the Contract Items dialog box, click the Other tab to open it.
  2. Adjust the contract properties:

    Option

    Description

    Contract #

    The contract number.

    The contract number is displayed in the standard AIA G702 invoice form.

    Type the contract number in the Contract # field.

    Contract For

    A brief description of the contract, displayed in the standard AIA G702 invoice form.

    Type a description in the Contract For field.

    Retainage - Completed Work

    The percentage of the invoiced completed work amount that is retained until the end of the project. The default value is 10%.

    Type a value in the Retainage - Completed Work field.

    Stored Materials

    The percentage of the invoiced stored materials amount that is retained until the end of the project. The default value is 10%.

    Type a value in the Stored Materials field.

    Notes

    Any additional notes or information about the contract.

  3. Click Save.

    A message appears, telling you that the information has been saved.

  4. Click OK to close the message.
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