QUICK GUIDE. Contract Management in LRM

Transcription

1 QUICK GUIDE Cntract Management in LRM Harvesting Cntracts Entering a cntract in LRM is the first step in the creatin f a cntract ging frward. D nt try t add a cntract after the legal dcument has been finalized. The whle prcess and activity names have been standardized s ld cntracts with nn-standard activities wn t match LRM. Please fllw these steps first befre issuing a paper cntract, never backwards. STEP 1: T enter a new timbersale cntract in LRM, pen the tree view and navigate t the stand(s) that will be invlved in the timber sale. Yu will see a budgeted and nn-budgeted ptin under the stand that includes the year and purchase unit in the naming cnventin. Budgeted Timbersale Actin: If a timbersale was entered during the budgeting prcess, yu will see the activity under the budgeted ptin. If yur timbersale is budgeted, skip t STEP 2. Nn Budgeted Timbersale Actin: If this is a nn-budgeted timbersale, yu will have t manually add this timber sale actin nce an agreement is reached with yur asset manager. Right click n the Nn-Budgeted ptin, select New and then finally select Activity Harvest.

2 The fields in BOLD fnt are required n the Activity Harvest page. Once ppulated, click the save icn n the activity harvest sectin. If the annual budget has been lcked, this will place the Activity under the Nn-Budgeted header. If, hwever, the budget has nt been lcked yet, the Activity will be placed under the Budgeted header. STEP 2: Once a timbersale activity is selected, verify that the values under the Harvest Vlume tab are crrect. This wuld have either been ppulated during the budgeting prcess r entered during the nn-budgeted prcess utlined in STEP 1. If the infrmatin (vlumes, species, prducts, prices) need t be updated since the budgets were laded, yu can edit each line item and select the save icn under the Activity Harvest page. Only regin specific bked Species/Prducts are available t enter here; cntracted Species/Prducts will be entered and aligned with the bked prducts in the cntract creatin step. If there will be multiple cntracted prducts depleting frm ne bked prduct, an estimated blended price shuld be entered. T update the harvest vlumes with the inventry data based n the start date f the activity, scrll t the right and under the Refresh Vlume field, select Y and save the recrd. The

3 Budgeted revenue and vlumes will be autmatically updated. It s always advisable t duble check the vlumes after this prcedure and enter the prices crrectly befre saving. STEP 3: Once yu are ready t add this planned activity t a cntract, switch the status f the activity t ACTIVE n the Activity Harvest page. The timbersale activity WILL NOT be available t add t a cntract until the status is updated during this step. Repeat fr all stands that need t be added t the same cntract befre prceeding t the next step. STEP 4: In the Tree View, click n the Purchase Unit that yu wish t add a timbersale cntract against. Right click and select New and Cntract-Timber Sales.

4 STEP 5: After prcessing, LRM will bring up the Cntract Timber page where yu will need t ppulate the header fields. Once the items belw are cmpleted, click the save icn. FSA Ind?: Is this timbersale part f a Fiber Supply Agreement (FSA) CustmerID FSA: If FSA Ind? Is ppulated with YES then select the custmer fr the FSA CustmerID Nn-FSA: If FSA ind? Is ppulated with NO then select a custmer fr a regular timbersale cntract. Sales Type: PAC, Lump Sum, Salvage, Delivered, etc. Harvest Type: Final Harvest, Thin, etc. Start/End Date: Select dates Status: Leave as Pending until yu are sure that yu are ready t send t accunting. Once cmpleted, a cntract will be initiated in D365 s this is why it needs t be left as pending fr this step. STEP 6: Once saved, the child tables f the Cntract Timber page will be available. Under Cntract Timber Activity table, right click and select Insert. Select the stands that yu wish t add t the cntract. Keep in mind that nly the stands that will be available here are the nes that were set t Active in Step 3.

5 Once the stand has been selected, ppulate the Harv Act field and then select the save icn n the Cntract Timber page. STEP 7: Once saved, LRM will ppulate the Cntract Timber Prduct tab with the Species, Prducts, and Quantities frm the inventry that were verified in Step 2 abve. The Species/Prduct clumns default t aut-ppulate frm the stand inventry infrmatin selected as part f the cntract. Hwever, it s cmmn fr prducts t be included in the cntract in mre detail than they are being carried n the bks, and these must be crrectly assigned t the Inventry Species/Prduct t ensure the depletins are handled crrectly. In the example abve, the cntract includes specific prices fr Hard and Sft Hardwd Sawtimber and Pine Ples, which aren t in the inventry fr the PU. The user entered these int the Cntract Species and Cntract Prduct clumns and then verified that the crrect Inventry Species and Prduct were being aut-ppulated fr depletin purpses. If yu have cmpleted this step and feel the incrrect Inventry Species/Prduct is being ppulated, please ntify Jabel Barbieri and/r David Duncan.

6 Fr Lump Sum sales, please enter yur best estimate as t what the buyer paid fr each individual Species/Prduct currently in the inventry. On a Lump Sum sale, the sum f Quantity * Sales Price must match the actual payment value in the cntract. Fr Pay As Cut sales, the quantity can be zer but yu must enter a Sale Price fr every recrd. If yu re selling prducts in units ther than what is currently in the inventry fr that Purchase Unit (e.g., selling by MBF instead f tns in the Suth), please right click and insert a new line. In this new line yu ll be able t enter the new Sale Price UM (unit f measure) and the price accrding t that unit. Leave the quantity as zer and include a cnversin t the unit in the cntract and nte this in the with the executed cntract sent t Fund Admin. STEP 8: Once everything is entered and the cntract is ready t be sent t accunting (D365 system) t be executed, switch the status field in the Cntract Timber Header t Send t D365. Click the save buttn. STEP 9: Once everything has been saved, yu need t pst yur versin. Select File, Versin and then Pst Versin. This will trigger a system linkup and initiate an fficial cntract request in the accunting department.

7 OTHER: Once it has been issued, yu will ntice that the D365 ID, Date Created and FA Cnfirmer fields will be ppulated and the status shuld autmatically be set t Active. Yu will recrd the D365 ID n the physical cntract and include it in the Subject yu send t Fund Admin.

8 Silviculture Cntracts Navigate t PU/Tract/Stand Simplified Diagram t add a new Timber Sales Cntract Find the Silviculture Activity t in the Budget Plan fr the year Check and update chemicals prices and rates, etc If OK Set the activity status t Active Right click the PU, pint t New>Cntract Silviculture Activities Fill ut New Cntract infrmatin such as Vendr. Keep status as Pending Under Cntract Activities Tab, select the stands/ activities t be part f the TS cntract Once cntract is ready t be signed, switch status t Send t D The first step t enter a new Silviculture Cntract is t pen LRM and n the tree view, find the PU (Purchase Unit), Tract and Stand(s) fr which yu have budgeted activities during the last budgeting seasn. Under the stand, yu will see tw entries. One will be Current year PU name Nn-Budgeted and the ther will be Current year PU name Budgeted. If yu have budgeted the silviculture activity yu shuld find it in the budgeted plan. If nt, yu ll have t manually add the activity n a nn-budgeted silviculture activity fr that stand nce agreed with yur asset manager. 2- When yu find the budgeted silviculture activity r if yu add a nn-budgeted ne, make sure it is the right activity and the right stand. 3- On the Chemical Tab, make sure t check if the chemical and the applicatin rate is k. If nt, adjust it and save the changes (figure belw)

9 4- Fr the silviculture activities yu will add n the cntract, switch their status t Active. If yu dn t d that yu wn t see the activities and the stands n the cntract initiatin screen. Repeat this fr all activities yu will include in the cntract. 5- T initiate a new Silviculture Cntract, right click n the Purchase Unit yu ll be creating a cntract fr and pint t New> Cntract-Silvicultural Activities. 6- Fill ut the cntract headers. If yu dn t find yur vendr n the list, please cntact Fund Admin and LRM admin. 7- On the Silviculture Activities tab under the cntract please select the stands and the activities yu ve set as active n step 4. Als pick the start and end date, enter quantity, rates and unit f measure. This infrmatin will be placed in the cntract and they shuld match. Dn t frget t save the changes.

10 8- Nw that yu have duble checked all the infrmatin entered in step 7 and everything lks gd t be placed in the cntract, g ahead and change the status f the cntract header t Send t D365. Save the changes and Pst yur versin (File>Versin>Pst versin). LRM will then linkup with the accunting system requesting the fficial cntract creatin. Once Fund Admin apprves it yu ll see the D365 fields in the cntract header filled ut with cde, creatin date, cnfirmer cde and the status will be autmatically set as Active. This is yur sign that the cntract is ready and being executed. Activity infrmatin (actualizatin) will be reprted using the BTG s Database Update Template and that infrmatin will be available in the budgeted r nn-budgeted plan under the activity s Chemical Actual tab, Silv Actual and Silv Actual D365 tab.