Subcontract Dates
Overview:
Keeping track of dates for each of your subcontracts is made easy with this Subcontracts tab. There is a selection of standard date fields as well as the ability to add custom user-entered dates and general notes. This tab is available when creating new subcontracts from Subcontract List, allowing you to enter relevant dates from the start.
Screen Guide:
Most dates on this tab are optional, but they can be very useful for reporting as well as ensuring that your team have all relevant information in one place.
Contract Awarded can be made a mandatory field with control parameter 'BETA FEATURE - Subcontract Contract Awarded date required before subclaim'. If this feld is configured as mandatory, the New Claim button will be disabled until this is populated and saved.
Original Practical Completion can be made a mandatory field with control parameter 'BETA FEATURE - Subcontract Original Practical Completion date required before subclaim'. If this feld is configured as mandatory, the New Claim button will be disabled until this is populated and saved.
Process Date As defines the base date used to calculate a subcontract claim's Certification Due and Payment Due dates only when using Payment Basis of 'Claim Payment Days', and has the following options:
Received Date is the default and is consistent with the existing behaviour where the due date is calculated from the Received Date.
Current Period sets the Process Date on a claim as the last day of the current period defined in Period End Maintenance.
Open Period End is intended for users whose subcontractor Claim Due Dates are period based. This results in the end date of the earliest (AP) open period.
Payment Basis is process basis used to calculate a subcontract claim's Payment Due date, and has the following options:
Claim Payment Days indicates Payment Due date calculated as: Process Date + Claim Certification Days + Claim Payment Days adjusting for Saturdays and Sundays, and configured holidays.
Supplier Payment Terms indicates Payment Due date calculated as standard AP invoice supplier payment terms on the Claim Date
On a new subcontract the fields Processed Date As and Payment Basis will be prepopulated with the values from the Subcontractor’s last subcontract, alternatively if there is no existing subcontract for the subcontractor, the values on the latest Subcontract created will be used as defaults. These values can be changed.
Claims Certification Days is how many working days you have to certify subcontractor claims, and is used to calculate the Certification Due date for each subcontract claim. If undefined the claim's Certification Due date will be blank.
Claim Payment Days is a required field, and is determined by default from the subcontractor's Company file. The Claim Payment Days used to calculate the Claim Payment Due date is treated as number of working days. The calculation caters for a Saturday & Sunday weekend as well as any holidays that have been setup in Statutory Holidays for each location (this must be updated every calendar year). This is used to calculate the Payment Due date for each subcontract claim if the Payment Basis is 'Claim Payment Days'.
For clients that follow a strict process using the Subcontract Signed date, a Control Parameter "Subcontract sign before claiming" with the option "Yes/No" can be set to "Yes" to prevent the creation of Subcontract Claims without a Subcontract Signed date. The New Claim button will be disabled and the tooltip will display the reason why when you hover over the button.
User Dates are available for custom date tracking. You can add new dates here by clicking the + New User Date button and filling out the created line. Note that the Date Name column is limited to 30 characters. To delete a user date, tick the Bin checkbox and click Save. Please note that these are visible to the subcontractor if they are a Subcontract User.
Notes is a free-text field that your team can utilise to record any information that they need. This field can be continually updated throughout the subcontract duration. Please note that these are visible to the subcontractor if they are a Subcontract User.
Remember to Save after entering any new information on this screen and before navigating away.
Next Steps:
Now that you have recorded your dates and have completed the Subcontract Settings tab, you can start creating Work Orders. A convenient way to do this is to navigate to the Subcontract Summary tab and then following the instructions located there.