Establishing and maintaining contractual commitment on the system.
The Muli system requires an Order or Subcontract to be raised before any account payments may be processed.
These have the following preceding letter to signify their purpose.
C Credit or incoming order, generated from Accounts
Receivable.
E Equipment Order generated from Asset/Equipment System.
P Purchase Order.
S Subcontract.
L Labour Order, generated from Payroll.
M Materials Order from Inventory System.
All orders placed on the system should be "Bulk Orders", that is, an order for the total cost of the Scope of Works and/or supply of materials for the duration of the project, that the order covers. Hence the theme "Commitment Accounting". From this basis, the summation of all bulk orders let, plus any available budget, together with continuous revisions of the final forecast cost of each order, allows us to predict the end cost of the project.
This is compared with the revised contract to show up expected contribution, at each cost report.
________________________________________________________________________________
DD/MMM/YY HH:MM AMENU ORDERS, SUBCONTRACTS & AMENDS VN/SERIAL USER mulixx
Your Company Name
ORDERS
1. Purchase Order Creation
2. Purchase Order Print
SUBCONTRACTS
3. Subcontract Creation
4. Subcontract Maint/Print
5. Subcontract Final Certificate
6. Subcontract Signed Confirm
7. Subcontract Unsigned Report
8. Subcontract Mtce. Reqd. Report
AMENDMENTS
9. Amendment Creation
10. Amendment Print
ENQUIRIES
11. </>Supplier Status Report
12. Orders Listing Report
13. Order Enquiry Report
14. Orders by Supplier Report
15. Orders Answers Report
16. Orders Answers Deletion
Please Enter Selection Number __
________________________________________________________________________________
Purchase Orders are used for simple supply items not requiring any special conditions of contract or on site labour.
The purchase order provides a financial commitment on to the Muli system without any special terms and conditions usually for supply of goods.
We recommend that purchasing uses the bulk order concept, the order value being for the total requirements which is then compared against Budget, providing the basic data for cost reporting.
(i.e. 150,000 common bricks are required [including wastage] @ $145.00/1000 .. 150,000 @ $145 = $21,750.00 compared budget of $23,000 .. saving $1,250.00)
A bulk order quantity summary form has been developed (4-3 and 4-4) to summarise the quantities and values used for the original order and checking performance at cost report time.
Under the Muli System, these are retained. However, when the order becomes an "Authority to Deliver" then there is provision to insert the system generated original Bulk Order Number, Project and Allocation.
With bulk supply items such as concrete, plant hire, timber, hardware, the company may find it beneficial to negotiate period or bulk orders covering a defined region or period to obtain better rates/conditions. The purchase order would define values and specifically refer to the Master Agreement for terms and conditions.
NOTE: Standard Terms and Conditions of Order may be either attached or applied by photocopier to the back of the order, or with special stationery, orders may be printed using a dedicated printer.
For security reasons, the order or subcontract may be marked as only valid when imprinted with the Company Seal (which is kept under separate security).
To commit to the system and physically write a new purchase order.
____________________________________________________________________________
DD/MMM/YY HH:MM AMENU Purchase Order Creation VN/SERIAL USER mulixx
Purchase Order #
1. Supplier # BRICK BRICK SUPPLIES
2. Project # 840001 RECREATION FACILITY QUALTOWN
3. Allocation # 4200 BRICKLAYER
DISPLAY BUDGET DETAILS? Y/N (N) __
____________________________________________________________________________
Entering a pre-determined 6 digit supplier's name will have the system responding with the supplier's full name. (If the supplier is not on file then his details have to be entered through 3.01 before you may proceed).
After entering the project number, the system will display the project name, if valid, or if not, it will request a new project number.
The default allocation is the first workcode shown in the suppliers' file. Any valid workcode for that project may be entered. A valid workcode is one against which a budget item has been entered, although that budget may be nil.
If the details are requested then a presentation similar to the allocation management report 7.05 is displayed on the screen for the operator to review previous processing prior to proceeding with the commitment.
__________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Writing VN/SERIAL USER mulixx
1. Supplier BRICK SUPPLIES
2. Project RECREATION FACILITY QUALTOWN
3. Allocation 4200 BRICKLAYER
4. Allocated Budget 23,000.00
5. Cmtd Value 21,750.00
6. Order Date 31/03/84
7. Payment Terms A 28 0.00
8. Brief Description Common Bricks
9. Order Text Type
__________________________________________________________________
The value of the budget allocated to the order. The value of Budget allowed in the original Estimate updated for variations and Rise & Fall less any allowance put aside for Amendments. See Appendix 4.A for calculation layout.
NOTE: The proportionate value of budget by the estimator corresponding to the scope of work for which the order value is let. The total of the Allocated or Committed Budget column should NEVER exceed the adjusted budget for that allocation. A Budget cannot be allocated twice.
Value of the order. (The maximum value of invoices that may be processed before the system indicates over payment.)
NOTE: The difference between CMTD Budget and CMTD Value is automatically indicated as a variance in the Management Reporting System 7.01 and 7.06.
The date appearing on the order. Default to today's date.
Determines the duration between raising the invoice and payment and the value of a prompt payment discount which may be applied alphabetically between A to N. Set in 3.40.
The text type you wish to appear on the order.
A number of standard text types can be made up, summarised by a code or text that can be inserted at time of order placement to save time. Add, change or delete mode is incorporated.
Texts can be written for Orders, Subcontracts or Amendments (O/S/A)
Text type: In the six letter code you wish to
call the standard text type for
entry at order placement.
Heading: The order heading being "Purchase
Order", "Subcontract", "Income
Order", whatever you choose.
Supplier Desc: Introduction line above the
supplier's name and address.
Entries Correct (Y/N)
Then you have 21 lines which will be the standard text and will appear under the text type.
If you do not use a text type, in other words, a one off order, then you would use the 21 lines as the specification for the order. If you do not wish to use any of the 21 lines allocated, hit return to jump over this phase ("skip" on old system).
If you wish to make blank lines within the text then typing the word "blank" on the appropriate line number will achieve this.
The system will then ask you "would you like a printer copy?" Respond "Y" or "N".
This is automatically changed after completing the entry of order details and the order number is the most recent.
__________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Print VN/SERIAL USER mulixx
1. Purchase Order No.
Enter Purchase Order No. __
__________________________________________________________________
Enter the "P" order number you wish to print.
__________________________________________________________________________
MULI MANAGEMENT PTY. LTD.
2 Railway Parade, Thornleigh. N.S.W. 2120 Phone: (02)875.4333
TO: BRICK SUPPLIERS PTY. LTD. * PROJECT # 840001
FENWICK ROAD * ALLOCATION 4200
SYDNEY NSW 2000 * ORDER # P80087
SHORT DESCRN COMMON BRICK SUP
CMTD VALUE $55,000.00
RE PROJECT: PAY TERMS 0.00% 28 DAYS
RECREATION FACILITY QUALTOWN
CNR. LONG & SHORT STREET
QUALTOWN * PLEASE QUOTE IN ALL CORRESPONDENCE
SITE PHONE: 02 487 2887
PLEASE SUPPLY AND DELIVER THE FOLLOWING IN ACCORDANCE WITH THE ATTACHED
TERMS AND CONDITIONS.
SUPPLY 150,000 SELECT COMMON BRICKS IN ACCORDANCE WITH BULK AGREEMENT
DATED 30/06/84.
MAXIMUM ORDER VALUE $21,750.00
Any standard notes selected would print in this space.
FOR MULI MANAGEMENT PTY. LTD.
DATE ../../.. ..........................
POSITION ..........................
__________________________________________________________________________
NOTE: Depending on site definition controls, either 2 or 3 copies of the order are created:
Any agreement requiring on site labour and/or special conditions of Agreement.
The Muli Subcontract system provides a check list and final documentation for the processing of a subcontract.
The document produced treats traditional subcontract demonstration as attachments with the schedules extracted and produced by the Muli system (Ref 4.10).
"THERE SHOULD BE A COMPLETE CONTRACT DOCUMENT SIGNED BY THE PARTIES AND MULI RECOMMEND EACH USER CONFIRM WITH THEIR LEGAL REPRESENTATIVES TO ENSURE CORRECT APPLICATION IN RELATION TO THE HEAD CONTRACT AND THEIR NORMAL BUSINESS METHODS."
__________________________________________________________________________
DD/MMM/YY HH:MM AMENU Subcontract Creation VN/SERIAL USER mulixx
Sub Contract #
1. Supplier # PEERS PEERS AIRCO ORDER # S50047
2. Project # 520001
3. Allocation # 6400
__________________________________________________________________________
Any 5 character suppliers' code. The system will respond with the supplier's full name. If supplier not on file, then the details need to be entered through 3.01.
The system will then display the project name, if valid, or request a new project number.
The default allocation (coming from the first allocation shown in the supplier's file). Any valid allocation for the above project may be entered. A valid allocation is one where a budget entry exists.
If the details are requested then the allocation management report (8.05) is displayed on the screen for the operator to review prior to proceeding with the commitment.
The amount of budget allocated to the subcontract is proportionate to the value allowed by the Estimator and corresponding to the scope of works value for which the order is let. "The value of Budget allowed in the original Estimate updated for variations and Rise and Fall less any allowance put aside for Amendments."
The value of the subcontract is the maximum value of Invoices that can be processed before the system treats the payments as defective.
NOTE: The difference between CMTD Budget and CMTD Value is automatically indicated as a variance in the Management Reporting System 8.01 and 8.06.
The date appearing on the Subcontract. Default to today's date.
Prescribed payment tax deduction number.
Tax rate.
Determines the duration between raising the invoice and payment and the value of a prompt payment discount that may be applied alphabetically between A to N. Set in 4.70.
A short description of what the Subcontract is for will appear in all internal reporting.
Determines the rate at which retention by default is taken from all progress claims. Value 'O' to 'Z' the max. rate of retention and max. retention value applicable expressed as a percentage of the revised contract value to each code are set in Ref. 4.08.
Refers to the subcontract type being used. The schedule for which must have been previously set up Ref. 4.10 (Subcontract Questions Maintenance), i.e. SCE.3.
The reference number appearing on the front cover of the subcontract document being used for this agreement.
This first schedule is called "COMMON" in subcontract Questions 3-10, and appears in all subcontracts. May be altered by the individual user to incorporate particular user's requirements (see 3.10).
_________________________________________________________________________
DD/MMM/YY HH:MM AMENU Subcontract Writing VN/SERIAL USER mulixx
1 1. DRAWINGS: 840001 M.1a,26,3a
2 2. SPECIFICATION PAGES 21 TO 36 INCL
3 3. BILL OF QUANTITIES NOT APPLICABLE
4 4. SCHEDULE OF RATES NOT APPLICABLE
5 BLANK ...................
6 5. OTHER ATTACHMENTS NIL
7 BLANK
8 6. RISE AND FALL NOT APPLICABLE
9 . BASE FOR R & F TO BE CALCULATED NOT APPLICABLE
10 7. LUMP SUM FIRM PRICE YES
_________________________________________________________________________
The next schedule is specific and is called up by subcontract type.
______________________________________________________________________________
1
2 SCHEDULE OF RESPONSES TO THE SCE.3 SUBCONTRACT
3 ARCHITECT AT DATE OF AGREEMENT JOE BLOGGS ESQ.
4 DESCRIPTION OF WORKS AS PER AGREEMENT FACE SHEET
5 SPECIAL AGREEMENT RE DRAWINGS AND SPECIFICATION: NOT APPLICABLE
6 DRAWINGS PREPARED BY ARCHITECT
7 SPECIFICATION PREPARED BY ARCHITECT
8 LUMP SUM AS PER AGREEMENT FACE SHEET
9 SCHEDULE OF RATES AS PER AGREEMENT FACE SHEET
10 SECOND SCHEDULE .
11 ANTICIPATED DATE FOR COMMENCEMENT 30/06/84
12 DATE OR PERIOD FOR COMPLETION 3 WEEKS
13 IF IN STAGES .
14 IF IN STAGES
15 LIQUIDATED DAMAGES $200 PER DAY, 6 DAY WEEK
16 . .
17 THIRD SCHEDULE .
18 INSURANCES AS PER AGREEMENT FACE SHEET
19 . .
20 FOURTH SCHEDULE. SERVICES. .
21 A. ELECTRICITY 21 .
A. ELECTRICITY ....................................
______________________________________________________________________________
As with the orders, two or three copies of the agreement are printed with the office copy for signing and retention as the signed file copy.
Although no details were requested during the development of the Subcontract input the current information on the subcontractor's record is printed.
If nothing is printed or the insurance has expired an additional note will appear.
"**Note:** All data to be confirmed prior to first payment."
Insurance data should be filled in at the time of signing and entered into the system Ref. 4.06 or the system will advise against payment when the payment selection is made Ref 5.02.
To amend the value or conditions of an order or subcontract.
Once this control has been set in the control file (refer to your MULI representative who will set them for you) the subcontract is confirmed as received and back payments maybe processed for payment but not paid.
The Amendment system is used to upgrade both a Purchase Order and Subcontract and allocates a subscripted A,B,C to the original order or Subcontract number for each successive amendment.
The Amendment may also be used to change the payment terms and/or Retention Code Defaults being applied to the processing.
All financial changes to an Order/Subcontract require an amendment to validate the "agreement" i.e. items as "Day Labour", "Rise and Fall" or changes to the scope of works. By paying for the work completed within a normal progress claim the payment is on account and has not increased the subcontract value to allow the system to pay the new higher (or lower) contract value.
______________________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Amendment Writing VN/SERIAL USER mulixx
PREVIOUS AMENDS THIS AMENDMENT
ORDER/SUBCONTRACT# S80047
1. SUPPLIER PEERS PEERS AIRCOND
2. PROJECT 840001 REACTION FACILITY QUALTOWN
3. ALLOCATION 6400
4. PPS TAX NUMBER .
5. PPS TAX RATE % .
6. ORDER DATE 01/03/84
7. PAYMENT TERMS K
8. RETENTION CODE V
9. ALLOC BUDGET 1160 1,500.00
10. CMTD VALUE 1240 1,300.00
CERTIFIED 0.00
11. DESCRIPTION
12. AMENDMENT TEXT (NEXT SCREEN)
SHORT DESCRIPTION: 8 Ceiling fans
______________________________________________________________________________
The original number of the order or subcontract to be amended. The system then responds with left hand side data from 1 to 11 (NOTE: DO NOT ADD SUFFIX).
The value of authorised payments (not necessarily paid out to the Subcontractor/supplier).
The terms may be changed by entering the desired new code. Default is the existing code.
The retention code may be changed by entering the desired new code. Default is the existing code.
The value of budget being applied to the amendment.
The total value of this amendment.
A short description of what the amendment is for.
______________________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Amendment Writing VN/SERIAL USER mulixx
1. CEILING FANS
2. SUPPLY & INSTALLATION OF
3. 8 ONLY 48" CEILING FANS IN ACCORDANCE
4. WITH DRAWING 840001 M2C
5. INCLUDES ALL ELECTRICAL TO SWITCHBOARD
6. COLOUR WHITE
7. CONTROLLERS LOCATED IN P.E. MASTER OFFICE
8. -
9. DUCTWORK
10. DUCTWORK TO TOILET EXHAUST GALVANISED
11. IN PAINT FINISH SPECIFIED
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
1 .....................................................
_____________________________________________________________________
The text allows free description of the scope of works and may include a number of items within the one amendment.
NOTE: The value entered previously is sum of all amendments.
______________________________________________________________________
DD/MMM/YY HH:MM AMENU Amendment Print VN/SERIAL USER mulixx
1. Order/Subcontract Amendment No. S500
Enter Order/Subcontract Amendment No. __
______________________________________________________________________
INSERT PAGES 421 4.07 ORDER LISTING REPORT THEN PAGE 423
A listing or orders in numeric order on a project or Cost Centre basis.
_________________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Listing Report VN/SERIAL USER mulixx
1. Starting Order Number
2. Ending Order Number
3. Order Type
Enter Starting Order Number (exclude Type) (ALL) __
_________________________________________________________________________
The Cost Centre or Company you wish to start with.
The last Cost Centre to be listed.
Default: Starting Cost Centre.
P = Purchase Order
S = Subcontract
C = Credit or Accounts Receivable Order
L = Labour Order (Payroll)
Default = All
A listing of all transactions that have occurred on an order including Amendments and Payments.
Prints total order and subcontract details including original letting and all amendments to give adjusted contract value, followed by payment details so the current status may be reviewed.
___________________________________________________________________
DD/MMM/YY HH:MM AMENU Order Enquiry VN/SERIAL USER mulixx
1. Order # P50009
___________________________________________________________________
A listing of all orders for a particular supplier may be in complete format similar to Order Enquiry or Summary Format only displaying totals.
Muli accepts no liability for this product as per the license agreement.
PROPRIETARY RIGHTS NOTICE
All rights reserved. This material contains proprietary information of Muli Management Pty. Ltd., N.S.W., Australia, embodying confidential information, ideas and expressions, no part of which may be reproduced in any form without written permission of Muli Management Pty. Ltd.
COPYRIGHT ©MULI Management Pty. Ltd.
All rights reserved.
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