Invoices for contractual work can be streamlined by setting up contracts.
Once set up, Contractors or accounts can log multiple invoices to the same reference stated on the contract, this takes the place of a work order also saving you time.
Contracts can also be set up to auto-approve invoices for trusted contractors meaning you only need to approve once.
From the menu bar within a building Select "Contracts"
You can use the search fields to look for existing contracts, then click the Filter button to review the list. Just pressing Filter with no criteria shows you all contracts.
Click the Add button to add new (or existing) contracts and simply fill out the details of the contract.
Template Name - You company may have preset some templates, use these if they exists
Contract Name – Make this short and consistent this should not include building or block names
Category Name - This will help filter contracts at a later date
Description a good generic summary of the contract. Don’t mention specific companies or years, just outline frequencies and activities. If you have a more detailed document, you can attach it at the bottom of the form.
Utilit supply id - MPAN's etc
Reference number is for the reference used by the contractor, you can come back later and complete this.
Block names – leave blank if it is for the whole development.
Start and End Dates - If in doubt go for the FULL calender year
Contractor Selection – this depends on whether this is a new or existing contract or a renewal
Assign to a Contractor and email – A new contract, you know the contractor you want, and this is your official way to notify them.
Assign to a Contractor and don’t email – It’s an existing contract you, are updating the system and you don’t want to notify them about this.
Request Quotations from multiple contractors– You are renewing Contracts and you want to ask one or more contractors to quote for the work. After adding the contract, select action “View quotations request” , and add all the contractors you wish to provide quotes.
Contract tolerance - This is used to control auto-approval
Maximum expected invoices - This is used to control auto-approval
Renewal discussion period in days - Request is created to start renewal discussions this number of days before the end of the current contract
Cost and invoice details are self-explanatory – but important because the system will start tracking the invoices received against a contract, and report anomalies to you.