Purchase Order Subcontractor Tab

This tab should be used to record subcontract services.

Note on Vendor Insurance (Subcontractors)
Purchase Orders are sensitive to blocking payments from the insurance record referenced in the Vendor (typically implemented for Subcontractors); a warning will display when insurance is expired. However, the expired box will only fill in if expired insurance is combined with a "block payment" insurance type. Only Date To Pay invoices that show a checked expired box will be denied payment.

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Describes the task you are subbing out (e.g., install plumbing in kitchen) or a change order. Note that Description fields must be unique within each Purchase Order (i.e., you cannot have two lines on the General tab with a Description of Misc, or a line on the General tab and a line on the Subcontractor tab with a Description of Misc).

Original Amount:
Enter the original contract amount for this line item, excluding change orders. Although the system allows negative values, it will warn the user when a negative value is entered, but will allow the PO to be saved.

If the Currency Id field is completed on the Main Tab, all costs MUST be entered in the Vendor’s currency.

Percent Earned  Earned Amount
If work is progressing on this line, enter either the total Earned% or the Amount Earned (to date) and the system will calculate the other. Notice that these fields (along with the Retainage and previously vouchered amount) control the dollar amount that may be paid to the subcontractor/vendor.

Validation prevents the amount earned from being reduced below the threshold of what have already been vouchered in A/P.

Retainage %
The percent retainage to be withheld for this line (if any).

Total Contract: Amount Vouchered Last Vouchered:  Line Status:
These display only fields are maintained by the system.

Change Order Amount:
The Change Order amount. This amount will only be included in the Total Amount field and be eligible for vouchering when a Date Approved is entered. Currently, negative CO Amounts are only allowed on lines where the Original Amount is positive: the total of the Original Amount and the CO Amount should never exceed the Amount Earned. A positive CO Amount may be entered on a line where the Original Amount is zero, so that multiple change orders can be recorded.

C.O. Date Requested:
The Date the Change Order was requested. The field defaults to today when a CO Amount is added.

C.O. Date Approved
The Date the Change Order was approved. When this field is completed, the amount in the Change Order will be included in the calculation for the Total Amount.

Workorder Id:
If these services are being purchased to a specific Work Order, enter its Id (or double click to select from a list of Id's. If a WO Id is filled in, the Job, Cost Code, and Billing Item fields will default in. Note that a Purchase Order may be imported into a Work Order by clicking the Import Costs button on the Work Order. If this field is completed, it will be referenced on the printed PO instead of the Job Id.

Equipment Id:
If the user enters a Work Order Id, the system will default in the first piece of equipment on the Work Order’s Equipment tab UNLESS this behavior is disabled via registry (see Registry Option - Do Not Default Equipment Id). If the user double clicks on this field, the system will display a list of all equipment associated with the Client Site referenced in the Work Order.

If the sys-ffv-global-settings option 'DefaultEquipmentFromWorkorder' is set to false, the user is allowed to set the Equipment Id back to blank. If this registry option is not present or set to true, the Equipment Id must be completed if a Work Order Id is referenced.

Job Id:
The Job this service is provided for; it defaults from the Job Id (or WO's Job) in the Purchase Order Main tab.

Job Cost Code Id:  Cost Category:
If a Job Id is specified, these fields are required, The Job Cost Category will be cleared if a Job is NOT specified when the record is saved or loaded.  

The Cost Category supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving a child line or saving a record.

The PO-SUB Job Cost Category validation allows Equipment, Other, Subcontract Cost Types. The user is warned is Material or Labor is selected.

Job Bill Itm Id:
If a Job Id is specified, this field must be filled in with the appropriate Job Billing Item Id.

Other Rate Id:
Other rates enable you to assign a billing attribute (unit price or markup) to items that are not material (which use material markup) and are not labor (uses labor table). This optional field should be completed if this item will ultimately be billed to one of your clients (so your Payables person will not have to add an Other Rate to the AP Journal entry it generates).

GL Account
If the services on this PO are being purchased to a job or miscellaneous, enter the appropriate GL expense account to debit. The display-only GL Account Name field defaults from the GL Account record.

GL Entity:
The Id of the GL Entity to be affected by this transaction. The display-only GL Entity Name field defaults from the GL Entity Record.

Extended Description1:  Extended Description2:
Optional but highly recommended to more completely describe this task.

Start Date
Enter (in mmddyyyy format) the date the subcontractor may start the work or double-click this field to access the calendar viewer to do so. This is the date that will appear on the detail line of the printed purchase order.

Completion Date
Enter (in mmddyyyy format) the date the subcontractor completed the work or double-click this field to access the calendar viewer to do so.

Check this box (by double-clicking on it or pressing the spacebar when the caret is on it) if you want to cancel this line.

Order Details (click Magnify to view)
This display-only field shows data retrieved from the PO Details table generated by a custom PO Analytic. Validation prevents changes to PO-SUB lines that originated in the PO Analytic and have details stored in the Purchase Order Detail table.

Also See
Purchase Order Viewer Main Tab