Funding Contracts

To create a new contract, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Funding Contracts app ( Apps > Cost Management > Funding > Contracts).

3. Click New in the action bar.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Date	Select the appropriate contract date.
   Description	Enter a brief description.
   Use SOV Breakdown	Select this option to use the schedule of values (SOV) breakdown. Note The SOV Breakdown app allows Kahua users to set up and approve contracts at a high level, then break the contract into smaller cost items through an SOV Breakdown record. SOV Breakdown inserts itself between the commitment documents (contracts and change orders) and the pay request process. This option must be selected before any pay requests are created for the contract. For more information, refer to Funding SOV Breakdown.
   Type	Select the type of contract. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   View Template	If appropriate, select a portable view template other than the default here. Note For more information on portable views, refer to Portable Views.
   Parties
   From Contact / From Company / From Company Office	Select the appropriate contact from the company issuing the contract. The From Company and From Company Office fields will auto-populate once the From Contact has been selected. Modify as needed.
   To Contact / To Company / To Company Office	Select the appropriate contact from the company the contract is being issued to. The To Company and To Company Office fields will auto-populate once the To Contact has been selected. Modify as needed.
   Managing Agent	If using, select a third party person who you want to have access to view this contract. This contact can be granted access through the sharing function.
   Scope
   Not to Exceed Amount	If appropriate, enter the contract's Not to Exceed value here.
   Scope of Work	Enter the scope of work.
   Addenda / General Provisions	Enter this information as appropriate.
   Work Completed Retainage % / Stored Material Retainage %	Enter work completed and stored material retainage percentages. Note Retainage is the percent of each payment that is withheld until the end of the project or other agreed upon milestone.
   Number of Pages	Enter the number of contract pages.
   Notes	Enter any additional notes as desired.
   Dates & Workflow
   If using the available workflow options, date fields will auto-populate as the contract moves through the workflow. Remaining fields can be completed manually. Refer to Submitting into Workflow
   Items
   Currency	This field will auto-populate with the currency set for the project. Modify if needed.
   Status	Select the status.
   Entry Type	Select the entry type.
   For more information on working with grids, refer to Item Grids.
   Number	This field auto-populates and is read only.
   Activity Code	Select an activity code.
   Description	This field will auto-populate once an activity code is selected. Modify if appropriate.
   Status	This field will auto-populate as Projected. Modify if appropriate.
   Total	This field will auto-populate once an activity code is selected. Modify if appropriate.
   Reviewers
   Reviewer information appears here. Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Signatures
   Signature information appears here. Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Comments
   New comment	If desired, enter a comment. Note Comments are threaded. The author name and the time and date it was posted will auto-populate once the contract has been saved.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save when you are done.

   

6. Once the contract is saved you can complete the following actions:

   Note These are dependent on workflow and may not show up for you. For information on setting up workflows see Submitting into Workflow.

   • Void

   • Submit for Review

   • Submit for Signature

   • Set to...

     • Projected

   • Pending

   • Approved

   • Approved & Lock

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

Your project may be configured to require an approval document as part of the approval workflow for records in this app. An approval document is created in the References section of a record. To create an approval document, select Add Approval Doc, name the document and select the appropriate supporting files. These files are then combined into a single PDF that can become part of the approval workflow.

For more detailed information creating an approval document, refer to Create an approval document.

For information on setting up approvals, refer to Approval configuration.

To delete a contract, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Funding app ( Apps > Cost Management > Funding).

   

3. Select Contracts from the menu.

   

4. In the log view, select the check box next to the record or multiple records that you want to delete. Select Delete from the action bar.

   

5. Alternatively, right-click on the record in the log view and select Delete, or open it in the detail pane and select the Delete icon in the action bar.

   

6. Click OK on the confirmation message. The record or records will be deleted.

   

Note If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. Deleted records are available for restoration for a set number of days as configured in domain settings. For more information, refer to Using the Recycle Bin.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are specific to this application: