Better Manage Your Subcontractors

1. Better Manage Your Subcontractors Presenter: Anne Stevenson

2. AGENDA • Subcontract vs. Purchase Order • Subcontract Purchase Order • Subcontract Agreement • Dates • Comments • Notes • Linking AR billing to Subcontract Agreement • Payment Certificates • A/P Invoice entry of Subcontract Payments • Holdback • Automatic Holdback Release • Change Orders • Reporting

3. Better Manage Your Subcontractors • Subcontracts vs. Purchase Orders • In some instances, subcontracts can be run through Purchase Order. • Purchase Orders offer a convenient options for creating basic agreements between yourself and a third party service.

4. Better Manage Your Subcontractors • Subcontract Purchase Order • If you opt to issue your Subcontract agreements out of Purchase Order, be sure to record them as a Subcontract.

5. Better Manage Your Subcontractors • Subcontract Agreements • When creating a subcontract agreement there are several pieces of information that can be included. • Expiry dates for WCB, Insurance and Stat Decs can be included for reporting. • Holdback can be calculated, usually using the same percentage as the primary contract.

6. Better Manage Your Subcontractors Notes can be added as brief comments or as full details. Comments are added to the Notes tab on the contract.

7. Better Manage Your Subcontractors Full Descriptions can be added to your contract by using the Notes button available on the detail lines. This entry screen allows you to paste information, for ease of entry

8. Better Manage Your Subcontractors • The lines within the contract can be linked to billing lines on your Schedule of Values in A/R. These can be updated manually or automatically; the choice is yours.

9. Better Manage Your Subcontractors • Automatic Update • A new feature, allowing for an automatic update, has been added to the Billing Line/Payment Line relationship in Jonas. • This option can be selected on a billing-by-billing basis.

10. Better Manage Your Subcontractors • Payment Certificates • Subcontractors can be paid, as with any supplier, when they submit an invoice for services rendered. • Alternatively, Payment Certificates can be used to issue payments to your subcontracts based on rate of completion or your own payment receipt • Payment Certificates are also a convenient way to pay small subs who struggle with providing accurate and timely paper-work.

11. Better Manage Your Subcontractors The percentage billed on the linked lines transfer to the payment certificate.

12. Better Manage Your Subcontractors • A/P Entry • If invoice entry is used for Sub Payment, be sure to reference the subcontract in the entry screen.

13. Better Manage Your Subcontractors • Holdback • If you are using Payment Certificates, the holdback/retainage will be calculated automatically.

14. Better Manage Your Subcontractors • Automatic Holdback Release • Holdback/Retainage is released automatically, complete with the A/P posting.

15. Better Manage Your Subcontractors Holdback/Retainage Release

16. Better Manage Your Subcontractors • Change Orders • Subcontract change orders can be generated directly in Subcontract control or through Change order Management. • Subcontract change orders that are a result of a primary contract change are generated automatically at the time the primary contract change order is processed.

17. Better Manage Your Subcontractors • Reporting • There are several excellent reporting tools available in subcontract control • The Subcontract Inquiry, the Subcontract Summary and the Subcontract Cost Report all provide the end user with timely and useful information.