Subcontract Management - Modify Original Contract

Pgm: SCMSTUPD – Modify Original Contract; standard Treeview path: Subcontract Management > Utilities > Modify Original Contract

This screen is used to modify Subcontracts that have already been posted. The purpose of this screen is to allow for the changes that occur during the negotiation phase of the contract.

This screen has specific rules for what can be changed. They are as follows:

  • If there has been a Pay Request issued against the contract, the user can modify the units or amounts, change the task description and turn the tax checkboxes on or off, add new lines or change the Prepaid Code or Long Description of the task. The user can also change the allocation (Cost Code/Category). In the latter case, another set of posting reports are produced if a posted RFP exists for the contract. This set of reports will show the adjustments against the posted RFP. If the Cost Code/Category of the contract is modified while having a related un-posted RFP, the adjustment will be reflected when the RFP is eventually posted.

    NOTE: If posted RFPs exist on a subcontract with a tax code, updating the tax code will not retroactively alter the RFP amount and will not generate an adjustment posting report for any previous RFPs posted with the original tax code. If RFP vouchers were created against the contract and the user wants to change the tax code, the correct steps are to first void the check payment (if any), then void the vouchers (if any), and finally modify the contract to change the tax code.

  • If there is no valid Pay Request, the user may change or add new lines, including changing the distribution.

    NOTE: It is not possible to remove a line, however the user can set the amount to “0” and create a new line as needed.

Selection Criteria – Section

Company

Company under which Subcontract was entered.

Project

Project for which Subcontract was entered.

Show Subcontracts

This field is used to restrict what Subcontracts are displayed by their Status.  Select “Open” to only view open Subcontracts, “Closed” to only view closed Subcontracts, or “Both” to view both open and closed Subcontracts.

Job Code

This display-only field displays the job associated to the project and Subcontract.

Request ID

If the user is entering a Tender Proposal, select the request ID. There is an LOV that will display all Tender Package IDs for the job. If the Subcontract is being directly entered, leave the default value of “NONE” in this field.

[Post] – Button

NOTE: Once changes are made to the Schedule of Values section, click outside the field for the [Post] button to become available.

Once the required changes are made, post them via this button. The posting program will reverse the original Job Cost Commitments and replace them with the new values.

Print Reports Immediately – Checkbox

Check this box to print the posting report immediately after posting.

If unchecked, the posting report will not be printed, but can it be printed later using the Print Posting Reports utility (standard Treeview path: Subcontract Management > Utilities > Print Posting Reports).

Delete Reports after Posting – Checkbox

Check this box if you want to delete this posting report at the end of the posting process. Once deleted, users will not be able to print the reports later. If this box is left unchecked, the posting report can be re-printed later.

Subcontract Information – Section

The Subcontract Information header is in query mode: the user can use the [Next] and [Previous] buttons in the Block Toolbar to scroll through the available Subcontracts on the job until they find the correct one.

Press the [Post] button to accept the changes entered.

NOTE: The Control Contract Amount field is hidden by default in Enterprise but can be made available using Lite Editor. This is a display-only field which is displayed for the base contract. At posting, if the total amount of the SOV surpasses the contract control amount (if the amount exists), an error message will be issued. The control amount is specified in the Subcontract Entry screen in CMiC Field (standard Treeview path: CMiC Field > Budget & Cost Management > Subcontract). The Control Contract Amount field is also hidden by default in CMiC Field and can be made visible using the Role Maintenance screen (CMiC Field > Security > Role Maintenance).

Schedule of Values – Section

This section displays the SOVs for the selected Subcontract in the above section, for editing.

The [Delete] button will be available in the Block Toolbar for newly created records. For existing records, the [Delete] button will be disabled.

Users will be able to delete the newly created records up to moment when the contract is posted. Once the contract is posted, records will have the [Delete] button disabled.