Create a New Contract

David Guinane
46 steps
16 minutes

Contrack

Navigate to [https://app.contrack.com.au/](https://contrack.com.au/) and login.

In the side navigation menu, click "System Admin" dropdown.

Click "Contracts"

Click the "NEW CONTRACT" button

You will be taken to the New Contract Wizard. You can now fill in the Contract Details. Enter the Contract Number, i.e "CN-12345".

Enter the Contract Name, i.e "Bruce Hwy Road Reconstruction"

Set the Contract commencement date. This should be the date of the Letter of Acceptance or tender award.

Set the Contract completion date. This should be the Date for Practical Completion.

Enter the Clients Name, and Defects Liability Period stated in the Contract.

Select the date from which Liquidated Damages will apply, i,e 1 day after the Date for Practical Completion set above.

Enter the Liquidated Damages amount per day that has been stipulated in the Contract.

Enter the Clients Purchase Order Number, if applicable.

Set Prefixes to generate unique correspondence identifiers. - For variations, the recommended prefix is "VAR". - For Incoming Correspondence, the recommended prefix is "IC-\[UNIQUE PROJECT NUMBER\]". - For Outgoing Correspondence, the recommended prefix is "OG-\[UNIQUE PROJECT NUMBER\]". - For Principal Correspondence (correspondence to the Client, i.e Council or TMR), the recommended prefix is "PRFI". - For Design Correspondence (correspondence to the RPEQ Designer), the recommended prefix is "DRR".

Click this textfield field.

An example of the Prefixes is shown below. Once your prefixes are set, click the "NEXT" button.

If this is a new Contract with a new Contractor, select <Create New>. If this is an new Contract with an existing Contractor that has been set up in Contrack, you can select this Contractor from the dropdown.

Fill out the new Contractors details, then click the "NEXT" button.

You can now add Employee's from your team that will work on the Project. This is used for the Correspondence feature, to assign which Employee's sent or responded to certain correspondence.

Add the Employees name.

Add the Employees email.

Click the "ADD" button.

Once you are finished adding Employees. Click the "NEXT" button.

You now go to Step 4 of the New Contract Wizard. Contacts are also used for the Correspondence feature, to assign who you sent or responded to. These are the Contractors or Clients staff.

Add the Contacts name.

Add the Contacts email address. Then click the "ADD" button.

You can add more Contacts at a later date. Once you have finished adding Contacts. Click the "NEXT" button.

You are now taken to Step 5 of the New Contract Wizard. This is a mandatory step, and is where you load in the Priced Tender Schedule. Click the "ADD" button.

You can manually add the schedule by clicking "ADD ITEM" and "ADD HEADER" as required, however the recommended method is to download the IMPORT TEMPLATE and import the schedule. Click the dropdown arrow.

Click "Download Template"

Add your schedule into the Template. Once you are complete, click the "IMPORT ITEMS" button.

Select the template file you have created from your file system.

Your schedule will then be imported and look like the below. The Amount column is automatically calculated.

Some imported line items may be missing information if the import file contained an error or typos.

Ensure that each line item in the schedule has the correct unit assigned.

Give the schedule a name.

Once you are happy with your schedule and it has a name, click the "ADD" button.

Check the value of the schedule matches your Contract Sum. If there is any error, investigate the cause of the error, and the schedule can be deleted and re-imported. Once you are happy, click the "NEXT" button.

You are now taken to Step 6 of the New Contract Wizard, where you can access Access to Users through the "Roles" function. This step is optional, and can be done at a later date if you don't yet have Roles set up. Different roles can be set up to give Users full access, limited access, read only access, or access to only select features. Click the pencil icon on the relevant User, and you will then be given a window shown below to assign a Role to that User.

When you have given a User a Role, click the "OK" button to apply the changes.

When you are finished assigning Roles to Users, click the "NEXT" button.

Click here.

You are now taken to Step 7 of the New Contract Wizard. Click the "Start Immediately" field.

A text field will appear. Most Contracts operate on monthly progress claim and payment period. Enter the period name of the first month you anticipate to recieve a monthly progress claim. This can be "renamed" to a different month at a later date if it is not correct.

Click the "NEXT" button to go to the last step of the Wizard.

Step 8 of the New Contrack Wizard just shows a summary of the details entered, and who has access to the Contract. Click the "CREATE" button to commence your Contract.

You will be redirected to the Contract dashboard.