Add/Edit Contract

Permissions

The user must have the “Add Contracts” permission to be able to create contracts on the fly. If the user lacks this permission, the creation button is hidden entirely.

How to Access the Screen

From the main menu, click on “Construction“, then click on “Contracts“.

Click the “Add Contract” button.

Warning Message When Leaving the Screen

If you attempt to leave the add form without saving your changes, a warning message appears: “Changes you made may not be saved.”

Header

Save as Draft: saves the contract with a “Draft” status. An automatic number is generated.
Cancel (X): discards the changes, and returns you to the project view screen.
Save: saves the contract with an “Issued” status.

Contract Information

The add form contains a “Contract Information” section, with the following fields:

• Agreement Title (required): a text field for entering the contract’s title.
• Contract No. (required): automatically generated by the system.
• Project (optional): a dropdown showing the project title and code. This list shows only “New” projects that have no contracts created.
• Client (required): a dropdown showing “Active” clients defined in the system.
• Quotation (optional): a dropdown showing quotations in the system. This list shows quotations that are:
  • Approved.
  • Not linked to bids or projects.
  • Linked to projects that have no contracts created.

Selecting a quotation auto-fills the tender tree, dates, and duration of the contract based on the selected quotation’s data.

• Duration (optional): a numeric field, with a dropdown to select the unit (defaulting to “Months“).
• Start Date and End Date (optional): date pickers.
• Contract Value (required): a value field, with a dropdown to select the currency.
• Retention Deduction (optional): a percentage field.
• Advance Payment Value (optional): a numeric field, with a dropdown to select the value type (defaulting to “Percentage“).
• Advance Payment Invoice (optional): a dropdown, enabled after selecting the client.
• Recovery Plan (optional): a numeric field, with a dropdown to select the value type (defaulting to “Percentage“).
• Tax 1 and Tax 2 (optional): dropdowns, defaulting to “Set per work item“.
• Description (optional): a multi-line text field.
• Attachments (optional): a file upload field (supports drag-and-drop), with a maximum size of 25 MB per file, accepting the following formats: PNG, JPEG, GIF, BMP, RAR, PDF.

Relationship Between Project, Quotation, and Client Fields

When a Project Is Selected First

The “Quotation” list shows only quotations linked to the selected project.
The “Client” field is automatically filled with the client of the selected project, and becomes dimmed (disabled).

When the Client Is Selected First

The “Project” and “Quotation” dropdowns show only records that share the same selected client (following the same filtering criteria of each list).

When the Quotation Is Selected First

The “Client” field is automatically filled with the quotation’s client, and becomes disabled.
If the selected quotation is linked to a project, the “Project” field is automatically filled with that project, and becomes disabled.

Bill of Quantities

This section contains a table for adding contract items, with the following columns: Item, Quantity, Selling Price, Subtotal, Tax 1, Tax 2, Total, along with a “Total” row at the bottom of the table.

You can add items to the table via the buttons below it: “Work Item“, “Sub Item“, “Main Item“.