RedTeam Flex allows users to create, customize and manage vendor and subcontractor contracts ("Buyout Commitments") to fit any business relationship. This level of project control begins with the configuration of specific Commitment types. Types of commitments may include Purchase Orders, Subcontract Agreements, Task Orders, etc.
During the implementation period, we will work together and Configure your existing Commitments. You will always have the flexibility to change these Commitments, or add new ones. Our team is available to assist in Configuring Buyout Commitments, contact us for more information.
1. Add a Commitment Format: General (1 of 7)
When you add a new Commitment Format in Configuration, the first section is "General".
General Fields & Definitions
Commitment Name: the title of the Commitment, which will be displayed at the top right corner of the document (i.e. "Subcontract Agreement", "Task Order" or "Supplier Agreement", etc.).
Commitment Shortname: a short version (up to 3 characters) for quick reference when selecting the form to fill out in RedTeam Flex (i.e. "SA" or "TO" or "Agr"). This must be unique for each commitment form template. If it is being used by another Format, a warning message will populate.
Cost Type: how the cost of the Commitment will be recorded, either Material (for Purchase Orders, Supplier Agreements, etc.) or Subcontract (for Subcontract Agreements, Task Orders, etc.).
Progress Metric: How the cost of the Commitment will be billed on the Invoice from the Vendor/Subcontractor, either Units Delivered (more common for Purchase Orders, Supplier Agreements, etc.) or Amount Billed (for Subcontract Agreements, Task Orders, etc.).
Selecting the checkbox "Allow multiple Draft invoices against this Commitment" will allow multiple draft invoices and allow invoices to be unexecuted out of order, but will prevent this commitment from being used with TeamPlayer.
Period Ending: Select this checkbox to require a period ending date when creating Vendor Disbursements.
Minimum/Maximum Value: specify a minimum or maximum value that can be input for this type of Commitment (i.e. a short-form subcontract that can only be used for purchases under $10,000).
Subject to Tax: select this checkbox to require a tax venue to be specified when creating these Commitments (most common for Purchase Orders).
Retainage: This field holds the specified retainage on payments related in these Commitments (most common for Subcontracts). Select "Form" to display the retainage only in the body of the document (a corresponding tag must also be added to the Commitment format: see Section 6 of this article), and select "View" if you want to display the retainage in the header.
Display: Payment Terms: Select this checkbox to display the default payment terms that will be selected when creating the Commitment.
Specify: Default Payment Terms: Default payment terms can be selected from the dropdown list. If null, Payment terms may be set when each Commitment is created.
Display: Header and Footer for embedded pages: This controls whether ebedded pages (such as attachements or ehibits) display the commitment form header, footer, both or neither.
Active: Status must be Active in order to use this Commitment Format on projects. If a Commitment Format has been used, it cannot be deleted. Turn off the Active toggle to prevent users from creating new documents with this Format.
Steps:
From Configuration, locate "Commitment Forms" under "Projects".
Click the New (+) icon and select "Add Commitment Format".
Fill out the required fields (designated by an asterisk) and not required fields if necessary.
After filling in all the General information, move to the next section: "Optional Fields".
2. Add a Commitment Format: Optional Fields (2 of 7)
When you add a new Commitment Format in Configuration, the second section is Optional Fields.
Use these checkboxes if you plan to display any of the following fields on your Commitment form.
If you select the "Form" checkbox, the information will be displayed in the body of the document (a corresponding tag must also be added to the Commitment format: see Section 6 of this article). If you want the information to appear in the header as well, select "View".
Some information is pulled from the project setup area while other information is entered when the commitment is created in your projects.
Optional Fields & Definitions
Display: Owner Name: Activate to display the owner name in the header. This is entered in Project Setup > Scope Details > Additional Scope Details. In some cases, it may be the same entity that you enter as the "Customer" for the project. Because this is not always the case (i.e. your "Customer" is a separate LLC entity opened and operated by the owner, and so the "Owner" is an entirely different corporate entity).
Display: Owner Address: Activate to display the owner address in the header. This is entered in Project Setup > Scope Details > Additional Scope Details. In some cases, it may match the address for the entity that you enter as the "Customer" for the project. Because this is not always the case (see above), it is considered an optional field.
Display: Architect Name: Activate to display the architect name in the header. This is entered in Project Setup > Scope Details > Additional Scope Details. In some cases, it may be the same as one of the entities you enter as the "Author" when uploading Plans & Specifications. Because Plans & Specifications can be drawings, specs, plans, and more, and may have multiple "Authors" (architects, engineers, etc.), you must enter it as an "Additional Information" field.
Display: Engineer Name: Activate to display the engineer name in the header. This is entered in Project Setup > Scope Details > Additional Scope Details. In some cases, it may be the same as one of the entities you enter as the "Author" when uploading Plans & Specifications. Because Plans & Specifications can be drawings, specs, plans, and more, and may have multiple "Authors" (architects, engineers, etc.), you must enter it as an "Optional field".
Display: Building Department Jurisdiction: Activate to display Building Department Jurisdiction in the header. This is entered in Project Setup > Scope Details > Additional Scope Details.
Specify: Special Instructions: Select the "Form" checkbox to display a customizable field that will appear in the body of the contract (a corresponding tag must also be added to the Commitment format: see Section 6 of this article). If you need Special instructions to be presented immediately below the header select the "View" checkbox.
You can enter special Instructions when creating a commitment form in your projects, in Step 2: Contract Terms. This field allows up to 5000 characters.
Specify: Start/Finish Date: allows a start and/or finish date to be entered when creating the Commitment. The "Form" and "View" options work the same way as described above.
Specify: Ship To: allows a "ship to" address to be selected when creating the Commitment (most common for Purchase Orders). The "Form" and "View" options work the same way as described above.
Specify Delivery Date: allows a date for delivery to be input when creating the Commitment (most common on Purchase Orders). The "Form" and "View" options work the same way as described above.
Display: Customer Order ID: Select this checkbox to display the Customer Order ID.
Display: Prime Contract Date: Select this checkbox to display the Prime Contract Date.
Subject to Value Added Tax: Select this option to require a ta venue to be specified when creating these Commitments forms. The "Form" and "View" options work the same way as described above.
Display: Master Agreement: When activated the Master Agreement Number will display from the selected Vendor's profile. The label can be updated to a custom name, for eample it can be renamed "Master Service Agreement" or "Blanket Agreement".
Display: Master Agreement Date: Activate to show the Master Agreement date. The information is populated from the vendor that is selected when the commitment is used. This can be updated or filled in the Master Agreement section of the vendor's profile.
Steps:
Use the checkboxes to select which of these fields you would like to display on the Commitment (when entered in the Scope tab).
When you have selected the optional fields you want to display, move to the next section: "Accessibility".
3. Add a Commitment Format: Accessibility (3 of 7)
When you add a new Commitment Form in Configuration, the third section is Accessibility.
Commitment Forms may be assigned to specific Customers or Company Divisions. Otherwise, they will be available for use by all Users.
Steps:
If you want to assign the Commitment format to a customer, select "Customer" from the dropdown list. Then select the Customer, the Facility and/or Project if required and click the Add.
If you want to assign the Commitment format to a company division, select "Company Division" from the dropdown list. Then select the division required and click Add.
You can delete any division or customer previously selected to make the Commitment format available for all Users.
After working on section three, you can move to the next one: "Workflow Options".
4. Add a Commitment Format: Workflow Options (4 of 7)
When you add a new Commitment Format in Configuration, the fourth section is Workflow Options.
Workflow Options: Fields & Definitions
Allow Multiple Commitments: Activate to allow the same vendor to be used for multiple commitments of this format per project. If deactivated the vendor will be restricted to one commitment of this type per project. (Not recommended for subcontracts. If there is a change in scope, a subcontract change order is recommended to increase/decrease the prime contract amount).
Allocate Commitment Value to multiple Cost Codes: Activate to allow multiple cost codes to be used when this commitment format is used. If deactivated, the commitment format will be restricted to a single cost code. This option could be used when forced to measure performance against inflexible budget constraints. (i.e. issue a subcontract with Scope for concrete, and Scope for drywall).
Require Lien Waivers: Activate to display a checkbox on Step 2: Contract terms, when creating the Commitment form. This will insert the Vendor into the Lien Waiver log to begin tracking waivers for this Vendor.
Florida Waiver: Activate to attach Florida Waiver to Disbursement Authorization.
Close Non Zero: Activate to allow this Commitment format to be Closed when they have an open amount which is not Zero (i.e. a subcontract that was initially issued for $5000 has been billed $4500, leaving an open balance of $500 on the Budget. If you check this box, you will be able to close this Commitment which will reduce the open amount on the Budget from $500 to $0, even though the final $500 was never invoiced or approved for payment). This is not recommended, but is optional.
Critical: Activate so the Commitment will be flagged as a "Critical" Commitment and displayed in the Projects Dashboard (Team tab). This is recommended for those Commitments you consider especially important, such as subcontracts.
Automatically enter the Cc's from prior Document Reserved: Activate to automatically populate the Cc list with contacts from the previously reserved document.
To be used with TeamPlayer: Activate to allow this Commitment format to be accessed, reviewed and processed via Team Player vendor portal.
Steps:
Use the checkboxes to select which of these fields you need for your Commitment format.
After you have selected the Workflow Options needed, move to the next section: Required Credentials.
5. Add a Commitment Format: Required Credentials (5 of 7)
When you add a new Commitment Form in Configuration, the fifth section is Required Credentials.
In RedTeam Flex, Credentials refer to common insurances such as General Liability, Worker's Comp, W-9, etc. but can also refer to any type of credential or certification you may want to track about your Vendors/Subcontractors. The Credentials pull directly from Configuration > Controls > Credentials.
If you choose to require Credentials upon Commit, all Credentials must be on file and up-to-date (not expired) before a Commitment can be Committed (locked, ready to be sent for signature).
If you choose to require Credentials upon Execute, Credentials do not have to be on file and up-to-date in order to Commit and send out the Commitment; however, they will be required in order to upload the signed Commitment and mark it as Executed.
Steps:
Use the first dropdown list to select "Execute" or "Commit".
Use the dropdown on the right side to select Credentials that will be required in order to Commit or Execute this Commitment format. Click Add.
You can edit the credential information by clicking the pencil icon or delete it by selecting the trash icon.
Once you have added the credentials required, move to the next section "Commitment Format".
6. Add a Commitment Format: Commitment Format (6 of 7)
When you add a new Commitment Form in Configuration, the sixth section is the Commitment Format.
The first part of the Commitment format involves customizing the "Vendor" and "Bill to" Label.
Vendor Label: displays the name of the Vendor you're issuing this Commitment to, i.e. "Subcontractor" or "Supplier".
Bill to Label: Typically represents the General Contractor.
You can leave these labels as they are or edit them as needed. Both will appear in the header of your commitment format.
The next part is Configuring User-Defined Fields. Here you can add up to 10 customizable text fields and 10 dropdown fields.
Text Fields: These work as open text fields to add up to 100 characters of information. In this section you will define their label, however the information that will display in the document is added in your projects, in Step 2: "Contract Terms" when creating your buyout Commitments.
Dropdown Fields: These work as dropdown lists in the "Contract Terms" of your buyout Commitment. Here you will add a Label and the options to choose from, which allow up to 100 characters both.
Both of these can display only in the body of the document or in the header as well. (Select the "Form" checkbox to display them only in the body of the document or both "Form" and "View" to display them in the header.
In order to make these user-defined fields work properly, you will need to add their corresponding data fields in the next area.
In this next area, users are able to copy text from outside sources and paste it into the following sections:
Preamble Section: This precedes the Products and Services and the main body of the agreement, which often contains "recitals" or "whereas" provisions.
Products and Services Header: This block contains an itemized list of products and services to be delivered pursuant to the Commitment. Items may include units, unit prices and extended totals, or simply descriptions and amounts (i.e. "Schedule of Values"). Text inserted here will work as this section header, i.e. Scope of Work.
Terms and Conditions Section: this is where the terms and conditions of the Commitment format are normally entered and updated. Sections to specify important information like payment terms, safety procedures, changes in work, insurance, etc. are all entered here.
Footer: This section may be customized with text and signature lines as a signature block.
Database fields may be used here to insert information from your projects, vendors, customers, dates, etc. To access these fields you must click on the blue bar to expand the side panel. There, you will find all the data fields available along with their definitions. These pull information from your projects, and also from the data you select and enter when creating your Buyout commitments.
For dropdown user defined fields, you will first need to select the "Form" checkbox (described paragraphs above) and then look for it in the side panel. If you don't activate it first it will not appear in the editor.
It is recommended to paste the text without format in order to avoid the text changing to color grey instead of black. You can reformat your text by using our toolbar which includes the following:
Bold, Italic and Underline.
Text Alignment (left, center, right).
Bulleted and Numbered Lists.
Tables. By clicking on a table you can use "Table Wizard" which allows you to edit the lines of table cells. You can also access to options like: Add row above or below, add column on the left or right, delete row and column, merge and split cells horizontally and vertically.
You can select the checkbox "Display Initial Line for all Attachment and Exhibit pages" if required.
Attachments: Any files that you would like automatically attached to this Commitment every time one is created. These will appear by default in step 6: "Attachments" when creating a Commitment in the Buyout of your projects. Examples of standard attachments include: exhibits, sample vendor/sub pay apps, sample W-9, etc. This support multiple file types, and also multiple pages. The size cannot exceed 25 MB. You can delete these anytime you need.
Exhibits:
Plans and Specifications: Supplement terms and conditions of Commitment with attached Specifications. You can deactivate this so it won't show in your Commitments.
Additional Documents: You can only add one page documents here. Size cannot exceed 25 MB. You can delete these anytime you need.
Steps:
Customize the Vendor and Bill To Labels as required.
Configure Text User-Defined Fields if needed.
Configure Dropdown User-Defined Fields if needed.
Add the Contract Language:
4.1. Customize the Preamble section if needed. Here you can add data fields, format the text with our tools and/or add tables and edit them.
4.2. Customize the Products and Services Header.
4.3. Customize the Terms and Conditions Section if needed. Here you can use the same features and formatting tools as in the Preamble.
4.4. Customize the Footer if needed. Here you can use the same features and formatting tools as in the Preamble and Terms and Conditions section.
Add Attachments if needed. Then press "Start Upload". Click Save.
Add Exhibits if needed. Then press "Start Upload". Click save.
7. Once you finish with the Commitment Format, you can move to the final section: "Change Order Format".
7. Add a Commitment Format: Change Order Format (7 of 7)
When you add a new Commitment Form in Configuration, the seventh section is Change Orders.
In order to allow Change Orders to be issued against the original Commitment, click on the checkbox "Allow Change Orders". Note: Sage 100 financial integration users can only apply change orders to Subcontracts.
Change Order Format: only applicable for customers with custom Change Order formats. Contact RedTeam Flex for details and pricing for custom formats.
Change Order Name: the title for the Change Order, which will be displayed at the top of the document (i.e. "Change Order" or "Subcontract Change Order").
CONFIGURE USER-DEFINED FIELDS: As in the section 6, you have 10 user-defined text fields and 10 dropdown fields, which are totally customizable. The same rules from section 6 apply here.
CONTRACT LANGUAGE: The Preamble, Terms and Conditions Section and Footer, work the same way as the Commitment Format section.
You can select "Begin Terms and Conditions on a new page" and "Display Initial Line for all Attachment and Exhibit pages" if needed.
The editor works exactly the same as in the Commitment format section. (See section 6 of this Article)
Attachments and Exhibits: Both sections function just like mentioned in Section 6 of this Article.
Steps:
Use the checkbox to indicate whether or not you will allow Change Orders to this Commitment. If yes, fill in the Name.
Configure the User-Defined Fields if necessary.
Configure the Contract Language as needed.
Add Attachments and/or Exhibits as needed.
8. Edit or Delete a Commitment Format
RedTeam Flex allows users to create, customize and manage vendor and subcontractor contracts ("Buyout Commitments") to fit any business relationship. This level of project control begins with the configuration of specific Commitment types. Types of commitments may include Purchase Orders, Subcontract Agreements, Task Orders, Temporary Labor, Unit Price Agreements, etc.
If at any time, you need to make changes to a Commitment form, you can do so from "Configuration". Edit any of these Commitment forms to update.
Note: if the Delete button is grayed out, the Commitment Form has already been used on a project, and cannot be deleted. It can only be deactivated. (See section 1 of this article)
Steps:
Click the tools icon.
Click "Edit" or "Delete".
9. Arranging Attachments, Plans & Specs and Exhibits.
When you are configuring your Commitment format, you can organize the layout of ancillary documents that are to be included. Exhibits can be documents, charts, or images that are directly included as part of the commitment. Additional documents can be included as attachments via links, both incorporated into the form configuration to appear in all Commitments, or attached as circumstances dictate as a step when creating individual Commitments. Plans & Specs for the project can potentially be linked into your Commitment form as well.
All of these components -- Exhibits, Additional Documents, and Plans & Specs -- can have their arrangement controlled within your commitment form’s configuration. When editing the configuration, under the Exhibits section, you have the option to arrange individual exhibit documents in any order you would like, along with linked attachments and Plans as standalone groups within the arrangement.
If you need to edit the arrangements individual attachments within their category of Additional Documents, you will edit those on step 6: "Attachments" when creating a Buyout Commitment. If your commitments include Plans & Specifications, the arrangement for those documents are edited at the project level.
Steps:
Find the Commitment Format you want to edit, click the toolbox icon and click "edit".
Scroll down to the Exhibits area of the Commitment Format section.
Click the Arrange button, located on the right side.
Click and hold to drag components up or down into your preferred arrangement and click "Save".
Repeat the steps in the Change Order Format section of the commitment form as well, if necessary.