NOTE that Subcontract IDs are unique within a property only; therefore, potentially, more than one property in the same database could have the same Subcontract ID.
Make the following menu selections to display this grid:
Contracts—Subcontrcts—Subcontract Entry
Use this grid to manage subcontracts. If the Current Property's default entityCompany has subcontracts enabled and Job Cost enabled, then Job/Phase/Cost/Type information appears for the General and Contract Activity tabs.
NOTE that Subcontract IDs are unique within a property only; therefore, potentially, more than one property in the same database could have the same Subcontract ID.
Fields Lists
Grid Fields
The following fields appear on the page.
Header
Add Subcontracts
Use this button to add a subcontract.
(Include) Open, Closed, Both (buttons)
Use the buttons to select what you want to see in the grid: subcontracts with the status of Open, Closed, or both Open and Closed. Both is the default.
Subcontract ID
Use the field to search for Subcontract ID numbers. Enter the first few letters or numbers to search for. The items that are the nearest match to your entry display in a drop-down. Highlight an item to select it to appear in the grid.
Grid
NOTE the following:
appear in column headers allow you to change what appears in
the grid. Subcontract ID
The subcontract identification number that appears on lists and in reports.
If you do not have permission to edit subcontracts, this number shows as a display-only label. If you have permission to edit subcontracts, this number is a link that you can select to display tabs used to edit the subcontract.
Date
The date of the subcontract that appears on lists and in reports.
Description
The description for the subcontract.
Vendor ID
The vendor identification associated with the subcontract that appears on lists and in reports.
Short Name
The short name of the vendor that appears on lists and in reports.
Job ID
The job identification for the subcontract that appears on lists and in reports.
Job Name
The job name associated with the subcontract that appears on lists and in reports.
Status
The status of the subcontract: Open or Closed.
Total Contract
The total amount of the subcontract.
Documents
One of the following icons appears in this column:
No documents are currently
stored for the subcontract. Click the icon to upload documents for
the subcontract.
At least one document
is currently stored for the subcontract. Rest your mouse pointer on
the icon to see the number of documents stored. Click the icon to view,
add, or delete documents.
For more information, refer to the Documents Tab instructions.
Use the Print icon 
to print a copy of a subcontract.
Delete
Use the Delete icon
to delete a subcontract.
Note
You cannot delete a subcontract that has invoices or payments associated with it in the system.
The Delete icon is available only when the subcontract status is Open, and when no invoices or payments are associated with the subcontract.
Footer
Company
Use the Footer Link to select a Company. The subcontracts associated with that company display in the grid.
Buttons
When adding or editing a subcontract, the Save button is available from any tab. The Print Subcontract button is available from any tab once a subcontract is saved.
Print Subcontract
After a new contract is saved this button is available, and then you can click the button to print the subcontract.
Save
Click the button to save changes you made when adding or editing a subcontract.
General Tab
This tab is available when you click the Add Subcontact button or click a link for a subcontract in the grid.
Subcontract ID 
The identification for the subcontract. The default value for a new subcontract is "New." Click in the field to edit the Subcontract ID, if desired.
Description
A user-entered description of the subcontract.
Job
The Job ID for the subcontract. Click the Lookup
icon 
to display the Select
Job pop-up to add or edit the Job ID.
These codes are added to the system using the setup Jobs Grid.
This field appears only when Jobs and Subcontracts are being used. Refer to Settings Grid — Policy Groups.
Vendor
The Vendor ID. Click the lookup to display the Select Vendor
Tab to add or edit the vendor.
After a vendor is selected, the selected vendor's information appears in the Vendor Information boxes at the bottom of the form.
Subcontract Date
The date for the subcontract, which for a new subcontract defaults to the login date. To change the date, use the Electronic Calendar to select a date.
Original Amount
The original amount of the subcontract.
Buy Out Amount
The buyout amount of the subcontract.
Retainage %
The retainage percentage. Click in the field to add /edit the retainage percentage, which is a numerical value in the format 0.00, for example, 5.00 for 5%.
Address for Vendor - Main Address / Mailing Address / 1099 Address
Select a button for the address type you want to use for this subcontract. Options are Main Address, Mailing Address, and 1099 Address.
The default is Main Address.
If an address type is not set up for the vendor that you selected above in the Vendor field, then when you select this option the Vendor Address fields will be blank. Vendor addresses are established via Setup Vendors - Address Tab.
Vendor Address
The address for the selected Vendor defaults into these fields, which are not editable.
You can change the type of address that appears in these fields by selecting another button above (i.e., by Selecting Main Address, Mailing Address or 1099 Address). Vendor addresses are editable via Setup Vendors - Address Tab.
Contract Status
These buttons appear after a contract is saved. Options are: Open, Closed.
Options & Status Tab
This tab is available when you click the Add Subcontact button or click a link for a subcontract in the grid.
Documents
Use this section to associate "Required Documents" to the subcontract. You first select the type of document that is required and then you use the rest of the fields on the line to enter information about the Required Document.
NOTE that options that are set up in the eFinancials module in the Required Document Types grid affect the fields in this section.
Required Document Type
Click the drop-down arrow and select a Required Document Type. Required Document Types are set up in the eFinancials module in the Required Document Types grid.
Examples of Required Document Types are Liability Insurance and Workers Compensation.
Required
The system handles Required Document information entered into the system according to the way you have global policies set up and whether you check this box.
Checked - The system considers effective and expiration dates of Required Documents attached to the Vendor for Subcontract Invoices. The system also prints information for Required Documents on the Contract Status report.
NOTE: Refer to What is the effect of Required Documents? in the Required Documents Overview topic for details.
Unchecked - The system does not consider Required Document information nor print information on the report.
Description
Enter a description for the Required Document.
For example, for a required document of the type, Liability Insurance, you could enter Crown Insurance Co., Policy 123456777.
Effective Date / Expiration Date
Enter an effective date and/or an expiration date for the Required Document (optional). Click in the field and use the Electronic Calendarto select a date.
The Effective Date is enabled only when the Has Effective Date option is checked in the eFinancials module in the Required Document Types grid.
The Expiration Date is enabled only when the Has Expiration Date option is checked in the eFinancials module in the Required Document Types grid.
NOTE that when entering an invoice in Invoice Entry for a subcontract that has Required Documents with effective or expiration dates entered here, the dates will be checked against the login date based on the setting for the following policy, which is established in the Setup Global Policies Tabs Invoice tab:
Allow invoices despite effective/expiration date issues with required documents
Delete button
Click the button to delete the Required Document line.
Invoice and Payment Status
These fields are read-only.
Total Invoiced
The total amount dollar amount of the invoices received for this subcontract.
Total Retainage Held
The total amount of retainage withheld on the invoices for this subcontract.
Total Retainage Paid
The total amount of retainage that was paid out for this subcontract.
Total Amount Paid
The total amount paid by check to the subcontractor.
Total Back Charges
The total amount of back charges for this subcontract.
Back charges do not reduce the amount of the contract but do reduce the amount the subcontractor can bill against the subcontract
A back charge is like a Credit Memo and is entered in Accounts Payable.
Last Invoice Date
The date of the last invoice for this subcontract.
Last Payment Date
The last date on which the subcontractor was paid.
Change Order Tab
This tab is available when you click a link for a subcontract in the grid.
Original Contract
The original amount for the subcontract.
Total Contract
The total amount for the subcontract that includes all change orders.
Approved Changes
The amount of the change orders that have been approved.
C/O Amount to Distribute
The Change Order Amount to Distribute, which is updated after a change order is entered for an activity.
NOTE that if there is a total in the Amt Approved field (change order line on the Change Order tab), this means that an amount has not been entered in the C/O Amt to Distribute field on the Activity Tab.
Example
On the Change Order tab, if you entered 500.00 in the Amt Approved field;
on the Activity Tab, if you entered 250.00 in the C/O Amount to Distribute field;
then on the Change Order Tab, the C/O Amount to Distribute is 250.00.
NOTE that the update happens only after you enter a value in the Amt Approved field.
Pending Changes
The amount of any pending change orders that have not been approved.
Add to Revised Estimate (check box)
The default is not checked.
Check the box if you want the value in the Amt Approved to be added to the Revised Estimate.
Note that this check box appears only when you are editing a Job-related subcontract and you enter a value in the Amt Approved text box.
Change order lines
For each change order you want to enter, complete a line.
Change Order
Change orders are numbered automatically by the system, starting with the number 1. Each change order is numbered successively in the order it was entered into the system.
Owner CO
Enter the change order number assigned by the owner (optional).
Requested
Enter the date that the change order was requested. Click in the field and use the Electronic Calendarto select a date.
Amt Requested
Enter the amount of the change order as requested.
Description
Enter a description of the change order.
Amt Approved
Enter the dollar amount approved for the change order. The approved amount of the change is updated to the Job Cost system for the job, phase, and cost activity of the subcontract as a commitment and a change in estimated costs. Notice also that the numbers on the top right of this screen reflect any changes. If the change order is pending, then the amount appears as 0.00.
NOTE that if there is a total in the Amt Approved field (change order line on the Change Order tab), this means that an amount has not been entered in the C/O Amt to Distribute field on the Activity Tab.
Example
On the Change Order tab, if you entered 500.00 in the Amt Approved field;
on the Activity Tab, if you entered 250.00 in the C/O Amount to Distribute field;
then on the Change Order Tab, the C/O Amount to Distribute is 250.00.
NOTE that the update happens only after you enter a value in the Amt Approved field.
Date Approved
Displays the date that the change order was approved.
Status
Displays the status of the change order: Pending or Approved.
Activity Tab
On the Activity Tab, you add line items to be used for invoice entry.
This tab is available when you click the Add Subcontact button or click a link for a subcontract in the grid. In this tab, you can enter multiple activities for a single Job and Expense Code, or for an Expense Code alone, if Job Cost is not enabled.
Original Contract
The original amount for the subcontract.
Total Contract
The total contract amount for the subcontract is the total of all the activity records and includes all change orders.
Approved Changes
The amount for change orders that have been approved.
C/O Amount to Distribute
The amount of any change orders that do not yet have activity added for them. Activity is added in the Activity tab here in Subcontract Entry.
When a change order amount has been added on the Activity tab, that information is then available is reflected in the totals in the upper section.
NOTE that if there is a total in the Amt Approved field (change order line on the Change Order tab), this means that an amount has not been entered in the C/O Amt to Distribute field on the Activity Tab.
Example
On the Change Order tab, if you entered 500.00 in the Amt Approved field;
on the Activity Tab, if you entered 250.00 in the C/O Amount to Distribute field;
then on the Change Order Tab, the C/O Amount to Distribute is 250.00.
NOTE that the update happens only after you enter a value in the Amt Approved field.
Pending Changes
The total amount for change orders that are pending.
Activity lines
When activity has been added in these lines, that information is then available and reflected in the totals in the upper section.
Line (number)
Activity lines are numbered by the system, starting with the number 1. Each change order is numbered successively in the order it was entered into the system.
Phase / Cost / Type
These fields only appear if a Job was selected on the General Tab when the subcontract was set up. Also, some fields may not appear if they are not set up for the Job.
Click in the Phase field to enter the Phase.
Click in the Cost field to enter the Cost Code.
For Type, click the Lookup
icon to display the Cost Estimate
pop-up and select the Cost Type.
Expense
Click the Lookup
icon to display the Select Expense pop-up and select an Expense Code.
Description
A description for the Expense Code defaults into this field. To change it, click in the field and edit the description.
If not using Jobs, the description defaults from the description of the Expense Code on the Setup Vendors - General Tab.
If using Jobs, it defaults to the description on the Job/Phase/Cost description from Job Estimates.
Amount
The amount of the activity. Click in the field and add or edit the amount.
Buyout Amount
The an amount entered on the Subcontract for reporting purposes.
A Buyout Amount is not the same as a back charge amount.
A Buyout Amount entered here does not update the Buy Out Amount field on the Job Estimates Cost Tab, nor does it affect Committed Amounts; however, in the Job Cost calculation for Current Estimate, it is taken into account.
Buyouts entered here or Job Estimates appear on the Buyout Report.
C/O Amount
The amount of the charger order you are entering.
Revised
The calculated value for the revised Subcontract amount once the activity has been taken into account.
Delete button
Click the button to delete the activity line.
Description of Work Tab
This tab is available when you click the Add Subcontract button or click a link for a subcontract in the grid. Use this tab to enter the sequence numbers and descriptions of work to be performed for the job in the form of Standard Text, which is set up on the Standard Text Setup page.
Beginning Text
Click the Lookup
icon to display the Select
Standard Text pop-up and select standard text values for work to be performed for the subcontract, which can be printed on reports.
You can add Standard Text multiple times; additional values are added after the values already displayed.
Ending Text
Click the Lookup
icon to display the Select
Standard Text pop-up and select the sequence number and description of work to be performed for the job.
You can add Standard Text multiple times; additional values are added after the values already displayed.
User Fields Tab
Use the User Fields Tab to enter additional information about the subcontract.
Procedures
To Add a Subcontract
To Add a Subcontract Invoice
Subcontract Invoices are added in eFinancials Invoice Entry. For the steps to add a Subcontract Invoice, refer to the procedure, To Add a Subcontract Invoice, in the Invoices Grid topic in eFinancials.
NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.
To Edit a Subcontract
To Print a Subcontract
for the subcontract you want to print. A printable
copy of the subcontract appears in .PDF format.To Delete a Detail Line Item
for the line item detail you want to delete. The
system deletes the line item detail immediately.To Delete a Subcontract
Note
You cannot delete a subcontract that has invoices or payments associated with it in the system. The Delete button is only available for a subcontract when it can be deleted.
for the subcontract you want to delete.To View Documents for a Subcontract
Refer to To View Documents for a Subcontract for help viewing documents for a subcontract:
Effect of Policies
Refer to Required Documents Overview, How do Global Policies affect Required Documents?
See Also
Effect of Setup on Subcontracts
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