Adding or Modifying Contract Structures

Overview

Contract structures determine which segments appear in contract numbers, and the order in which they appear. When you add contracts to your Project and Job Costing system, the contract structure ensures that you enter contract numbers in a correct format.

You must define a contract structure for each combination of segments you want to use in contract numbers.

You can define as many structures as you need, but you must define at least one.

You cannot delete a contract structure if it is specified as the default structure in the PJC Options screen, or if it is used in an existing contract.

For more information about contract structures and how you can use them in Project and Job Costing, see Planning a Contract Numbering Scheme.

Before you start

  • Make sure you have defined the segments you want to use in new contract structures.

To add, edit, or delete a contract structure:

  1. Open Project and Job Costing > PJC Setup > Contract Structures.
  2. If you are adding a new contract structure:
    1. In the Structure Code field, type a unique code using up to 6 alphanumeric characters.
    2. Type a meaningful description for the contract structure in the Description field.
    3. If you want to use a prefix at the beginning of contract numbers using this structure, select one from the drop-down list. The program displays only the separators you allow to be used on the PJC Options screen.
    4. Double-click the Segment Description field, then select the first segment of the contract structure.
    5. If you want to use a symbol to separate this segment from the next one in the contract structure, click the Segment Separator field on the same line, then select a symbol from the list. (If you select a separator character for the last segment in a contract structure, the character appears at the end of contract numbers using that contract structure.)

      The displayed list of separators includes only those symbols you selected for use as segment separators on the PJC Options screen.

    6. Press the Insert key to add another segment to the structure.
    7. After ensuring that the segments are correct and in the order you want, click Add.

    If you are modifying an existing contract structure:

    1. Use the Finder or the navigation buttons beside the Structure Code field to display the contract structure record.
    2. Use the remaining fields to make your changes, just as you would if you were adding a new contract structure.
    3. After ensuring that the segments are correct and in the order you want, click Save.

    If you are deleting a contract structure

    1. Use the Finder or the navigation buttons beside the Structure Code field to display the contract structure record.
    2. Click Delete.
  3. To work with another record, use the buttons beside the Structure Code field to start a new record (Image of New button.) or select an existing one (Image of Finder button.) .
  4. When you are finished, click Close to close the screen.

After adding or modifying contract structures