Add Subcontract Invoice Wizard - Unit Price

Initiate Add Sub Invoice Wizard

  1. Click the 'Projects' icon on the left menu.
  2. Select the Project.
  3. On the Projects menu under Procurement, select Sub invoices.
  4. Click the 'Actions' button on the far right.
  5. Click 'Add Manually' option from the drop-down menu.

Add Sub Invoice Wizard - Step 1

  1. In the data entry form, the Project # should be selected already but can be changed.
  2. Select the Prime Contract Information:
    • Required: Prime Contract #
    • Optional: CO # or WO # Reference
    • Optional: Prime Contract Contact (ex. Project Manager)
    • Required: Prime Contract Address Type (Typically, this is Company Billing Address.)
  3. Select the Subcontract Information:
    • Required: Subcontract #
    • Optional: Subcontract Contact
    • Required: Sub Address Type (Typically, this is Company Billing Address.)
  4. Select or enter the Subcontract Invoice Information:
    • Required: Order # (This will determine previous invoice amounts.)
    • Required: Invoice # (This is the invoice number on the actual vendor's bill.)
    • Required: Issue Date
    • Optional: Terms (Selecting a Term should auto calculate Payment Due Date depending on the text format.)
    • Optional: Payment Due Date
    • Required: Billable Status (This is only applicable for cost plust Prime Contracts where expenses are imported into a Prime Invoice.)
      • Billable: Expense can be imported into Prime Contract Invoice.
      • Unbillable: Expense cannot be imported into Prime Contract Invoice.
      • On Hold: Unclear at this time if expense can be passed on to the customer.
    • Optional: Approved (Checked = Approved, Unchecked = Pending (Default), Recommendation: Leave the Approved field unchecked until the Sub Invoice has been completed.)
    • Required: Work Retainage % (10% = 10, Default percentage can be set in the Subcontract.)
  5. Click 'Save and Next'

Optional: Add Sub Invoice Wizard - Step 2 - Unbilled Subcontract Unit Price Items

  1. Navigate to an item and enter a value in the 'Current Quantity' cell.
    Note: Total invoiced quantity (previous + current) can be greater than esimated project quantity.
  2. Repeat step above for other Unit Price Items that are being billed this period.
  3. Click the 'Save and Next' button shown below the grid.

Optional: Add Sub Invoice Wizard - Step 3 - Unbilled Subcontract Change Orders (SCO)

  1. Navigate to an item and enter a value in the 'Current Quantity' cell.
    Note: Total invoiced quantity (previous + current) can be greater than esimated project quantity.
  2. Repeat step above for other SCOs that are being billed this period.
  3. Click the 'Save and Next' button shown below the grid.

Important Things To Know:

  • Approved SCOs are not available for import unless the SCO's Issue and Status Date is less than the Sub Invoice's Issue Date.

Optional: Add Sub Invoice Wizard - Step 4 - Release Retainage Held (aka Billed Retainage)

  1. Navigate to the Job Cost Code and enter a value in 'Work Release Amount'. The value entered must be less than or equal to the retainage amount (ex previous + current).
  2. Optional: Select Tax Code (In the US, this is typically blank but for other countries a tax code may apply.)
  3. Repeat step above for other Job Cost Codes where retainage/holdback is being released.
  4. Click the 'Save and Next' button shown below the grid.