Adding Subcontractors to a Job Record

Adding subcontractors to a job record involves the following steps.

Step 1: Assign a Subcontractor to a Job

1. Select Cards > Job Cost > Job.
2. Select a job and select Subs/Vendors.
3. Complete the remaining fields, as necessary.
   • Job Vendor, Address
     Enter a job vendor or select Add Vendors to select a vendor and let the Job Vendor and Address fields default from the vendor record.
   • Vendor Contract Type
     Select a vendor contract type from the drop-down list. Choices are NTE, Lump Sum, and Unit Price.
   • Contract Date, Purchase Order #
     Enter the contract date and purchase order number.

   • Retention %
     This amount defaults from the Job Maintenance record. You can select the expansion button to open the Retention window, which allows you to specify a maximum retention amount for the current contract. Enter a maximum retention amount and select OK. The retention withheld percent will be withheld from the subcontractor's invoices until the maximum retention amount is reached. Once the maximum amount is withheld, no more retention will be withheld for the subcontractor on the job. 

     Retention will not be withheld if a job has a billing type of SOP.
   • Mod Rate
     Enter the modification rate of the contractor. This field is informational only.
   • User-Defined
     Enter user-defined information. These fields are informational only.
   • Submit Date, Resubmit Date, Approved Date, Disapproved Date
     Enter the submit date, resubmit date, approved date, and disapproved date. See Enter Required Dates for the Subcontractor for information on using the Subcontractor Dates button.
   • Original Contract Amt
     This amount will be used to calculate the amended contract amount after any change orders. For information on fields automatically updated, see Viewing Updated Subcontractor Status Window. 
4. To print the Subcontractor Status report, select File > Print.
5. Select Save.

Step 2: Assign a Subcontractor to a Cost Code

The subcontractor must be assigned to a cost code for retention to be calculated.

1. Select Cost Codes in the Subcontractors Maintenance window.
2. Select Add Cost Codes to add a cost code for the subcontractor on the selected job. The cost code must already be assigned to the job. See Adding Cost Codes to a Job. You can assign numerous cost codes to a subcontractor. You can also assign one cost code to multiple subcontractors. Accounts payable or purchase order transactions posted to a subcontractor cost code will automatically have retention withheld, based on the retention percent assigned to the subcontractor in the Subcontractors Maintenance window.
3. If you do not want to print lien waivers for this cost code, mark the Don't Print Lien Waivers checkbox.
4. To print a report listing all cost codes assigned to the subcontractor on the job, select File > Print in the Subcontractor Cost Codes window.

Step 3: Enter Required Dates for the Subcontractor

1. Select Subcontractor Dates in the Subcontractors Maintenance window.
2. The Subcontractor Dates window lists required items. Required items are defined in the Subcontractor Master Documents window. See Set Up Master Documents. Enter a date for each required item.
3. Once an item is received, mark the Received checkbox and enter the date received. If you have required documents entered in the Insurance Dates window, select the ellipsis button in the Insurance Certificate Required Date field to enter the received date. Likewise, select the ellipsis button in the Lien Waiver Required Date field to enter received dates for lien waivers. See Entering Insurance Dates for a Master Subcontractor and Managing Lien Waivers for more information.
   
   If a required item is not submitted by the date listed, the subcontractor for the job will be marked on hold in the Subcontractors Maintenance window. A star indicates the item was not received by the required date. The subcontractor for this job will remain on hold until the item is received.
4. Select Save.