Contracts - WebTMA 5

Path: Organization > Contract / Identity Tab

If your organization assigns certain types of work to outside contractors, the Contracts window records information about the contract. The record contains information about the type of work performed, the building or items covered by the contract, and the amount awarded. Contracts are linked to Contractor records. A glance at the Total Value and Balance fields keeps you informed about the expenses associated with this contract. You can also attach a .PDF copy of the full contract to the record using the Linked Documents feature on the Action Menu.

The module gives you the opportunity to solicit bids or negotiate fees before making a final selection. Until a contract record has an awarded status, it is not in force and is not linked to related items. During this open period, you can solicit and record bids from existing and new contractors.

When an awarded contract is linked to a work order, WebTMA software tracks the work order costs and rolls up the costs (labor, parts, and other) to the contract if the contractor meets all requirements. The contractor must have a valid contract for both the type of work being done (the Task Type) and the building or piece of equipment being worked on. The window also accommodates a record of payment Terms and discounts.

Once a contract is awarded, you can only make a few changes to the record. Exceptions are the Change Orders Subtab to extend the length and value of the contract and the Ratings Subtab to rate contractor performance for analysis when considering future contracts.

Contract records can be copied prior to expiration without closing the existing contract.

Contracts Identity Tab

Path: Organization > Contract / Identity Tab

Before a contract is awarded, the Contracts window is used to set up general information about the contract and gather bids. Once a contract is awarded, limited changes can be made to the record using the Change Orders Subtab.

When a date is added to the Award Date field, the contract is "locked" and can be applied to a work order. WebTMA software tracks the costs of work orders assigned to the contractor and rolls up the costs (both labor and parts) to the awarded contract.

For costs to be attributed to the contract, the contractor must have a valid contract awarded for the type of work done (the Task Type), for the building or item worked on, and the Contract # field must be populated on the Work Order Add Task window.

The Track Without Cost check box applies to contract work orders that are closed from the Work Order Browse window. When the work order is closed, Work Order Browse looks to Track Without Cost for instructions on how to handle work orders that have no recorded costs—hours or labor. If the box is not checked, the system automatically checks the Work Not Done box for these work orders when they are closed and have no recorded costs. Note that the default on the Contract window is a check mark in the box, which tells the system to leave the Work Not Done field unchanged on the Work Order window regardless of costs. This behavior only applies to contract work orders closed outside the Work Order window.

Use the Contract Item Tab to link contracts to any maintenance-worthy item including specific items and locations, such as equipment, facilities, buildings, floors, or areas.

The Contractor (Vendor) record must have Task Types included on the Vendor / Task Types Tab, and the Contract record needs Task Types added to the Contract / Services Tab. The Task Types on both records must match. Unless the matching Task Types are included in both places, work order costs cannot be rolled up to the Contractor and Contract records.

Subtabs on the Identity Tab apply to specifics about the contract such as details of the Agreement, Projects that apply to this contract, other Bidders on the contract, contractor Ratings, applicable Change Orders, payment Terms, and miscellaneous Comments.

When contract numbers are selected on the work order, the following fields are updated on the Costs Tab of both the Contractor window and the Contract window:

  • Month to Date (MTD)
  • Year to Date (YTD)
  • Life to Date (LTD)
  • Last Year
  • 2 Years Back

Contract Identity Subtabs

Path: Organization > Contract

The Subtabs on the Contract / Identity Tab include information about the contract and, in some cases, allow changes once the contract is awarded.

The Agreement Subtab is a free-form text field where you can add key provisions of the contract. You can also add a copy of the full contract using Linked Documents on the Action Menu.

Use the Projects Subtab to link WebTMA Project records with the Contract. When Projects and Contracts are linked, this limits the selections on the Project Requisition window. If a Project is connected to a Contract and both are linked to a work order, users cannot delete the Project.

The Bidders Subtab is a useful tool to record the names, dates and bid amounts of unsuccessful bids on this contract. These can be existing vendors or new bidders not in the system. For a new bidder, type a value in the Contractor Code field. If the code does not match existing codes, the Contractor Name field is enabled to allow you to add more information.

Click the icon on the list in View mode to convert a new bidder to a vendor.

As the successful bidder works on the contract, use the Ratings Subtab to record contractor performance evaluations.

Once awarded, most fields on the Contract window cannot be changed. The Change Orders Subtab allows you to extend the End Date and amount of the contract. These changes are reflected here and in the Change Orders and Total Value fields on the General Subtab. Change Orders cannot be added to Open or Closed contracts.

The Terms Subtab displays the payment Terms (Discount Days, Percentage, and Net Days) as well as the Retainage conditions. Retainage refers to the funds that are retained until the contract is completed to your satisfaction. On the Terms Subtab, you have the option to choose Actual Dollars or a Percent of Total.

How to Add Contracts

Path: Organization > Contract / Identity Tab

On the Contracts window:

  1. Click Add on the WebTMA toolbar.
  2. Type the required Contract # (an alphanumeric field).
  3. Type or select the Contractor Code.
  4. Type or select the Start Date of the contract.
  5. Type or select the End Date of the contract.
  6. Add as many elective fields as appropriate.
  7. Click Save on the WebTMA toolbar to save the record.

NOTE:  The read-only Balance field indicates the amount remaining of the total value of the contract. The read-only Current Estimate field shows the estimated costs of all open work orders linked to the contract. As work orders are created the dates and numbers display in the Last WO Date and Last WO # fields.

How to Change Awarded Contracts

Path: Organization > Contract / Identity-Change Orders Subtab

Most fields on the Contract window cannot be changed when the Contract Status is 'Awarded'. However, you can use the Change Orders Subtab to extend the ending date and contract amount as well as add Comments.

In Edit mode:

  1. Click the Change Orders Subtab.
  2. Click the Add Change Order link on the Subtab.
  3. Complete the fields on the Contract Change Order popup window.
  4. Click the Save button on the popup window.
  5. Click Save on the WebTMA toolbar.

Note: The changes do not display on the General Subtab as a valid change unless you add an Approve Date to the popup window.

Contract Item

Path: Organization > Contract / Contract Item Tab

The Contract Item Tab links a maintenance contract to a location such as building, facility, floor or area and to maintenance-worthy items such as assets, entities, equipment (including biomed), tools, or vehicles.

If locations or items are listed on this Tab, the items are linked to a contract.

Contract Services Tab

Path: Organization > Contract / Services Tab

Link a contract to a work order using the Task Types that are associated with the contract. Task Types that apply only to Contracts are advisable. See Note below for explanation.

Two links on the window offer the option to select several Task Types from one list or individual Task Types with more detail about each task.

For Utility contracts, the Services tab reflects utility services rather than tasks.

NOTE:  If you associate a Task Type that is frequently performed by your own staff, you will receive contract popup notices each time you create a work order for that type when it does not include a contractor.

Contract Work Order Type

Path: Organization > Contract / Work Order Type

Use the Work Order Type window to specify work order types that might be performed but are exceptions to the base contract. If labor, parts, or other charges do not apply to these additional types, no entry is needed on the window. This window determines the chargeable percentages for these non-default types.

You can mark up or discount the charges. The default is null and requires that you add a value — even if it is 0.00, which indicates no markup. To add additional markup to labor, parts, or other, edit the line and include the percentage desired. To discount the charge, use negative numbers, such as -50 for a 50% discount.

If details from the Contract Item and Services Tabs of the Contract window do not have a corresponding match on the Work Order, the contract exceptions are not applied to the work order.

Parts can be issued from the following windows:

Transactions > Quick Post > Quick Post Cost

Transactions > Quick Post > Quick Post Material

Transaction >Work Order > Cost tab

Material > On-hand Adjustment

Material > Purchase Order > Receiving

Invoice Matching

WO Redirect

Other costs can be posted using:

Transactions > Quick Post > Quick Post Cost

Transactions > Quick Post > Quick Post Other Charge

Transaction > Work Order > Cost tab

Material > Purchase Order > Receiving window

Invoice Matching

WO Redirect

Once parts are issued or other costs posted, you can see them on the Work Order / Costs Tab. Costs can be posted to a work order or "dock" item. Regardless, the percentage is applied when applicable, and the Post Charges Batch Job includes Part % and Other % when calculating these costs.

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