Setting up projects is done within the Procurement module: Procurement > Projects

Within this workbench you are then able to create projects, this is needed before creating any contract or development.

To add a project, click Add.

Once you click on the add button you are presented with a new screen.

This screen consists of a number of tabs. Any coloured field denotes it being mandatory.

Within a project only two fields are mandatory, Name and Location.

Everything else can be filled out at a later stage but for the purpose of the project being informative we recommend that the Contract Details tab is filled out correctly as this contains information on the commencement dates and expected completion dates.

Set the Type drop-down to the appropriate option and then complete the Main Tab details.

Once you are happy with the information the page should look similar to the example below.

Click Save. Once this is saved you are then able to add this project as a contract.

Contracts are based on created projects, the idea behind this is that a project can be in negotiations before ever becoming a firm contract.

Contracts are created and maintained within the Contract Status module, when navigating to the module there is a function in the menu labelled ‘Contracts’, clicking on this will show you all contracts currently in the system.

The project that you have just created does not automatically appear, it must be created manually. If the project does not exist a contract or development cannot be created.

To add a contract, click Add.

Once you click on the add icon you are then taken to another screen where you can input data that is pertinent to this contract.

Any drop down menus that have the word <select> as the main default pertains to be mandatory.

The Address and Description Tab will automatically default to information inputted at Project level.

By Default, Configuration, Cost & WBS Codes, G/L Codes and CVR are filled out to the lowest level of detail.

The Analysis tab becomes the only mandatory field left to input. The information on this page is specific to the status of the contract.

If you would like to associate this contract to a CVR, the CVR model drop down must be used, this can be associated at a later date.

Once you are happy with the information click Save.

Once you have created a project and contract it is time to create the development.

The development consists of information specific to the development, this usually includes lots and templates associated to the individual lots.

Before creating lots against the development, a house must be available so that the association between the lot and type of house that will be build is established.

Template maintenance and Development Creation can all be done from within the BOQ module.

Standard Templates allows you to set up details of the standard templates - that is, templates that you will build on more than one development.

Standard Templates allow you to record information about the templates you build, and the specifications that belong to each template. The specifications in turn determine which cost heads are used on lots of that template.

For developments that have their own templates, you can set up VAP > Development Maintenance > Development Templates.

If you are using non-sellable lots (for example, to allocate costs to roads, sewers, or the structural parts of a block of flats), you also need to set up at least one template for non-sellable lots.

Navigate to BOQ > Setup > Site Setup > Standard Templates

Clickingwill allow you to add a new template. Once you have added the new template you are then able to associate this to lots that you create against the new development.

When adding a new template, you are presented with only one mandatory Field, which is the name of the template.

If a template exists that is similar to the new template, you are able to select this from the template code, change the code to a new unique code and subsequently change the name too.

Once you have filled out the details of the new template you are then able to click

Once this is saved you are presented with the details that you have just entered without being able to edit them.

You are however presented with a few more tabs where you must add information based on the specification and cost heads;

It is worth noting that once you have added the specification, the cost heads are automatically added in, based on specs that have previously been set up.

Navigate to the Specifications tab, you will notice that the main input area is blank, you are now able to add specifications to this template.

Click, this allows you to select pre-created specifications

Using the Lookup icon next to the code you are able to then select a specification, the following will then be displayed;

You can select any of the specs by using theicon located to the left of the page, this will select the item and populate the previous page with this code, the ‘type’ and associated cost heads will also be populated.

Click

As Coins ERP+ encourages you to add more, the page will be refreshed but is now blank.

Clicking on the undo icon will now take you to a page containing the list of lot specifications listed against this.

At this point you should navigate to the standard templates in the menu to the left of the screen and select the template again, you will see the original template screen with a specification added.

Navigating to the Cost Heads screen will show you a blank table, as the cost heads have not been associated.

Using the options menu located in the top right hand corner you are able to associate all cost heads based on the selection in the ‘associated cost head’ field

Clicking on the ‘recreate unit cost heads’ allows the system to grab all cost heads based on the associated cost head field and list them against the template.

The cost head tab will now look like this, fully populated with the cost heads, at this stage cost and duration is irrelevant as the bill will control this.