Feature Settings - Contract Administration Module

General Settings

Do not allow Prime Contracts or Change Orders to be modified after Prime Invoices have been created.

Default/Recommended Setting: Checked

It is crucial to have control measures in place to avoid discrepancies with data especially when it comes to fixed lump sum Prime Contracts. Basically, if original contract items (aka schedule of values) and COs are imported into a Prime Invoice the item's value should not be modified at a later date especially if the transaction has already been approved and paid for by the customer. However, Corecon does offer an override so modifications to a Prime Contract or CO can be applied but this setting should only be temporarily unchecked. If it is permanently left unchecked then over or under billing can occur.

Cost Plus Prime Contract Invoice - Import Sub Invoice Gross Total

When importing Sub Invoices into a Cost Plus Prime Contract Invoice, the retainage can be included or excluded. Please see example below.

Sample Subcontract Invoice:
Subcontract Invoice Subtotal = $100,000
Subcontract Invoice Retainage (10%) = $100,000 x 0.10 = $10,000
Subcontract Invoice Subtotal Less Retainage = $100,000 - $10,000 = $90,000

If 'Sub Invoices - Import Gross' is checked, Corecon will import the transaction and show the expense as $100,000 otherwise $90,000 would be the value.

Prime Contract Cost Plus Invoice Item Import Formats

Expenses are usually imported into Cost Plus Prime Contract Invoices as opposed to entering them in manually. The invoice details table for this feature has two fields (Reference and Item Description) which can be formatted automatically based on the import settings. Since Reference can be used for grouping on invoice reports, it is recommended to have a similar import setting (eg Date or Feature) so data populated in this field is consistent regardless of record type. Any changes made to these settings will not affect existing Prime Invoices, only new transactions created afterwards.

Expense Transaction Import Options:

1. Procurement Module: Bills
2. Procurement Module: Sub Invoices
3. Correspondence Module: Work Orders
4. Time and Expenses Module: Labor Timecards
5. Time and Expenses Module: Equipment Timecards
6. Time and Expenses Module: Misc. Employee Expenses

CPRs and COs - Initiated By Options