Field Defintions: SL Worksheet Form

The following is a list of field descriptions for the SL Worksheet form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

JC Co#

Enter a valid JC Company or press F4 to select one from a list.

If you have already initialized the worksheet, this is the company that you want to work on.

If you are adding a single subcontract to the worksheet, this is the company in which the subcontract was set up. This must be entered before the subcontract can be added.

SL Worksheet - Overview

SL Worksheet

Job

Enter a job or press F4 to select one from a list. The job must be associated with the selected JC company.

If you have already initialized the worksheet, this is the job that you wish to edit.

If you are adding a single subcontract to the worksheet, this is the job for which the subcontract was set up. This must be entered before the subcontract can be added.

Note: If you enter a soft- or hard-closed job, the status displays in red above the tab page. You can enter work complete and stored materials information for items on the subcontract and update the subcontract to AP, regardless of whether you allow posting to soft- or hard-closed jobs (flags in JC Company Parameters). However, you will only be able to post the resulting AP invoice if you allow posting to soft- or hard-closed jobs.

SL Worksheet - Overview

SL Worksheet

Pay Control

Enter the payment control code for the subcontract, or accept the default.

The pay control code is used to group invoices together for payment, and it allows you to easily pay the subcontractors when you get paid by the owner.

This field defaults the pay control code from AP Vendors (Pay Control field), unless you specified a code when you added or initialized this subcontract to the worksheet (SL Add to Worksheet or SL Worksheet Initialization).

When using AP Payment Posting or AP Payment Workfile , you can select the invoices that should be paid by payment control code, and all invoices that have the same payment control code are added to the payment work file.

AP Reference

Enter the AP reference number for this subcontract, or accept the default specified when this subcontract was initialized or added to the worksheet.

The entry in this field is validated based on the selection in the Check for unique AP Reference field (AP Company Parameters Form < Audit Options tab).

For example if By Vendor & Co is selected, a validation error will display if the AP reference number has already been used on an invoice for that vendor in the same company.

The system only checks existing invoices in the AP module, it does not check AP reference numbers already entered in either of the following:

  • On claims that have not been posted to AP (SL Subcontract Claims> Info tab> Invoice Number field).

  • On subcontracts added to a worksheet in SL Worksheet (SL Worksheet> Info tab in the upper portion of the form> AP Reference field)

Invoice Description

Enter the invoice description for this subcontract.

This field will populate with any default value entered when the subcontract was added to the worksheet or the worksheet was initialized.

SL Worksheet - Overview

SL Worksheet

Invoice Date

Enter the invoice date for this subcontract.

This field will populate with the default entered when the subcontract was added to the worksheet, or the worksheet was initialized.

SL Worksheet - Overview

SL Worksheet

Pay Terms

Use this field to set the payment terms of the subcontract. Enter a payment term code or press F4 to select one from a list.

Payment terms are created and maintained using the HQ Payment Terms form. You can open this form by pressing F5 in this field.

By default this field populates with the payment terms entered on the subcontract (SL Subcontract Entry> Info tab in the upper portion of the form> Pay Terms field).

If payment terms were not set up on the subcontract, this field populates with the payment terms set up on the vendor (AP Vendors> Info tab> Payment Terms field).

Due Date

Use this field to set the due date of the invoice.

If you selected payment terms, this field defaults a calculated due date based on the payment terms and invoice date.

SL Worksheet - Overview

SL Worksheet

CM Account

Use this field to select the CM Account that will pay the invoices for this subcontract.

Enter a SM account or press F4 to select one from a list. CM accounts are created and maintained using the CM Accounts form. You can open this form by pressing F5 in this field.

Note: If you initialized the subcontract, this field defaults from the CM Account field from SL Worksheet Initialization. If you leave the CM Account field in SL Worksheet Initialization blank, the system updates this field with the number from the CM Account field in AP Vendors. If the CM Account field in AP Vendors is blank, the system uses the number from the CM Account# field in AP Company Parameters.
Note: If you added the subcontract to the worksheet, this field initially defaults from the CM Account field from SL Add to Worksheet. If you leave the CM Account field blank on SL Add to Worksheet, the system updates this field with the number from the CM Account field in AP Vendors. If the CM Account field in AP Vendors is blank, the system uses the number from the CM Account# field in AP Company Parameters.

Hold Code

Use this field to enter a hold code on the subcontract. Enter a hold code or press F4 to select one from a list.

Hold codes are created and maintained using the HQ Hold Codes form. Press F5 in this field to open this form.

Ready

Check this box if this subcontract is ready to be updated to AP. When the update to AP is run, this subcontract will be included in the update, provided all required information has been entered.

Note: You must specify a CM account for this line before this box can be checked. Additionally, if you have not specified a Reference number, you will receive a warning stating that the AP Reference column is blank, and though not required for posting, it is recommended for reporting and to prevent a warning on duplicate reference numbers. However, box can still be checked and update to AP will be allowed.

Do not check this box if this subcontract is not ready to be updated to AP. Once you have entered or modified all information in this worksheet for the subcontract, this box can be checked.

If you set up a maximum retention amount on the subcontract and you have exceeded that amount, the system will display a warning.

Click Yes to have the system calculate and distribute retention amounts.

Click No to mark the worksheet as ready and to leave retention amounts alone.
The system will then calculate and distribute retention amounts as set up for the subcontract in SL Subcontract Entry.

Notes

Use this field to enter any notes on the subcontract. You can also use the Notes tab in the lower portion of the form to enter notes on each specific subcontract item.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

SL Worksheet - Overview

SL Worksheet

Line Description

This field displays the description of the subcontract item. The value in this field can be up to 60 characters long.

SL Worksheet - Overview

SL Worksheet

Supplier

Use this field if a third party other than the subcontractor is involved in the subcontract item.

Enter the supplier number or press F4 to select the supplier from a list (AP Vendors ).

SL Worksheet - Overview

SL Worksheet

Notes

Use this tab to enter notes on a specific subcontract item. You can also use the Notes tab in the upper portion of the form to enter notes on a subcontract.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

SL Worksheet - Overview

SL Worksheet

Work Completed: WC Ret%

This field defaults the retainage percentage for work complete as specified for the subcontract item in SL Subcontract Entry (Work Completed Retanage % field). You can override this value as necessary.

If you either initialized or manually added subcontracts to the worksheet, and you used Job Billing to bring in invoice amounts, this field will default the work complete retainage percent from Job Billing.

Note: If you have set maximum retention amounts for this subcontract, the system may change this value when you hit the maximum retention amount. See Applying Maximum Retention Amounts to Subcontracts for more information.

Add a subcontract to a worksheet

Initialize Subcontracts to Worksheets

Using the SL Worksheet

About the SL Worksheet Form

Work Completed: % Cmpl To Date

Enter the total percent of work complete to date. If you added or initialized the subcontract, and you used Job Billing (JB) to set invoice amounts, this field will default the percent complete from JB.

If the unit of measure for the item is LS (lump sum), this amount reflects total cost. If the unit of measure is not LS, this amount reflects units. You can override this field.

Tip: Because entry in this field automatically updates all other fields, (does not include the Stored Materials section) you might consider using only this field to enter invoice amounts. By entering the appropriate amount here and then pressing the Page Down key, you can quickly move through all subcontract items. You must still use the Subcontract tab/Items tab to select the subcontract and first item.

SL Worksheet - Overview

SL Worksheet

Work Completed This Invoice: Cost

If invoice amounts were initialized from Job Billing, this field defaults the current costs for this invoice. May be overridden.

If not initializing invoice amounts from Job Billing, enter the total cost for this invoice. Once entered, all other fields are adjusted to reflect this amount.

SL Worksheet - Overview

SL Worksheet

Work Completed This Invoice: Units

If invoice amounts were initialized from Job Billing, this field defaults the current units complete for this invoice. May be overridden.

If not initializing invoice amounts from Job Billing, enter the units complete for this invoice. Once entered, all other fields are adjusted to reflect this amount.

Tip: Because entry in this field automatically updates all other fields, (does not include the Stored Materials section) you might consider using only this field to enter invoice amounts. By entering the appropriate amount here and then pressing the Page Down key, you can quickly move through all subcontract items. You must still use the Subcontract tab/Items tab to select the subcontract and first item.

SL Worksheet - Overview

SL Worksheet

Work Completed This Invoice: Retainage

The total retainage for work completed this invoice. May be overridden.

SL Worksheet - Overview

SL Worksheet

Work Completed To Date: Cost

The total work completed to-date. This amount is the sum of Previous Work Completed and Work Completed This Invoice. If overridden, will recalculate This Invoice and % Complete.

SL Worksheet - Overview

SL Worksheet

Work Completed To Date: Units

The total units completed to-date. This amount is the sum of Previous Units Complete and Units Completed This Invoice. If overridden, will recalculate This Invoice and % Complete.

SL Worksheet - Overview

SL Worksheet

Stored Materials: Purchased This Invoice

Enter the total dollar value of the materials that the subcontractor has purchased and stored on this job for this billing cycle. This will default to zero (even if initializing from Job Billing and there were purchased stored materials for the related contract item). The amount entered here will increase the amount of stored materials to be invoiced on this billing (Net This Invoice field).

Note: A separate line will be generated for stored materials on the AP invoice, with a line description of "Stored Materials for Item ##", where ## is the subcontract item number.

SL Worksheet - Overview

SL Worksheet

Stored Materials: Installed This Invoice

Enter the total dollar value of materials the subcontractor installed during this billing cycle that were previously billed as stored materials. This default will be zero (even if initializing from Job Billing and there were installed stored materials for the related contract item). The amount entered here will decrease the amount of stored materials to be invoiced on this billing (Net This Invoice field).

Note: Make sure that ‘Work Completed’ on this invoice includes any materials installed on this invoice.

A separate line will be generated for stored materials on the AP invoice, with a line description of "Stored Materials for Item ##", where ## is the subcontract item number.

SL Worksheet - Overview

SL Worksheet

Stored Materials: Retainage

Defaults the retainage percentage for Stored Materials specified for the subcontract item in SL Entry. May be overridden.

SL Worksheet - Overview

SL Worksheet

Stored Materials Retainage This Invoice

The total retainage for stored materials this invoice. May be overridden.

SL Worksheet - Overview

SL Worksheet

Notes

Use this field to enter any notes on the subcontract. You can also use the Notes tab in the lower portion of the form to enter notes on each specific subcontract item.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

SL Worksheet - Overview

SL Worksheet