Contracts are used to track overview or operating agreements between the client and contractors. They generally have a maximum dollar value and assigned rate sheets that get used for POs written under that contract. This article contains details on adding contracts, the overview and related PO tabs as well as importing contracts.
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Adding Contracts
To add a contract, click on Purchasing > Contracts.
Click append (+) to add a new row, and use the buttons to the right of the append button to modify or delete the selected record(s).
Once a new row is added, you can fill the details for that record in the grid or in the tabs below the grid. Some columns in the grid (i.e. PO Amount, Remaining Amount) are grayed out, as they're read-only, thus unmodifiable.
After adding or updating contracts, click on “Save” to accept changes as the data is not automatically saved after records are modified or deleted.
Overview Tab
The "Overview" tab is split into four (4) sections. The "Contract information" section describes the underlying details for the contract. It includes a read-only CT2 # field which basically stores values transferred in a CT2 to CT3 database migration. The contract # shows the distinct value for each contract that is added or imported into CT3. The start date and expiration date define the duration that the contract is in effect. The amount field tells how much the contract is worth/valued. This amount could be for one PO, or spread across multiple POs. Lastly, the status field lets you know whether the invoice is new, received, active, expired, etc. Its LookupEdit dropdown basically stores new values in addition to displaying available values.
The "Additional information" section can be mentioned in the same breath as the "Contract information" section as it contains extra details for each contract. This is where you'd affix a name and/or description to the contract, as well as assign it to a company and/or purchasing agent where necessary.
In the "Options" box you can flag the selected contract as active or inactive. Inactive contracts are grayed out in the grid. You can also tick the no update on import checkbox to prevent updating the contract details on future contract imports. Additionally, the "Notes" section in an outlet to add lengthy notes to the contract, sometimes in addition to what is included in the description field.
Related Purchase Orders Tab
The related purchase orders tab is a read-only grid that shows the POs that are tied to the contract. The data is generated from the "Purchase Orders" menu.
