Purchasing's Supplier Contracts screen is used to assign and modify supplier contracts and supplier contract change orders, as well as enter supplier bids for an area's models and options. It is required to assign pay points before creating and activating supplier contracts and change orders in this screen.
TheSupplier Contracts screen uses the selected area/phase and supplier in the desktop. New contracts and change orders can be added and activated, and existing ones can be edited and copied to other suppliers and cost codes. Bid prices that are entered in this screen do not affect the database until that contract has been activated. It is required to enter supplier bids prior to assigning jobs to areas and phases in the Phase Releases screen.
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This screen contains model and option data defined in Sales Pricing's Models/Options by Community screen or model and option data that was imported from Sage Timberline® Estimating. |
From the Purchasing menu, selectSupplier Contracts.
Or, select the Supplier Contracts icon in the toolbar.
The Supplier Contracts screen displays supplier contracts for the selected area and supplier in the desktop.
The user can view all contracts for all areas, if desired, by selecting All Areas in the Areas/Phases toolbar. If in the All Areas view, the user will not be able to add a contract since no area is specified.
The area and supplier appear at the top, followed by cost code, contract data, effective/expiration date, and secondary supplier.
By default, the contract's description is set to the cost code description.
Once supplier bid amounts are entered, they are marked as "Bid Entered."
Use the Expand All/Collapse All buttons to display and hide the models/options.
PressEnter to move from one line to the next.
Choose the supplier from the Supplier toolbar in the desktop.
Click the Add Contract icon in the toolbar.
Or, right-click within the screen and select Add Contract from the pop-up menu.
Select the appropriate Cost Code from the drop-down menu in the New Supplier Contract dialog.
By default, the Contract Number field will auto-populate with the Auto Generate option selected in the Setup menu > Division > Purchasing > Cost Management tab:
If the Manually Entered supplier contract number format is selected, type in the number in the Contract Number field.
Choose the cost code from the drop-down menu.
Choose the effective date from the drop-down menu, which defaults to the present date.
If a future date is selected, the user will have to wait for costs to rollover before they are applied.
Choose the expiration date from the drop-down menu, which also defaults to the present date.
By default, the cost code and description populates theDescription field. Type another description if necessary.
Enter the contact scope if necessary.
The text in the Contract Scope field will be stored on the contract record in the Purchasing report.
Select the secondary supplier if necessary.
This supplier typically serves as the material supplier to the subcontractor.
Click OK.
A confirmation message appears, "This contract has been successfully completed." The new supplier contract appears in the list on the left.
Once a contract has been activated, the Cost Management screen updates with the new contract information.
After creating a new supplier contract, enter supplier bids for every plan and option in the list.
Select and highlight the model/option's row in the right pane.
In the Bid Amount field, type in the value.
Click Enter to move to the next cell. The Bid Entered checkbox is filled in after every entry is completed.
Fill out the remaining supplier bids for all base houses and options.
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It is recommended to enter all supplier bids for the base house and all the options before proceeding to the Phase Releases screen, where the job, model and option mix is assigned for the phase. If zeros are entered as bids and the Supplier Contracts setting, "Update unbid models and options with zero cost in Cost Management," is enabled, any existing Cost Management data will be overwritten with zero costs. |
Click within the bid's cell and ensure the cell is in edit mode (with blinking cursor).
Highlight the amount, right-click, and select Copy from the pop-up menu.
Proceed to the next bid amount cell (or, at any location in the grid) and click within the cell to change it to edit mode.
Click Paste.
Select the contract from the list.
Click the Copy Contract icon in the toolbar.
Or, right-click the contract and select Copy Contract from the pop-up menu.
Copying an existing contract maintains the same dollar amounts entered in the original, allowing the user to apply these amounts to different cost codes, areas and suppliers.
Change the contract number, cost code, dates and description as necessary.
A confirmation message appears, "The contract has been successfully copied to the new supplier. To view this contract, please switch supplier."
When copying to another cost code, the message appears, "The contract has been successfully copied to the new cost code. Switching view to the selected contract."
When copying to another area, the message appears, "The contract has been successfully copied to the new area. To view this contract, please switch area."
Click OK.
The Activate Contract function activates contracts across all phases in an area and automatically splits the prices into pay points. Clicking the Activate Contract icon makes the supplier the default supplier and reprices the items for that supplier. Active contracts are in the scope of an area, supplier and cost code.
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By design, only one active contract is allowed per supplier per cost code and area at any given time.
The Activate Contract icon will be disabled if the user tries to activate a contract whose cost code's pay points' percentages do not equal 100%. If this occurs, check the Pay Points screen to determine what pay points have been left unassigned or do not equal 100% |
From the Contract Number field, select the contract from the drop-down list.
Click the Activate Contract icon in the screen's toolbar.
Or, click within the screen, and select Activate Contract from the pop-up menu.
If all bids have not been entered for the supplier contract, a Confirm message will display for the user. In this case, click Yes to continue or to No to cancel the activation.
The Activate Contract message appears below. Three actions are automatically performed during the activation and are listed at the top of the message.
Two additional actions are available for selection during the activation.
If desired, use the selected supplier in the desktop to update unit costs for the cost code's unissued pay point items for all jobs in the selected area or for the selected phase.
Additionally, assign the supplier as the default supplier for the selected area for all purchasing activities assigned to the cost code. If this option is selected, it is required to select a variance category.
Click OK.
A final confirmation message appears, "Supplier contract was successfully activated."
The contract will appear marked as Active.
After activating a contract, the bid cannot be edited and no additional bids can be entered.
Activating a contract updates the Current Cost field in the Cost Management screen with the bid amount.
Once purchase orders have been issued against a supplier contract, the contract cannot be altered.
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By design, theDelete Contract/Change Order icon will be disabled if the user attempts to delete a contract/change order that has already been activated or whose items have been issued on purchase orders. |
Select the contract to remove from the list.
Click the Delete icon, and select Yes to confirm the deletion.
When finished with changes, click Save.
Only contracts that have not been activated can be deleted.
Click the Refresh Data icon.
The Supplier Contracts screen restores to its original appearance.
Click on the Refresh Models/Options icon in the toolbar to update the selected contract with additions or deletions made within Sales Pricing's Models and Options by Community screen and/or changes to the underlying assemblies.
Click the Print button, and select Supplier Contracts Report.
To print a hard copy, click Print in the Preview screen, and the Windows Print dialog appears.
Select the printing parameters, and click OK.
How to Map JC Job Number Sections
How to Assign, Edit and Delete Pay Points
Models/Options by Community Screen
How to Issue Budgets by Cost Code
Send Budgets to Job Cost by Area/Phase
How to Issue Purchase Orders by Cost Code
Send Purchase Orders to Job Cost