Create a Contract

1.

If you are not already there, open the Contracts activity center by clicking Contracts from the Activities list or the Project Home activity center.

2.

Click New Contract > Create Contract from the Tasks panel to open the Create Contract dialog box, as shown here:

3.

Enter a subject in the Subject field.

4.

Select the contract type from the Type drop-down list.

5.

Select the terms of the contract  from the Terms drop-down list.

6.

Enter the contract number in the ID field, and the number the client gave the contract in the Client Contract Number field.

7.

Click To Company to open the Choose a Project Team Member dialog box to select the contacts and companies the contract is going to.

8.

Click From Company to open the Choose a Project Team Member dialog box to select the contact and company the contact is from.

9.

Click Key Contact to open the Choose a Project Team Member dialog box to identify the main person to contact regarding the contract.

10.

Click Discipline to open the Choose Disciplines dialog box to apply disciplines to the contract.

11.

Select the Contract Date checkbox and select the date the contract was issued to the subcontractor.

12.

Select the Due Date checkbox to enter the date the contract is due.

13.

Select the Date Executed checkbox to enter the date the contract was signed off on and agreed to.

14.

Select the checkboxes and enter the appropriate dates for each of the following:

●        Enter the original start date for the work to begin in the Original Start Date field.

●        Enter the original end date for the work to end in the Original End Date field.

●        Enter the revised work completion date based on approved changes in the Current Completion field.

15.

Select the status of the contract from the Status drop-down list.

16.

Click Expected to open the Expected Contract dialog box to select the date the contract is expected, and who it is expected to and from.

17.

Select the template for the contract from the Form Template drop-down list.

18.

Click the button in the Executed Contract field to locate and select the file that is a scanned copy of the fully signed executed contract.

19.

Schedule of Values tab

Use this tab to add (and track) commitment items to the contract.

●        Click Add New to add a new schedule of values commitment row.

●        Click Delete to delete the selected schedule of values commitment row.

Columns

●        The Item # field contains the commitment item number. The number is assigned automatically, but you can edit it. It must be unique.

●        Apply a cost code to the commitment item by clicking the button in the Cost Code field to open the Choose Cost Code dialog box.

●        Enter the name of the cost code in the Cost Code Name field.

●        Enter a description of the commitment item in the Item Description field.

●        Enter the commitment item value in the Commitment Amount field.

20.

Scope tab

Use this tab to enter detailed information about what is included and not included in the contract, as well as other general information and any internal notes about the terms and scope of the contract.

●        Enter any general information about the scope of the contract in the General field.

●        Enter the work, materials, and other relevant items that the subcontractor is expected to provide with this contract in the Inclusions field.

●        Enter the work, materials, and other relevant items that the subcontractor is not expected to provide with this contract in the Exclusions field.

●        Enter any company internal notes about the scope of the contract in the Internal Notes field.

1   When generating a form letter, the information from the General, Inclusions, and Exclusions fields is included. The information from the Internal Notes field is not included.

21.

Contract Docs tab

Use this tab to track record documents related to the contract.

●        Click Add to open the Choose Record Document Revision dialog box to locate and select a record document to include with the contract.

●        Click Remove to remove the selected record document from the contract.

Columns

Refer to the Document Control activity center topic for a description of the columns.

22.

The Email Log tab lists all email messages associated with the selected contract. When you click File as, then select a project, then the Item type, or click File in Project (then choose the appropriate Item option) from Microsoft Outlook, the email message appears here. You can also add email messages by clicking Add from this tab, or by dragging and dropping from Microsoft Outlook.

23.

To include any additional files that may be related to the contract, add them by clicking the Supporting Documents tab, then clicking Add Files. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.

24.

If the contract is related to other project items, link them to the contract in the Related Items tab.

25.

Click Review Order to open the Set Review Order dialog box to set the order in which the project team members review the contract.

26.

Click to spell check the fields in this window. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

27.

Click Keywords to open the Choose Keywords dialog box to apply keywords to the contract.

28.

Mark the Next Action checkbox to choose action to perform after clicking OK:

• Choosing Forward opens the Forward Contract dialog box.

• Choosing Link the Executed Contract File opens the Select File to Link to a Contract File dialog box.

• Choosing Close opens the Close Contract dialog box.

• Choosing Send and Close opens the Send and Close Contract dialog box.

• Choosing View Form opens the contract form.

29.

Click OK at the bottom of the dialog box. Project Center files the contract in the Draft category of the item's activity center.