Other Contracting Document Terms

Once the extracts, the material streams and the payment documents are configured, what remains is a long tail of terms that are mostly very small: one debit, one credit, and a guard or two. This page takes them in the order a reader is likely to meet them — cost capture first, then purchasing, then the two estimating documents.

There is a pattern worth holding on to. A contracting term is short when the document's job is short. The cost execution rolls figures up and needs one switch. The equipment statement books one journal entry and needs one pair of accounts. The analysis card posts nothing at all, so its term is about how lines are built rather than where they land. Only where a document is genuinely an invoice — the miscellaneous purchase invoice, the labour-and-plant invoice, the contracting purchase order — does the term grow into the full supply chain shape, and in those cases the right thing to read is the supply chain reference rather than this page.

The other thing to carry into this page is a caution about defaults. Two of the purchasing terms control the same idea — whether a document writes contracting cost and quantity figures at all — but one is phrased positively and the other negatively, so out of the box they behave in opposite directions. That is spelled out below, and it is the single most common surprise in this group.

Cost capture

Contracting Cost Execution

The cost execution gathers the cost documents raised against a contract and derives an actual unit cost per term. Its term is one page with a single option.

Option	What it does
Manually Collect Cost Documents	The cost documents are gathered by an explicit user action instead of automatically. Use it where a quantity surveyor wants to choose which documents belong to this roll-up rather than accepting everything dated within the period

Daily Labour Book

The daily labour book is a self-contained wage record: it books its own journal entry, and it can raise a subcontractor fine for deductions made against a labour supplier. Its term supplies both.

Option	What it does
Debit and Credit	The two sides of the labour book's own journal entry — typically project cost against wages payable or against the labour supplier
Contractor Contract Fine Book	The document book of the subcontractor fine the labour book generates
Contractor Contract Fine Term	And that generated fine's own document term

A generation chain that is easy to miss

The book and term for the fine a labour book raises are set here, on the labour book's term — not on the fine's term. If deductions recorded on a labour book never appear as fines, this pair being empty is the first thing to check.

Equipment Statement Document

The equipment statement books a journal entry and nothing else. Its term is correspondingly small: a debit and a credit, and that is the whole of what a reader needs to set.

Employee And Equipment Project Cost Distribution

This is the document that turns an allocation of a person or a machine into project cost, sliced across the terms they worked on. Its term decides whether the slicing is manual.

Option	What it does
Automatically Distribute Cost On Project Terms	The collected cost is spread across the project's terms without the user entering a line per term
Cost Distribution By	The proportional basis used for that automatic spread

Leave the first option off and the cost lines are typed by hand, which is what a project controller wants when the machine genuinely worked on two terms in a ratio no formula would guess.

Contracting Employee And Equipment Issue Invoice

This document's term is the supply chain invoice term — read it under supply chain. Set the main accounting sides, the tax sides and the discount sides there, exactly as for a purchase invoice.

One fact belongs here rather than there, because readers assume the opposite: this invoice books a payable and contributes no project actual cost. Project cost from an allocation comes from the cost-distribution document above, not from the invoice. So a project whose crane hire shows on the invoice but not in the cost reports is behaving correctly — the missing step is the distribution document.

Purchasing and spending

Contracting Purchase Order

The contracting purchase order — the document the English menu lists as Contractor Purchase Order, although its contract field accepts only a project contract — uses the supply chain purchase term plus a handful of contracting additions. All the accounting sides, the tax behaviour and the invoice groups are the supply chain ones; read them there, and note that with the main accounting sides empty the order books nothing.

Contracting addition	What it does	Default
Do Not Apply Contracting Cost And Quantity Effects	Suppresses the contracting cost and quantity effect entirely, so the order does not reserve cost against a term	Off — meaning the effects are applied
Do Not Exceed Quantity	Blocks ordering beyond the reference quantity	Off
Do Not Exceed Analysis Card Quantity	Blocks ordering beyond the quantity on the term's analysis card	Off
Effect In Contracting Term Cost Entries Before Approval	Writes the contracting term-cost entries as soon as the order is saved, before the approval cycle finishes — so committed spend shows against the term while the order is still being approved	Off

The two analysis-card ceilings described on the material terms page are also on this term, with the same scope: they bite when the line targets an analysis-card line.

Contracting Purchase Request

The purchase request's term is the same supply chain shape, and it carries the positive twin of the option above:

Option	What it does	Default
Apply Contracting Cost And Quantity Effects	Enables the contracting cost and quantity effect	Off — meaning the effects are not applied
Add Term Analysis Card Lines	Pulls the analysis card's lines in when a line names a card	Off
Do Not Copy Contract Terms When Selected	Selecting a contract does not copy its terms onto the lines	Off

The request and the order behave oppositely out of the box

On the order the switch is phrased Do Not Apply, so leaving it alone means contracting cost and quantity effects are applied. On the request the switch is phrased Apply, so leaving it alone means they are not. Two adjacent documents, factory defaults, opposite behaviour. Decide explicitly for both terms and tick accordingly, rather than assuming one matches the other.

Executive Budget Item Request

This is the request for material spend against an executive budget, and its term carries the module's only budget-derived spending ceilings.

Option	What it does
Allow To Exceed Approved Quantity	Lets the request go beyond the quantity the customer approved
Allow To Exceed Approved Price	Lets it go beyond the agreed price

Both are permissions, so the control is what happens when they are off — the request is refused. There is a condition on that control, and it is the important part: the two checks are performed only on lines that carry a customer submittal. A line with the submittal left blank is not compared against anything. If the budget ceiling is the reason you are using this document, make the submittal a habit on every line; the full picture is on Budget Item Requests.

Miscellaneous Contracting Request, Order and Invoice

The three miscellaneous-contracting documents cover non-stock spend — a service, a hired fence, a site utility. They share one set of term options presented through more than one screen arrangement, so the same option may sit in a different place depending on which of the three you are configuring. The options themselves are the same.

Option	What it does
Debit and Credit	The two sides of the document's entry
The tax options — Taxable, Tax Plan, Modifiable Tax, and the tax sides	Whether the document is taxed, under which plan, and where the tax lands
Sales Not Purchase	Treats the document as a sale rather than a purchase, which flips the direction of the whole entry
Return Invoice (invoice only)	Marks the term as producing credit notes
Project Term Code is Optional in Cost Documents	Makes the project term code optional on the lines
Executive Budget Term Code is Mandatory in Cost Documents	Forces the executive-budget term code
Estimated Budget Term Code is Mandatory in Cost Documents	Forces the estimated-budget term code
Pay Installments In Order	Instalments must be settled oldest first
Link With Invoice Lines In Accounting Document	Receipt and payment vouchers carry the document's lines in their invoice grid
The invoice-discount and line-discount sides	Where discounts on the document land

Everything else on these screens is the standard supply chain invoice set — pricing, taxes and discounts and accounting effects.

The fact to hold on to: of the three, only the invoice contributes project cost. The request and the order carry the term codes and the analysis, but neither of them puts cost against a project term, and there is no option that makes them. Plan the flow so that the invoice always arrives — see Miscellaneous Contracting Spend.

Estimating documents

Term Analysis Card

The analysis card posts nothing, so its term is not about accounts at all. It is about how the card's lines are built and how the components roll into a unit cost.

Option	What it does
Spread Item Revision Lines	The explode action produces one line per item revision
Spread Item Colors And Sizes Lines	And one line per colour and size combination
Call Post Action Of Field After Spreading Revisions Or Sizes	Names a post-actor to be fired on the resulting lines after the explode has run. Leave it blank and no follow-up runs. It is only meaningful together with one of the two options above, which gate the spreading itself. On the Arabic screen this one field's caption appears in English
Do Not Copy From Doc Details	Building the card from a source document does not copy that document's detail lines
The unit-cost effects grid	One row per cost component, saying how that component rolls into the unit cost: the field it reads, the value type, the percentage basis and a multiplier

The grid is the reason the analysis card can express "labour is 40% of material" or "overheads are 8% of everything above" rather than only absolute amounts.

Contracting Assay

The assay — the priced bill of quantities — does post, but it uses a deliberately narrow set of effects. Its term screen is a single page, and what the assay actually books is:

Group	What it posts
Debit and Credit	The main value of the assay's lines
Tax 1	The first tax
Tax 2	The second tax
The discount effects	One discount posting only. The assay draws on the first discount debit and the second discount credit, so those are the two sides to fill — set both or the discount line arrives one-sided

Tax 3, tax 4, the cost pair, the actual-cost pair, the cost-variance pair and the variance groups are not part of what an assay books, so leave them out of your set-up plan for this document. The cumulative-pricing options are extract concepts and have no effect on an assay either.

Worked example — the tail end of Tower A's configuration

Tower A needed five of the terms on this page, and none took long:

Term	Document	What was set
CCE-STD	Contracting Cost Execution	Manually Collect Cost Documents on, because the QS chooses which cost documents belong in each monthly roll-up
DLB-STD	Daily Labour Book	Debit project labour cost, credit wages payable; fine book CCF and fine term CCF-STD so that deductions from the labour supplier become subcontractor fines automatically
CEC-STD	Employee And Equipment Project Cost Distribution	Automatically Distribute Cost On Project Terms on, distributed proportionally — the tower's crane serves every term and no one wants to slice 20 days by hand
CPO-STD	Contracting Purchase Order	Supply chain accounting sides for the purchase, Do Not Apply Contracting Cost And Quantity Effects left off so cost is reserved against the term, and Do Not Exceed Analysis Card Quantity on
MCI-STD	Misc Contracting Invoice	Debit site expenses, credit supplier payable, taxable under the standard plan, executive-budget term code compulsory

The one deliberate asymmetry: the purchase request term CPR-STD was left with Apply Contracting Cost And Quantity Effects off, because on Tower A cost is reserved at the order, not at the request. That is a decision, not a default inherited from the order's term — and being explicit about it is the point of this page.