The purpose of this document is to explain the procedure for how to update the client master list.

Step 1:

Goto Dropbox and open “2.CLIENTS”.

You will see the first client is “1-1 Architects Pty Ltd”

The “CMD GPR CLIENT MASTER LIST.xls” is complete up to “Axis Plumbing Group”

Step 2:

Open the client folder “Built”

You will see the sites/locations we have completed projects for this client.

Step 3:

Open the first site/location folder. For this example it is “25 Lucknow Street – Mitcham”

Step 4:

You will see the dates folders. For this example you will see two folders “5th October 2012” & “10th
April 2013”. These folders contain the documents for the work completed at site: “25 Lucknow
Street – Mitcham” on the dates the folders are labelled with.

Open “5th October 2012”

Step 5:

You will see five folders:

“1.Correspondance”

“2.Quotes”

“3.Purchase Orders”

“4.Docs”

“5.Invoices”

Open “4.Docs”

Step 6:

You will see four folders:

“1.Received”
“2.Drafts to send”

“3.Sent”

“4.Reference Docs”

The “2.Drafts to send” folder contains the word version of the report we send to our client.

You will use this document to populate the “CMD GPR CLIENT MASTER LIST.xls” spreadsheet. You
can copy and paste the information from the word version of the report into the spreadsheet.

Note: there will be cases when the word version is not uploaded. When there is no word version you
will need to open the “3.Sent” folder. This folder contains the pdf report we send to our client. You
will need to manual enter the information from this report.

Step 7:

Open “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th October 2012/4.Docs/2.Drafts to send”

You will see:

Step 8:

Enter the company name into column A “COMPANY” of the “CMD GPR CLIENT MASTER LIST.xls”

Step 9:

Read the “INTRO/JOB DESCRIPTION” check if it states we were engaged via another company.

For example open “2.CLIENTS/2 Construct/Building J - Monash Uni –

Caulfield/26.05.15/4.Docs/2.Drafts to send/Kersulting - CMD-SCN-RPT-11055 - 26.05.15”
You will note in the “INTRO/JOB DESCRIPTION” it states “Ben Leske of Kersulting engaged CMD Civil
on behalf of 2 Construct”. For cases like this 2 Construct is actually our client because they are
paying the invoice. Kersulting are the company engaging us to do the work. So for this example you
would enter “Kersulting” into column B “ENGAGED VIA:”

Step 10:

Enter the job date into Column E “Job date”. For the “2.CLIENTS/Built/25 Lucknow Street –
Mitcham/5th October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “8 October 2012”

The format to enter the date in is: [dd.mm.yy] i.e. for this example: 08.10.12

Step 11:

Enter the site details in Column F “Site”. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “25 Lucknow Street, Mitcham,
VIC 3132, Yarra Valley Water”

Step 12:

Enter the purpose/scope in Column G “Purpose/scope”. For the “2.CLIENTS/Built/25 Lucknow Street
– Mitcham/5th October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “to identify
reinforcing and possible services with three locations prior to being cut and core drilled”

Step 13:

Enter the first name in Column I “First”. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “Adam”

Step 14:

Enter the last name in Column J “Last”. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “Pearce”

Step 15:

Enter the job title in Column K “Title”. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “Project Coordinator”

Step 16:

Enter the office number in Column L “Office”. For the “2.CLIENTS/Built/25 Lucknow Street –
Mitcham/5th October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “03 9926 1900”.
NOTE: You need to adjust the formatting for the phone number.

The format is [+61, single digit area code, 8 digit phone number]

For this example “03 9926 1900” becomes “+61 3 9926 1900”

Another example “07 8855 1122” becomes “+61 7 8855 1122”

Step 17:

Enter mobile number in Column N “Mobile”. For the “2.CLIENTS/Built/25 Lucknow Street –
Mitcham/5th October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “0412 142 745”

NOTE: You need to adjust the formatting for the phone number.

The format is [+61, drop the zero, then keep rest of digits]

For this example “0412 142 745” becomes “+61 412 142 745”

Step 18:

Enter the email in Column O “Email”. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/4.Docs/2.Drafts to send” example shown in step 7 it is “adampearce@built.com.au”

Step 19:

Enter invoiced amount in Column H “Value”.

Open Invoices issued/sent located in “5.Invoices/issued or sent” below “4.Docs” and open the
invoice and enter the invoiced amount. For the “2.CLIENTS/Built/25 Lucknow Street – Mitcham/5th
October 2012/5.Invoices/1.Sent” example the invoiced amount is “$803.00”

Note if no invoice located in this folder leave empty.

Step 19:

Repeat steps 3-18 until all site locations and dates have been entered.

Step 20:

Arrange by job date in ascending order so last job is at the top and first job at the bottom.

Step 21:

Count up the number of jobs and enter into Column C “No. jobs to date”
Step 22:

Copy last job date from Column E into Column D “Date of last job”

Step 23:

Repeat for each client.