Signature Management Report Made Easy

Signature management report

before we create a commitment let's review the commitment summary across the top we have the committed cost totals below is our list of sub contracts and purchase orders instead of opening a commitment to edit a status we can edit it directly from the screen because it's denoted as an editable field by the blue caret in the top corner now let's create one commitments can be created from two different tools within procorp the commitments tool as well as the bidding tool in our bidding video we ended by showing that we can create contracts by converting winning bids into contracts let's go over that workflow first pat has decided that the electrical engineers company has won the bid for electrical we'll go into their bid and click convert to contract to create a subcontract alternatively you also have the option of clicking the create subcontract button on the commitments tool now let's edit the subcontract to fill in some fields you can see fields are copied over from the bid such as contract company but if you do not create the subcontract from a bid you will have to manually add this information we can keep the status as draft until we've completed reviewing the subcontract by default the subcontract is private which means it's only visible to users with admin level permissions to the commitments tool even users with read-only or standard level permissions on the commitments tool cannot view a particular subcontract unless they are added to the drop-down these privacy settings functions similarly to the settings we covered in the prime contract tool everyone added to this drop-down can view other sub tabs like payments issued related items and emails they can also view the schedule of value sub tab if this option allow these users to see the schedule of value items is checked we recommend that subcontractors have access to the commitment in order to respond to requests for quotes for change event pricing as well as submit their requisitions for their billing which means they'll need standard permissions on the commitments tool also we recommend that any internal users that do not have admin permissions for commitments such as superintendents are also added here we can enter the start date and estimated completion date once the sub contract is signed we'll fill in the signed contract received date once the scope has been completed we can fill in the actual completion date these dates are reference fields only and are not used for sending out overdue reminders you'll notice the default routine is applied to all requisition line items as 10% this is populating from the commitment configuration settings and we modify that as necessary the retainage percentage can also be adjusted for individual line items within the requisition now we can enter a description and specify inclusions and exclusions here we can also attach files such as contract exhibits which we can either browse and attach from your computer or from pro-poor once the contract is signed we can attach a copy of the signed PDF now we'll click Save now let's check out the schedule of value sub-tab the subcontract schedule of value shows the subcontractors view of the cost breakdown for the project your subcontractor will see it in their subcontract and will also see it in their requisition prior to creating the schedule of values Pat will review it with his sub Ernie to agree on the requisition breakdown typically Pat has two options for creating the schedule of values the first is to import the schedule of values from a CSV file this works well when the schedule of values is more than a few items if we were to choose this option we could still add individual line items as necessary the second option allows him to add individual line items in this case the schedule of values is coming from the bid so we don't have to build them out from scratch let's add a line item we want Ernie to submit his requisition by electrical and then scope in the cost code drop-down cost codes are separated into budgeted and non budgeted we can select a non budgeted cost code if it's going to introduce a new scope of work we can drag each line item to reorder the line items now that the schedule of values is complete and we are ready to send the subcontract to our subcontractor for signature let's change the status of the subcontract on the general subtab we'll change the status from draft two out for signature an alternative is to set the status to complete when sending it to the subcontractor for signature and then setting the status as approved once it comes back from the sub let's review the budget to show the subcontract we just created under the electrical line items here's the subcontract we created in the pending cost changes column additionally you can set up a configurable budget that shows sub contracts without for signature status or any status into any column you want now we'll e-mail out the subcontract to our subcontractor for signature we can do that by clicking email contract in the to field we'll enter our subcontractor and CCNE users we want copied we could check the private checkbox so that only users with admin permissions and those included in the email can view the email the subject for the email Auto populates with the name of the subcontract but we can edit it as necessary next attach any files that aren't already attached to the commitment itself next we'll type a message for the electrical engineers we will click send to email the subcontract the sub Ernie will receive an email with a link to the subcontract online or can open the subcontract in a PDF now that we've created a subcontract let's go over creating a purchase order in procorp for the project styling we'll return to the commitments tool and click create purchase order we'll enter or validate the number field for the purchase order if you've already created a purchase order this field will Auto populate with what was entered in the most recently created purchase order in the bill - field we'll enter information about the company responsible for paying the invoice the vendor company will use this information to send its invoice to the correct company and address in the ship - field we'll enter the address of where the material should be delivered again this field will Auto populate with the data entered in the most recently created purchase order for contract company we'll select the vendor company who will provide the purchase materials this vendor must exist in the project directory we'll enter a descriptive name for the purchase order and then specify the status of the purchase order purchase orders with the status set to draft or closed will not be reflected on the budget purchase orders with the status of processing submitted partially received and received will be listed in the pending cost column purchase orders where the status of approved will be listed in the committed cost column on the budget additionally you can set up a configurable budget view that shows each subcontract and purchase order status in any column you want now we'll specify the privacy permissions of the purchase order and make sure the vendor company can access and view the commitment if the vendor is not listed in the drop-down menu you'll need to first add a person from that company in the project's directory we'll enter the payment terms and assign the person from the vendor company who is responsible for the fulfillment of the purchase order and specify the date when the purchased goods should be delivered to the location next we'll enter how the materials will be shipped while the percent of payment retainage that will be withheld is coming from the advanced configuration settings but can be edited as necessary we can add a description as well as any attachments with related materials such as pricing quotes receipts signed purchase orders etc now we'll click create let's enter our schedule of values and add a budget line item we'll click the schedule of values tab and then click Edit will select the cost code for tiling add a description add a type add a quantity and unit cost then we'll click Save just like our subcontract we can email this purchase order to the responsible vendor company for their signature since we already reviewed email a subcontract we'll skip that here just like the prime contract change orders we can configure our commitment change order tiers within a commitment we'll select the change order sub tab by default there is one change order tier but we can change the default to a two or three tiered structure by clicking configure contract settings in the drop down menu for a number of commitment change or our tears we'll choose the quantity of Tears and then update our settings when we select two tiers and update our configuration the change order sub tab shows potential change orders at the lowest level which can be rolled up to commitment change orders in this case we'll leave the change order tiers as the default which was one tier now we've learned how to create and manage commitments we'll cover how to create billing periods and requisitions for those commitments next thanks for watching