Subcontract Technical Setup
Overview:
There are several areas of setup that should be reviewed by the administrator before utilising the Subcontracts module; below you will find these areas with a brief guide or list. If you want to simply create a new Subcontract, navigate to Subcontracts List and begin there.
Two key configuration apply to this module:
- The Subcontract Permission [View Other Subcontractors Information]
This is typically granted to internal roles to allow viewing of all subcontractor data. It cannot be granted to a Subcontractor and is hardwired to be excluded when using the Subcontractor Portal List and Subcontract Portal Work Order List Site Map menu items. In effect, the user’s company will be assumed to be the Subcontractor, and all Subcontracts, Work Orders, and Subcontract Users will be filtered based on this context.
- The Work Order Permission [View Unapproved Work Orders]
This is typically granted to internal roles to allow viewing of unapproved Work Order data. It should not be granted to a Subcontractor user Role. In effect, the unapproved Work Orders will be filtered out from lists and aggregated values.
Control Parameters:
These are the Control Parameters that affect Subcontracts. You should review each one to ensure that the system is performing to your preferences, noting that these parameters are global and affect all users.
| General | ||
| PO Numbering Source | If set to Profit Centre, the generate PO No button would then use the numbering from this Profit Centre. If there was no numbering set for this Profit Centre it would default to numbering from the Location. If set to Location, the generate PO No button would then use the numbering from this Location. Also used to indicate WO numbering source. | <Location, Profit Centre> |
Retention Activity Code | Automatically created retention lines on Subcontract Claims use this Activity Code, which must be a Retention Type Activity. | {Activity Code} |
Retention Job | Retentions and Retention Releases on both Contracts and Subcontracts are recorded against this Control Job.If you are running multiple Financial Companies then specify the separate Retention Jobs in Financial Companies Maintenance AND ensure that one of those Jobs is populated here. | {Job Code} |
Retention Sales Code | Automatically created retentions lines on Contract Claims use this Sales Code, which should have a Sales Code Type of Retention | {Sales Code} |
SubContract Code Digits | This is the number of sequence digits added to the Contract Code to generate Subcontract Codes on a Contract. e.g. if it is set to 3 the first Subcontract Code on a Contract 3262 will be 3262001 | 1 to 9 |
Def Subcontract Claim Batch | The default Subcontract Claims batch into which Unapproved Subcontract Claims are put. Must be a valid batch of Batch Type = Sub Claim, and the batch should be set as Not for Export | {Valid Batch Number} |
Control Over Budget WO | If set to Yes, then a check is made on each line to see if it makes Outstanding WOs + Cost to Date > Budget, and according to the Check Against Budget setting on the job, a warning may be displayed or the entry may be prevented. | <Yes, No> |
| WO Approval Process | Switches approval requirements for WO between Standard (only uses WO Approval Limits; this is default), Authority For Expenditure (uses WO Approval Limits and AFE process), and the Workflow process. | <Standard, AFE, Workflow> |
| Default Subcontract Claim To Date | Determines if claimed to date defaults from previously claimed or certified values. | <Claimed, Certified> |
| Stop Work Order Line Overpayment | If set to Yes, users cannot certify more than the quantity or value of the Works Order line on a Subcontract Claim. | <Yes, No> |
| Subcontract Approval Process | Switches Subcontract approval process between Standard and Workflow. | <Standard, Workflow> |
| Subcontract Claim Default Payment Days | This is the number of working days added to the Received Date on a Subcontract Claim to default the editable Payment Due field. | 1 to 365 |
| Subcontract Summary Show Payments | If set to Yes, then the Summary Tab on the Subcontract Details screen will display the "Payments to Date", "Next Payable to date" and "Last Payment fields". | <Yes, No> |
| Subcontract Portal Claims Require Attachments | If set to Yes, then attachment will be required when submitting a subcontract claim. | <Yes, No> |
| Subcontractor Portal Send Messages | Enables subcontract message controls on subcontractor portal. | <Yes, No> |
| Subcontracts Send Messages | Enables subcontract message controls. | <Yes, No> |
| Insurance | ||
| Insurance New Subcontract Checking | Used in the creation of new Subcontracts. If set to Warn; generates a warning message if insurances have expired. If set to Disallow; disallows creation of a new Subcontract. If set to No, then there is no checking of insurances at all. | Warn, Disallow, No |
| Insurance Sub Claim Checking | Used in entry of Subcontract Claims. If set to Warn; generates a warning message if insurances have expired. If set to Disallow; disallows entry of a record. If set to No there is no checking of insurances at all. | Warn, Disallow, No |
| Insurance WO Checking | Used in entry of Work Orders. If set to Warn; generates a warning message if insurances have expired. If set to Disallow; disallows entry of a record. If set to No there is no checking of insurances at all. | Warn, Disallow, No |
| Authorised Financial Expenditure (AFE) | ||
| Bypass AFE Suppliers | This will be a comma delimited list of AP Account Nos. Any Supplier in this list will bypass the PO Requirement, and hence by definition the AFE Process. | {AP Account No} |
| Compulsory AFE Number | Compulsory AFE Number threshold, On approval of PO or WO if the value is greater than or equal to this value a AFE number is required. | {Number} |
| AFE Tolerance Percentage | The AFE Tolerance Percentage of the total AFE value. 10 = 10% of the total value, this will be capped by the AFE Tolerance Cap Control Parameter. | {Percentage} |
| AFE Tolerance Cap | The AFE Tolerance Percentage control Parameter will be capped at this currency value. ie The percentage of the Total AFE value or the cap value, which ever is the lowest. | {Number} |
Roles & Permissions:
The following Permissions are used by the Subcontracts module, and the green highlighted fields indicate that the permission is assigned to the standard Role. You can create your own custom Roles, but the standard system roles should be used for Subcontractor permissions.
| Permission Name | Document Type | Details | Subcontracts | Subcontractor |
|---|---|---|---|---|
| Job | ||||
| Subcontracts | Job | Subcontracts option on ellipsis menu. | ||
| Sub Contract | ||||
| View Other Subcontractors Information | Sub Contract | This permission grants the user a view to all subcontractors data (not filtered by current user as the subcontractor) and an internal view of subcontract claim (not the simplified subcontractor portal view) | ||
| Work Orders | Sub Contract | Work Orders option on ellipsis menu. | ||
| Approve Subcontract Claims On Behalf Of Others | Sub Contract | This permission grants the user the right to approve Subcontract claims for others (the assigned). The logged in user does not need to have the approval limit. | ||
| Subcontractor Users | Sub Contract | Subcontractor Users option on ellipsis menu. | ||
| Work Order | ||||
| Edit Work Orders | Work Order | This permission grants the user the right to edit work orders. Typically this is not granted to subcontractors. | ||
| Unapprove Work Orders | Work Order | This permission grants the user the right to unapprove work orders. This is not granted to subcontractors. | ||
| Approve Work Orders | Work Order | This permission grants the user the right to approve work orders. | ||
| Approve Own Work Orders | Work Order | This permission grants the user the right to approve work orders created by themselves. | ||
| Approve Work Orders On Behalf Of Others | Work Order | This permission grants the user the right to approve work orders for others by specifying an approver with a valid limit. The logged in user does not need to have the approval limit. | ||
| View Unapproved Work Orders | Work Order | This permission grants the user the right to view unapproved work orders. | ||
| Approve Over Budget Work Orders | Work Order | This permission grants the user the right to approve Work Orders that will be / are over budget. | ||
Settings:
The following Settings pertain to the Subcontracts module and should be reviewed to ensure your company's preferences are entered. Note that these settings are global and affect all users.
Description | Details | Data Type | Notes |
|---|---|---|---|
| Next Work Order Number | Defines the next WO Number to be used at the level defined. | Integer | Typically defined at location level. |
| WO Approvers Limit | Defines the individual approval limit in the local currency for Work ORders. | Numeric | Defined at person level. |
| Subcontract Claim Approvers Limit | Defines the individual approval limit in the local currency for Subcontract Claims. | Numeric | Defined at person level. |
| Subcontract Over Certification | This specifies the behaviour on save of a subcontract claim when the Claim To Date OR Total Certified To Date > Total Commitment. Valid setting values are None, Warn or Disallow. | Text | <None, Warn or Disallow> |
| Email Subcontracts on Approval | Email of Subcontracts if the setting is set to Yes | Global Boolean | Global switch |
| Subcontract Complete Email | Determine if email should be sent when the subcontract is completed. | Global Boolean | Global switch |
| Subcontract Variation Request Actioned Email | Determine if email should be sent to the subcontractor contact when the subcontract variation request is actioned. | Global / Person Boolean | Global switch and Person override |
Company Maintenance:
The Supplier and Subcontractor checkboxes must be ticked for each Company you want to be available to be used as a Subcontractor.
Retentions:
Appropriate Retention Codes must be set up for your Subcontracts. Both Subcontracts and Contract Reports share the same list of retention codes, so you may only need to set up one set for both depending on your circumstances and contracts.