Subcontract Management - Frequently Asked Questions

Why would I get a blank Subcontract Posting Report when I re-print my report? I have the original posting report to prove it existed before.

Check and see if the utility “Modify Contract” has been used. If the modification has been posted, the information will be removed from the original subcontract posting report and placed on the modified subcontract posting report.

Can I create separate vouchers per job for subcontract invoices?

If ‘Allow Only Single Job per Voucher’ is checked in the AP Control File settings (standard Treeview path: Accounts Payable > Setup > Local Tables > Control File Options – Voucher tab), a separate voucher number will be given to each line of an invoice distributed to a separate job code. For more information, please refer to Accounts Payable - Allow Single Job per Voucher.

NOTE: If this option is selected, the Subcontract must be created with the ‘Schedule Level/Retainage Release’ checkbox checked on the General tab.

Why do I get the message "Compliance code XX is being used. Update not allowed."?

This alert message is used to notify users that changes to the master compliance code in the Compliance Codes Maintenance screen (standard Treeview path: Subcontract Management > Local Tables > Compliance > Compliance Codes) are not allowed. Once a compliance code has been used, changes are restricted as they will make any child records inconsistent. If a change is required (e.g., to change whether or not the code is date sensitive), we recommend either removing the code from all child records or creating a new code and having it default to all new objects.

What steps do I need to take if there is outstanding retainage for an amount in Subcontract Management that doesn't need to be paid?

The following steps are used to clear the outstanding retainage from the AP Aged Report:

  1. Release the retainage for the original invoice.

  2. Create a second Request for Payment (RFP) to offset the outstanding amount (e.g. if the outstanding amount is $1,000, create an invoice for -$1,000).

  3. Create a dummy manual check for 0 and select both RFPs as the payment will net to 0.

Why can't I void my RFP?

Posted RFPs can be voided in the Void Request for Payment screen in the Subcontract Management module or via the [Void] button on the Request for Payment screen in CMiC Field. First, verify the RFP is posted in a SC batch and the contract is set to invoice via SC. If the RFP is not available for voiding, it may be due to the following reasons:

  • There is a payment against the RFP: Verify if the invoice generated by the RFP displays a value in the Last Payment field of the AP Invoice Query screen. This indicates that payment was made against the invoice and the RFP cannot be voided. Void the payment (check) in order to void the RFP.

  • Retainage has been released: If retainage has been released for the RFP, the Current Retainage column on the SC Detail Report will be less than the Original Retainage amount, as shown in the screenshot below.

    Screenshot of SC Subledger Detail report.

    Sample Detail Report (SC310)

    Void the Retainage Release invoice in order to void the RFP.

  • There is an open RFP (i.e. an existing RFP in progress within the system for the same vendor/subcontract): Search for an invoice without a post date by filtering for the subcontract in the AP Invoice Query screen. If an unposted invoice exists, you cannot void any RFPs for that subcontract. Delete or post the unposted RFP in order to void the desired RFP.

  • The RFP has a zero-dollar amount: Verify if the invoice generated by the RFP displays a zero-dollar value in the Current Invoice Amount field of the AP Invoice Query screen. If the RFP generated a zero-dollar invoice, the RFP cannot be voided.

  • There is a memo posted against the RFP: Verify if the invoice generated by the RFP displays a value in the Current Memo Amount field of the AP Invoice Query screen. Use the [Attached Memo] button to view the memo details. In this case, the RFP cannot be voided. Create a reversal memo for the memo amount only, then create a reversal RFP for the original amount and post.

  • The RFP has already been selected to be paid: If the invoice related to the RFP has been selected for payment in the Select Payments screen (including unposted selections) in the Accounts Payable module, the RFP cannot be voided. Delete the invoice related to the RFP from the payment selection in order to void the RFP.