Add Subcontract Phases

Use this service to add or update existing Subcontract Phase information for the defined fields only.

WSDL: UpdateSubcontractPhases.jws

Method: UpdateSubcontractPhases

Enhanced Authentication

Underlying File Maintenance

Prior to importing Subcontract-Phases information, the following file maintenance areas must be completed:

  • System Administration > Installation > Accounts Payable

  • System Administration > Installation > Accounts Payable > Subcontract

  • System Administration > Installation > Accounts Payable > Vendor File Maintenance

  • System Administration > Installation > Job Cost > Installation

  • System Administration > Installation > Job Cost > Jobs

  • System Administration > Installation > Job Cost > Job Phases

  • System Administration > Installation > Job Cost > Cost Type File Maintenance

  • System Administration > Installation > General Ledger > G/L Master File Maintenance

Assumptions and Dependencies

  • The Subcontract-Phase Web Service adds or updates existing Subcontract information for the defined fields only.

  • The unique combination of the following must exist in order to change the data otherwise create a new subcontract phase. The standard Spectrum logic will automatically default any missing information when looking for an existing Subcontract Phase detail.

    • Company_Code

    • Vendor_code

    • Subcontract_number

    • Phase_Code

    • Cost_type

    • Bid_Item_Number

  • Duplicates cannot exist in the Phase Detail of the Subcontract record for the required fields.

    • The same Phase/Cost Type can exist on the Subcontract as long as the Billing Items are unique.

  • The standard GL Account logic will be used for validation for the Job and Cost type defaults.

  • If the Phase_Code and Cost_Type are blank then it will default from the Subcontract if they are defined otherwise these fields will be required.

  • If the Phase_Code and Cost_Type are defined and the following fields are blank then they will default from the Phase_Code:

    • Bid_Item_Number

    • Bill_Description

    • Unit_Of_Measure

    • Rentention_Flag

    • Unit_Price

  • The Bid_Item_Number field will use the first two characters as the Billing Group if the Job is a unit price Job.

  • For Unit Price Subcontracts, if a phase price type is set to Job default or Unit Price then only the UM (unit of measure) of LS (lump sum) can change the record to a Fixed Price amount. All other Job Phase price types act as a fixed price.

  • The Unit of Measure's price method controls the fields (dollars and quantity) that can be populated. If it is defined as Fixed Price then only the Orginal_Contract_Amount field will be updated and all other fields will be ignored.

  • Any field that is left blank will not be updated in Spectrum. The service does not delete values that exist in Spectrum; it only changes data defined in the layout.

Field Descriptions

Use the table below for reference when using this service.

Note: The Authorization_ID and GUID elements are not shown on the Spectrum Excel Office Add-in templates for data entry points.

Excel

Element Name

Description

Req

Type

Max

Format

Validation

Authorization_ID

Authorization ID to access the server

YES

Text

20

Data Exchange Installation Screen

GUID

Unique reference number created by programming

Text

36

** See GUID definition

B

Company_Code

Company Code

YES

Text

3

Valid Company in Spectrum. Defaults from the Authorization ID if not populated.

C

Vendor_Code

Vendor Code

YES

Text

10

Vendor

D

Subcontract_Number

Subcontract Number

YES

Text

10

No duplicate combination of Vendor and Subcontract number.

E

Phase_Code

Phase

Text

20

No dashes. Must exist on the Job and required if not defined on Subcontract. ** See Assumptions and Dependencies.

Phases

F

Cost_Type

Cost type

Text

3

Must exist on the Job and required if not defined on Subcontract. ** See Assumptions and Dependencies.

Cost Type

G

Bid_Item_Number

Billing ItemÂ

Text

10

The billing item is broken into Group and Item for Unit Price jobs. The first 2 characters will be defined as the Group when the Job is Unit Price. ** See Assumptions and Dependencies.

H

Bill_Description

Description

Text

25

** See Assumptions and Dependencies.

I

Unit_Of_Measure

Unit of Measure

Text

3

** See Assumptions and Dependencies.

J

Retention_Flag

Retainage?

Text

1

(Y)es or (N)o. Defaults to N if blank or based on Phase. ** See Assumptions and Dependencies.

K

Unit_Price

Unit Price

Numeric

12

Allows negatives. Format = -6.4 ** See Assumptions and Dependencies.

L

Original_Contract_Quantity

Original Quantity

Numeric

12

Allows negatives. Format = -8.2

M

Original_Contract_Amount

Original Amount

Numeric

13

If Unit_Price and Original_Contract_Quantity are populated then Original_Contract_Amount is calculated. Allows negatives. Format = -9.2 ** See Assumptions and Dependencies.