Subcontract - Fields - Definitions

The date the Subcontract was created. This is automatically set by the system.

The User who created the Subcontract. This is automatically set by the system based on who is logged in and creates the Subcontract.

The Status of the Subcontract. This is set by the User.

The Status is chosen from a set of predefined Statuses in the system.

The Status can impact the functionality available for the Subcontract.

See Subcontract - Status for more information.

The Subcontractor (Company and Contact) the agreement is issued to and who is responsible for performing the work, supplying the materials or equipment or performing the service.

The person at the Subcontractor who prepares and submits invoices for the Subcontract and handles billing questions.

A short name that identifies what the Subcontract is for, so it can be recognized at a glance in the Subcontract PDF, lists, reports, and correspondence without opening it.

The unique identifier for the Subcontract. The User can enter the Subcontract Number or the system can automatically generate it.

Note* The system will allow duplicates of the Subcontract Number as it can be entered by the user - it can also be the same as a Purchase Order Number, however it is recommended to keep them unique.

The default percentage withheld from the value of labor or work-in-place billed on each invoice for this Subcontract. The withheld amount is held back until the terms of the order are met, typically completion or acceptance of the work.

This is a default only and can be changed on each Subcontract Invoice Line Item.

The percentage withheld from the value of materials billed on each invoice for this Subcontract. The withheld amount is held back until the terms of the order are met, typically delivery, acceptance, or completion.

This is a default only and can be changed on each Subcontract Invoice Line Item.

The agreed timeframe within which the General Contractor pays the vendor's invoices, for example, Net 30, meaning payment is due 30 days from the invoice date.

Terms are preset by Users with permissions to change Settings for Commitments (See Permissions - System Features - Settings for more information).

Note* There is also Payment Terms which can be used to further describe conditions or timings that must be met before payment is released.

Free-text detail about what is being purchased or done under the Subcontract, such as scope, materials, quantities, or special instructions, that doesn't fit in the Title or the other structured fields.

Free-text comments about the Subcontract that are for the General Contractor's own team only. They are not printed on the Subcontract or shared with the vendor.

Free-text detail to describe the conditions or timing that must be met before payment is released on this Subcontract.

Defines whether this Commitment is a Purchase Order or Subcontract.

The Project Name that this Subcontract is being created for.

The date the subcontractor is to begin work.

The planned date the subcontractor's work is to be finished.

The date the subcontractor actually finished the work. Compared with the estimate, it shows schedule performance.

The effective date of the subcontract agreement, which may differ from the date it was signed.

The date the General Contract/Project Manager received the signed subcontract and filed it as the contract of record.

The date the General Contract/Project Manager issued a letter of intent. It lets the subcontractor mobilize or start work before the formal subcontract is signed.

The date of the letter notifying the subcontractor that its bid or proposal is approved and the subcontract will be awarded.

The date the General Contractor/Project Manager sent the subcontract agreement to the subcontractor for review and signature.

The date the subcontract was signed by all parties and became legally binding.

The date the subcontractor sent the signed subcontract back to the General Contractor/Project Manager.

The work, materials, equipment, and services that the subcontractor’s price covers, written out so both parties agree on what is part of the scope.

The work, materials, equipment, and services that the subcontractor’s price does not cover. They are not part of the agreement unless added later by a change order.

Supporting files uploaded to the order, such as quotes, drawings, specifications, or correspondence.

Indicates if at least one supporting file has been attached.

Proof from the vendor's or subcontractor's insurer that the required coverage is in place.

Shows whether a certificate of insurance is on file.

Shows whether payment is held until a valid certificate is on file.

The current state of the Certificate of Insurance that is required for payment: Not Reviewed, Rejected or Approved.

Indicates whether the certificate must be on file before the Vendor or Supplier can submit an invoice.

The tax form giving the Subcontractor's legal name, tax ID, and tax classification, needed to pay and report payments to them.

Shows whether a W9 is on file.

Shows whether payment is held until a W9 is on file.

The current state of the W9 that is required for payment: Not Reviewed, Rejected or Approved.

Shows whether a W9 must be on file before an invoice can be submitted.

A signed statement from the vendor or subcontractor confirming they have been paid to a stated amount or date and giving up lien rights for that amount or period.

Shows whether a lien waiver is on file.

Shows whether payment is held until the lien waiver is on file.

The current state of the Lien Waiver that is required for payment: Not Reviewed, Rejected or Approved.

Shows whether a lien waiver must accompany an invoice when it is submitted.

Documents the vendor or subcontractor has signed and returned, such as the signed order, acknowledgments, or forms.

Shows whether the signed documents have been uploaded.

Shows whether signed documents must be on file before an invoice can be submitted.

Sworn written statements from the vendor or subcontractor, such as confirmation that suppliers and workers have been paid.

Shows whether an affidavit is on file.

Shows whether an affidavit must accompany an invoice when it is submitted.

The final copies of the order or agreement, signed by all parties, which become the record of the contract.

Shows whether the fully signed copy has been uploaded.

The total of the Amounts on all line items on the original Subcontract (before any Commitment Change Orders) (either the Amount or the Quantity x Unit Price)

It excludes Taxes.

It excludes Markups - except if a markup is set as a separate line items on the Schedule of Values. In that case the value of the Markup is included in the Amount.

he Markup amount - it includes the Markups amounts from Markups that are set as:

• A column on each individual line item
• As a total in the totals section

It does not include markup values if they are set as separate line items on the Schedule of Values. In that case the value of the Markup is included in the Amount (see Amount above).

The total value of all tax for all Line Items.

The total value of the Subcontract including the Amounts of all Line Items, all Markups and all Taxes.

The total Retainage amount less any Retainage already released for all Approved or Completed Invoices.

The total value of all Approved Change Orders for the Subcontract including the Amounts of all Line Items, all Markups and all Taxes.

The Original Contract value (the total value of the Subcontract including the Amounts of all Line Items, all Markups and all Taxes plus the Approved Changes (including the Amounts of all Line Items, all Markups and all Taxes).

Note* Change Orders can be a negative amount so they would reduce the Original Contract value.

The total Work Completed for all Approved and Complete Invoices.

Note* Doesn't include the tax value for the Work Completed

The Original Contract value (the total value of the Subcontract including the Amounts of all Line Items, all Markups and all Taxes) minus the total Work Completed plus Work Completed Tax value for all Approved and Complete Invoices).