- Creating contract units in Alasco and distributing the budget to those
Create contract units
Contract units can be created in Alasco under the menu item "Costs" under the submenu item "Contract units". New entries can be added here in the same way as for contracts or change orders. To do this, click on the button "+ Add contract unit" at the upper right corner of the screen.
When you create a new contract unit, it is necessary to assign it a name and a type. You can decide whether you want to create a normal contract unit or a reserve.
The budget can be distributed to contract units and reserves alike. The article on cost groups and contract units explains how to distribute your budget to the contract units. A reserve is treated differently from a contract unit in cost controlling. The difference is described in more detail in the article on cost controlling.
Assigning established invoice approval processes
When creating a project, the corresponding invoice approval process (workflow) must be assigned. This approval process can be set as default and is then preselected when a contract unit is created. The approval process is then inherited by the contract units and consequently by the contracts and associated invoices within the contract units.
However, you can also assign a different approval process to a contract unit than the default approval process established during project creation. To do this, select your preferred approval process in the drop-down menu "Approval process" when creating or editing the contract unit. Note that you can only select approval processes that have already been created.
Create contract units during budget distribution
Another way to create a contract unit is directly from the budget distribution. In the "budget distribution" tab under the submenu item "Budget", the budget assigned to a cost group can be distributed to contract units. To do this, click on the "+" to the right of the cost element.
From the drop-down menu, already created contract units can be selected.
Alternatively, you can enter the name for a new contract unit directly in the free text entry field and confirm its creation by selecting it from the drop-down menu "+ ... (Add new contract unit)".
The contract unit type is automatically assigned when creating a contract unit from the budget distribution page. A reserve must be created from the submenu item "Contract units" as per the method specified when creating contract units.
Contract unit list
An overview of all your contract units is provided by the improved contract unit list in Alasco. You can access it under the menu item "Costs" and submenu item "Contract units". The improved list can show the contract units for all projects combined or for a specific project. You can add and remove columns to the displayed list as per your requirements. You can save several different views for your particular requirements and quickly switch between them. You can also filter the contract units using any of the active columns. You are also able to export any specific view in .xlsx and .xml formats.
Tip: You can find a detailed explanation of the contract unit list functions in the article Improved invoice list, contract unit list, contract list and change order list in our Help Centre.