Projects & Contracts > P&C Contracts Query

P&C Contracts Query

You use this program to view extensive information relating to the costs related to a specific Project and Contracts contract or a hierarchical job. Information related to the projects and contracts hierarchy defined against the jobs is also displayed.

This program can be run at any time.

If you are new to this query, then the following information will help you achieve the best results:

  • The information shown is always up to date (i.e. the query will reflect the latest information for contracts that have been captured or maintained).

  • If you know the contract code, then you can enter it directly and press the Tab or Enter key to view the information.

    If you do not know the contract code, then you can use the browse function to locate the contract.

  • You can personalize this query in a number of ways. These include:

    • configuring property sheets (e.g. the section headed Supplier Information). This includes being able to sequence items by dragging them up or down, to show important items first
    • configuring the Sales and Adjustments, Billing, Cost of Sales, Cost Breakdown, Schedules, Deposits and Retentions listviews. This includes being able to sequence columns by dragging them left or right, sorting columns and changing column widths
    • configuring the layout of the panes on the screen, including hiding or displaying panes

Toolbar and menu

Field Description
Options  
All Levels Select this to view the information for sections below the currently highlighted head/section.
Single Level Select this to view the information for the currently selected head/section.
Include Zero Values Deselect this to view exclude jobs, heads and sections against which no transactions have been processed.
Contract

Enter the contract code of the contract you want to query.

You can use the Browse icon to use the Browse on Contracts program to select the contract you require.

Once you have entered and accepted a valid contract, the information for the contract you entered is displayed.
Play Select this to view multimedia objects attached to the contract.
Edit Select this to edit multimedia objects attached to the contract.
Notepad Select this to use the Notepad Editor program to view and assign user-defined text notations to the current contract.

Contract Header

This displays information contained in the contract header. This information applies to the entire contract.

Contract Details

This displays information on the schedules, deposits and retentions for the contract.

Quotation Hierarchy

The treeview displays the contract and its associated jobs and job hierarchies.

You can view detailed information for a job by highlighting the job in the treeview and typically using your right mouse pointer to select the WIP Query program.

[Note]

You cannot query a job if you are denied access to the job classification defined against the job (see Operator Maintenance - Security).

Costs and values are not displayed if you have been denied access to the field: Show costs in Inventory/WIP queries (see Operator Maintenance - Security - Fields).

When you select an item in the treeview, the information on each listview tab page is displayed for the selected item.

Summary

The information displayed on this tab is the same as that printed on the Contract Progress Report and Job Progress Report.

The graph displayed is drawn from the values displayed on this tab page.

The following information is included on this tab page:

Column Description
Revenue

  • Sales

    This is calculated as: Original sales Value + Sales Adjustments this year + Sales Adjustments from prior years.

    The Original Sales Value is updated when you distribute the initial sales order value to the hierarchy. Sales Adjustments this year and prior years are updated when the sales order value is distributed.

  • Billing

    This is calculated as: Billings this year + Billings from prior years.

    Billing values are updated when you part bill the job or part of the hierarchy. The billing values are also updated when you process a job billing adjustment.
Cost of Sales

  • Part billings

    This is calculated as: Cost of Sales this year + Cost of Sales from prior years.

    The Cost of Sales is updated by the Job Receipts program which updates the costs for stocked hierarchical jobs and the Part Billings program which posts cost distribution.

  • Committed

    This is calculated as: (Committed Material Purchase Orders + Committed Subcontract Purchase Orders + Committed Materials + Committed Labor + Committed Subcontracts) - Cost of Sales.

    Committed Material Purchase Orders are the sum of all purchase order values for a specific hierarchy.

    Committed Subcontract Purchase Orders are the sum of all subcontract purchase orders for a specific hierarchy.

    Committed Materials are materials issued this year to date + materials issued in prior years.

    Committed Labor allocations are labor issued this year to date + labor issued in prior years.

    Committed Subcontract allocations are subcontract allocations issued this year to date + subcontract allocations issued in prior years.

    Cost of Sales are Cost of Sales this year + Cost of Sales from prior years.

  • Uncommitted

    This is calculated as:

    (Latest Expected Material Costs this year + Latest Expected Material Costs for prior years - Committed Materials - Committed Material Purchase Orders)

    + (Latest Expected Labor Costs this year + Latest Expected Labor Costs for prior years - Committed Labor Costs)

    + (Latest Expected Subcontract Costs this year + Latest Expected Subcontract Costs for prior years - Committed Subcontract Costs - Committed Subcontract Purchase Orders)

    Latest Expected Material Costs are the original expected costs + any new costs added to the hierarchy.

    Committed Materials are materials issued this year to date + materials issued in prior years.

    Committed Material Purchase Orders are the sum of all purchase order values against a specific hierarchy.

    Latest Expected Labor Costs are the original expected labor costs + any new labor costs added to the hierarchy.

    Committed Labor Allocations are labor issued this year to date + labor issued in prior years.

    Latest Expected Subcontract costs are the original expected subcontract costs + any new subcontract costs added to the hierarchy.

    Committed Subcontract allocations are subcontract allocations issued this year to date + subcontract allocations issued in prior years.

    Committed Subcontract Purchase Orders are the sum of all subcontract purchase order values against a specific hierarchy.

  • Total cost

    This is calculated as: Cost of Sales + Committed + Uncommitted.
Margin

  • Forecast %

    This indicates the margin expected based on Revenue Sales less Margin Forecast (i.e. Sales - Forecast) expressed as a percentage of Sales.

    Alternatively, it can be expressed as (Latest Expected Costs/Sales) * 100. This is because Sales – Forecast Margin = Latest expected Costs.

    The Latest expected costs are copied across when the quote is confirmed. These Latest expected costs remain as is whether or not you create new allocations against the job and issue same. The Latest expected costs may also be called Original expected costs and represent the cost of the job at the time of quotation.

    For example:

    If Total sales = 1000 and Forecast margin value = 800, then the margin expected (or Forecast %) is: Total sales (1000) – forecast margin value (800) = 200.

    Expressed as a percentage, this is: (200 x 100) / 1000 = 20%. Therefore 20% of sales will generate 800.00 profit.

  • Actual

    This is calculated as the Sales value less the Total cost value.

Sales and Adjustments

This tab page displays the same information as is displayed when you select the Sales and Adjustments option from the Details menu of the Job Costs Query program (see also Hierarchy Costs Sales and Adjustments).

The following information is included in the listview and the Sales & Adjustment Details pane on this tab page:

Column Description
Hierarchy This is the level of the hierarchy assigned to this sales order.
Order This is the sales order number allocated to this job.

You can view detailed information for a sales order by highlighting the sales order line in the listview and typically using your right mouse pointer to select the Sales Order Query program.
Line This is the line number of the sales order.
Customer This is the customer the order was created for.
Ship date This is the ship date entered when the order was created.
Sales value This is the total sales value assigned to this level of the hierarchy.
Original sales value This is the value of the sales order before any adjustments were made.
Adjust sales value This is the value of any adjustments made to the sales order.
Transaction type This is the origin of the transaction (e.g. Part billing - sales order line in Part Billings).

Billing

This tab page displays the same information as is displayed when you select the Billings option from the Details menu of the Job Costs Query program (see also Hierarchy Costs Billings).

The following information is included in the listview and in the Billing Details pane on this tab page:

Column Description
Hierarchy his is the level of the hierarchy to which the values have been assigned.
Order This is the sales order number.
Line This is the sales order line number.
Uom This is the unit of measure for the order quantity.
Sales value This is the value of the billing (derived from Part Billings program).
Billed value This is the value of the billing (derived from Part Billings program).

You can view detailed information for a billing by highlighting the billing line in the listview and typically using your right mouse pointer to select the Sales Order Query program.
Price This is the price assigned to the sales order line.
Transaction type This is the origin of the transaction (e.g. S/O creation from part billing - billing value from the creation of a sales order using the Part Billings program).

Cost of Sales

This tab page displays the same information as is displayed when you select the Cost of Sales option from the Details menu of the Job Costs Query program (see also Hierarchy Costs Billings).

Column Description
Hierarchy This is the level of the hierarchy to which the values have been assigned.
Sales order This is the sales order number.

You can view detailed information for a sales order by highlighting the sales order line in the listview and typically using your right mouse pointer to select the Sales Order Query program.
Line This is the sales order line number.
Qty part booked This is the quantity released by the Part Billings program.
C.O.S. value This is the cost of sales value (derived from the Part Billings program).

Cost Breakdown

This tab page displays the same information as is displayed in the listview of the Job Costs Query program. In addition, a breakdown of the committed, uncommitted material, labor and subcontract operations is displayed.

The following information is included in the listview and in the Cost Breakdown Details pane on this tab page:

Column Description
Sales This is the sales value from Sales Orders or from sales orders created from Part Billings.
Billings This is the billing value created from the Part Billings program.
Cost of sales/C.O.S This is the cost assigned to the billing (derived from Part Billings).
Committed These are the allocations attached to purchase orders and allocations not attached to purchase orders, but which have been issued to Work in Progress.
Uncommitted These are the allocations that have not been issued or purchased.
Anticipated values

These values are only displayed for heads and sections.

Anticipated values are maintained using the Hierarchies for Job program.
Original expected

These are updated when a quotation (with an estimate that is ‘imprinted’ against the hierarchy) is confirmed as a job during quotation confirmation.

You create an estimate for a non-stocked made-in item and add labor and materials to the estimate. You then add an hierarchical quotation and use the estimate in this quotation and ‘imprint’ the estimate against the hierarchy. You then save the quotation and confirm it into a job.

Schedules

Column Description
Contract This indicates the contract to which the schedule relates.
Job This indicates the job within the contract to which the schedule relates.
Billing method This displays the billing method defined against the contract (see Browse on Contracts).

Deposits

Deposit information is captured using the Projects and Contracts Deposit Creation program.

The following information is included in the listview on this tab page:

Column Description
Contract This indicates the contract to which the deposit relates.
Job This indicates the job within the contract to which the deposit relates.
Type This indicates whether the deposit is defined as a value or a percentage of the contract.
Customer This indicates the customer defined against the contract (see Browse on Contracts).
Sales order This indicates the sales order created for the deposit amount.

Retentions

Retention information is captured using the Projects and Contracts Retention Creation program.

Column Description
Contract This indicates the contract to which the retention relates.
Job This indicates the job within the contract to which the retention relates.
Type This indicates whether the retention is defined as a value or as a percentage of the contract.
Retention customer This indicates the customer entered using the Projects and Contracts Retention Creation program.
Customer This indicates the customer defined against the contract (see Browse on Contracts).

Custom Forms

This pane displays any custom form data defined against the contract (see Custom Form Entry).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.