Processing an Action Related to a Tender or Contract
Purpose
This topic outlines the rules that determine how the contract/tender is associated with the action.
Additional Information
Within the checklist, it is assumed that if any action relates to a contract, then the whole branch relates to the contract – you cannot have a mix of contracts with the same branch.
In the example below, action 4_01_010 is associated with the Tender module. This means that the whole branch starting from 4 will be associated with the same tender. If the project has two tenders, then you must add another 4 branch for the other tender.
To add another branch, position yourself on the current highest level for the Tender branch (in this case Action 4), and select Add Action After from the Insert drop down menu and add another action 4 after the current one.
Rules for Allocating the Contract No
• When actions are initially copied, the contract number allocated to the action is zero. If an action does not relate to a contract (or tender), then the contract number for the action will remain at zero.
| • | Double-clicking an action which is associated with a contract (or tender) that has no contract number assigned will request the contract number from the user. Once assigned, the whole branch will be associated to the selected contract. |
| • | If there only one contract exists for the project when the action is processed (ie double-clicked to create the document), Timemaster will request confirmation from the user and then assign the contract number automatically. |
| • | If no contracts exist when the action is processed and error will be reported to the effect that no contract exists and the action cannot be processed. |
| • | If an action which already has a contract number assigned is processed, then the document is produced for that contract without any alerts. |
| • | If the wrong contract number has been allocated by mistake, then there is a facility to change the contract number. This may only be done however, if there are no document produced which relate to the contract. |
| • | If an action has multiple documents, as in the case for tender invitations (where a document is produced for each tenderer), then the documents are actually stored as attachments |