UNIVERSAL CONSTRUCTION SOFTWARE, INC



POWER TOOLS Documentation – Subcontracts & Liens Template & Bookmarking GuidePower ToolsJCPM (Job Cost and Project Management) softwareGeneral InformationWhen a subcontract is created or viewed from PM, a new instance of Word is started and data from Accounting is populated onto the form. Once the User has modified/edited the final document, PM automatically saves it to a directory that is determined by the Project Number, Company Number and file the document under a Subcontracts folder. Do not save the document before exiting since JCPM needs to do it in order to save it to the correct directory. PM Word Contracts, Sub Agreements, & AttachmentsJCPM uses Word Templates for generation of the Subcontractor Agreement. The templates for the contract(s) reside at “\UCS\Templates\contracts\<contract name>.doc. The templates for attachments and cover letter are optional, (but must be named CoverLetter.Doc) should be located in the directory “\UCS\Templates\contracts\<contract name>\”. The Word documents should contain the actual form to attach. If the attachment should start on a new page, the template must contain a blank page as the first page (select insert/page break at start of document). All attachments to the subcontract must have a similar format such as Margins, Orientation, Headers and Footers. When the subcontract and attachments are merged, the headers and footers will need to have the same margin setup in order for the page number to display in the same location on each page. Figure 1 is the subcontract maintenance form. Each contract and the associated attachments will be added upon entry. Change the Form Name to a more descriptive name for easier selection when multiple subcontracts are utilized.Subcontract Maintenance form is located in System Settings, Subcontract Attachments. Also available in the Subcontracts tile. When a new contract or attachment is been added to the appropriate folder, Select this option to name the new documents. Figure 1 – Maintenance Subcontract Forms ScreenFigure 1 displays the different contracts that are available in the top section. The bottom section displays all available attachments for the contract selected. The “Att#” field is a letter designation assigned for each attachment. This is used by JCPM to select the order of the attachments in the final Subagreement package (A first, B second, etc.). Checking the “Default Yes?” field will automatically select that attachment within JCPM when generating the Subagreement. The Att Name column gives the option to name the attachment and create a bookmark (text form field) in the subcontract that will list the attachments selected. Instructions for Customizing Microsoft Word 2007 Templates/2010/2013 TemplatesTo turn on the developer in 2010/2013, select File, Options, and Customize Ribbon. Check the Developer button.481965000253936516954500Files and Location: Select a document to customize in the folders located in \UCS\Templates\Contracts . The subcontract attachments are in a folder with the same as the subcontract. Read Only: The documents may be set to Read-Only so that multiple users may create a document at the same time. In order to edit the documents, uncheck the Read-Only option in the Properties screen. Once editing changes are complete, be sure to check the Read-Only option. (In Windows Explorer, find the document, right click on it and select Properties. Then uncheck Read-Only box)Stop Protection: Next, unprotect the document. This is in the Developer Tab - Restrict Editing - then Stop Protection button located at the bottom right corner of the screen. If you do not see the Developer tab, go to File – Word Options, Customize Ribbon and check the Developer tab check box. Form Fields: Each gray box on the screen is a bookmark. The system knows what information to fill into these areas. To see what information is filling into each bookmark, double click the gray box. A text form field box will appear and will have the name of the bookmark. (Example: convendorname is the company receiving the document)Add Bookmark in Formfield: In order to create a new bookmark/text form field, stay in the Developer tab and click on the Legacy Tools button (it has a folder with a wrench and a hammer crossing). Once this opens, a new set of buttons will appear. Click on the text form field button to add a new bookmark. Shading: To turn off the bookmarks from looking like a gray box, click the “Form field Shading” box (“a” with gray shading around it). This will hide the color of the bookmarks so when the document is Emailed, the gray areas won’t appear. Protect and Save: When done editing the document, set the Protect Document. The protection window to the right of the screen has an option called “Editing Restrictions”. Select “Filling in Forms” from the list and click the “Yes, Start Enforcing Protection” button. Hit Enter through the password – no password is needed. Be sure to the document in the correct folder. Before a subcontract can be edited, the document must be unprotected. To unprotect the document, select Review, then Stop Protection.3524253429000The document is now available for editing.In order to create and edit bookmarks, the Developer menu must be turned on. If Developer does not display as an option at the top of the Word doc, turn on Developer by doing the following:Select File, Options, and Customize Ribbon. Check the Developer button.4857753810002352675186690004953000170815Adding Formfields with BookmarksBookmarks are used to identify and copy a selection of text directly from the subcontract to the written agreement.To add a bookmark, select the location for the bookmark in the subcontract agreement.Select the Developer tab at the top of the Word docSelect the LegacyTools iconSelect Text Form Field icon 0-254000The field selected will display a grey bookmark box. Click to open the bookmark.66675825500The Bookmark field will default to Text. This is the field where the bookmark description will be entered.295275019234154067175174180500Once the Bookmark name is added (in this case convendorname – for Vendor Name), select OK to close the box.The Bookmark field can be formatted just as any other portion of the Word doc. Bold, Underlined, Italicized, etc.Format by selecting the bookmark (now displaying as the grey box) and select the formatting desired. In the example below, the bookmark is Bold and Underlined.031750073342513906500Inserting Cross ReferenceA Bookmark can only be used one time per document. If the bookmark is needed multiple times, a Cross Reference is used.To insert a Cross Reference, select the location of the cross reference in the document (1)Select the Insert menu from the top of the Word Doc (2)Select Cross Reference (3)Select Bookmark from the Reference Form (4)The list of Bookmarks used will display. Select the bookmark needed. In this example convendorname.Close the Cross Reference Screen. The Cross Reference will have the same properties as the bookmark (in this example underlined and bold print). However, the cross reference formatting may be edited.6059008572500The example below displays both the original Bookmark for vendor name (1) and the Cross Reference to the vendor name Bookmark (2)30289516319500Because a form field limits the formatting to the whole bookmark, bookmarks can be added outside a form field to allow for selective formatting.There are currently two bookmarks that can be added outside the form field. Scope of WorkExclusionsTo add a bookmark outside a form field, unprotect the document. Select InsertSelect BookmarkType the bookmark name and select AddThe bookmark is now in the document and will allow for selective editing. The bookmark will not be highlighted as the formfields are, but is in the document.-12706604000-19056540500When all changes are completed, Save the document, then Protect the document by selecting the Yes, Start Enforcing Protection option. Select OK – leaving the password blank.Final ResultThe printed subcontract example below displays both the original Bookmark for vendor name (1) and the Cross Reference to the vendor name Bookmark (2)30289516319500Subcontract Template Formfields/BookmarksSubcontract Template Formfields/BookmarksBookmark NameDescriptionActualStartDateActual Start Date from View JobsAmountDollar1Distribution line item amount 1AmountDollar2Distribution line item amount 2AmountDollar3Distribution line item amount 3AmountDollar4Distribution line item amount 4AmountDollar5Distribution line item amount 5AmountDollar6Distribution line item amount 6Attach1Attachment name for the first attachmentAttach10next name of attachmentAttach2next name of attachmentAttach3next name of attachmentAttach4next name of attachmentAttach5next name of attachmentAttach6next name of attachmentAttach7next name of attachmentAttach8next name of attachmentAttach9next name of attachmentconamountdollarContract in Dollars & CentsconamounttextContract Amount written outConArchAddress1Architect Address 1ConArchAddress2Architect Address 2ConArchCityStateZipArchitect City, ST & ZiptxtArchitectEmailArchitect EmailtxtArchitectFaxArchitect FaxtxtarchitectnameArchitect NametxtArchitectPhoneArchitect PhoneConBondBond field on Add screenConbondrateBond rateConBusinessTypeBusiness TypeconContFullAddressYour full address (address,city,state,zip)ConContractNumberID NumberConCurrentDateDate subcontract was generatedCondamagesRate of damagescondayContract DayCondrawdateDrawing dateCondumpsterrateDumpster rateConEngineerAddress1Engineer Address line 1ConEngineerAddress2Engineer Address line 2ConEngineerCityEngineer CityConEngineerEmailEngineer email addressConEngineerFaxEngineer fax numberConEngineerNameEngineer nameConEngineerPhoneEngineer phone numberConConEngineerStateEngineer StateConEngineerZipCodeEngineer Zip CodeEstcompleteEstimated Completion DateconFromaddress1your address line 1conFromaddress2Your address line 2ConFromCityYour CityconFromCompanyContract From (you)conFromCompany2Another in case you need it twice on ContractconFromCompany3Another in case you need it again on ContractConfromcompany4Another in case you need it again on ContractConfromcompany5Another in case you need it again on ContractConFromFaxYour FaxConFromPhoneYour PhoneConFromStateYour StateConFromZipYour ZipConJobLocationJob Location on AIA screenConmanrateMan hours rateConMonthContract MonthConOrderNumberOrder number on Add screenConOwnaddress1Owner Address line 1ConOwnaddress2?wner Address line 2ConOwnCityStateZipOwner City, St & ZipConOwnerContactOwner ContactConownerEmailOwner Email addressConOwnerFaxOwner Fax numberconOwnerFullAddressOwner full AddressConOwnerLienOwner Name on AIA tab screenconOwnerNameOwnerConOwnername2Extra Owner name ConOwnername3Extra Owner nameConOwnerPhoneOwner phone number ConownforceOwn forcesConpmProject Manager on jobConpm1Extra Project Manager on jobConpm2Extra Project Manager on jobConpm3Extra Project Manager on jobConProjCityStateZipProject City, State ZipconProjectAddress1Address line 1 of ProjectconProjectAddress2Address line 2 of ProjectProjectCityProject City from Project Address on Project Data screenProjectStateProject State from Misc/AIA line info in Project DataConprojectcountyProject County from Misc Lien Info in Project DataconProjectFaxProject FaxConProjectNameProject NameConProjectName1Extra Project NameConprojectname2Extra Project NameConprojectname3Extra Project NameConprojectname4Extra Project NameConprojectname5Extra Project NameConprojectname6Extra Project NameConProjectNumberProject NumberConprojectnumber1Project NumberConprojectnumber2Project NumberConprojectnumber3Project NumberConProjectPhoneproject PhoneConprojfulladdressFull Project AddressConProjManAddress1 Project Managers address line 1ConProjManAddress2Project Managers address line 2ConProjManagerProject Managers nameConProjManagerTitleProject Manager’s TitleConProjManCityProject Managers CityConProjManContactProject Managers contactConProjManEmailProject manager EmailConProjManFaxProject Manager fax numberConProjManPhoneProject Managers phoneConProjManStateProject Managers StateConProjManZipCodeProject Managers Zip codeConPropertyDescProperty Description on AIA screenConAdminRequireofProjectSpecial Requirements on Job Misc/AIA pageConRetainRetainageConRetainPercentRetainage in percentageConReturnDaterequested return dateConSignedByWho Created it – User log inConsubforceSub forcesConsuperSuperintendent on jobConsuperphoneSuperintendent phoneConTitleTheir TitleContruckrateTruck rateconVendorAddress1Vendor Address 1conVendorAddress2 Vendor Address 2conVendorCityVendor CityConvendorcontactVendor contactConVendorFaxVendor FaxConvendoremailVendor Email addressConvendorfulladdressVendors entire addressconVendorNameVendor NameconVendorName1Extra vendor nameconvendorname2Extra vendor nameConvendorname3Extra vendor nameConvendorname4Extra vendor nameConvendorname5Extra vendor nameConVendorPhoneVendor PhoneconVendorStateVendor StateconVendorZipVendor Zip CodeConYearContract YearCostCode1,CostCode2, etc.CostCodes assigneddatcontractdateOwner contract date (date located in Project Info)datsubmittalsreqdDate submittals requiredCostcode1Cost code line 1Costcode2Cost code line 2Costcode3Cost code line 3Costcode4Cost code line 4Costcode5Cost code line 5Costcode6Cost code line 6Description1CSI code description for distribution line item 1Description2CSI code description for distribution line item 2Description3CSI code description for distribution line item 3Description4CSI code description for distribution line item 4Description5CSI code description for distribution line item 5Description6CSI code description for distribution line item 6LineDescription1Code Description Line 1LineDescription2Code Description Line 2LineDescription3Code Description Line 3LineDescription4Code Description Line 4LineDescription5Code Description Line 5LineDescription6Code Description Line 6QtyxQuantity in distribution line itemUOMxUnit of Measure in distribution lineUnitPricexUnit Price in distribution lineintNumberSubmitReqdNumber of Submittals requiredtxtAddendaAddenda (Listed)txtAdminRequireOfProjectAdministrative requirementstxtalternatesAlternates (listed)txtclarificationsAny clarifications- Scope of Work field when entering a SubcontracttxtexclusionsAny ExclusionstxtfromConEmailContractors Email AddressTxtpojobrefJob # - Order #txtSpecSectionSpecs SectiontxttitlecontractContract title descriptiontxtworktasknameWork or Task NameConownerprojectnameProject Info – AIA tab – Owner Project nameSignature1Signature .pdfHEADER/FOOTER ConvendornamehdrVendor Name in HeaderConprojectnamehdrProject Name in HeaderConordernumberhdrOrder Number in HeaderConvendornameftrVendor Name in FooterConprojectnameftrProject Name in FooterConordernumberftrOrder Number in FooterBOOKMARKSOUTSIDE FORM FIELD – USE INSERT, BOOKMARKExclusionsExclusion field in subcontract-allows for complete editing in docScopeofworkScope of Work field in subcontract-allows complete editing in docSubcontract Cover Letter Formfields/BookmarksBookmark NameDescriptionCoveraddress1vendor Address Line 1Coveraddress2vendor Address Line 2CoverCityVendor CityCoverContactVendor ContactCoverContractNumberContract Number, internal numbering.CoverDateSentGenerated dateCoverDrawDateField Draw Request Date in Project Information, Misc/AIA Lien Info TabCoverDrawDate1Field Draw Request Date in Project Information, Misc/AIA Lien Info TabCoverFromAddress1Your Address line 1CoverFromAddress2Your Address line 2CoverFromCityYour CityCoverFromCompanyYour Company NameCoverFromCompany1Another in case use it more then onceCoverFromCompany2Another in case use it more then onceCoverFromCompany3Another in case use it more then onceCoverfromfaxYour FaxCoverFromPhoneYour PhoneCoverFromStateYour StateCoverFromZipCodeYour ZipcoverPMProject Mangers nameCoverProjectNameProject NameCoverProjectNumberProject NumberCoverProjectPhoneProject Phone from Project Information, Project Addresses tabCoverReturnDateExpected document Return DateCoverSignedByWho is Logged in and creating thisCoverStateVendor StateCoverSuperNameSuperintendents assigned to the project, Project Addresses tabCoverTitleTheir TitleCoverVendorNameVendor NameCoverZipcodevendor ZipLien Release Template Formfields / BookmarksBookmark NameDescriptionAmountDollar amount AmountinEnglishAmount on lien release spelled out. CommentsComments fieldCompanyAddress Company Address line 1 and 2CompanyCityStateZipCompany’s City, State and Zip codeCompanyContactCompany Contact that’s in the Company Address book (different from signers name)CompanyContact1Company Contact that’s in the Company Address book (extra) (different from signers name)CompanyNameCompany’s name that’s signing the lien releaseCompanyName2Company’s name that’s signing the lien release (extra)FromCoContractor (Tier 1)FromCo1Parent company name (extra)FromCoAddress Parent company Address line 1 and 2 FromCoAddress1Parent company Address line 1FromCoAddress2Parent company Address lien 2FromCoCityStateZipParent company City, State and Zip CodeFurnishedTo Parent company name Identification shownNotary Identification numberNotaryCountyCounty the document was notarizedNotaryExpireDateNotary’s expiration dateNotaryNameNotary’s nameNotaryStateState of NotaryOrderDateContract date in Account SoftwareOwnerAddress Owner Address line 1 and 2OwnerAddress1Owner Address line 1OwnerAddress2Owner Address line 2OwnerCityStateZipOwner City, State and Zip CodeOwnerNameOwner nameOwnerProjectNumberOwner Project number in Project dataPartialorFinalPartial or Final lien releaseProjectAddress Project Address line 1 and 2ProjectAddress 1Project Address line 1ProjectAddress2Project Address line 2ProjectCityStateZipProject City, State and Zip codeProjectCountyProject countyProjectLegalDescripLegal description in Project dataProjectNameProject nameProjectNumber Project number ProjectStateFullNameProject state name PTFileOCR filing (uncheck Fill in Enabled in Text form field box)PTJobNumber Field PT Job# in Project data under Other/Miscellaneous (50000)RetainageToDateRetainage to dateSignerNameSigner name. From company contactSignerTitleSigner’s title. From company contact titleThroughDateThrough date of lien releaseTotalContractAmountTotal contract amountWorkDescription CSI Code DescriptionPay Application BookmarksBookmark NameDescriptionOWNER txtOwnerNameOwner NametxtOwnerAddress1Owner Address Line 1txtOwnerAddress2Owner Address Line 2txtOwnerCityStateZipOwner City & “,” & Owner State & “,” and Owner Zip CodePROJECT txtProjectNameProject NametxtProjectAddress1Project Address Line 1txtProjectAddress2Project Address Line 2txtProjectCityStateZipProject City, State, ZiptxtFullProjectAddressProject Address Line 1 & “,” Address Line 2 & “,” Project City & “,”, State & “,” ZipOWNER CONTRACT INFO txtOwnerContractOwner Contract # - from job filetxtOwnerPOOwner PO Number from job filetxtOwnerJobOwner Job # from job fileCONTRACTOR txtFromContractorNameName of Contractor – from job filetxtContractorNametxtFromContractorAddress1Contractor’s Address Line 1 – from job filetxtFromContractorAddress2 2Contractor’s Address Line 2 – from job filetxtContractCityStateZipContractor’s City, State, Zip - from job fileARCHITECT txtArchitectNameName of ArchitecttxtArchitectAddress1Architect’s Address Line 1txtArchitectAddress2Architect’s Address Line 2txtArchitectCityStateZipArchitect’s City, State, ZipAPP NUMBER txtPayRequestNumberPay Request Number – assigned during creationdatPayRequestPeriod To DatetxtProjectNumberProject Number - in job fileTxtjobsymbolJob NumbertxtContractForContract For datContractDateContract DateNOTES memMemoLegal description in Project dataCHECKBOXES ynOwnerCheck for OwnerynArchitectCheck for ArchitectynContractorCheck for ContractorynOther1 ynOther2 OTHER DISTRIBUTIONS Other1Description Other2Description dblOrigContractAmountOriginal Contract AmountCOamountChange Order AmountdblTotalApplicationTotal Application AmountCompletedworkCompleted Work / Percentage of Completed WorkfiveA5aFiveb5bdblPreviousApplicationTotal Previous Application AmountdblThisApplicationThis Application AmountDblstoredmaterialsStored Materials TotalPercOfCompletedWorkPercent of Completed WorkPercOfStoredMaterialsPercentage of Stored MaterialsRETAINAGE dblRetainageAmountTotal Retainage AmountTotalEarnedLessRetTotal Application minus Retainage AmountLessPrevCertPrevious ApplicationCurrentPaymentDueCurrent Payment DueBalanceToFinish(Original Contract Amount + CO Amount) – Total Earned Less RetainagetxtLocationtxtOrderNumberCO SUMMARYCOPrevAddCOPrevDedCOThisMoAddCOTotalAddCOTotalDedCONettxtStatetxtCounty ScribedDayFormat (PrintDate, “d”)ScribedMonthYearFormat (PrintDate, “mmmm”) & “,” & Format (PrintDate, “yyyy”)txtjobsymbolProject NumberdatPeriodPeriod TotxtJobNametxtSubContractortxtPayRequestNumbertxtcodetxtDescriptiondblScheduledValuedblPreviousApplicationsdblThisApplication dblStored Materials dblTotalApplication dblPctComplete dblBalanceToFinishdblRetainageAmountdblOrigContractAmountJCPM Letter BookmarksBookmark NameDescriptionFromCompanyContractor field in Project InfoFromCompany1Extra Contractor from Project InfoFromAddress1Contractor Address 1FromAddress2Contractor Address 2FromCityContractor CityFromStateContractor StateFromZipCodeContractor ZipFromPhoneContractor PhoneFromFaxContractor FaxProjectNumberJob NumberProjectNameJob NameProjectAddress1Project Address from Project InfoProjectAddress2Project Address Line 2 from Project InfoProjectCityProject City from Project InfoProjectStateProject State from Project InfoProjectZipCodeProject Zip Code from Project InfotxtPMProject Manager in Project InfotxtSuperSuperintendent in Project InfoAddress1Vendor AddressAddress2Vendor Address 2CityVendor CityStateVendor StateZipCodeVendor ZipContactVendor ContactPhoneVendor PhoneFaxVendor FaxSubjectLetter SubjectRequestedByLogin user nameTitleLogin user titleRequestDateRequest date on formDateSentComputer Date Generated when sentVendorNameVendor Name Chosen in LetterCopy1VendorNameCC1: Company on letterCopy2VendorNameCC2: Company on letterCopy3VendorNameCC3: Company on letterCopy4VendorNameCC4: Company on letterCopy5VendorNameCC5: Company on letterVendorNumberVendor NumberCopy1ContactCC1: Company Contact on letterCopy2ContactCC2: Company Contact on letterCopy3ContactCC3: Company Contact on letterCopy4ContactCC4: Company Contact on letterCopy5ContactCC5: Company Contact on letterCopy1Fax – Copy5FaxFax # for CC: companies 1-5 ................
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