View/Add/Edit Subcontract - General Information
Updated
View/Add/Edit Subcontract - General Information
Suggested Prior Reading
Things to do before you add a Commitment
Add a Commitment (Subcontract)
View or Edit a Commitment (Subcontract)
Relationship Between Subcontract, Subcontract Change Order and Subcontract Invoice
Overview
The Subcontract - General form contains all the general details about the Subcontract such as the vendor or subcontractor that is doing the work, default retainages and contract dates.
The Subcontract General form is split into various sections:
· General Information
· Contract Dates
· Inclusions and Exclusions
· Attachments
Any items marked with an asterick is a required item.
General Information
The following are the data fields on the General section:
Name | Description |
Contracted Company | The vendor or subcontractor that is doing the work, supplying the materials etc. for the Subcontract. This is a required field. Any invoices or change orders will have this auto-populated into it.
To add a new Contracted Company or change the existing one: 1) Click on the Pencil button. The list of Project Contacts is displayed. All Project Contacts setup for the project are displayed and can be selected. See Select Project Contact for more information on the navigating the form. 2) Click in the box to the left-hand side of the vendor or subcontractor to select it 3) Click Save.
Only one Contracted Company can be selected. If there was previously an invoice created and the Contracted Company is deleted or changed, any invoices or change orders associated with the previous one will have their contracted company updated. |
Invoice Contact | The contact for the Subcontract. Any invoices or change orders will have this auto-populated into it.
To add a new Invoice Contact or change the existing one: 1) Click on the Pencil button. The list of Project Contacts is displayed. All Project Contacts that have been added to the Project Contacts are listed. See Select Project Contact for more information on the navigating the form. 1) Click in the box to the left-hand side of the vendor or subcontractor to select it 2) Click Save.
Only one Invoice Contact can be selected. If there was previously an invoice created and the Invoice Contact is deleted or changed, any invoices or change orders associated with the previous one will be automatically deleted. |
Subcontract Number | The Subcontract Number. This can be manually typed in or the system will auto-populate with a Subcontract number (with the format as specified in the Settings section) if left blank. |
Default Work Retainage | This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed). |
Default Material Retainage | This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed). |
Notes | Internal notes about the Subcontract. |
Contract Dates
There are a number of different dates that can be entered and kept track of to manage the Subcontract.
Fill out any dates that pertain to the contract or commitment. General descriptions have been setup but each organization can set their own definitions of what each of the statuses actually are in the life cycle of the Subcontract. This is for tracking of dates from an internal point of view. The information does not print on PDF files or has associated functionality but they can be viewed in the lists.
To enter or change a date:
Type in the date
OR
Click in the Date field to bring up a calendar.
See Entering Dates for more information.
Start Date | The date the Subcontract is scheduled to begin. |
Est. Complete Date | The date the Subcontract is scheduled to complete. |
Actual Complete Date | This is the actual completion date which may or not be the same as the estimated completion date. |
Contract Date | The date of the contract. |
Signed Contract Received | Organizations to determine rules around this date |
Execution Date | Organizations to determine rules around this date |
Issued On Date | Organizations to determine rules around this date |
Returned Date | Organizations to determine rules around this date |
Letter of Intent Date | Organizations to determine rules around this date |
Approval Letter Date | Organizations to determine rules around this date |
In this section, any custom fields created for the Subcontract are also displayed and will be entered or maintained.
Inclusions and Exclusions
Inclusions and Exclusions further clarify what is included and not included in the Subcontract.
Inclusions and Exclusions are used in the export.
Inclusions | The work, materials, labour, equipment, services or activities that are specifically included in the Subcontract to be delivered. Type in the information as required. |
Exclusions | The work, materials, labour, equipment, services or activities that will specifically NOT be included in the Subcontract. Type in the information as required. |
Attachments
To add attachments, such as the actual subcontract, or a scanned copy of the bill or receipt:
Drag and drop files to the box
OR
Click on the box to select a file and upload it.
Options after entering the General Information
Click the Save button to save the information. The General form closes and the item list form displays.
Click on Save & Email to send a notification and link to the item.
Click Close to close the form without saving any changes. If changes were made, a prompt appears to:
Cancel - Don’t’ save any changes. Close the General form and display the list of the items.
Save – Save any changes. Close the General form and display the list of the items.
Don’t Save - Don’t’ save any changes. Close the General form and display the list of the items.
Next Steps
Click on Schedule of Values text at top of form to enter, view or maintain those. See Schedule of Values.
Click Sync to ERP button on the bottom right of the form to sync the Subcontract with the ERP system. Only Approved and Complete Subcontracts can be synched. See Sync to ERP.
Click on Invoices to enter, edit or view an invoice for this Subcontract (only Approved Invoices can have Invoice entered). See Subcontract Invoices.
Click on Change Order in the navigation menu to enter, edit or view a Change Order for this Subcontract. See Subcontract Change Orders.
Click the Delete button to remove the entire Subcontract and all associated Change Orders and Invoices. Approved, Complete, Terminated or Void Invoices can not be deleted and the button won’t appear. See Delete a Subcontract.
