Contract Management procurement enables you to enter and track information for procurement items and the related scope items that make up the procurement item. Anyone who needs to procure materials or labor can use this module. Use the Procurement Items Log Windows to track documents and procurement item document windows to track bids and award contracts.
You can use procurement to track bids from contractors on materials that you require or on a job that you need done. Once the item is open for bid, you can track who is bidding, see how much they bid, and award the contract or purchase order to the winning bidder. You can also view Procurement Statistics Dialog Box and Bidder Statistics Dialog Box, which include how much the bidders bid, and which items they have been awarded.
Costing is done at the scope item level (one level below the procurement item level). Contract or purchase order awards are done at the procurement item level or the scope item level.
Top-Down/Bottom Up Calculations
The top-down/bottom up feature applies to procurement tables where values can roll up (add up into) into higher levels and all levels are potentially editable, such as in the Edit Bid Worksheet Dialog Box, Add Scope Item Dialog Box, Edit Scope Item Dialog Box, and Edit Estimate Worksheet Dialog Box. Roll up applies to the Total column only (not unit price and quantity), since only total values roll up.
All sub-levels roll up to higher levels once you tab off the field. For any editable field that has sub-items, a read-only value appears between the two levels. The roll up of the sub-level values shows up in both the editable fields and the read-only fields for higher levels.
For example, you may use all three levels of hierarchy (like in the Edit Bid Worksheet dialog box, which has scope items, sub items, and detail items). Initially, all values in the Total column for all levels are 0.00. If you enter 4.00 into a detail field (the lowest level) and tab off, the value of 4.00 appears in the read-only and editable fields at both the sub-item (next level up) and scope levels. The roll up values are calculated every time a sub-level value is changed.
If an editable field that has existing sub-values is changed, the correct roll up calculations no longer show up in the editable field, only in the read-only field. Thus, the read-only field is the sum of its immediate sub-values, and the editable field may or may not be the sum of its lower values, there may be an inequality.
If there is an inequality in the top-down/bottom up calculations (when the read-only total does not equal the corresponding editable field total), then an inequality icon appears next to the read-only value to indicate that the roll up calculation no longer equals the manually entered value. This icon indicates that there is a discrepancy between the bottom up and top-down numbers. You are not required reconcile the two numbers. If the two values are made equal again (either by changing the sub-values so that they equal the higher value, by changing the higher value so that it equals the read-only value, or by clicking Re-Sync), the visual indicator disappears.
Re-Sync
You can use the re-sync feature to equalize the top-down/bottom up calculations, as described above. Re-sync appears in the following dialog boxes: Add Scope Item Dialog Box, Edit Bid Worksheet Dialog Box, Edit Estimate Worksheet Dialog Box, and the Edit Scope Item Dialog Box.
Import Information
If you do an import for procurement, Contract Management creates a new procurement item if the item does not already exist prior to the import. Otherwise, no data is overwritten on existing procurement items.
Note: You cannot import scope items into an existing procurement item.
Conversion Information
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Last Published Wednesday, June 17, 2015
