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" from Compliance / Contracts / List.
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.
Contract Name – Make this short and consistent this should not include building or block names
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.
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.
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.
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.
Editing a Contract
To edit a contract, simply navigate to Compliance / Contracts / List at building level. Locate the desired contract and click on Actions on rightmost corner along the contract line item, and select 'Edit'; its the 1st option on the list.
Make the necessary changes and click 'Save' to save the changes.