Add subcontracts manually

Enter the subcontract header information

Go to Projects and select the appropriate project in the Quick Select section.
On the Project Home page, select Subcontracts in the Procurement section.
Select Actions > Add Manually.
Optionally, update the Project number as needed.
Optionally, update the Prime Contract # if needed.
Optionally, add the CO #, WO #, or both.
In the General Subcontract Information section, enter the following information:
- Optionally, update the Issue Date, Subcontract #, Subcontract Status, and Status Date as 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.
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 Add New Company to Project Directory to add the new company information or Add Existing Company to Project Directory to add an existing company while creating the transaction. The added company will be automatically selected when you return to the form.
In the Prime Contractor Company Information section, select the Address Type and optionally a Contact.
The Company field is disabled and is set to the contractor that has been issued the prime contract.
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..
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.
Optionally, in the Default Percentages and Incentives / Liquidated Damages section, 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.

Optional: Set default values for the SCO items

In the Default Line Item Values section, 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.

Optional: 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.

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.
To add more items, select Add New Line.
Select Save.

Optional: Import subcontract original items

In the Subcontract Original Items section, select Add / Import Items.
Select one of the following options:
Import labor items from the cost database
1. Select Import Labor Items.
2. In the Filter Information section, select one of the following Rates To Import:
  - Hr. Bill Rate
  - Hr. Cost Rate
  - Daily Bill Rate
  - Daily Cost Rate
  The daily rate equals the hourly rate multiplied by 8.
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each labor item that you want to import.
5. Based on the selected rate, enter either hours or days in the Quantity field.
6. Optionally, select a Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import equipment items from the cost database
1. Select Import Equipment Items.
2. In the Filter Information section, select one of the following Rates To Import:
  - Hr. Bill Rate
  - Hr. Cost Rate
  - Daily Bill Rate
    The daily rate equals the hourly rate multiplied by 8.
  - Daily Cost Rate
  - Project Hr. Bill Rate
  - Project Hr. Cost Rate
  - Project Daily Bill Rate
  - Project Daily Cost Rate
  - Rental Daily Rate
  - Rental Weekly Rate
  - Rental Monthly Rate
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each equipment item that you want to import.
5. Based on the selected rate, enter either hours or days in the Quantity field.
6. Optionally, select a Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import work items from the cost database
1. Select Import Work Items.
2. In the Filter Information section, do the following:
  1. Select Text Search or a classification system from the Filter Type dropdown.
  2. If you selected a classification system, select the lookup icon () next to the Filter field to select a classification code to filter the results. Otherwise, enter text in the field.
  3. Select one of the following Rates To Import:
    Total Cost Rate
    Total Sell Rate
    For example, the proposal rate.
    M Cost Rate
    M Sell Rate
    L Base Cost Rate
    L Cost Rate
    For example, the base rate plus the burden cost rate.
    L Sell Rate
    E Base Cost Rate
    E Cost Rate
    For example, the base rate plus the burden cost rate.
    E Sell Rate
    S Cost Rate
    S Sell Rate
    O Cost Rate
    O Sell Rate
  4. Select Filter.
3. Select the checkbox next to each work item that you want to import.
4. For each selected item, enter the Quantity.
5. Optionally, select a Cost Code for each item being imported.
6. Select the Default Cost Code to use when an imported item does not have one specified.
7. Select Add or Add & Close.
Import estimate items
1. Select Import Estimate Items.
2. In the Filter & Rate Information section, do the following:
  1. Select the Estimate number from the dropdown.
  2. Optionally, select the lookup icon () next to the Estimate Cost Code field to select a cost code to filter the results.
  3. Select Filter.
  4. Optionally, select the Exclude Estimate Items tagged in an RFP Package checkbox.
    Awarded RFP packages can be automatically converted into purchase orders (POs) and subcontracts. For this reason, it’s recommended to exclude estimate items that are tagged in awarded RFP packages to avoid duplication
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each estimate item that you want to import.
5. Optionally, update the Quantity for each selected item as needed.
6. Optionally, update the Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import estimate items grouped and summed by code, description, and unit of measure
1. Select Import Estimate Items Summary.
2. In the Filter & Rate Information section, select the Estimate number from the dropdown.
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each item that you want to import.
  Items are grouped and summed based on item code, description, and unit of measure. Because quantities reflect the entire estimate, filtering by cost code is not applicable.
5. Optionally, update the Quantity for each selected item, if needed.
6. Optionally, select the Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import anticipated costs
1. Select Import Anticipated Costs.
2. Select the checkbox next to each item that you want to import.
3. Optionally, update the Quantity for each selected item, if needed.
4. Select Add or Add & Close.
Import job cost codes
1. Select Import Job Cost Code.
2. Optionally, enter text in the Search field to filter the results.
3. Select the checkbox next to each cost code that you want to import.
4. Select Add or Add & Close.