The following articles highlight how to:
- Create Contract
- Edit Contract
- Delete Contract
Creating, maintaining and administering all contracts on a Project is one of the most important tasks to ensure a successful project delivery. As a Project progresses through planning, design, construction and handover stages, many contracts will be assigned to planners, design consultants, engineering consultants, builders and more. Mastt automates all key processes and procedures around contracts, which can be created using these easy steps!
Step 1: Within 'Cost Module' that can be found in the 'Hamburger Menu', go to the 'Overall' page, hover over ‘+ Add ’ and select + Add Contract or; select a Three Dots Menu ( ) and click '+ Add Contract'.
You can also add a contract using the 'Contracts' register page.
|Overall Page||Contracts Register Page|
Step 2: The Add Contract form will open and present fields for you to enter:
- Contract Title: E.g. Builder Contract #1234
- Vendor: E.g. Contractor Pty Ltd
- Type: Select either 'Direct' or 'Reimbursable'.
- Direct: A Contract you are directly engaged in or your client is directly engaged in.
- Reimbursable: For Defence Managing Contractor contracts or Cost Plus jobs, your clients are also approving Subcontract packages for Reimbursement.
- Total Amount: $100,000
- Status: E.g. DRAFT/PENDING/APPROVED
- Milestone: E.g. Feasibility Report
- Completion Date: E.g. 01/01/2021
Additional Field - Click on the arrow to expand and reveal the additional field options.
- Vendor email
- Vendor ABN
- PO Number
- Date Approved
If the Contract has a breakdown into different milestones, stages or items click 'Add Milestone' to add rows to the Contract.
You don’t need to create Budgets before you create Contracts. If you've created some Budgets, you can nest the Contract under a budget using the 'Under budget' drop-down menu.
You can add, important documents and make comments at the bottom of the form. Click add once completed.
Step 3: To view the Contract you've created, check out the list of all Contracts on a project in the Contract Register, by clicking on ‘Contracts’ in the top menu.
Step 4: View the Contract on the 'Overall' screen. For more information on the different Contract statuses and how they affect the overall screen, check out this article here.
Step 5: Take a deep dive into the Contract you've created by visiting the Contract's Detail View.
- Contracts must be PENDING or APPROVED in order to Create Variations. Only a PENDING status Variation can be added if a Contract is PENDING.
- Similarly, Contracts must be APPROVED in order to Create Payments.
Editing Contracts in Mastt requires care as there are inter-dependencies with Variations, Payments, and Cash Flow. We recommend consulting with your Project Administrator to ensure you have access and permission to make the appropriate changes.
If you're OK with editing a Contract, follow these easy steps!
Step 1: From the Hamburger Menu, go to Cost and select 'Contracts' to navigate to the Contracts Register.
Step 2: In the Contract's register, click the three dots menu next to the Contract you'd like to edit, select 'Edit Contract'.
'Edit Contract' is also available from the Three Dots Menu ( ) in a Contract's Detail View on the 'Contract' mini-tab.
Step 3: In the Edit Contract form, you'll notice it's the same as the Add Contract form, however, there are built-in rules to be aware of due to the inter-dependencies with Variations, Payments, and Cash Flow that occur after the Contracts are created and become actively management. Check out 'Business Rules' at the bottom of this article.
Step 4: You can delete or remove items/milestones from the Contract by clicking the 'x' on the right-hand side of the form. Recall there are built-in rules to be aware of due to the inter-dependencies with Variations, Payments, and Cash Flow. Check out 'Business Rules' at the bottom of this article.
Step 5: Once you're happy with the updates, click 'Update Contract' in the bottom right of the form.
- If a Contract has Payments, you won't be able to reduce the $ value to be less than the Claimed/Paid amount.
- If a Contract has Variation/s that are directly against a milestone/item, you won't be able to remove that milestone/item from the Contract without first removing the Variation/s
- If the Contract is APPROVED and has Variations or Payments, you won't be able to change the status back to PENDING or DRAFT.
Deleting Contracts in Mastt requires care as there are inter-dependencies with Variations, Payments, and Cash Flow. We recommend consulting with your Project Administrator to ensure you have access and permission to make the appropriate changes.
If you're OK with Deleting a Contract, follow these easy steps!
Step 1: From the Project Menu, click 'Contracts' to navigate to the Contracts Register.
Step 2: In the Contract's register, from the Three Dots Menu ( ) against the Contract you'd like to Delete, select 'Delete Contract'. This option to 'Delete Contract' is also available from the Three Dots Menu ( ) in a Contract's Detail View on the 'Contract' mini-tab.
Step 3: After clicking Delete, you'll receive a popover notification based on the system's built-in Business Rules, required due to the inter-dependencies with Variations, Payments, and Cash Flow that occur after contracts are created and become actively managed.
If you receive this notification, you can't delete the Contract and will need to remove all Payments and Variations individually before attempting to delete the Contract again.
With claims, variations or forecasts:
WARNING: Any cash flow associated with the Contract will also be deleted. This could be a substantial amount of cash flow data that cannot be recovered.