Adding Subcontracts Manually

Subcontract Header Data Entry Steps

1. Click the 'Projects' icon on the left menu.
2. Select the Project.
3. On the Projects menu, under Procurement, select Subcontracts.
4. Click the 'Actions' button on the far right.
5. Click 'Add Manually' option from the drop-down menu.
6. In the data entry form, the Project # should be selected already but can be changed.
7. Select the Prime Contract #. This may cause a refresh in order to calculate the next available Subcontract #.
8. Optional: Select the CO # or WO # Reference.
9. General Subcontract Information Section:
   Required Fields:
   • Issue Date
   • Subcontract #
   • Subcontract Type:
     • Fixed Lump Sum
     • Cost Plus with Guaranteed Maximum Price (GMP)
     • Cost Plus without Guaranteed Maximum Price (GMP)
     • Unit Price
     Note: This will impact how Sub Invoices are processed.
     
   • Subcontract Subject
   • Status (If Workflow is turned on and a Rule potentially applies then Status will be disabled otherwise it is enabled.)
   Optional Fields:
   • Status Date
10. Subcontractor Company Information Section:
    Required Fields:
    • Company
    • Company Address
    Optional Fields:
    • Contact
    Note: The company drop-down will be the Project Directory. If the subcontractor is not listed, just click Actions shown at the top right then Project Directory to add the firm on the "fly".
    
11. Prime Contractor Company Information Section: Required Fields:
    • Company (This field is disabled and represents the contractor that has been issued the Prime Contract.)
    • Company Address
    Optional Fields:
    • Contact
12. Enter the Work Scope.
13. Optional: Enter Inclusions, Exclusions, and Clarifications manually or import a Scope Template. That latter can be performed by clicking the Import button shown to the right of Inclusions.
    Note: Scope Templates can be created in Settings | Templates and Reports | Scope Templates.
    
14. Optional: Enter Estimated Dates for Start, Substantial Completion, or Finish.
15. Optional: Enter Actual Dates for Start, Substantial Completion, or Finish.
16. Optional: Default Retention (Holdback) percentages for work and stored material. If left blank, defaults will come from the Prime Contract.
17. Optional: Enter the amount for Incentives Per Day and/or Liquidated Damages.

Setting Default Values for Subcontract Schedule of Values or Unit Price Items (Optional)

Default selections for job cost code and tax code can be specified above the grid and will be used when the corresponding grid entries are left blank.

Add Subcontract Original Items (aka Schedule of Values or Unit Price Items)

1. Navigate to the 'Subcontract Original Items' section.
2. Enter the Item # (sort order), Item Description, Quantity, Unit of Measure, Unit Price. For unit price subcontracts, quantity would represent the estimated project quantity.
3. Job Cost Code: Use Default Selection in header section or select a specific cost code in the grid row.
4. Optional Tax Code: Use Default Selection in header section or select a specific tax code in the grid row.
5. Repeat the steps above for any additional items.
6. Click the 'Save' or 'Save and New' button at the bottom.

Importing Subcontract Original Items (Optional)

• Cost Database - Labor Items
• Cost Database - Equipment Items
• Cost Database - Work Items
• Estimate Items
• Estimate Items Grouped and Summed By Code, Description and Unit of Measure
• Anticipated Costs
• Job Cost Codes as Line Items