Contract Management

How to set up a new contract

When setting up a new contract ensure you have all the handover documents to hand and saved in the appropriate network area

1.

From the contract management menu select call off list- and select your site

If selecting ALL SITES– a new pop up will appear asking which site, do you want to create the new contract in see image 1 (A and B)

2.

Select the drop-down arrow next to add and select the type of contract

  • Architectural
  • Housetype/plots
3.

New window will open a contract number will be auto generated

4.

Enter the project name

5.

Complete these fields

  1. Contract man is the scheduler
  1. BDM/Estimator enter their name or the salesperson name
  1. CoC Scheme select the correct scheme
  1. Intel Site select your site ( this may be auto populated , it is best practice to check)
6.

Select the Customer Orders tab – this is where the customers purchase order is added

  • Cust order No enter the purchase order number
  • Date received - this is the date Intelligent doors received the order
  • Select the + which opens in the shared network area
  • Search for the purchase order and attach
  • Select the … and view the purchase order
  • Add any relevant comments
  • Enter the value of the purchase order
7.

Site details – enter the site name and full address including postcode –

  • Call required – select the correct option as per the handover document
  • Forklift on site – select as per the handover document
  • Vehicle – select from the drop down as per the handover document
  • FORS – select as per the handover document
  • Restriction time – enter these in the free text box as per the handover document
8.

Delivery instruction – add here any detailed instruction as per the handover document

9.

Site contact – complete adding all contracts on the handover document

  • Select the + to add a contact
  • Role
  • Name
  • Telephone number
  • Mobile
  • Email address
  • Main – select this against who is the site main contact
10.

Customer on stop- this is a warning from credit control there are different levels of credit see image

11.

To find out who the credit controller is follow these steps

  1. From contract management menu select customer list
  1. Search for customer
  1. View the credit controller in the credit controller column

The credit controller will need the following information

  • Call off Number
  • Copy of Purchase Order
  • Value of Purchase order
12.

Supporting Files- here additional files can be added follow this link to the training documents 05.How To - Save and Add documents to the supporting files tab v1.docx

  1. Click on the supporting files tab
  1. This opens the view to see already added files
  1. Opens document
  1. Here is where you knew files