Add Project Activities to Contract Line Item

Explanation

Use this activity to connect project activities to contract line items. Connecting activities to items serve several purposes. It makes it possible to identify the project activities which are used to execute the contract, to retrieve estimated, planned or baseline cost as a part of the contract estimating, and also to retrieve progress and accumulated cost to use as basis for doing applications for payment. One or several activities can be connected to a contract line item.

In cases where the project activities are used to do estimating the activity cost can be retrieved from the estimated, planned or baseline cost. This cost will then appear on the contract items for which these activities are connected.

When doing applications for payment the connected project activities can be used to assess the work performed to date by retrieving the progress and accumulated cost from the connected project activities.

Notice that the connection is for the contract and not for the contract revision; so an activity connected to an item will be valid for the same item on any revision. Even when using applications for payments the activities connected can be changed at any time. The connection is for information purposes only and is used as a tool to value the item progress on the applications, by looking at the activity progress.

Prerequisites

• Only activities that belong to projects connected to the contract can be added.
• Only activities that have not already been connected to a line item within that contract can be added.
• Only activities belonging to the same project as entered in the Project ID field on the contract revision line item can be connected to the line item. If a project ID is not associated with the contract line item, you cannot connect it to an activity.
• Activities can be connected to, and disconnected from, contract line items as long as the contract is not in status Cancelled, Closed, or Lost.

System Effects

• One or more activities will be connected to an item.
• It will be possible to retrieve estimated, planned or baseline cost from the connected activities and use this to set the cost value of an item.
• It will be possible to retrieve cost and progress from the connected activities and use this to set the amount that you want to apply for payment for. 

Window

Sales Contract

Related Window Descriptions

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

Procedure

To add project activities on the Sales Contract/Items/Activities tab follow these steps

1. Enter a new line.
2. Enter the line number and the item number for the item you wish to connect to an activity.
3. Enter the activity sequence for the activity you want to connect to the item. Use the List of Values to select from all the activities for projects registered on the Sales Contract/Project tab, and are not already connected to an item. 
   Values in all the other fields will appear automatically when the activity sequence is entered.
4. Optionally enter a preferred value in the Weighting column. (The default value is 1).
5. Save the information.

To add project activities from the Sales Contract/Items/Lines/Items tab follow these steps

1. Select the line item to which you want to add activities.
2. Right-click and then click Set Activities. 
   The Contract Items Connected to Activities dialog box will be opened, and values in the Contract No, Line No and Item No fields appear automatically.
3. Click New to add a new activity.
4. Enter the activity sequence for the activity you want to connect to the item. Use the List of Values to select from all the activities for projects registered on the Sales Contract/Project tab. This list will only contain activities that aren't already connected to an item.
   Values in all the other fields will appear automatically when the activity sequence is entered.
5. Optionally enter a preferred value in the Weighting column. (The default value is 1)
6. Click OK to save and close the dialog box.