POWER TOOLS Documentation – Subcontracts & Liens Template & Bookmarking Guide

Power Tools

JCPM (Job Cost and Project Management) software

General Information

When 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, & Attachments

JCPM 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 Screen

Figure 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.

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Instructions for Customizing Microsoft Word 2007 Templates/2010/2013 Templates

To turn on the developer in 2010/2013, select File, Options, and Customize Ribbon. Check the Developer button.

Files 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)

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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.

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Before a subcontract can be edited, the document must be unprotected. To unprotect the document, select Review, then Stop Protection.

The 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.

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Adding Formfields with Bookmarks

Bookmarks 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

The field selected will display a grey bookmark box. Click to open the bookmark.

The Bookmark field will default to Text. This is the field where the bookmark description will be entered.

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Once 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.

Inserting Cross Reference

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A 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.

The example below displays both the original Bookmark for vendor name (1) and the Cross Reference to the vendor name Bookmark (2)

Because a form field limits the formatting to the whole bookmark, bookmarks can be added outside a form field to allow for selective formatting.

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There are currently two bookmarks that can be added outside the form field. Scope of WorkExclusions

To 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.

When 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.

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Final Result

The printed subcontract example below displays both the original Bookmark for vendor name (1) and the Cross Reference to the vendor name Bookmark (2)

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Subcontract Template Formfields/Bookmarks

Subcontract Template Formfields/Bookmarks

Bookmark Name DescriptionAmountDollar1 Distribution line item amount 1AmountDollar2 Distribution line item amount 2AmountDollar3 Distribution line item amount 3AmountDollar4 Distribution line item amount 4AmountDollar5 Distribution line item amount 5AmountDollar6 Distribution line item amount 6Attach1 Attachment name for the first attachmentAttach10 next name of attachmentAttach2 next name of attachmentAttach3 next name of attachmentAttach4 next name of attachmentAttach5 next name of attachmentAttach6 next name of attachmentAttach7 next name of attachmentAttach8 next name of attachmentAttach9 next name of attachmentconamountdollar Contract in Dollars & Centsconamounttext Contract Amount written outConArchAddress1 Architect Address 1ConArchAddress2 Architect Address 2ConArchCityStateZip Architect City, ST & ZiptxtArchitectEmail Architect EmailtxtArchitectFax Architect Faxtxtarchitectname Architect NametxtArchitectPhone Architect PhoneConBond Bond field on Add screenConbondrate Bond rateConBusinessType Business TypeconContFullAddress Your full address (address,city,state,zip)ConContractNumber ID NumberConCurrentDate Date subcontract was generatedCondamages Rate of damagesconday Contract DayCondrawdate Drawing dateCondumpsterrate Dumpster rateConEngineerAddress1 Engineer Address line 1ConEngineerAddress2 Engineer Address line 2ConEngineerCity Engineer CityConEngineerEmail Engineer email addressConEngineerFax Engineer fax numberConEngineerName Engineer nameConEngineerPhone Engineer phone numberConEngineerState Engineer StateConEngineerZipCode Engineer Zip Code

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Estcomplete Estimated Completion DateconFromaddress1 your address line 1conFromaddress2 Your address line 2ConFromCity Your CityconFromCompany Contract From (you)conFromCompany2 Another in case you need it twice on ContractconFromCompany3 Another in case you need it again on ContractConfromcompany4 Another in case you need it again on ContractConfromcompany5 Another in case you need it again on ContractConFromFax Your FaxConFromPhone Your PhoneConFromState Your StateConFromZip Your ZipConJobLocation Job Location on AIA screenConmanrate Man hours rateConMonth Contract MonthConOrderNumber Order number on Add screenConOwnaddress1 Owner Address line 1ConOwnaddress2 Ówner Address line 2ConOwnCityStateZip Owner City, St & ZipConownerEmail Owner Email addressConOwnerFax Owner Fax numberconOwnerFullAddress Owner full AddressConOwnerLien Owner Name on AIA tab screenconOwnerName OwnerConOwnername2 Extra Owner nameConOwnername3 Extra Owner nameConOwnerPhone Owner phone numberConownforce Own forcesConpm Project Manager on jobConpm1 Extra Project Manager on jobConpm2 Extra Project Manager on jobConpm3 Extra Project Manager on jobConProjCityStateZip Project City, State ZipconProjectAddress1 Address line 1 of ProjectconProjectAddress2 Address line 2 of ProjectProjCity Project CityProjState Project StateConprojectcounty Project countyconProjectFax Project FaxConProjectName Project NameConProjectName1 Extra Project NameConprojectname2 Extra Project NameConprojectname3 Extra Project NameConprojectname4 Extra Project NameConprojectname5 Extra Project NameConprojectname6 Extra Project NameConProjectNumber Project NumberConprojectnumber1 Project NumberConprojectnumber2 Project Number

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Conprojectnumber3 Project NumberConProjectPhone project PhoneConprojfulladdress Full Project AddressConProjManAddress1 Project Managers address line 1ConProjManAddress2 Project Managers address line 2ConProjManager Project Managers nameConProjManagerTitle Project Manager’s TitleConProjManCity Project Managers CityConProjManContact Project Managers contactConProjManEmail Project manager EmailConProjManFax Project Manager fax numberConProjManPhone Project Managers phoneConProjManState Project Managers StateConProjManZipCode Project Managers Zip codeConPropertyDesc Property Description on AIA screenConAdminRequireofProject Special Requirements on Job Misc/AIA pageConRetain RetainageConRetainPercent Retainage in percentageConReturnDate requested return dateConSignedBy Who Created it – User log inConsubforce Sub forcesConsuper Superintendent on jobConsuperphone Superintendent phoneConTitle Their TitleContruckrate Truck rateconVendorAddress1 Vendor Address 1conVendorAddress2 Vendor Address 2conVendorCity Vendor CityConvendorcontact Vendor contactConVendorFax Vendor FaxConvendoremail Vendor Email addressConvendorfulladdress Vendors entire addressconVendorName Vendor NameconVendorName1 Extra vendor nameconvendorname2 Extra vendor nameConvendorname3 Extra vendor nameConvendorname4 Extra vendor nameConvendorname5 Extra vendor nameConVendorPhone Vendor PhoneconVendorState Vendor StateconVendorZip Vendor Zip CodeConYear Contract YearCostCode1,CostCode2, etc. CostCodes assigneddatcontractdate Owner contract date (date located in Project Info)datsubmittalsreqd Date submittals requiredCostcode1 Cost code line 1Costcode2 Cost code line 2Costcode3 Cost code line 3Costcode4 Cost code line 4Costcode5 Cost code line 5

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Costcode6 Cost code line 6Description1 CSI code description for distribution line item 1Description2 CSI code description for distribution line item 2Description3 CSI code description for distribution line item 3Description4 CSI code description for distribution line item 4Description5 CSI code description for distribution line item 5Description6 CSI code description for distribution line item 6LineDescription1 Code Description Line 1LineDescription2 Code Description Line 2LineDescription3 Code Description Line 3LineDescription4 Code Description Line 4LineDescription5 Code Description Line 5LineDescription6 Code Description Line 6Qtyx Quantity in distribution line itemUOMx Unit of Measure in distribution lineUnitPricex Unit Price in distribution lineintNumberSubmitReqd Number of Submittals requiredtxtAddenda Addenda (Listed)txtAdminRequireOfProject Administrative requirementstxtalternates Alternates (listed)txtclarifications Any clarifications- Scope of Work field when entering a txtexclusions Any ExclusionstxtfromConEmail Contractors Email AddressTxtpojobref Job # - Order #txtSpecSection Specs Sectiontxttitlecontract Contract title descriptiontxtworktaskname Work or Task NameConownerprojectname Project Info – AIA tab – Owner Project nameSignature1 Signature .pdfHEADER/FOOTERConvendornamehdr Vendor Name in HeaderConprojectnamehdr Project Name in HeaderConordernumberhdr Order Number in HeaderConvendornameftr Vendor Name in FooterConprojectnameftr Project Name in FooterConordernumberftr Order Number in FooterBOOKMARKS OUTSIDE FORM FIELD – USE INSERT, BOOKMARKExclusions Exclusion field in subcontract-allows for complete editing in Scopeofwork Scope of Work field in subcontract-allows complete editing

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Subcontract Cover Letter Formfields/Bookmarks

Bookmark Name Description

Coveraddress1 vendor Address Line 1Coveraddress2 vendor Address Line 2CoverCity Vendor CityCoverContact Vendor ContactCoverContractNumber Contract Number, internal numbering.CoverDateSent Generated dateCoverDrawDate Field Draw Request Date in Project Information, Misc/AIA Lien Info TabCoverDrawDate1 Field Draw Request Date in Project Information, Misc/AIA Lien Info TabCoverFromAddress1 Your Address line 1CoverFromAddress2 Your Address line 2CoverFromCity Your CityCoverFromCompany Your Company NameCoverFromCompany1 Another in case use it more then onceCoverFromCompany2 Another in case use it more then onceCoverFromCompany3 Another in case use it more then onceCoverfromfax Your FaxCoverFromPhone Your PhoneCoverFromState Your StateCoverFromZipCode Your ZipcoverPM Project Mangers nameCoverProjectName Project NameCoverProjectNumber Project NumberCoverProjectPhone Project Phone from Project Information, Project Addresses tabCoverReturnDate Expected document Return DateCoverSignedBy Who is Logged in and creating thisCoverState Vendor StateCoverSuperName Superintendents assigned to the project, Project Addresses tabCoverTitle Their TitleCoverVendorName Vendor NameCoverZipcode vendor Zip

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Lien Release Template Formfields / Bookmarks

Bookmark Name DescriptionAmount Dollar amountAmountinEnglish Amount on lien release spelled out.Comments Comments fieldCompanyAddress Company Address line 1 and 2CompanyCityStateZip Company’s City, State and Zip codeCompanyContact Company Contact that’s in the Company Address book (different from CompanyContact1 Company Contact that’s in the Company Address book (extra) (different CompanyName Company’s name that’s signing the lien releaseCompanyName2 Company’s name that’s signing the lien release (extra)FromCo Contractor (Tier 1)FromCo1 Parent company name (extra)FromCoAddress Parent company Address line 1 and 2FromCoAddress1 Parent company Address line 1FromCoAddress2 Parent company Address lien 2FromCoCityStateZip Parent company City, State and Zip CodeFurnishedTo Parent company nameIdentification shown Notary Identification numberNotaryCounty County the document was notarizedNotaryExpireDate Notary’s expiration dateNotaryName Notary’s nameNotaryState State of NotaryOrderDate Contract date in Account SoftwareOwnerAddress Owner Address line 1 and 2OwnerAddress1 Owner Address line 1OwnerAddress2 Owner Address line 2OwnerCityStateZip Owner City, State and Zip CodeOwnerName Owner nameOwnerProjectNumber Owner Project number in Project dataPartialorFinal Partial or Final lien releaseProjectAddress Project Address line 1 and 2ProjectAddress 1 Project Address line 1ProjectAddress2 Project Address line 2ProjectCityStateZip Project City, State and Zip codeProjectCounty Project countyProjectLegalDescrip Legal description in Project data

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ProjectName Project nameProjectNumber Project numberProjectStateFullName Project state namePTFile OCR filing (uncheck Fill in Enabled in Text form field box)PTJobNumber Field PT Job# in Project data under Other/Miscellaneous (50000)RetainageToDate Retainage to dateSignerName Signer name. From company contactSignerTitle Signer’s title. From company contact titleThroughDate Through date of lien releaseTotalContractAmount Total contract amountWorkDescription CSI Code Description

Pay Application Bookmarks

Bookmark Name DescriptionOWNERtxtOwnerName Owner NametxtOwnerAddress1 Owner Address Line 1txtOwnerAddress2 Owner Address Line 2txtOwnerCityStateZip Owner City & “,” & Owner State & “,” and Owner Zip CodePROJECTtxtProjectName Project NametxtProjectAddress1 Project Address Line 1txtProjectAddress2 Project Address Line 2txtProjectCityStateZip Project City, State, ZiptxtFullProjectAddress Project Address Line 1 & “,” Address Line 2 & “,” Project City & “,”, State & OWNER CONTRACT INFOtxtOwnerContract Owner Contract # - from job filetxtOwnerPO Owner PO Number from job filetxtOwnerJob Owner Job # from job fileCONTRACTORtxtFromContractorName Name of Contractor – from job filetxtContractorNametxtFromContractorAddress1 Contractor’s Address Line 1 – from job filetxtFromContractorAddress2 Contractor’s Address Line 2 – from job filetxtContractCityStateZip Contractor’s City, State, Zip - from job fileARCHITECTtxtArchitectName Name of ArchitecttxtArchitectAddress1 Architect’s Address Line 1txtArchitectAddress2 Architect’s Address Line 2txtArchitectCityStateZip Architect’s City, State, ZipAPP NUMBERtxtPayRequestNumber Pay Request Number – assigned during creationdatPayRequest Period To DatetxtProjectNumber Project Number - in job fileTxtjobsymbol Job NumbertxtContractFor Contract FordatContractDate Contract DateNOTES 17

memMemo Legal description in Project dataCHECKBOXESynOwner Check for OwnerynArchitect Check for ArchitectynContractor Check for ContractorynOther1ynOther2OTHER DISTRIBUTIONSOther1DescriptionOther2DescriptiondblOrigContractAmount Original Contract AmountCOamount Change Order AmountdblTotalApplication Total Application AmountCompletedwork Completed Work / Percentage of Completed WorkfiveA 5aFiveb 5bdblPreviousApplication Total Previous Application AmountdblThisApplication This Application AmountDblstoredmaterials Stored Materials TotalPercOfCompletedWork Percent of Completed WorkPercOfStoredMaterials Percentage of Stored MaterialsRETAINAGEdblRetainageAmount Total Retainage AmountTotalEarnedLessRet Total Application minus Retainage AmountLessPrevCert Previous ApplicationCurrentPaymentDue Current Payment DueBalanceToFinish (Original Contract Amount + CO Amount) – Total Earned Less RetainagetxtLocationtxtOrderNumberCO SUMMARYCOPrevAddCOPrevDedCOThisMoAddCOTotalAddCOTotalDedCONettxtStatetxtCountyScribedDay Format (PrintDate, “d”)ScribedMonthYear Format (PrintDate, “mmmm”) & “,” & Format (PrintDate, “yyyy”)txtjobsymbol Project NumberdatPeriod Period TotxtJobNametxtSubContractortxtPayRequestNumbertxtcodetxtDescriptiondblScheduledValuedblPreviousApplicationsdblThisApplication

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dblStored MaterialsdblTotalApplicationdblPctCompletedblBalanceToFinishdblRetainageAmountdblOrigContractAmount

JCPM Letter BookmarksBookmark Name Description

FromCompany Contractor field in Project InfoFromCompany1 Extra Contractor from Project InfoFromAddress1 Contractor Address 1FromAddress2 Contractor Address 2FromCity Contractor CityFromState Contractor StateFromZipCode Contractor ZipFromPhone Contractor PhoneFromFax Contractor FaxProjectNumber Job NumberProjectName Job NameProjectAddress1 Project Address from Project InfoProjectAddress2 Project Address Line 2 from Project InfoProjectCity Project City from Project InfoProjectState Project State from Project InfoProjectZipCode Project Zip Code from Project InfotxtPM Project Manager in Project InfotxtSuper Superintendent in Project InfoAddress1 Vendor AddressAddress2 Vendor Address 2City Vendor CityState Vendor StateZipCode Vendor ZipContact Vendor ContactPhone Vendor PhoneFax Vendor FaxSubject Letter SubjectRequestedBy Login user nameTitle Login user titleRequestDate Request date on formDateSent Computer Date Generated when sentVendorName Vendor Name Chosen in LetterCopy1VendorName CC1: Company on letterCopy2VendorName CC2: Company on letterCopy3VendorName CC3: Company on letter

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Copy4VendorName CC4: Company on letterCopy5VendorName CC5: Company on letterVendorNumber Vendor NumberCopy1Contact CC1: Company Contact on letterCopy2Contact CC2: Company Contact on letterCopy3Contact CC3: Company Contact on letterCopy4Contact CC4: Company Contact on letterCopy5Contact CC5: Company Contact on letterCopy1Fax – Copy5Fax Fax # for CC: companies 1-5

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