PURCHASING CONTRACT
TRACKER
The Purchasing Contract Tracker is a tool that outputs the health of a community's contracting efforts by bringing light to the percentage of contracts completed based on typical scenarios per product type.
With the powers of excel, it combines data from BuildPro and JDEdwards into a user friendly and digestible format.
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CONTENTS
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FIRST USE FILE SETUP
First ensure your Division uses the Purchasing Contract Tracker by verifying with your Division's Purchasing Director. If Community Contract Trackers are setup for your Division find them in your TEMP drive (y:drive). See below for file path.
Replace with your Division
Once you have located your y:drive folder you will notice multiple folders of information. For regular community percent contracting maintenance you will select the "Community Contract Trackers Excel" folder.
Select your community
Open your community tracker and start at the community summary dashboard in the Setup tab.
To ensure you are working with the most up to date data click the 'Refresh All Data' in the Data tab in the MS edit ribbon
Select your product type (attached, detached, mulit-condo, and condo 2o2)
% Contracted based on contracts loaded to typically required cost codes and contracts loaded to non-typically required cost codes
Total Direct Base House Costs loaded to the 251 BuildPro cost codes in JDEdwards, less permits, fees and extraordinaries
Total permits, extraordinary, and fees loaded per floorplan and elevation to JDEdwards
After a data refresh and selecting the correct product type per community you are ready for regular day to day maintenance of your community percent contracted tracker.
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DAY TO DAY USE INSTRUCTIONS
Move down to the cost code maintenance section to view cost codes loaded, errors, and estimated budgets.
Error Explanations
Budget Missing
The 'Budget Missing' error is an error given when you are missing a contract load to a typically required cost code per template requirements per product type. For more information on typically required vs non-typically required see FAQs.
Override Required
The 'Override Required' error is an error given when a contract load exists in a cost code that is not typically required per template requirements per product type. For more information on typically required vs non-typically required see FAQs.
Estimated Budget
The 'Estimated Budget' error is given when you have a contract load with a vendor assigned as "Estimated Budget." In some cases (usually with extraordinary cost codes) this is required.
Estimated Budgets do NOT count towards your percent contracted until the correct vendor is loaded to JDE or the override of 'Always Estimated' is selected in the 'Override Explanation or Est. Budget O/R' column.
4 out of 10
If you see an error in the 'Elevations with Cost Codes Loaded' column you only have a select number of elevations with a contract loaded for that cost code.
In situations where budgets entered are elevation specific you have the option to override and explain however, this error will NOT clear or count towards your percent contracted until the remaining floorplans and elevations are entered in JDE as "NC" (No Charge).
Use and Maintenance
Not typically required per project type template and no budget entered... good.
Typically required per project type template with contracts loaded... good.
Select an "x" to override an error.
When overriding an 'Override Required' error you are telling the project type template that you would like to include it as required cost code and must explain your reasoning within the Override Explanation column.
When overriding a 'Budget Missing' error you are telling the project type template that you would like to remove it as a typical requirement and must explain your reasoning within the Override Explanation column.
Estimated Budget Error Override
Select an "Always Estimated" to override an Estimated Budget error.
In situations where the vendor will always be entered as "Estimated Budget" you can use the drop down or type in "Always Estimated" in the 'Override Explanation or Est Budget O/R' column to calculate a new percent contracted.
In situations where you are waiting for the vendor to be selected.
If you still have bids out and haven't quite selected a vendor yet do NOT override, instead utilize the 'Action Item' column to keep track of vendor contract load progress.
Elevation Specific Cost Codes
If the error is showing as legit vs a contracting hole, the only way to clear an 'Elevations with Cost Codes Loaded' error is to load the remaining elevations as "NC" (No Charge) in JDEdwards. Once entered as NC the error will clear itself, as updates are push out weekly from JDE to your Community Purchasing Contract Tracker so no override required.
Base House Expanded Tab
To increase efficiency and to limit your search into budgets loaded to JDE, the BH Expanded tab was created to bring light to budgets loaded per floorplan and elevation in a easy and digestible format. As these numbers are updated weekly, you can trust that you are looking at the most up to date information.
To maintain a point of reference, notice the same color format for identifying errors follows through to this tab. An orange highlight is showing you have an Estimated Budget, a green highlight is showing where you do have a budget loaded to a non-typically required cost code per product type template, and a red highlight is showing where you do not have a budget(s) loaded to a typically required cost code per product type template.
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FAQs
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CONTACT THE DEVELOPERS
If you are having an issue, we want to know about it. To keep track of issues and prioritize responses we ask that you use the form below vs sending an inner office email. This way we know who, what, when and can meet your expectations in solving your problem! For immediate attention reach out to Giovanni Esposito at gesposito@tollbrothers.com
Toll Brothers Virginia Division
To get ahead of contracting holes and to better maintain the health of budgets and contract loads the Virginia Division worked together to create the Purchasing Contract Tracker.
With consistent maintenance of each Community's tracker by the respective Purchasing Manager and regular review by upper management the Virginia Division hopes to continue to limit EPOs, find and fix contract holes, contract quicker and more efficient upfront, and improve direct base house cost forecasting on future jobs.