Add subcontracts manually

Enter subcontract header information

1. Go to Projects and select the appropriate project in the Quick Select section.

2. On the Project Home page, select Subcontracts in the Procurement section.

3. Select Actions > Add Manually.

4. Optionally, update the Project number as needed.

5. Optionally, update the Prime Contract #.

6. Optionally, add the CO #, WO #, or both.

7. In the General Subcontract Information section, enter the following information:
   • Update the Issue Date, Subcontract #, Subcontract Status, and Status Date, if needed.

     The Issue Date, Subcontract #, and Subcontract Status fields are required.

     When the workflow is enabled and a rule might apply, the Status field becomes disabled; otherwise, it remains enabled.

   • Select on of the following Subcontract Types:
     • Fixed Lump Sum

       The total contract amount is broken down by job cost code with fixed lump sum values. Each code has a set dollar amount, but the overall price is firm and not tied to a quantity.

     • Cost Plus without GMP (guaranteed maximum price)

       Job cost codes are assigned, but no dollar values are set in advance. Costs are reimbursed based on actual, plus a fee.

     • Cost Plus with GMP

       Similar to Cost Plus without GMP, but includes a maximum dollar amount per cost code, contributing to an overall guaranteed price cap..

     • Unit Price

       The subcontract is based on quantities and unit prices assigned to each job cost code. The final cost depends on the quantity installed. Invoiced amounts may exceed the estimated quantities per job cost code, and the final contract value may be higher or lower than the original estimate.

     The subcontract type impacts how sub invoices are processed.
   • Enter a subcontract Subject.

     This field is required.

8. In the Subcontractor Company Information section, select the Company, the Address Type, and optionally a Contact.
   The Company dropdown is populated from the project directory. If a company is not listed, select Actions > Project Directory to add the desired company.
9. In the Prime Contractor Company Information section, select the Address Type and optionally a Contact.

   The Company field is disabled and is the contractor that has been issued the prime contract.

10. Enter the Scope of Work, and optionally add Inclusions, Exclusions, and Clarifications.

    Alternatively, you can select Import Scope to import this information from a template.

    You can create scope templates in Settings > Templates and Reports > Scope Templates..
11. In the Subcontractor Start and Finish Dates section, enter the following dates as needed:
    1. Enter the EstimatedStart Date, Substantial Completion, or Finish Date.
    2. Enter the Actual Notice to Proceed, Start Date, Substantial Completion, or Finish Date.
12. In the Default Percentages and Incentives / Liquidated Damages section, optionally enter the following information:
    1. The Default Retention (%) percentages for Work Completed and Stored Material.

       If the fields are left blank, the default values specified in the prime contract will be used.

    2. Enter the amount for Incentives Per Day, Liquidated Damages Per Day, or both.
13. In the Default Line Item Values section, optionally select the default Job Cost Code, Tax Code, or both.

    These values will be used when the corresponding fields are left blank for an item.

Add subcontract original items

Add the initial breakdown of work items and costs by job cost code, often called schedule of values or unit price items.

1. In the Subcontract Original Items section, do the following for each item:
   1. Enter the item Description, Quantity, Units of measure, Unit Price, and Cost Code.

      For unit price subcontracts, the quantity represents the estimated project quantity.

      If you do not specify a cost code, the default job cost code specified in the Default Line Item Values section will be used.

   2. Optionally, select a Tax Code.

      If you do not specify a tax code, the default tax code specified in the Default Line Item Values section will be used.

   3. Optionally, update the Item # if needed.

2. To add more items, select Add New Line.
3. Optionally, to import original items, select Add / Import Items and select one of the following options:
   • To import labor items from the cost database, select Import Labor Items.
   • To import equipment items from the cost database, select Import Equipment Items.
   • To import work items from the cost database, select Import Work Items.
   • To import estimate items, select Import Estimate Items.
   • To import estimate items grouped and summed by code, description, and unit of measure, select Import Estimate Items Summary.
   • To import anticipate costs, select Import Anticipated Costs.
   • To import job cost codes as line items, select Import Job Cost Code.
4. Select Save or Save & New.