Add a subcontract invoice for a Fixed Lump Sum subcontract

Open the subcontract invoice wizard

1. Go to Projects and select the appropriate project in the Quick Select section.
2. On the Project Home page, select Sub Invoices in the Procurement section.
3. Select Actions > Add Manually.

Step 1: Add the subcontract invoice general information

1. Optionally, update the Project # as needed.
2. Select the Prime Contract #.
3. Optionally, select the CO # and WO #.
4. Optionally, update the Prime Contact.
5. Optionally, update the Prime Address Type.

   This field is required. The default value is the Company Billing Address.

6.  In the Subcontract Information section, specify the following information:
   1. Select the Subcontract #.
   2. Optionally, update the Sub Contact.
   3. Optionally, update the Sub Address Type.

      This field is required. The default value is the Company Billing Address.

7. In the Subcontract Invoice section, specify the following information:
   1. Optionally, update the order number.

      This field is required. This value determines the previous invoice amounts.

   2. Enter the Invoice #.

      This is the invoice number from the vendor’s bill.

   3. Optionally, update the Issue Date.

      The default value is today's date.

   4. Optionally, select the Terms.

      The Payment Due Date is automatically calculated based on the selected terms.

   5. Optionally, update the Payment Due Date.
   6. Optionally, update the Billable Status using one of the following options:

      • Billable: The expense can be imported into the prime contract invoice.

      • Unbillable: The expense cannot be imported into the prime contract invoice.

      • On Hold: The expense is pending review and cannot be imported until its status is confirmed.

      The Billable Status field is used only for Cost Plus prime contracts to control whether expenses can be imported into a prime invoice. It is not applicable for fixed lump sum subcontracts.

   7. Optionally, select Approved to mark the subcontract invoice as approved.

      By default, this field is not selected and the invoice is created as pending. It's recommended to select Approved only after the invoice has been completed.

   8. Optionally, update the Work Retainage % and Stored Material Retainage %.

      For example, enter 10 for 10%. Default percentages are set in the subcontract.

8. Select Save & Next.

Step 2: Update the unbilled subcontract original items (Schedule of Values)

1. For each unbilled item that's being billed in the current period, do the following:
   1. Enter either the Current Work amount or the % Complete.
   2. Enter the Current Stored amount.

   Current Work and Stored Material amounts reflect only the current billing period and exclude previous amounts. % Complete represents the cumulative progress and includes all prior billing periods.

2. Select Save & Next.

Step 3: Update the unbilled subcontract change order (SCO) items

1. For each unbilled SCO item that's being billed in the current period, do the following:
   1. Enter either the Current Work amount or the % Complete.
   2. Enter the Current Stored amount.

   Current Work and Stored Material amounts reflect only the current billing period and exclude previous amounts. % Complete represents the cumulative progress and includes all prior billing periods.

2. Select Save & Next.

Step 4: Release retainage held (billed retainage)

1. For each job cost code where retainage (holdback) is being released, enter the Work Retainage Release Amount or Stored Retainage Release Amount.

   The value must not exceed the total retainage (previous plus current).

2. Optionally, select a Tax Code.

   This field is typically left blank in the U.S., but might be required in other regions.

3. Select Save & Next.