Contract Management

OBJECTIVE

The Contract Management function is used to create a link between the project, the customer and invoicing. The contract contains the basic information that will be used for invoicing and other contractual billing options.

PREREQUISITES

Project Management
Customer Management
Salesperson Management

ICONS

Contract Management icons

Only the icons specific to this window are defined in the table below.

Icon 3.05	Title	Used to
	Insert a total row	Add a total row under the selected line in the grid in the Change Order tab.
	Recalculate Table (F9)	Recalculate data and refresh the grid in the Change Order tab.
	Unlock the amounts/quantities already invoiced	Allow the modification of invoiced amounts and quantities. NOTE: If there is an ongoing (non-transferred) invoice for a line in the Change Order tab, this line cannot be modified.
	Form Configuration	Create and print personalized forms. The forms will also be available in Contract Management and in Contract Management Cost plus.

Steps

maestro* ˃ Invoicing ˃ Contractual Billing ˃ Processing ˃ Contract Management

Create a contract

Enter the required information:

Field

Description

Number

Contract number or project number linked to the contract.

NOTE: The icon is used to select a project whereas the […] button is used to select an existing contract.

Description

Description of the contract.

NOTE: If the description is modified, it is updated in Project Management.

Division

Project division.

Status

Status of the contract.

Closing Date

Closing date of the contract.

Field	Description
Number	Contract number or project number linked to the contract. NOTE: The icon is used to select a project whereas the […] button is used to select an existing contract.
Description	Description of the contract. NOTE: If the description is modified, it is updated in Project Management.
Division	Project division.
Status	Status of the contract.
Closing Date	Closing date of the contract.

Enter the required information in the Project Description tab:

Details section:

Field

Description

Site

Project (contract) site from Contact Management.

NOTE: If a site type contact is selected, the contact information is displayed on the screen (address, province, postal code, etc.).

Field	Description
Site	Project (contract) site from Contact Management. NOTE: If a site type contact is selected, the contact information is displayed on the screen (address, province, postal code, etc.).

If no site is selected, the following fields must be completed:

Address

Postal Code

Phone

City

Country/Region

Fax

Province

Zip Code

Field

Description

Site Manager

Name of the person in charge at the site.

NOTE: By default, maestro* displays the Project Manager in the selected project.

Customer Code

Customer to be invoiced from Customer Management.

NOTE: If no customer is defined in the project, but one is entered in the contract, maestro* updates the project on saving.

US Tax Code

Code of U.S. taxes to apply to sales linked to this contract.

This tax code is derived from the Define Tax Codes and applies only if the Management of US Sales Taxes is enabled, in the General Ledger configuration.

Salesperson

Code of the salesperson proposed by default for all invoices under the contract. This code is from Salesperson Management.

NOTE: If a salesperson is registered in the project, it is proposed by default.

Main Customer

Main customer code from Customer Management.

NOTE: Identifies the customer who provided the work to be done, but who does not receive the invoice. It is possible to print certain reports by main customer.

Address	Postal Code	Phone
City	Country/Region	Fax
Province	Zip Code

Field	Description
Site Manager	Name of the person in charge at the site. NOTE: By default, maestro* displays the Project Manager in the selected project.
Customer Code	Customer to be invoiced from Customer Management. NOTE: If no customer is defined in the project, but one is entered in the contract, maestro* updates the project on saving.
US Tax Code	Code of U.S. taxes to apply to sales linked to this contract. This tax code is derived from the Define Tax Codes and applies only if the Management of US Sales Taxes is enabled, in the General Ledger configuration.
Salesperson	Code of the salesperson proposed by default for all invoices under the contract. This code is from Salesperson Management. NOTE: If a salesperson is registered in the project, it is proposed by default.
Main Customer	Main customer code from Customer Management. NOTE: Identifies the customer who provided the work to be done, but who does not receive the invoice. It is possible to print certain reports by main customer.

Details tab:

Field

Description

Payment Terms

Payment term applicable to the contract.

NOTES: If no term is specified, maestro* uses the term from Customer Management.

The payment term is used to calculate the due date of the invoice.

The payment term can also be entered at the time of invoicing.

Activity

Default invoicing activity.

NOTE: If no activity is specified during invoicing, maestro* uses this activity by default.

Purchase Order

Purchase order number for the contract.

NOTE: This purchase order number is displayed in the invoicing screen and is also available when printing the List of accounts receivable.

Production No.

Production number for the contract.

NOTE: Available for information purposes only.

Customer Project

Customer's project number.

NOTE: If the Lien Management option is installed, the customer project created with this option can be selected.

Cost Rate

Percentage for generating an adjusting accounting entry for work in progress (WIP) if they are managed as active.

Holdback %

Holdback percentage applicable to all invoices for the contract.

NOTES: This percentage is applicable by default when invoicing, but it is possible to change it.

If a rate is entered in the Holdback Rate section in the Project, that rate is displayed.

Group

Default revenue group.

Chg Order

Default revenue group for change orders.

Start Date

Project start date entered in Project Management.

Delivery Date

Project delivery date entered in Project Management.

Provisional Date

Expected invoicing date for the holdback.

Field	Description
Payment Terms	Payment term applicable to the contract. NOTES: If no term is specified, maestro* uses the term from Customer Management. The payment term is used to calculate the due date of the invoice. The payment term can also be entered at the time of invoicing.
Activity	Default invoicing activity. NOTE: If no activity is specified during invoicing, maestro* uses this activity by default.
Purchase Order	Purchase order number for the contract. NOTE: This purchase order number is displayed in the invoicing screen and is also available when printing the List of accounts receivable.
Production No.	Production number for the contract. NOTE: Available for information purposes only.
Customer Project	Customer's project number. NOTE: If the Lien Management option is installed, the customer project created with this option can be selected.
Cost Rate	Percentage for generating an adjusting accounting entry for work in progress (WIP) if they are managed as active.
Holdback %	Holdback percentage applicable to all invoices for the contract. NOTES: This percentage is applicable by default when invoicing, but it is possible to change it. If a rate is entered in the Holdback Rate section in the Project, that rate is displayed.
Group	Default revenue group.
Chg Order	Default revenue group for change orders.
Start Date	Project start date entered in Project Management.
Delivery Date	Project delivery date entered in Project Management.
Provisional Date	Expected invoicing date for the holdback.

GL Accounts:

If no account is entered, maestro* uses the account defined in the activity, or the account in Configuration.

Field

Description

Sale

General ledger account to which income is posted.

Change Order

General ledger income account to which change orders are posted.

NOTE: This can be the same account as in the Sale field if no distinction is made between sales and change order.

Field	Description
Sale	General ledger account to which income is posted.
Change Order	General ledger income account to which change orders are posted. NOTE: This can be the same account as in the Sale field if no distinction is made between sales and change order.

Total section:

Field

Description

Contract

Original amount of the contract before taxes and change orders.

Change Order

Change order amount from the Change Order tab.

NOTE: This information is from the change orders entered in positive amounts in the Change Order tab.

Credit

Credit amounts granted.

NOTE: This information is from the change orders entered in negative amounts in the Change Order tab.

Invoiced to Date

Amount invoiced to date.

Holdback to Date

Holdback invoiced to date.

Total without Holdback

Total amount of the contract including change orders and credits.

NOTE: The total amount does not include the holdback amounts.

GST/PST

Taxes calculated on the contract and change orders based on the taxes defined in Customer Management.

Total to Date

Grand total invoiced including taxes.

Cumulative Work in Process

Cumulative amount of work in progress (WIP) for the contract.

NOTE: This field cannot be changed by the user. It is only calculated if the Cost Rates field is completed.

Holdback to Invoice – Contract

Amount of holdbacks to be invoiced on the original contract.

NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.

Holdback to Invoice – C/O

Amount of holdbacks to be invoiced on change orders.

NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.

Holdback to Invoice – Total

Total holdbacks to be invoiced on the contract and change orders.

NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.

Holdback Receipt

Amount in holdbacks received.

Receipt

Amount cashed in receipts on the contract and change orders.

Field	Description
Contract	Original amount of the contract before taxes and change orders.
Change Order	Change order amount from the Change Order tab. NOTE: This information is from the change orders entered in positive amounts in the Change Order tab.
Credit	Credit amounts granted. NOTE: This information is from the change orders entered in negative amounts in the Change Order tab.
Invoiced to Date	Amount invoiced to date.
Holdback to Date	Holdback invoiced to date.
Total without Holdback	Total amount of the contract including change orders and credits. NOTE: The total amount does not include the holdback amounts.
GST/PST	Taxes calculated on the contract and change orders based on the taxes defined in Customer Management.
Total to Date	Grand total invoiced including taxes.
Cumulative Work in Process	Cumulative amount of work in progress (WIP) for the contract. NOTE: This field cannot be changed by the user. It is only calculated if the Cost Rates field is completed.
Holdback to Invoice – Contract	Amount of holdbacks to be invoiced on the original contract. NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.
Holdback to Invoice – C/O	Amount of holdbacks to be invoiced on change orders. NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.
Holdback to Invoice – Total	Total holdbacks to be invoiced on the contract and change orders. NOTE: This field represents the value of holdbacks that have not been posted and must be invoiced. Updated if the Transfer of Holdbacks option is set to No or Postponed. This setting is in General Settings, Contractual Billing section, under General.
Holdback Receipt	Amount in holdbacks received.
Receipt	Amount cashed in receipts on the contract and change orders.

The Additional Fields tab allows the user to personalize the Contract Management by adding fields. Click the Configuration button to do so.
Enter the required information in the Change Order tab:

The totals can be entered in the change order layout by clicking the Insert a total row icon.

It is possible to unlock contracts so that quantities or amounts for already invoiced lines can be changed by clicking the Unlock the amounts/quantities alreadyinvoiced icon. However, it is impossible to unlock lines with invoices that are being processed (invoices entered, but not transferred).

Field

Description

Details

Brief description of the customer's change order.

NOTE: This description is displayed during invoicing, if the To Print field is checked.

Project

Project to which the change order is posted.

NOTE: The project may also be linked to a sub-project.

Activity

Invoicing activity for the change order.

Revenue Group

Revenue group for change orders.

Unit

Quantity linked to the change order.

Requested

Amount requested for the change order.

NOTE: This information is included in the Invoicing Suggestion report available by clicking the Print icon.

Approved

Amount approved by the customer for the change order.

NOTE: It is recommended to enter the amount approved by the customer before invoicing to see the amount requested versus the amount approved on the Invoicing Suggestion report.

Progress %

Invoicing progress percentage.

Progress Qty

Progress quantity for the change order

Invoiced

Amount invoiced to date for the change order if the invoice is posted and transferred to sales.

NOTE: Available for information purposes only.

Hlbk to Bill

Amount of the holdback to be invoiced on change orders if holdback accounting is set to No or Postponed.

NOTE: Available for information purposes only.

To Complete – % Complete

Percentage to complete on the change order.

To Complete – Amount

Amount to complete on the change order.

Production

Displays the quantity or the rate of production entered to date, for information purposes.

NOTE: This information is updated from the data entered in the option Production by bid item.

To Print

Indicates that the change order will be printed on the invoice, if the box is checked.

Total

Only indicates the total on the invoice, if the box is checked.

Contract Amendment Date

Date of the change order.

Directive No

Directive number.

NOTE: This information is included on the Invoicing Suggestion report.

Presentation Date

Date on which the directive is presented to the customer.

NOTE: This information is included on the Invoicing Suggestion report.

Purchase Order

Used to enter the customer’s purchase order number by change order.

NOTE: This information is included on the Invoicing Suggestion report.

Comment Summary

Comment on the change order.

Comments

Memo.

NOTE: Available for information purposes only.

Change Order Type

Invoicing method for the change order.

NOTES: The change order cannot be invoiced using a method other than the method selected.

Two values are possible: Contract Invoicing / Progress Billing or Cost Plus Invoicing.

Estimate Number

Estimate number from the Quotation module.

NOTE: Available for information purposes only.

Change Order Number

Change order number if the line was created from Change Order Management.

Field	Description
Details	Brief description of the customer's change order. NOTE: This description is displayed during invoicing, if the To Print field is checked.
Project	Project to which the change order is posted. NOTE: The project may also be linked to a sub-project.
Activity	Invoicing activity for the change order.
Revenue Group	Revenue group for change orders.
Unit	Quantity linked to the change order.
Requested	Amount requested for the change order. NOTE: This information is included in the Invoicing Suggestion report available by clicking the Print icon.
Approved	Amount approved by the customer for the change order. NOTE: It is recommended to enter the amount approved by the customer before invoicing to see the amount requested versus the amount approved on the Invoicing Suggestion report.
Progress %	Invoicing progress percentage.
Progress Qty	Progress quantity for the change order
Invoiced	Amount invoiced to date for the change order if the invoice is posted and transferred to sales. NOTE: Available for information purposes only.
Hlbk to Bill	Amount of the holdback to be invoiced on change orders if holdback accounting is set to No or Postponed. NOTE: Available for information purposes only.
To Complete – % Complete	Percentage to complete on the change order.
To Complete – Amount	Amount to complete on the change order.
Production	Displays the quantity or the rate of production entered to date, for information purposes. NOTE: This information is updated from the data entered in the option Production by bid item.
To Print	Indicates that the change order will be printed on the invoice, if the box is checked.
Total	Only indicates the total on the invoice, if the box is checked.
Contract Amendment Date	Date of the change order.
Directive No	Directive number. NOTE: This information is included on the Invoicing Suggestion report.
Presentation Date	Date on which the directive is presented to the customer. NOTE: This information is included on the Invoicing Suggestion report.
Purchase Order	Used to enter the customer’s purchase order number by change order. NOTE: This information is included on the Invoicing Suggestion report.
Comment Summary	Comment on the change order.
Comments	Memo. NOTE: Available for information purposes only.
Change Order Type	Invoicing method for the change order. NOTES: The change order cannot be invoiced using a method other than the method selected. Two values are possible: Contract Invoicing / Progress Billing or Cost Plus Invoicing.
Estimate Number	Estimate number from the Quotation module. NOTE: Available for information purposes only.
Change Order Number	Change order number if the line was created from Change Order Management.