The Details tab describes all of the basic information about a Contract. The Contract Details tab lists the following information about a Contract:
Contract ID - This is the unique identifier for a Contract. You must enter a contract ID, and the contract ID must be unique.
Title - This is the title or description of the Contract. You must enter a title for the contract.
Contract Type - This is the type of Contract, and is used to determine whether certain types of information can be entered for the contract. You must select a contract type from the list of types defined in the Contract Types table.
Location - If the contract is specifically relating to a location, for example a cleaning contract for a particular building, you can choose the location that the contract relates to. You can select a location from the list of properties defined in Pinnacle.
Supplier - This is the supplier for a Contract. You must select a supplier from the list of suppliers set up in the Suppliers table.
Supervised By - This is the staff member responsible for the Contract. You must select a supervisor from the list of staff members set up in the Staff & Non-suppliers table.
Status - This is the status of the contract. Pinnacle automatically determines the status of the contract, and constantly updates the status throughout the Contract's Life Cycle. You cannot manually edit the Status field.
Status Date - The Status Date field is the date the Contract achieved the current status. You cannot edit the Status Date.
Access Code - This is the access code for the contract. You can choose an access code from the list of access codes defined in the Security Module.
Skill Group - This is the skill group for the contract.
Apportioning Type - The Apportioning Type field is the method by which the value of the Contract is apportioned across the locations and budget codes selected for the contract. You must select an apportioning type from the list of apportioning types available. Pinnacle offers three apportioning types: Percentage, Square Metres, and Value.
Created By - This is the user who added the contract to Pinnacle. The user ID is automatically set when the contract is added, and cannot be edited.
Created On - This is the date when the contract was first created. This field is automatically set when the contract is added, and cannot be edited.
Date Let - This is the date when the contract was let to a supplier. You cannot enter the date let until you have selected a supplier.
Contract Expiry - This is the date the contract is due to expire. This date must be after the Date Let.
Warranty Expiry - This is the date that the warranty on any items covered by the contract is due to expire. This is for information purposes only.
Estimated Annual Amount - This is the estimated value of the contract during each year of it's life. When you change this amount, Pinnacle will add a contract variation to the Variations Tab.
Estimated Contract Total Amount - This is the estimated total worth of a Contract. When you change this amount, Pinnacle will add a contract variation to the Variations Tab.
VAT Annual Amount - This is the amount of VAT (Value-Added Tax) payable on the Estimated Annual Value of the contract. When you enter the Estimated Annual Amount, Pinnacle will automatically calculate the VAT Annual Amount based on the default VAT rate. You can change this amount if you want. If you change this amount, Pinnacle will add a contract variation to the Variations Tab.
VAT Contract Total Amount - This is the amount of VAT (Value-Added Tax) payable on the Estimated Contract Total. When you enter the Estimated Contract Total Value, Pinnacle will automatically calculate the VAT Contract Total Amount based on the default VAT rate. You can change this amount if you want. If you change this amount, Pinnacle will add a contract variation to the Variations Tab.
Total Annual Amount - This is the Estimated Annual Amount plus the VAT Annual Amount. This field is calculated by the system, and cannot be edited.
Total Contract Total Amount - This is the Contract Total Amount plus the VAT Contract Total Amount. This field is calculated by the system, and cannot be edited.
The system also shows expenditure/commitment summary details. These details are for display only. The expenditure/commitment summary details are:
Preventive Posted Expenditure - This is the total posted expenditure for a contract that is associated with preventive work orders.
Non-Preventive Posted Expenditure - This is the total posted expenditure for a contract that is associated with non-preventive work orders, and with journal entries.
Direct Invoice/Payment - This is the posted expenditure of all invoices and payments that have been added against a contract.
Total Posted Expenditure - This is the total posted expenditure for a contract, Preventive Posted Expenditure plus Non-preventive Posted Expenditure plus Direct Invoice/Payment.
Outstanding Commitment - This is the total outstanding expenditure for a contract.
Prorata Accrued Expenses - This is the proportion of the Total Contract Total Amount that should have been expended as at the current date. This value can be compared with the Total Posted Expenditure figure to determine if spending against this contract is behind schedule, on schedule or ahead of schedule, and can be used to indicate possible expenditure overruns.