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Subcontracts

Form ID: (SC301000)

This form is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

On this form, you can view existing subcontracts, create new subcontracts, and add lines to subcontracts. Once a subcontract has been saved, it can be approved, rejected, or canceled by any employee assigned to review this subcontract.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Approve Changes the status of the subcontract from Pending Approval to Open.
When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.
This command is available if the subcontract has the Pending Approval status.
For more information, see Approval Configuration: Approval Maps.
Cancel Cancels the subcontract, which changes its status to Canceled. A subcontract with this status cannot be edited; however, you can later reopen the subcontract and edit its details.This command appears if the subcontract has the Open status.
Complete Completes the current subcontract, which changes its status to Completed.This command appears if the subcontract has the Open status.
Create Prepayment Request Creates a prepayment linked to this subcontract. The system opens the Bills and Adjustments (AP301000) form with a new prepayment request (based on the subcontract) that is ready to be saved. The prepayment can be used to pay for this subcontract directly when the services are received.
Do Not Email Causes the Do Not Email check box (on the Financial tab) to be selected for the subcontract, to skip the step of emailing the subcontract.This command appears if the subcontract has the Pending Email status.
Do Not Print Causes the Do Not Print check box (on the Financial tab) to be selected for the subcontract, to skip the step of printing the subcontract.This command appears if the subcontract has the Pending Print status.
Email Emails (based on the settings of the SUBCONTRACT mailing) the subcontract to the vendor specified in this subcontract. For more information, see Mailings for Customers.This command appears if the subcontract has the Pending Email or Open status.
Enter AP Bill Creates an accounts payable bill based on the current subcontract. This command opens the Bills and Adjustments (AP301000) form with a new accounts payable bill that has all the details copied from the subcontract.
Hold Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.
This command appears if the subcontract has the Open, Pending Approval, Pending Email, Pending Printing, or Rejected status and is available if the subcontract is not linked to a change order.
Print Navigates to the Subcontract (SF) (SC641000) report, where you can print the subcontract.
This command appears if the subcontract has the Pending Print status.
Reassign Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command appears if the subcontract has the Pending Approval status.
For more information, see Approval Configuration: Approval Maps.
Recalculate Prices Opens the Recalculate Prices dialog box, which you can use to specify the extent to which you want to refresh the prices and discounts for the subcontract.
Reject Changes the status of the subcontract from Pending Approval to Rejected. After a subcontract has been rejected, you can change its status to On Hold, correct the subcontract, take it off hold, and save your changes, which subjects the subcontract to approval again.
When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.
This command is available if the subcontract has the Pending Approval status.
For more information, see Approval Configuration: Approval Maps.
Remove Hold Changes the status of the subcontract to Open or Pending Approval if approval of subcontracts is configured.
This command appears if the subcontract has the On Hold status.
Reopen Reopens the subcontract, which changes its status to On Hold and makes it available for editing.This command is available if the subcontract has the Canceled, Completed, or Closed status and is not linked to a change order. For information on how to reopen a subcontract linked to a change order, see Change Orders for Commitments: Commitment Reopening.
Validate Addresses Validates the account addresses through integration with a specialized third-party software or service.This command appears only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.
Vendor Details Opens the Vendor Details (AP402000) form, which displays the data related to the vendor from which services in this subcontract are ordered.

Back to TopRecalculate Prices Dialog Box

You use this dialog box to specify the options to be used for updating the prices (referred to in subcontract as unit costs) and discounts for the subcontract.

Element Description
Recalculate The way prices and discounts are recalculated. You can select one of the following options:
  • Current Line: To recalculate prices and discounts for the selected line
  • All Lines: To recalculate prices and discounts for all lines
Set Current Unit Prices A check box that indicates (if selected) that the system must replace the item prices with the current prices in the selected line or all lines.
Override Manual Prices A check box that indicates (if selected) that the system must replace the item prices that have been modified manually (in the Unit Cost or Ext. Cost column) with the current prices. The check box is available for selection if the Set Current Unit Prices check box is selected.
Recalculate Discounts A check box that indicates (if selected) that the system must recalculate the discounts for the selected line or all lines.This check box is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features  (CS100000) form.
Override Manual Line Discounts A check box that indicates (if selected) that the system should cancel the manual discounts for the selected line or all lines (depending on the option selected in the Recalculate box) and search for applicable automatic discounts. This check box is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
This dialog box has the following button.
OK Closes the dialog box and applies the selected options to the subcontract.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.
If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case the system will prompt you to specify a different approver).
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

In this area, you can enter summary information for a new subcontract. You can also find an existing subcontract by its subcontract number and view (and edit, if needed) its details.

Element Description
Subcontract Nbr. The unique reference number of the subcontract, which the system assigns based on the numbering sequence assigned to subcontracts, as specified on the Subcontracts Preferences (SC101000) form.
Status The system-generated status of the subcontract, which is one of the following options:
  • On Hold: The subcontract is a draft and can be edited manually.
  • Open: The subcontract has been processed in accordance with the settings on the Subcontracts Preferences (SC101000) form but has not been completed yet.
  • Pending Approval: The subcontract has not been approved by all the assigned persons, and this approval is required. The subcontract’s assignment for approval is performed according to the approval map selected for subcontracts on the Subcontracts Preferences (SC101000) form.
    • This status is available if the Require Approval check box is selected and an approval map has been specified in the Approval Map box on the Subcontracts Preferences (SC101000) form.
  • Rejected: The subcontract was rejected by one of the persons assigned to approve it.
    • This status is available if the Require Approval check box is selected and an approval map has been specified in the Approval Map box on the Subcontracts Preferences (SC101000) form.
  • Pending Printing: Printing is required for the document but has not been performed yet. The subcontract should be printed if the Print Order check box (on the Purchase Settings tab) is selected for the vendor on the Vendors (AP303000) form.
  • Pending Email: Emailing is required for this document, but it has not been performed yet. The subcontract should be emailed if the Email Order check box (on the Purchase Settings tab) is selected for the vendor on the Vendors (AP303000) form.
  • Completed: The subcontractor has provided the ordered services for the subcontract.
  • Closed: All the ordered services have been billed in full.
  • Canceled: The subcontract was canceled through the Cancel command. A subcontract with this status cannot be edited.
Date The date when the subcontract was created. All transactions included in this document will have this date.
Start Date The date when the vendor has promised that the items listed in the subcontract will be received at their destination location.
Vendor Ref. The reference number of the vendor document related to this subcontract. This element is required if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form.
Description A brief description of the subcontract.
Vendor The vendor from which the items will be purchased, by its ID.
The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location The vendor location from which the items will be purchased.
This box appears on the form only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Owner The user name of the employee who is responsible for the subcontract.
Project The project with which the subcontract is associated.
This box appears on the form only if the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form.
Currency The currency the subcontract will be paid in.The box appears on the form if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Detail Total The total amount of all lines in the document before deductions, such as discounts and retainage—that is, the sum of the amounts in the Ext. Cost column on the Details tab.
Line Discounts The sum of the discounts in the Discount Amount column in lines on the Details tab.
Document Discounts If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the sum of all group and document discounts applied to the document. These discounts are listed on the Discounts tab.
If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, you can enter a document-level discount manually. This manual discount has no discount code or sequence and is not recalculated by the system. If the manual discount needs to be changed, you have to correct it manually.
Tax Total The total tax amount for all lines added to the current subcontract. This value is calculated by the system as the sum of the tax amounts for each line.
Subcontract Total The total sum for the subcontract, including taxes. This read-only value is the sum of the Line Total and Tax Total values.
Retainage Total The total retainage amount for all lines added to the current subcontract, including retained taxes. This value is the sum of the Retainage Amount and Retained Tax values of the subcontract.
This column appears on the form only if the Apply Retainage check box is selected on the Financial tab.
Control Total The subcontract’s total amount (including taxes), which you must enter manually when you attempt to save the subcontract with the Open status. This value must be the same as the Subcontract Total value, which the system has calculated automatically. This box appears only if the Validate Total on Entry check box is selected on the Subcontracts Preferences form.

Back to TopDetails Tab

The Details tab has a table with detailed information about the non-stock items to be purchased according to the subcontract.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Add Project Items Opens the Add Project Items dialog box, in which you can select all applicable cost budget lines of a project for which you want to process a project commitment. For each project budget line that is selected in the dialog box, when you click Add Lines or Add Lines & Close, the system will add a subcontract line and copy the project budget key (that is, the Inventory ID, Project, Project Task, and Cost Code values) to the corresponding line of the subcontract.

Shortcut Menu

If you right-click within the rows of a table, the system opens a shortcut menu. Most of the commands you see in the menu are duplicates of commands on the table toolbar. The unique menu commands are listed below.

Button Description
Insert Row Inserts a blank row above the row that is currently selected in the table.
Cut Row Copies the selected row or rows to the clipboard.
Insert Cut Row Inserts the row or rows that have been copied to the clipboard above the currently selected row or rows.

Add Project Items Dialog Box

This dialog box, which the system opens when you click Add Project Items on the table toolbar, shows the list of cost budget lines of the project. In this dialog box, you can select specific cost budget lines for which you want to process project commitments. For each project budget line that is selected in the dialog box, when you click Add Lines or Add Lines & Close, the system will add a line to the document and copy the project budget key (that is, the Inventory ID, Project, Project Task, and Cost Code values) to the corresponding document lines.

Column Description
The Selection area of the dialog box has the following element.
Project The identifier of the project whose cost budget lines you need to add to the document.This box appears only if the Require Single Project per Document check box is cleared on the Accounts Payable Preferences (AP101000) form. If the Require Single Project per Document check box is selected, the box does not appear; the table lists the cost budget lines of the project specified for the subcontract in the Summary area of the current form.
In the table, you can select cost budget lines of the project.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Included An unlabeled check box that you select to add this cost budget line to the document if you then click Add Lines or Add Lines & Close.
Project Task A task of the project. Only cost budget lines with project tasks that have the In Planning or Active status are shown in the table.
Inventory ID The inventory item that is associated with the cost budget line.
Cost Code The cost code that is associated with the cost budget line.
The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.
Account Group The account group to which the expense account is mapped.
Description The description of the cost budget line.
UOM The unit of measure of the cost budget line.
Unit Rate The cost of the specified unit of the cost budget line.
Original Budgeted Quantity The original budgeted quantity of the cost budget line.
Original Budgeted Amount The original budgeted amount of the cost budget line.
Revised Budgeted Quantity The revised budgeted quantity of the cost budget line if the original budget quantity has been revised for the project after the initial budgeting.
Revised Budgeted Amount The revised budgeted amount of the cost budget line if the original budget amount has been revised for the project after the initial budgeting.
Budgeted CO Quantity The total quantity of the lines of released change orders that are associated with the cost budget line.
Budgeted CO Amount The total amount of the lines of released change orders that are associated with the cost budget line.
Revised Committed Quantity The total revised quantity of the commitments that are associated with the cost budget line.
Revised Committed Amount The total revised amount of the commitments that are associated with the cost budget line.
Committed Received Quantity The total received quantity of the commitments that are associated with the cost budget line.
Committed Invoiced Quantity The total invoiced quantity of the commitments that are associated with the cost budget line.
Committed Invoiced Amount The total invoiced amount of the commitments that are associated with the cost budget line.
Committed Open Quantity The total open quantity of the commitments that are associated with the cost budget line.
Committed Open Amount The total open amount of the commitments that are associated with the cost budget line.
Actual Quantity The total quantity of the released project transactions that correspond to the cost budget line.
Actual Amount The total amount of the released project transactions that correspond to the cost budget line.
Actual + Open Committed Amount The sum of the Actual Amount and Committed Open Amount values.
Variance Amount The difference between the Revised Budgeted Amount and Actual + Open Committed Amount values.
Performance (%) The task performance measure, which the system estimates as the percentage of the actual amount of the revised budgeted amount.
Auto Completed (%) A check box that indicates (if selected) that the Completed (%) of the corresponding task is calculated automatically, based on the completion method of the task, which is specified on the Project Tasks (PM302000) form.
Last Cost to Complete The value of the Cost to Complete column before the most recent change was made to it.
Cost to Complete The current projected amount that is required to complete the cost budget line.
Last Percentage of Completion The value of the Percentage of Completion column before the most recent change was made to it.
Percentage of Completion The current approximate percentage of project completion that corresponds to the cost budget line.
Last Cost at Completion The value of the Cost at Completion column before the most recent change was made to it.
Cost at Completion The current projected total cost amount of the cost budget line.
Revenue Task The task associated with the corresponding revenue budget line. This task is shown for informational purposes.
Revenue Item The inventory item associated with the corresponding revenue budget line. This item is shown for informational purposes.
The dialog box has the following buttons.
Add Lines Adds the selected cost budget lines to the document. The dialog box remains open.
Add Lines & Close Adds the selected cost budget lines to the document and closes the dialog box.
Cancel Cancels any selections you have made and closes the dialog box.

Table Columns

Column Description
Branch The branch to receive the item.
This column is displayed only when the Multibranch Support feature or the Multicompany Support feature is enabled (or both features are enabled) on the Enable/Disable Features (CS100000) form.
Inventory ID The identifier of the non-stock item, which has been defined on the Non-Stock Items (IN202000) form. In a subcontract line, you can select only non-stock items that do not require receipt (that is, the items for which the Require Receipt check box is cleared on the Non-Stock Items form).
If a project is selected in the line, you can select any non-stock item that does not require receipt if the Allow Adding New Items on the Fly check box is selected in the settings of the project on the Projects (PM301000) form. If the check box is cleared, you can select only non-stock items that are listed in the cost budget lines of the project on the Cost Budget tab of the Projects form.
You can also enter an alternate ID in this box; if you do, the system will search for the corresponding non-stock item and replace the alternate ID you entered with the corresponding inventory ID.
Project The project with which this subcontract line is associated.
Project Task The project task with which this subcontract is associated.
Cost Code The cost code with which this subcontract is associated.
Line Description A description of the subcontract line, which is copied from the item’s description.
UOM The unit of measure (UOM) in which the quantity of the item is specified. If the value in the Qty. on Receipts column is greater than zero, you cannot change the UOM for this line.
Order Qty. The quantity of the item that has been ordered, expressed in the unit of measure specified in the UOM column.
Unit Cost The cost per UOM of the non-stock item. If you enter the unit cost (vendor price) manually and save the document, this value will not be updated by the system when you change the document date. If you want to replace this value with the vendor price currently available for the item, use the Recalculate Prices command.
Ext. Cost The extended cost of the non-stock item, which is the unit cost multiplied by the quantity. If you enter the extended cost manually and save the document, the value will not be updated by the system when you change the document date. If you want the extended cost to be recalculated automatically based on the applicable vendor price, use the Recalculate Prices command.
Discount Percent If the Vendor Discounts feature is not enabled on the Enable/Disable Features form, the percent of the discount that has been entered manually or calculated based on the discount amount entered manually for this line item. If the Vendor Discounts feature is enabled on the Enable/Disable Features form, this column contains the percent of the line-level discount that has been applied manually or automatically. If the Manual Discount check box is selected in this line, you can enter the percent manually and the discount amount will be calculated automatically.
If the inventory item of the line has By Amount selected in the Close PO Line box on the General tab of the Non-Stock Items form, when an AP bill line is created for this subcontract line, the system does not populate the Discount Percent column on the Details tab of the Bills and Adjustments (AP301000) form with the discount percent of the subcontract line.
Discount Amount If the Vendor Discounts feature is not enabled on the Enable/Disable Features form, the amount of the discount that has been specified manually or calculated based on the discount percent entered manually.
If the Vendor Discounts feature is enabled on the Enable/Disable Features form, this is the amount of the line-level discount that has been applied manually or automatically to this line. If the Manual Discount check box is selected for this line, you can enter the discount amount manually and the discount percent will be calculated automatically.
If the inventory item of the line has the By Amount option selected in the Close PO Line box on the General tab of the Non-Stock Items form, when an AP bill line is created for this subcontract line, the system does not populate the Discount Amount column on the Details tab of the Bills and Adjustments form with the discount amount of the subcontract line.
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Manual Discount A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount, or you can select the discount code of one of the discounts intended for manual application.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Discount Code The code of the line discount that has been applied to this line automatically. This column appears only if the Vendor Discounts feature is enabled on the Enable/Disable Features form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Discount Sequence The identifier of a discount sequence that has been applied to this line. The column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Prepaid Qty. The quantity of the items that has been prepaid.
Prepaid Amount The amount that has been prepaid for the item.
Retainage Percent The percent that is applied to the amount in the Ext. Cost column minus the amount in the Discount Amount column to calculate the amount to be retained for the line. By default, the system fills in this column with the value specified in the Retainage Percent box on the Financial tab of the Vendors (AP303000) form for the vendor; you can override this value.
If the Change Orders feature is enabled on the Enable/Disable Features form, when a change order is processed for a subcontract, the retainage percent and amount are updated based on the values in the corresponding change order line. For more information, see Change Orders for Commitments: Commitment Updates on Release of Change Orders.
This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current subcontract on the Financial tab.
Retainage Amount The amount to be retained for the line. The system calculates the amount by applying the retainage percent to the amount in the Ext. Cost column minus the amount in the Discount Amount column. You can override this value if required; if you do, the system recalculates the retainage percent accordingly.
If the Change Orders feature is enabled on the Enable/Disable Features form, when a change order is processed for a subcontract, the retainage percent and amount are updated based on the values in the corresponding change order line. For more information, see Change Orders for Commitments: Commitment Updates on Release of Change Orders.
This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current subcontract on the Financial tab.
Amount The amount calculated (after the discount has been taken) for the item.
Alternate ID The alternate ID used for this inventory item-subitem pair by the vendor. For more information on using alternate IDs, see Item Cross-References.
Tax Category The tax category assigned to the ordered non-stock item.
Account The expense account used to record the purchased non-stock item.
The system copies this account from the settings of the non-stock item specified in the COGS/Expense Account box on the GL Accounts tab of the Non-Stock Items form.
If a project is selected in the line and the Internal Cost Commitment Tracking check box is selected on the Projects Preferences (PM101000) form, the specified account must be mapped to an account group.
For an intercompany subcontract, if this is a line with a non-stock item for which the Purchases option is selected in the Post Cost to Expenses On box on the Price/Cost tab of the Non-Stock Items (IN202000) form, the system inserts the expense account it copies from the following source, based on the option selected in the Use Intercompany Expense Account From box on the Accounts Payable Preferences (AP101000) form:
  • If Vendor Location is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of the current form.
  • If Inventory Item is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in the line.
For a line of an intercompany subcontract with no item specified, the system always inserts the expense account copied from the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of the current form.
Description The description of the account used.
Sub. The subaccount used to record the purchased non-stock item that does not require receipt. The default value is the expense subaccount specified in the Expense Sub. box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in the line. This column appears on the form if the Subaccounts feature has been enabled on the Enable/Disable Features (CS100000) form.
Closed A check box that indicates (if selected) that the line has been fully billed.
Billed Qty. The quantity of the item that has been billed.
Billed Amount The amount of the item that has been billed.
Unbilled Qty. The quantity of the item that has not been billed yet, which is calculated as the line quantity (Order Qty.) minus the billed quantity of the line (Billed Qty.).
Unbilled Amount The amount of the item that has not been billed yet, which is calculated as the extended cost of the line (Ext. Cost) minus the line discount (Discount Amount) and minus the billed line amount (Billed Amount).
Base Order Qty. The quantity of the non-stock item ordered, expressed in the base unit of measure. This quantity is used for calculating discounts if the Base UOM option is selected in the Apply Quantity Discounts To box on the Price/Discount Settings tab of the Accounts Payable Preferences (AP101000) form.
Line Nbr. The number of the document line. The system regenerates this number automatically when you add lines to the table.
Line Order The order number of the document line. The system regenerates this number automatically when you reorder the lines in the table.
Requested The date when the non-stock item was requested.
Completed A check box that indicates (if selected) that the purchasing of the non-stock item requested by this line of the subcontract has been completed.
Canceled A check box that indicates (if selected) that this line of the subcontract has been canceled.
Manual Cost A check box that indicates (if selected) that the amount has been applied manually.
Received Amt. The amount received by the subcontract line.
Received Qty. The quantity received by the subcontract line.

Back to TopTaxes Tab

The Taxes tab holds information related to the taxes to be paid on the purchase of the ordered non-stock items.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Tax ID The identifier of the specific tax applied to the current subcontract.
Tax Rate The tax rate used for the tax.
Taxable Amount The taxable amount for this document.
Tax Amount The tax amount for this tax and this document.
Retained Taxable The taxable amount for the retainage.
This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form, and the Apply Retainage check box is selected on the Financial tab.
Retained Tax The retained amount of the tax that is posted to the Tax Retainage Claimable account specified for the tax on the Taxes (TX205000) form.
This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences form, and the Apply Retainage check box is selected on the Financial tab.

Back to TopAddresses Tab

The Addresses tab contains contact and address information about the vendor to supply the ordered non-stock items and services.

Vendor Contact Section

In this section, you provide the vendor’s contact information.

Element Description
Override A check box that you select to override (edit) the default contact settings for the vendor.
Account Name The business name of the vendor contact for matters related to this subcontract.
Job Title The job title of the contact.
Phone 1 The main phone number of the vendor contact for matters related to this subcontract.
Email The email address of the vendor contact for matters related to this subcontract.

Vendor Address Section

In this section, you provide the vendor’s address information.

Element Description
Override A check box that you select to override (that is, to edit) the default shipping address for the vendor.
Validated A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service.
This element appears only if the Address Validation feature is enabled on the Enable/Disable Features  (CS100000) form.
Address Line 1 The first line of the vendor’s contact address.
Address Line 2 The second line of the vendor’s contact address.
City The city of the vendor’s contact address.
Country The country of the vendor’s contact address.
State The state of the vendor’s contact address.
Postal Code The postal code of the vendor’s contact address.

Back to TopApprovals Tab

This tab provides detailed information about approvals of this subcontract. If approval is configured, the system automatically assigns subcontracts for approval when they are taken off hold.

If the record is rejected, a reason is specified during the rejection process, and then the record is returned for editing, that rejection will be listed on the tab, and all other rejections and approvals will be removed.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map is specified in the Approval Map box and the Require Approval check box is selected on the General tab of the Subcontracts Preferences (SC101000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Approver The employee ID of the person assigned to approve the subcontract.
Approver Name The name of the employee assigned to approve the subcontract.
Approved By The employee ID of the person who actually approved this subcontract.
Approved By Name The name of the employee who actually approved the subcontract.
Date The date of approval.
Status The status of the subcontract, which is Pending Approval, Approved, or Rejected, depending on the approval action performed.
Workgroup The workgroup of the employee assigned to approve the subcontract.

Back to TopDiscounts Tab

The Discounts tab has a table that shows the details of the vendor discounts that have been applied to the document.

This tab is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features  (CS100000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Skip Discount A check box that you select to cancel a Group- or Document-level discount for the document. Selecting the check box updates the document’s total and the line amounts, but does not remove the record of the canceled discount from this table.
Discount Code The discount code of the vendor discount applied to the document automatically or manually.
Sequence ID The identifier of the discount sequence applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual Discount A check box that indicates (if selected) that the vendor discount shown in this row has been applied manually from the Group- or Document-level discounts marked as Manual on the Vendor Vendor Discount Codes (AP204000) form.
Discountable Amt. The amount used as a base for discount calculation if the discount is defined as based on the amount.
Discountable Qty. The quantity used as a base for discount calculation if the discount is defined as based on the item quantity.
Discount Amt. The amount of the discount.
Retained Discount The amount of the discount that has been retained.
This box is available only if the Apply Retainage check box is selected on the Financial tab.
Discount Percent The discount percent if by definition the discount is calculated as a percentage.
External Discount Code The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.
Description A brief description of the discount, which helps users to identify it.

Back to TopBilling Tab

On this tab, you can view the list of the documents related to the subcontract.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Element Description
Type The type of the document.
Reference Nbr. The reference number of the document.
Date The date of the document.
Status The status of the document.
Billed Qty. The quantity that has been billed related to the document.
Billed Amt. The amount that has been billed related to the document.
PPV Amt. The purchase price variance of the document.
Currency The currency of the document.

Back to TopPrepayments Tab

On this tab, you can view the list of the prepayments related to the subcontract.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Element Description
Doc. Type The type of the document, which is Prepayment.
Reference Nbr. The reference number of the prepayment.
Date The date of the prepayment.
Applied to Order The amount that was paid when the prepayment was released.
Balance The outstanding balance of the prepayment.
Status The status of the prepayment.
Currency The currency of the prepayment.
Payment Ref. The reference number of the released payment document related to the prepayment.

Back to TopChange Orders Tab

On this tab, you can view the change orders related to the subcontract.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Element Description
Reference Nbr. The reference number of the change order.
Class The class ID of the change order.
Revenue Change Nbr. The number of the change order that can affect the revenue within the project. That is, the change order class has the Revenue Budget check box selected on the Change Order Classes (PM203000) form.
Status The status of the change order.
Change Order Description The description of the change order.
Change Date The date on which the changes made with the change order should be recorded in the project balances.
Approval Date The date that has been communicated to the customer as the approval date of the agreed-upon changes.
Contract Change (Days) A positive or negative number of days that represents the delay of the contract.
Reversing CO Nbr. The reference number of the change order that reverses the change order in the line. If multiple reversing change orders were prepared for the selected change order, the system shows a link that you can click to open the list of reversing change orders in the Reversing Change Order dialog box.
Original CO Nbr. The reference number of the original change order whose changes have been reversed with the change order specified in this line.
External Ref. Nbr. The external reference number. You manually enter this number, which can be an identifier required by the customer or a number from an external system integrated with Acumatica ERP.
Project The project associated with the change order.
Project Task The project task associated with the change order line.
Inventory ID The inventory associated with the change order line.
Cost Code The cost code associated with the change order line.
Line Description The description of the item associated with the change order line.
Quantity The quantity of the item associated with the change order line.
UOM The unit of measure of the item associated with the change order line.
Unit Cost The unit cost of the item associated with the change order line.
Amount The amount of the change order line.

Reversing Change Orders Dialog Box

This dialog box shows the list of reversing change orders corresponding to the change order specified in the line on the Change Orders tab.

The table toolbar in the dialog box includes only standard buttons. For the list of standard buttons, see Tables.

Column Description
Reference Number The reference number of the reversing change order.
Description The description of the reversing change order.

Back to TopFinancial Tab

The Financial tab contains financial information related to the subcontract, such as the credit terms, the tax zone, and the branch ordering the services. Also, on this tab, you can review the unbilled and unpaid values for the subcontract, as well ass the discount information.

Subcontract Info Section

In this section, you can specify the financial settings for the subcontract.

Element Description
Branch The branch associated with the document.
This box is displayed only when the Multibranch Support feature or the Multicompany Support feature is enabled (or both features are enabled) on the Enable/Disable Features (CS100000) form.
Terms The specific credit terms to be used for the subcontract.
If the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form, the system uses the credit terms of the vendor selected in the Pay-to Vendor box.
Vendor Tax Zone The tax zone of the vendor. The system inserts the tax zone by using the first applicable rule it finds from the following:
  1. If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form, and a particular project is selected in the Project box of the Summary area, the system copies the project’s tax zone from the Cost Tax Zone box on the Addresses tab of the Projects (PM301000) form.
  2. If the system has not yet found an applicable rule, for the vendor selected in the Summary area of the current form, the system copies the tax zone from the Tax Zone box on the Purchase Settings tab of the Vendors (AP303000) form.
Pay-to Vendor The vendor that the system should use by default in the AP bills or debit adjustments created based on this subcontract. If vendor relations are set up for the vendor selected in the Vendor box of the Summary area of the current form, the system inserts into this box the pay-to vendor specified for the selected vendor in the Pay-to Vendor box on the Payment Settings tab on the Vendors (AP303000) form). If vendor relations are not set up, the system inserts into this box the vendor currently selected in the Vendor box of this subcontract. You can overwrite the vendor in this box, if needed.
This box is available only if the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form.
Workgroup ID The workgroup to which the subcontract was assigned for processing.
Do Not Print A check box that indicates (if selected) that the current subcontract should not be printed.
Printed A check box that indicates (if selected) that the current subcontract has been printed.
When a user prints the subcontract by clicking Print on the More menu, the system automatically selects this check box.
Do Not Email A check box that indicates (if selected) that the subcontract should not be emailed.
Emailed A check box that indicates (if selected) indicates that the current subcontract has been emailed.
When a user emails a subcontract by clicking Email on the More menu, the system automatically selects the check box.

Retainage Settings Section

This section appears only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
Apply Retainage A check box that indicates (if selected) that the current subcontract is subject to retainage. To set the state of this check box, the system copies the state of the Apply Retainage check box on the Financial tab of the Vendors (AP303000) form for the vendor.
Retainage Percent The retainage percent to be specified by default in subcontract lines. The system inserts the default percent, which it copies from the Retainage Percent box on the Financial tab of the Vendors (AP303000) form for the vendor.
This box is available for editing if the Apply Retainage check box is selected for the current subcontract.

VAT Totals Section

This section appears only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
VAT Exempt The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes (TX205000) form.
VAT Taxable The document total that is subjected to VAT. The VAT taxable amount is displayed in this box only if the Include in VAT Taxable Total check box is selected for the applicable tax on the Taxes (TX205000) form. If the check box is cleared, this box will be empty.
If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document is added to the VAT Taxable box of the document.

Discount Totals

Element Description
Line Discounts The sum of the amounts in the Discount Amount column in the lines on the Details tab.
Document Discounts If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the sum of the amounts in the Discount Amt. column in the lines with the Document type on the Discounts tab.
If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, this box shows the discount that has been manually entered in the Document Discounts box in the Summary area of the form.

Billing Info Section

In this section, you can review the unbilled and unpaid values for the subcontract.

Element Description
Unbilled Quantity The quantity of the items that has not been billed yet.
Unbilled Amount The amount of the items that has not been billed yet.
Unbilled Prepayment Total The amount of the prepayments that has not been billed yet.
Unpaid Amount The amount that has not been paid yet.

Back to TopAttributes Tab

The Attributes tab contains the list of attributes related to the subcontract, such as brand, lead age, gender, and industry.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Attribute The description of the attribute assigned to the subcontract.
Required A check box that indicates (if selected) that the attribute is mandatory.
Value The value of the attribute assigned to the subcontract.

Back to TopCompliance Tab

On this tab, you can add, update, and review compliance documents.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Expiration Date The date when the compliance document will expire. You specify the date when you add the compliance document to the tab.
Document Type The type of the compliance document. The following document types are available:
  • Certificate
  • Insurance
  • Lien Waiver
  • Notice
  • Other
Creation Date The date when the compliance document was created. By default, the system inserts the current business date at the time of creation. You can change the date manually.
Status The status of the compliance document. The list of statuses should be specified manually on the Compliance Preferences (CL301000) form.
Required A check box that indicates (if selected) that the document is mandatory for working with the project and project task specified in this line. This setting is for informational purposes only; the system does not enforce this requirement. It shows that the compliance document is required before any activities are performed for the project.
Received from Vendor A check box that indicates (if selected) that the document has been received. By using this check box, you can track when the payment for the document is received, so that the next payment is not delayed.
Vendor Received Date The date when the compliance document is received.
Received from Joint Payee A check box that indicates (if selected) that the document has been received from a joint payee.
Joint Payee Received Date The date when the compliance document is received from a joint payee.
Processed A check box that indicates (if selected) that the document has been processed.
Voided A check box that indicates (if selected) that the document has been voided.
Created Automatically A check box that indicates (if selected) that the document has been created by the system.
Sent Date The date when the compliance document is sent.
Project The project to which the compliance document relates.
If a project is specified, this compliance document is displayed on the Compliance tab of the Projects (PM301000) form for the selected project.
Cost Task The cost task within the selected project to which the compliance document relates.
If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Cost Task type.
Cost Code The cost code assigned to the compliance document.
Vendor The identifier of the vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
Vendor Name The name of the vendor associated with the compliance document.
Expired A check box that indicates (if selected) that the compliance document has expired.
AP Payment The reference number of the payment that is associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AP Payment Method The payment method associated with the vendor.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Invoice The reference number of the invoice associated with the compliance document. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos form for the selected invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Invoice Amount The amount of the invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Payment The reference number of the payment associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Payment Method The customer’s default payment method.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Account The account associated with the vendor (Expense account) or customer (Sales account).
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Bill The reference number of the bill associated with the compliance document. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments form of the selected bill.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Bill Amount The bill amount to be paid for the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Certificate Number The number of the certificate.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Customer The identifier of the customer associated with the compliance document. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers form of the selected customer.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Customer Name The name of the customer associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Date Issued The date when the document is issued.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Effective Date The date when the compliance document takes effect. You should specify the date manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Insurance Company The name of the insurance company.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Joint Payee (Vendor) The identifier of the joint vendor associated with the compliance document. If a joint vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
    		This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Joint Payee The name of the joint payee, if the joint payee is not defined in the system as a vendor.
Joint Amount Paid The amount to be paid to joint payees according to the joint payment.
Joint Release A check box that indicates (if selected) that the joint release has been received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Lien Waiver Amount The amount covered by the lien waiver.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Limit The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Method Sent The method used to send the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Payment Date The date when the payment is created.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Payment Ref. The reference number of the payment.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Project Transaction The reference number of the project transaction associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Purchase Order The reference number of the purchase order associated with the compliance document. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders form for the selected purchase order.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Purchase Order Line Item The inventory ID of the item in the purchase order line, which can be specified only if a purchase order has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Policy The insurance policy number.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Receipt Date The date of the inventory receipt.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Receive Date The date when the goods are received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Received By The person responsible for receiving goods.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Requires Joint Payment A check box that indicates (if selected) that a joint payment is required.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Revenue Task The identifier of the revenue task within the project to which the compliance document relates. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Revenue Task type.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Secondary Vendor The identifier of the secondary vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Secondary Vendor Name The name of the secondary vendor associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Source The source of the payment, which is one of the following options:
  • AP Bill
  • PO/Sub
  • Customer
  • Project
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Sponsor Organization The name of the sponsor organization.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subcontract The identifier of the subcontract associated with the compliance document. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts form for the selected subcontract.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subcontract Line Item The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Through Date The date when the goods are shipped.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.