Step 1: Enter Subcontract Detail Information

Follow the steps below to enter subcontract detail information. This is the first step in the subcontract buyout process and is used to enter in and group together subcontract items onto a subcontract.

Click here for an overview of the project buyout process.

This process only covers completing the required fields and basic setup. When going through these steps, you can move the cursor into any field and press F1 to get more detailed information about that field.

  1. Open the PM Subcontract Detail form. You can open this form either directly from the PM module Programs folder or by clicking the Subcontract Detail button on the PM Project Phases form .
  2. Enter a project number in the Project field.
  3. Select an item. Each item on the Non-Interfaced tab is a phase on the project associated with a subcontract cost type. Each item on this tab is work that needs to be assigned to a subcontractor. If you decide to do the work yourself, you can leave the item on the tab.

    Cost types are assigned to phases using the PM Project Phases form .

  4. Select an item type in the SL Item Type field.

    Click here for more information on the SL Item Type field.

  5. Enter a description of the subcontract in the SL Item Description field.
  6. Complete the Units, UM, Unit Cost, and Amount fields. The estimates for the subcontract display in the Original Estimates section at the top of the form.
  7. Only subcontract items with the Send box checked can be interfaced with the accounting modules using the PM Interface form. You can either check this box now or wait until you are ready to interface the subcontract with the accounting modules.

    During the subcontract buyout process the subcontract items are grouped together onto a subcontract, the subcontract is approved, the subcontract is generated, and then it is interfaced with the accounting modules. The Send box allows you to define which subcontract items on an approved subcontract are ready to be interfaced with the accounting modules because only items with this box checked will be sent over to accounting.

  8. Complete the Work Completed and Stored Materials Retainage Percentage fields. You will not be able to change the retainage percentage once these items are interfaced.
  9. Enter a Tax Type and Tax Code if you would like to add taxes on top of the subcontract amounts.
  10. Once complete, assign a vendor to the item using the Vendor field.
  11. Save the item.
  12. Click the Initialize button to assign the SL and SL Item numbers.
    The system automatically generates subcontract numbers based on the Subcontract Format Options defined in PM Company Parameters (Subcontract Parameters tab).
    Note: When generating subcontract numbers, if a subcontract already exists for a vendor, the system assigns the phase/cost type sequence as an item on the subcontract.
  13. The subcontract detail is now complete.

    Click here for information on entering the summary information, which is the next step in the subcontract buyout process.

    Overview of the Project Buyout Process

    Step 2: Enter Summary Subcontract Information

    Step 3: Generate the Subcontract Document

    Step 4: Interface the Subcontract