Creating and Releasing Call Offs—Key Exercises

Required Data

Awarding Sub Contract

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

1. Award the sub contract to the most suitable supplier.

General exercise for Awarding Sub Contract

Main Exercise

Purpose: The main purpose of this exercise is to show you how to create and release call offs on the sub contract. You will also learn how to enter call off values for each item and how to call off the full amount for all items on a sub contract. In addition, you will also learn how to print a preliminary call off (i.e., a call off that is not yet released), release the call off and print the completed/official call off document that is to be handed over to the supplier. Lastly, you will learn how to amend the committed cost that is reported back to the connected project activity.

Windows:
Sub Contract
Sub Contract Call Off Items

Creating Call Off

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and create a new record (F5).
4. Save the record (F12).

Entering Call Off Values per Item

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and select the desired call off.
4. Right-click and click Call Off Items. The Sub Contract Call Off Items window opens.
5. In the Call Off Value field (found in the lower table), enter the call off value for each contract item.
6. Save the information (F12).

Entering Call Off Values for all Items

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and select the desired call off.
4. Right-click and click Call Off Items. The Sub Contract Call Off Items window opens.
5. To call off the full amount for all items, select the corresponding sub contract line(s), right-click, and then click Call Off Full Amount.
6. Verify that the full amount is called off in the Call Off Value field for each item.
7. Save the information (F12).

Printing Preliminary Call Off

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and select the desired call off.
4. Right-click and click Print Call Off.
5. Enter the relevant settings and click OK to print out the preliminary call off on your local printer.

Releasing Call Off

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and select the desired call off.
4. Right-click and click Release.
5. A message requiring approval of the step appears, click Yes.
6. Verify that the call off is in the Released status.
7. Optionally, you can revert the release of a call off by right-clicking the call off, and then clicking Unrelease.

Amending Committed Cost

Purpose: The purpose of this exercise is to show you how to amend the committed cost for the sub contract item and connected activity.
Prerequisite: The project connection must have been changed for the sub contract item.

1. Open the Sub Contract Call Off Items window.
2. Populate (F2) or query (F3) for the desired call off.
3. In the lower table, right-click the desired sub contract item, and then click Amend Committed Cost. The Call Off Item Activities dialog box opens.
4. Change the value in the Amount field.
5. Click OK.
6. To create a new connection, click New.
7. In the Activity Sequence field, enter another project activity sequence. Click List to select the valid value.
8. In the Amount field, enter the committed cost that is to be reported to the project activity.
9. Click OK.
10. To remove a connection, click Remove.
11. Click OK.

Printing Call Off

1. Open the Sub Contract window.
2. Populate (F2) or query (F3) for the necessary sub contract.
3. Click the Call Off tab and select the desired call off.
4. Right-click and click Print Call Off.
5. Enter the relevant settings and click OK to print out the call off on your local printer.