Implementation plan – Project financials – 02 – Procurement – POs and subcontracts
Review procurement prerequisites, configure project settings, and create purchase orders and subcontracts to support accurate job costing and downstream billing processes.
Important things to know
- POs and subcontracts cannot be issued unless there is an approved prime contract with a status date
- PO and subcontract items require a job cost code reference
- POs are converted to bills using the PO to Bill Wizard when materials or equipment are provided and suppliers submit an invoice
- Sub invoices are created for subcontracts and SCOs (optional) when subcontractors provide materials or services to the job
- The sub invoice process changes dynamically based on subcontract type (fixed lump sum, cost plus, or unit price), making contract type a critical field on the subcontract form
- Project Financial Analytics > Transaction categorizations: More info
- Bills and sub invoices can be exported to accounting systems such as Intuit QuickBooks, Sage 50 Canada, and Xero using AccountingLink
02.1 – Procurement settings, POs, and subcontracts
| Step | Task description | Help topic | Training video(s) | Application form |
| 1 | Review feature settings. Selec Procurement > PO types. | View | Listing | |
| 2 | Select Projects in the left navigation pane, then select the current project in Quick Select. The system opens the Current Project Home page. | Form | ||
| 3 | Select Procurement from the Quick Links tab under Accounting and Project Management Departments. | |||
| 4 |
Optional: Select the total record count next to Project Directory to verify that applicable suppliers and subcontractors are listed.
The project directory is a focused list of firms involved in the project, including the client, architect, your firm, and vendors. Create it by tagging firms from contact management for the selected project.
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View | Form | |
| 5 | Optional: Add purchase orders (POs) for material supplies or rental equipment. | View | Form | |
| 6 | Optional: Add subcontracts for firms providing services that may include materials, labor, and equipment. | View | Form |