Create and configure Subcontract Card
Once a Vendor is designated as a Subcontractor (see: Designate a Vendor as a Subcontractor), you will need to create and configure the Subcontractor Card for that Vendor. To do that, use these steps:
Navigate to the Role Center > Subcontract > Subcontract
Select New to create a new Subcontract.
General Fast Tab
| Field Name | Description |
|---|---|
| Project No |
Specifies the Project Number to be associated with the new Subcontract. |
| Description | Specifies information about the Project from the Description field on the Project Card. |
| Subcontract | Specifies the Subcontract Number. This field is either filled automatically from a defined Number Series, or freeform text may be entered if manual number entry is enabled in the Number Series Setup. |
| Description | Specifies freeform text information about the Subcontract |
| Vendor No | Specifies the Number for the Subcontract Vendor. |
Important
The only Vendors who will appear in this list are those where the Vendor Card has the Subcontractor field enabled. For more information see: Designate a Vendor as a Subcontractor
| Name |
Specifies the Name of the Subcontract Vendor. |
| Subcontract Type | Specifies the Subcontract Type, a code used to classify the Subcontract. |
Note
The values for this field are set up in Project Codes. For more information see: Project Codes
| Terms |
Specifies the Subcontract’s financial payment Terms. |
| Specialty | Select the Contractor's specialty. Options for Specialty are set up in Project Codes. |
| Pay Status | Select either OK to Pay (P) or Hold Payment (H). If selected, Hold will prevent payments and new Subcontracts from being created for this Vendor. |
Important
The Vendor Card also includes a Vendor Blocked feature which can be set to Payments or All. Setting to either Payments or All will prevent you from creating purchase invoices from approved payment requests.
| Reason |
If Hold Payment (H) is selected for the Status field, free-form text can be entered to explain why payments are being held. |
| Subcontract Status | Change the status from the default Pending to Active after completing the fields in the FastTabs. Transactions cannot be processed until the Status is Active. |
Important
After the Status is changed to Active, no other changes can be made on the Subcontract Card unless the Status is changed back to Pending, which requires specific Role Permissions. Once the Status is set to Active, changes must be made using Change Orders. For more information see: Create Change Orders.
| Customer/Owner |
Specifies the system populated Customer or Owner's name on the Project. |
| Pay When Paid | Specifies, if true, that payments on this Subcontract will not be processed until the associated customer invoice has been paid. |
| Scope/Description of work | Specifies free-form text as a description or scope of work for the Subcontract. |
Approvals Fast Tab
| Field Name | Description |
|---|---|
| Level 1 Approver |
Specifies the first approver for Change Orders and Payment Requests. |
| Level 2 Approver | Specifies the second approver for Change Orders and Payment Requests. |
| Level 3 Approver | Specifies the third approver for Change Orders and Payment Requests. |
| Approval Emails | Specifies, if selected/true, that the system should send email notifications on approval of Change Orders and Payment Requests. |
| Reject Email | Specifies, if selected/true, that the system should send email notifications on rejection of Change Orders and Payment Requests. |
Subcontract Amounts Fast Tab
Use the Subcontract Details section to create the lines for the Subcontract work by choosing a blank line in the Subcontract Details section, or by selecting Manage > New Line.
| Field Name | Description |
|---|---|
| Line No |
Specifies the line number for the Subcontract. Assigned by the system. |
| Task | Specifies the Task to be charged for the line. |
| Line Source Description | Specifies the value of the Line Source Description field. |
| Task Description | Specifies information for the Task. |
| Line Type | Specifies the Type of charge this will be: Resource, Expense, or Item. |
Tip
If you select Resource, you cannot assign an individual Resource on this line, but you can select a Resource Group. If you select Expense, you cannot assign a specific Expense Type. However, if you select Item, you can select a specific Item in the Item field.
| Item No. |
Specifies the Item associated with the Subcontract. |
| Gen. Prod. Posting Group | Specifies the Posting Group to be used for accounting when creating the invoice. |
| Gen. Bus. Posting Group | Specifies the Vendor's trade type to link transactions made for this Vendor with the appropriate General Ledger Account according to the General Posting Setup. |
| Cost Type | Specifies Cost Type for the Subcontract Item. |
| Global Dimension 1 | Specifies the Global Dimension 1 for the Subcontract. |
| Global Dimension 2 | Specifies the Global Dimension 2 for the Subcontract. |
| Resource Group | Specifies the Resource Group for the Subcontract. |
| Units | Specifies Units, an optional field used to store the number of units for a line Item. |
| Rate | Specifies the Rate, an optional field used to calculate an Amount from the Units. |
| Amount | Specifies the Amount for this line Item. |
| Retention Method | Specifies if the Retention Method is to be None or calculated on the Total for the line. |
| Percent | Specifies the percentage of the line amount to be retained when entering Payment Requests. |
| Cap | Specifies Yes when there is a Cap or limit on what can be paid for the line. |
| Cost From | Specifies where cost totals will originate from, either the detail records attached to the Subcontract or the Subcontract Purchase Invoice entries. |
| Price From | Specifies where prices will be obtained for invoicing the Customer. Either from the detail records attached to the Subcontract or from the price entered on the Subcontract lines. |
| UOM | Specifies how each unit of the Item or Resource is measured, such as in pieces or hours. By default, the value in the Base Unit of Measure field on the item or Resource Group Card is inserted. |
| Location Code | Specifies the Inventory Location from which the Items sold should be picked and where the inventory decrease is registered. |
| Unit Price | Specifies the Price for the Task being billed. |
| Invoiced Units | Specifies the number of Units for which a Purchase Invoice has been posted. |
| Invoiced Amount | Specifies the line Amount on a posted Purchase Invoice. |
| Original Units | Specifies the number of Units when the Subcontract’s Status was changed to Active. |
| Original Amount | Specifies the line Amount when the Subcontract’s Status was changed to Active. |
| Pending Change Units | Specifies the number of Units for the line on Subcontract Change Orders with a Status of Pending. |
| Pending Change Orders | Specifies the sum of Amounts for the line on Subcontract Change Orders with a Status of Pending. |
| Approved Change Order Units | Specifies the number of Units for the line on Subcontract Change Orders with a Status of Approved. |
| Approved Change Orders Amount | Specifies the sum with a Status of Approved. |
| Pending Change Orders | Specifies the sum of Amounts for the line on Subcontract Change Orders with a Status of Approved. |
| Total Units | Specifies the sum of Units for the line. |
| Total Amount | Specifies the sum of Amounts for all line Items for the line. |