This article explains how you can easily work with quantity contracts in Next Project.

Settings:

Below, you'll find information about the settings that need to be configured in projects, how quantity-based items are set up in projects and reported via Next Mobile, and how the follow-up of completed quantities looks.

Before you begin working with quantity contracts, the following conditions need to be met:

• Internal procedure for who imports quantity lists/quantity-based items and at what stage.

• Internal procedure for who reports completed quantities based on the quantity list.

• The "Quantity Contract" feature should be enabled in Next Project. You can check this through a checkbox in the project card. If it's not enabled, Next support can assist you.

• The Diary module should be enabled in Next Project, and individuals involved in import, reporting, and invoicing should have the appropriate permissions.

Step by Step:

Project:

1. Start by creating a project in Next Project following the usual procedure. It's also possible to create projects from a template.

2. Check that the "Quantity Contract" checkbox is ticked in the project card.

   

3. Save. The project is now configured to handle quantity contracts.

Work Order

Below, the process of quantifying various items in the work order module is described. The procedure below outlines the scenario where time and costs are reported on work order 1 (Basic Commitment), and the project progress is reported on work order 2 (Progress). You can choose to quantify and split items into several work orders, but in that case, it should be clear for the person reporting completed quantities to ensure reporting on the correct work order.

1. Go to the Work Order module (where Basic Commitment has been renamed to "Time & Costs").

2. Create a new work order, named Progress in the example below, and select it.

3. Enter the items you want to quantify. You can add them manually, fetch them from the price list, or import them from Excel. For the Excel import template, click here.

4. The order lines that are entered with a value in "Calc qty" (= Calculated Quantity) are now selectable for reporting in a favorite list in Next Mobile.

Important Considerations!

To ensure correct financial tracking, it's crucial to consider the following:

• Check that the "Completed quantity" is set to 0 when importing quantified items.

• Ensure that the "Calc qty" column is enabled and contains the correct value.

• Verify that the cost per unit is set to 0. If there's a value here, replace it with 0.

This is important because project costs are recorded on work order 1. If there's a value in the cost per unit for quantified items, there's a risk of double-counting costs.

Reporting in Next Mobile

When quantity contracts are involved in a project, the reporting consists of two parts:

1. Reporting of Hours, Machinery, and Materials:

   • To keep track of the project's actual costs.

   • Done by all mobile users following the standard mobile reporting procedure in Next Mobile.

2. Reporting of Project Progress:

   • The reported completed quantities form the basis for tracking the quantity list and invoicing if the completed quantities are invoiced.

   • This should be done by a designated person/role, preferably a site manager, supervisor, or equivalent. It shouldn't be done by all individuals on-site to avoid duplicate reporting.

Reporting of Time and Costs:

Reporting of hours, tools, machinery, equipment, and other costs occurs on work order 1 (Time & Costs in the example). All costs are consolidated on the same work order. This is also where any supplier invoices are booked (as long as they aren't change order works).

For more information on mobile reporting, refer to the article on reporting in Next Mobile.

Reporting of Project Progress:

1. Reporting of project progress is done via a mobile device in the "Journal" module.

   

2. Search for the correct project using the search function or select from the list.

   

3. Choose the day for which the reporting is applicable. This can be done when filling in the regular project journal, if it's the same person.

   

4. If necessary, fill in relevant information in the text fields and click "Save."

   

5. The favorite list is displayed. Ensure that the work order for reporting project progress is selected. If not, expand the drop-down list and choose the work order.

   

6. Enter the completed quantity for relevant items in the list and then click Save.

   

7. The reporting is displayed at the bottom under "Resource Lines."

Follow-up on Quantities and Costs

The following sections describe how the reported completed quantity is tracked. It can be tracked in two different ways: To see progress per day, the Diary module is recommended. To see the total progress in the project, the Work Order module is recommended.

Follow-up in the Diary:

To track progress and reported completed quantities per day, follow these steps:

1. Select the project and go to the "Diary" module. [Insert image of the diary without highlighting.]

2. Highlight the specific day you want to see reporting for. Note that days with reporting, either notes or order lines, are marked in blue. Select the chosen day.

3. On the right side of the window, you can see what has been written on the current day. To view the completed quantities reported on that day, go to the "Order Lines" tab.

Follow-up in Work Orders:

To track progress and reported completed quantities overall in the project, follow these steps:

1. Select the project, go to the "Work Orders" module, choose the work order related to progress, and select the "Order Lines" sub-tab. [Insert image of work orders with "Order Lines" highlighted.]

   

2. In "Order Lines," both the quantified items (highlighted in orange in the example below) and what has been reported (highlighted in green in the example below) are displayed. [Insert image with marked order lines.]

   

3. To get a summary of calculated and completed quantities at the order line level, go to Work Orders → Resource Monitoring. Here, you can see calculated quantity, completed quantity, and remaining quantity, among other details. Use the period filter with start and end dates to filter by the completion date.

   

Invoicing

For invoicing of reported completed quantities, refer to the articles on invoicing in Next Project.

Important Considerations:

• Name the work orders so that it is clear where time and costs are collected and where the progress reporting takes place.

• If quantification occurs on multiple work orders, name them in a way that makes it easy to distinguish what should be reported where.

• If quantification occurs on multiple work orders, consider whether it is possible to work with work order statuses to hide the work orders that are completed or not currently relevant.

• Establish a clear internal procedure for who handles the reporting of completed quantities.
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