Modify Contract Revision Line Items

Explanation

Use this activity to add, modify, or delete contract revision line items.

When a new line item is added, the following default values are copied to it: Calculation Type, Mark Up Type, and Valuation Method. Other default values are not copied to the line item once it is added. However, if there is a need to override a default value on a line item, it can be done by modifying the value in that field. Note that if a default value is modified on the contract, the line items with overridden values will not be updated, but the change on the contract default value will be valid for all other line items, hence there is no need to update the line items with new values. The default values of the following will not be copied to the contract line item: Project ID, Mark Up Work, Mark Up Material, Mark Up Miscellaneous and Sales Part Site and Report Code. If the valuated item is not a work item or item to be consumed, it is recommended to use a separate line item for the stored material value to prevent mixing the value of the item and the stored material of the same item.

When modifying revision line items, changes to an item affects the current selected revision only. The other revisions on the contract are not affected by the modifications.

When deleting a contract line item, the line item is completely removed only if the contract revision is in the Planned status. If you can delete a line item and the contract revision is not in the Planned status, the line item will disappear from the items table, and will be displayed on the Deleted Items tab instead. If Application for Payment is used and applications containing the item that was just deleted exist, the item cannot be completely removed from the contract.

When adding and modifying line items, if Applications for Payment is used and applications in the Planned status exist, it is recommended to refresh the application with the latest contract information.

Prerequisites

To add contract revision line items:

• A contract and contract line must exist.
• A contract must not be in the Lost, Canceled, Completed or Closed status.
• A contract revision must not be in the Obsolete or Canceled status.
• A contract revision must not be Frozen.

To modify or delete line items:

• A contract must not be in the Completed, Closed, Canceled, or Lost status.
• A contract revision must not be in the Approval In Progress, Obsolete, or Canceled status.
• A contract revision must not be Frozen.
• A contract revision line item must be in the Planned or Work In Progress status.

System Effects

• Contract revision line items will be added, modified, or deleted.
• When line items are modified and if the contract revision has the audit trail enabled:
  The Change Status column on the line item is set to Changed.
  The old values of the changed line item will be logged on the Sales Contract/Change History tab together with any change order number and change order comment entered.
• When line items are deleted:
  The status of the deleted item will be changed to Deleted.
  The removed item disappears from the Sales Contract/Items tab and is shown on the Deleted Items sub tab. It also displays any change order number and change order comment entered if the contract revision is not in the Planned status.
• If the contract revision audit trail is enabled, the deletion will be logged on the Sales Contract/Change History tab.

Window

Sales Contract

Related Window Descriptions

Sales Contract
Sales Contract/Items
Sales Contract/Items/Lines/Items

Procedure

1. Open the Sales Contract window and click the Items tab.
2. Select the revision to which a line is to be added. The active revision will be displayed by default, or if there is no active revision, the most recent revision will be displayed.
3. Select the line to which an item is to be added in the upper table.
4. Add a new line in the lower table.
5. Enter an item number. If it is left blank, it will be calculated automatically by finding the highest line number for the contract and incrementing it by 1.
6. Enter a value in the Item Name field.
   Note: The mandatory fields will vary according to the values in the Calculation Method and Calculation Type fields. For further information see the Estimate Contract activity.
7. Enter information in any other field as necessary.
8. Save the information.
9. To modify the line items, in the upper table of the Sales Contract/Items/Lines/Items tab, select the line to which the item you want to modify belongs.
10. Select the item to be modified and modify the values of the item as required.
    Note: If Audit Trail and Change Order and/or Change Comment is enabled on the contract revision, it is required to enter a change order number and change comment to be able to save the change.
11. To delete the line items, select the line to which the item to be removed belongs.
12. Click Remove on the toolbar.
13. Save the changes.
14. In a US Sales Tax regime, if you want to view which tax codes apply to specific items, right-click on the item line and then click Contract Item Taxes. The Contract Item Taxes dialog box opens.