{"id":1002,"date":"2023-11-27T11:17:49","date_gmt":"2023-11-27T11:17:49","guid":{"rendered":"https:\/\/www.projectpro365.com\/user-guide\/?p=1002"},"modified":"2025-04-15T04:54:39","modified_gmt":"2025-04-15T04:54:39","slug":"subcontract-process","status":"publish","type":"post","link":"https:\/\/www.projectpro365.com\/user-guide\/advanced\/subcontract-management\/subcontract-process\/","title":{"rendered":"Ch 01 – Subcontract Process"},"content":{"rendered":"

Contents<\/b><\/p>\n\n\n\n<\/tr>\n\n\n\n\n\n\n\n\n\n\n
SUBCONTRACT CARD<\/a><\/td>\n<\/tr>\n
1.1 General Fast Tab<\/a><\/td>\n<\/tr>\n
1.2 Subcontract Lines Fast Tab<\/a><\/td>\n<\/tr>\n
1.3 Constants Fast Tab<\/a><\/td>\n<\/tr>\n
1.4 Invoice and Payments Fast Tab<\/a><\/td>\n<\/tr>\n
1.5 Manager Fast Tab<\/a><\/td>\n<\/tr>\n
1.6 Budget Fast Tab<\/a><\/td>\n<\/tr>\n
1.7 Costs Fast Tab<\/a><\/td>\n<\/tr>\n
1.8 Status Fast Tab<\/a><\/td>\n<\/tr>\n
MAKE PURCHASE DOCUMENT<\/a><\/td>\n<\/tr>\n
SUBCONTRACT CHANGE ORDER<\/a><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

SUBCONTRACT CARD<\/b><\/p>\n

The purpose of the Subcontract module is to manage your subcontractor\u2019s contracts, change orders and work performed. This information can be set up and managed with Subcontract Cards.<\/p>\n

From a project card, you can access the Subcontracts list for the specific project you are in. <\/p>\n

For a complete list of your subcontracts, you can search \u201cSubcontracts\u201d from the search Icon. Alternatively, if your role type is ProjectPro Manager, you can select the Subcontracts option from your role center.<\/p>\n

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Once selected, you will find a list of your subcontracts as we have shown below.<\/p>\n

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Select an existing subcontract to edit or create a new one. <\/p>\n

A Subcontract Card is similar to a Project Card. Below we will detail each field and it\u2019s use. <\/p>\n

1.1 General Fast Tab <\/b><\/p>\n

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\n<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FIELD<\/b><\/strong><\/td>\nDESCRIPTION<\/b><\/strong><\/td>\n<\/tr>\n
No.<\/b><\/strong><\/td>\nSubcontract number \u2013 manual or automatic. To automatically assign the next available No. user needs to set the no. series in the project setup page and to generate the next no. from your No. Series, tab off this field on the subcontract page.<\/td>\n<\/tr>\n
Description<\/b><\/strong><\/td>\nSpecify the task name user like to assign to the subcontractor.<\/td>\n<\/tr>\n
Buy-From Vendor No.<\/b><\/strong><\/td>\nEnter vendor for the Subcontract<\/td>\n<\/tr>\n
Buy-From Name<\/b><\/strong><\/td>\nVendor name defaults from Vendor no. selected<\/td>\n<\/tr>\n
Buy-From Address<\/b><\/strong><\/td>\nVendor address defaults from Vendor no. selected<\/td>\n<\/tr>\n
Buy-From Address 2<\/b><\/strong><\/td>\nVendor address defaults from Vendor no. selected<\/td>\n<\/tr>\n
Buy-From City<\/b><\/strong><\/td>\nVendor city defaults from Vendor no. selected<\/td>\n<\/tr>\n
State<\/b><\/strong><\/td>\nVendor State defaults from Vendor no. selected<\/td>\n<\/tr>\n
Buy-from Zip Code<\/b><\/strong><\/td>\nZip Code defaults from Vendor no. selected<\/td>\n<\/tr>\n
Buy-from Contact<\/b><\/strong><\/td>\nVendor contact defaults from Vendor no. selected<\/td>\n<\/tr>\n
Sub-Level to Subcontract No.<\/b><\/strong><\/td>\nIf this subcontract is related to another subcontract, please specify the associated subcontract.<\/td>\n<\/tr>\n
Search Description<\/b><\/strong><\/td>\nThe Subcontract Description becomes the Search Description unless it is changed.<\/td>\n<\/tr>\n
Person Responsible<\/b><\/strong><\/td>\nThis field contains the code of the person responsible for the Subcontract. \u00a0You can click the Assist Button in the field to see a list of resources.<\/td>\n<\/tr>\n
Project No.<\/b><\/strong><\/td>\nThe Project no for which this Subcontract is made.<\/td>\n<\/tr>\n
Last Date Modified<\/b><\/strong><\/td>\nThis field shows when the project card was last modified.
\nWhen you change information on the Subcontract card, the program automatically updates the Last Date Modified field to show the current system date.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.2 Subcontract Lines Fast Tab<\/b><\/p>\n

You can assign Project Planning Lines to a subcontract by selecting \u201cGet Project Budget Lines\u201d from the ribbon. Your Project Planning Lines will be displayed on a new page for you to select from. <\/p>\n

Choose the lines associated with this Subcontract and select \u201cOK\u201d to add them to the subcontract card. <\/p>\n

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You will notice the lines that were selected above are now available on the subcontract card in the \u201clines\u201d section. <\/p>\n

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If you need to manually add a line to the subcontract card, you can do so from the \u201cLines\u201d section.<\/p>\n

Note:<\/u> Manually added lines will affect only the subcontract card and project ledger entries page. These lines will not be updated on the Project Planning Lines page and will not adjust the project budget.<\/i><\/b><\/p>\n

Below we have detailed each column user will need to enter if user choose to enter a line manually. <\/p>\n

Note: Depending on user\u2019s personalized view, user may not see all the fields below.<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FIELD<\/strong><\/td>\nDESCRIPTION<\/strong><\/td>\n<\/tr>\n
Type<\/strong><\/td>\nThis field contains the type of account to which the subcontract line relates. \u00a0The options are: <Blank>, Item, Resource and G\/L Account.<\/td>\n<\/tr>\n
No.<\/strong><\/td>\nThis field contains the number of the account to which the Item, Resources Or G\/L Account is posted, depending on the selection in the Type field. \u00a0User can see the numbers available by clicking the Assist Button in the field.<\/td>\n<\/tr>\n
Description<\/strong><\/td>\nThe application automatically displays the name of the item, Resources or G\/L account to which this entry applies. User can change the description.<\/td>\n<\/tr>\n
Project No.<\/strong><\/td>\nSelect the Project No. the Subcontract is for.<\/td>\n<\/tr>\n
Project Task No.<\/strong><\/td>\nSelect the Project Task No. associated with the Subcontract.<\/td>\n<\/tr>\n
Task Description<\/strong><\/td>\nA project task description is a statement that provides detailed information about a specific task.<\/td>\n<\/tr>\n
Project Cost Category<\/strong><\/td>\nA project cost category, also known as a cost code or cost category code, is a specific classification or categorization of costs associated with a particular project or project.<\/td>\n<\/tr>\n
Starting Date<\/strong><\/td>\nEnter the Subcontract starting date for the associated line.<\/td>\n<\/tr>\n
Quantity<\/strong><\/td>\nUser can enter the number of units for the item or G\/L account number and resources, that should be specified on the line.<\/td>\n<\/tr>\n
Unit Cost<\/strong><\/td>\nThis field contains the unit cost for the selected Type and No. on the line.
\nUnit Cost is automatically retrieved of the selected Type and No.<\/td>\n<\/tr>\n
Total Cost<\/strong><\/td>\nThis field is the calculated total of Quantity*Unit Cost<\/td>\n<\/tr>\n
Unit of Measure Code<\/strong><\/td>\nUnit of Measure for the Subcontract amount.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.3 Constants Fast Tab<\/b><\/p>\n

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FIELD<\/strong><\/td>\nDESCRIPTION<\/strong><\/td>\n<\/tr>\n
Vendor\u2019s Project No<\/b><\/strong><\/td>\nIf the same project number appears differently in the vendor’s records, please provide the specific vendor project number for clarification.”<\/td>\n<\/tr>\n
Creation Date<\/b><\/strong><\/td>\nSpecify the date on which a subcontract agreement was officially established or created.<\/td>\n<\/tr>\n
Starting Date<\/b><\/strong><\/td>\nIt marks the commencement of the subcontracted work.<\/td>\n<\/tr>\n
Ending Date<\/b><\/strong><\/td>\nIt marks the conclusion of the subcontracted work.<\/td>\n<\/tr>\n
Completion Date<\/b><\/strong><\/td>\nWhen change the Subcontract status from Open to Completed Completion date automatically populated.<\/td>\n<\/tr>\n
Retention Percent<\/b><\/strong><\/td>\nEnter Subcontract Retention Percentage<\/td>\n<\/tr>\n
Status<\/b><\/strong><\/td>\nSelect status of the Subcontract. Options are Planning, Quote, Order, Completed.
\nNote: Your subcontract must have a status of \u201corder\u201d to post.<\/i><\/em><\/td>\n<\/tr>\n
Subcontract Class<\/b><\/strong><\/td>\nSpecifies whether the subcontract card is a Master or a Change order<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.4 Invoice and Payments Fast Tab<\/b><\/p>\n\n\n\n\n\n\n
FIELDS<\/strong><\/td>\nDESCRIPTION<\/strong><\/td>\n<\/tr>\n
Invoice Received<\/strong><\/td>\nThis field shows the purchase Invoice value for a particular period.<\/td>\n<\/tr>\n
Payment Made<\/strong><\/td>\nThis fields will be impacted after paying to the vendor for that project and Subcontract no.<\/td>\n<\/tr>\n
Retention Held<\/strong><\/td>\nThis field shows the retention amount held by the contractor and create the vendor ledger entries with retention ledger code \u201cRetention.\u201d<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.5 Manager Fast Tab<\/b><\/p>\n

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FIELDS<\/strong><\/td>\nDESCRIPTION<\/strong><\/td>\n<\/tr>\n
Reporting Status<\/strong><\/td>\nThis status is like the Manager Project Status on our Project Card. This is for informational purposes only and can be adjusted as needed<\/td>\n<\/tr>\n
Status Date<\/strong><\/td>\nThis date will automatically update when the Reporting Status is changed<\/td>\n<\/tr>\n
Estimated Start Date<\/strong><\/td>\nThis date serves as a reference point for project planning and execution, helping ensure that work proceeds smoothly and in accordance with the project’s timeline.<\/td>\n<\/tr>\n
Starting Date<\/b><\/strong><\/td>\nIt marks the commencement of the subcontracted work.<\/td>\n<\/tr>\n
Estimated Ending Date<\/strong><\/td>\nIt refers to the anticipated date on which a specific project, task, or activity is expected to be finished or concluded.<\/td>\n<\/tr>\n
Ending Date<\/b><\/strong><\/td>\nIt marks the conclusion of the subcontracted work.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

From the subcontract card, you can view summarized data related to budget, costs and payments made. Below you will find samples of each summarized view you can use.<\/p>\n

1.6 Budget Fast Tab <\/b><\/p>\n

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FIELDS<\/b><\/strong><\/td>\nDESCRIPTION<\/b><\/strong><\/td>\n<\/tr>\n
Actual Cost to Date<\/strong><\/td>\nSpecify the Actual Cost\/ posted purchase document for that subcontract for the Project to Date.<\/td>\n<\/tr>\n
Prct. of Total Budgeted Cost<\/strong><\/td>\n“Percent of [Actual Costs To Date] \/ [Total Budgeted Cost] ” mainly it\u2019s a % of Actual cost to date.<\/td>\n<\/tr>\n
Est. Contract Remaining<\/strong><\/td>\n[Total Budgeted Cost] – [Actual Costs To Date] Remaining part of the contract that has not been posted yet.<\/td>\n<\/tr>\n
Prct. of Total Budgeted Cost<\/strong><\/td>\nIt shows the % of Est. contract remaining value.\u00a0“Percent of [Est. Contract Remaining] \/ [Total Budgeted Cost] “<\/td>\n<\/tr>\n
Subcontract Variance<\/strong><\/td>\nIf the \u201cActual Cost to Date\u201d is Less than or equals to the \u201cTotal Budgeted Cost\u201d then \u201cSubcontract Variance\u201d will not be calculated.<\/td>\n<\/tr>\n
Prct of Total Budgeted Cost<\/strong><\/td>\nIt shows the % of the Subcontract Variance field.\u00a0“Percent of [Estimated Profit (Loss)] \/ [Total Budgeted Cost] “<\/td>\n<\/tr>\n
Total Budgeted Costs<\/strong><\/td>\nSpecifies the Total Budgeted Costs. it is the total of planning lines that are on the Subcon sub form page.<\/td>\n<\/tr>\n
Prct of Entered Complete<\/strong><\/td>\n <\/td>\n<\/tr>\n
Committed (Budget)<\/strong><\/td>\n\u00a0Value for Open Purchase order that has not been posted yet.<\/td>\n<\/tr>\n
Prct of Total Budgeted Cost<\/strong><\/td>\n% of Open Purchase Order-Percent of [Committed (Budget)] \/ [Total Budgeted Cost] “<\/td>\n<\/tr>\n
Committed (Projection)<\/strong><\/td>\n\u00a0Value for Open Purchase order that has not been posted yet.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.7 Costs Fast Tab<\/b><\/p>\n

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FIELDS<\/b><\/strong><\/td>\nDESCRIPTION<\/b><\/strong><\/td>\n<\/tr>\n
Labor<\/strong><\/td>\nThis field is showing the value whether Budget \/ Actual or Variances for Resources if value for project cost category is LAB.<\/td>\n<\/tr>\n
Material<\/strong><\/td>\nThis field shows the value for Item and value in project cost category is MAT.<\/td>\n<\/tr>\n
Equipment<\/strong><\/td>\nThis field shows the value for Item and value in project cost category is EQP.<\/td>\n<\/tr>\n
Subcontract<\/strong><\/td>\nThis field shows the value for Item\/G\/L and value in project cost category is MAT.<\/td>\n<\/tr>\n
Manufacturing<\/strong><\/td>\nThis field also update based on Project cost category.<\/td>\n<\/tr>\n
Overhead<\/strong><\/td>\nIf project cost category is OVHD then field will be updated.<\/td>\n<\/tr>\n
Miscellaneous<\/strong><\/td>\nIf project cost category is MISC then field will be updated.<\/td>\n<\/tr>\n
Uncategorized<\/strong><\/td>\nIf there is no project cost category, the value will be updated in this field.<\/td>\n<\/tr>\n
Totals<\/b><\/strong><\/td>\nTotal shows the value for total of all the columns.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

1.8 Status Fast Tab <\/b><\/p>\n

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FIELDS<\/b><\/strong><\/td>\nDESCRIPTION<\/b><\/strong><\/td>\n<\/tr>\n
Creation Date<\/strong><\/td>\nThis field automatic update when user update the value in creation date under constant tab.<\/td>\n<\/tr>\n
Estimated Start Date<\/strong><\/td>\nThis field automatic update when user update the value in Estimate start date under Manager tab.<\/td>\n<\/tr>\n
Actual Starting Date<\/strong><\/td>\nThis field automatic update when user update the value in starting date under Constant or Manager tab.<\/td>\n<\/tr>\n
Estimated Completion Date<\/strong><\/td>\nThis field automatic update when user update the value in Estimated Completion date under Manager tab.<\/td>\n<\/tr>\n
Actual Ending Date<\/strong><\/td>\nThis field automatic update when user update the value in Ending date under Constant or Manager tab.<\/td>\n<\/tr>\n
Completion Date<\/b><\/strong><\/td>\nWhen change the Subcontract status from Open to Completed Completion date automatically populated.<\/td>\n<\/tr>\n
Contract Amount<\/strong><\/td>\nThis field shows the budget for the Master Subcontract.<\/td>\n<\/tr>\n
Contract Sub-Levels<\/strong><\/td>\nThis field shows the budget for the change order Subcontract.<\/td>\n<\/tr>\n
Total Subcontract<\/strong><\/td>\nThis field will add budget for Master as well as Change order subcontract.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

MAKE PURCHASE DOCUMENT<\/b><\/p>\n

From the ribbon select \u201cMake Purchase Document\/Create PO or Add lines to PO\u201d <\/p>\n

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When prompted for confirmation that you are looking to create a Purchase Order, select \u201cYes\u201d.<\/p>\n

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Document Type will default to \u201cPurchase Order\u201d. You can select \u201cClose.\u201d<\/p>\n

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Confirmation of the Purchase Order creation will pop up. From here you can view the Purchase Order or select \u201cno\u201d to close to the prompt. <\/p>\n

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Now your Purchase Order is created, User can select \u201cPurchase Document\/ View Purchase Order\u201d from the ribbon at any time to view and pay the Purchase Order. <\/p>\n

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SUBCONTRACT CHANGE ORDER<\/b><\/p>\n

From the Subcontract card ribbon, select \u201cAction\u201d and then Functions. Now select \u201cCreate Change Order.\u201d <\/p>\n

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You will be promoted with confirmation that the subcontract has been created, information about the number assigned, and you are given the option to view the newly created change order card if you wish. <\/p>\n

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Note:<\/u> Subcontract Change order will appear in Subcontract list page with \u201cSub-Level to Subcontract No.\u201d<\/b> value.<\/p>\n","protected":false},"excerpt":{"rendered":"

Contents SUBCONTRACT CARD 1.1 General Fast Tab 1.2 Subcontract Lines Fast Tab 1.3 Constants Fast Tab 1.4 Invoice and Payments Fast Tab 1.5 Manager Fast Tab 1.6 Budget Fast Tab 1.7 Costs Fast Tab 1.8 Status Fast Tab MAKE PURCHASE DOCUMENT SUBCONTRACT CHANGE ORDER SUBCONTRACT CARD The purpose of the Subcontract module is to manage … <\/p>\n

Continue reading “Ch 01 – Subcontract Process”<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[18,40],"tags":[],"class_list":["post-1002","post","type-post","status-publish","format-standard","hentry","category-subcontract-management","category-subcontract-management-2","entry"],"_links":{"self":[{"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/posts\/1002","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/comments?post=1002"}],"version-history":[{"count":16,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/posts\/1002\/revisions"}],"predecessor-version":[{"id":1479,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/posts\/1002\/revisions\/1479"}],"wp:attachment":[{"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/media?parent=1002"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/categories?post=1002"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.projectpro365.com\/user-guide\/wp-json\/wp\/v2\/tags?post=1002"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}