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The following summarizes the standard flow of Subcontracts from job creation through to payment.
Subcontractor Prequalification & Bid Management (CMiC Field)
If CMiC Field is being used, the following preliminary functionality for creating Subcontracts is available:
Subcontractor Prequalification/Renewal
The Subcontractor Prequalification functionality is used to collect prequalification data to compare subcontractors and to determine which ones are qualified and reliable enough to send an Invitation to Bid for subcontract work. The Self-Service Prequalification Data Entry screen allows for subcontractors to log in and enter their prequalification or qualification renewal information and to upload attachments for the process, such as financial statements and insurance certificates.
Bid Management
The Bid Management functionality is used to send Invitations To Bid to prequalified subcontractors in order to determine which one would most effectively complete the subcontract work.
Invitations To Bid can include a Bid Package that contains Bid Items associated to cost codes and categories that detail the required subcontract work. When the subcontract work is granted, the Bid Items can be used to create the Subcontract record’s Schedule Of Values (SOV).
Start Job
In the Job Costing module, the user must start the subcontract work’s corresponding job via the Start Job screen (standard Treeview path: Job Costing > Job > Start Job) before creating any Subcontract records against it.
Enter Subcontract
Use the Subcontract Management module’s Enter Subcontract screen to create a Subcontract, or create one using the CMiC Field’s Subcontract screen (standard Treeview path: CMiC Field > Budget & Cost Management > Subcontract).
Post Subcontract
Post a Subcontract to update the committed costs against the job in the Job Costing module. Also, a Subcontract must be posted before a Request For Payment can be entered against it.
NOTE: No General Ledger transactions will take place with the posting of a Subcontract.
Voiding Posted Subcontracts
Posted Subcontracts can be voided as long as payments have not been processed against them. Once a payment has been processed against a Subcontract, it can no longer be voided.
Voiding a posted Subcontract reverses the posted commitments against the job.
Enter Change Orders/PCIs As Needed
The user can enter Change Orders against a Subcontract using the Change Orders tab on the Enter Subcontract/Change screen.
Alternatively, the user can use the Change Management module to enter Potential Change Items (PCIs) in a similar, but more detailed manner (standard Treeview path: Change Management > Change Orders > Enter PCI), or the Change Orders screen in CMiC Field (standard Treeview path: CMiC Field > Budget & Cost Management > Change Orders).
Potential Change Items (PCIs)
A PCI is an unapproved Change Order. A PCI can potentially roll into a Subcontract Change Order or an Owner Change Order, but doesn’t have to. Also, a PCI can simply be a transfer between budget lines.
Make Payments Against Subcontract
Vouchers are used in the Accounts Payable module to process payments against a Subcontract using compliance codes. For each Subcontract, there are two options for how Vouchers for payments against it are created in the Accounts Payable module.
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If the “Via - Subcontract” option is used, Vouchers are automatically generated in the Accounts Payable module using RFPs (Request For Payments) when they are posted in this module. These Vouchers created in the Accounts Payable module will be posted Vouchers, ready for payment processing.
If this option is used, the Assign Posted Vouchers to Subcontracts utility can be used to link a posted Voucher in the Accounts Payable module that is associated to a job/cost code/category combination to the corresponding schedule lines in the Subcontract. The Subcontracts in this case must have “Contract Level Release Retention” set in their header.
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If the “Via - Accounts Payable” option is used, Vouchers against Subcontracts are manually entered through the Enter Vouchers screen of the Accounts Payable module. If this option is selected, RFPs are not used for the Subcontract.
Subcontract Statuses
Unposted Subcontracts
The status of a new, unposted Subcontract is “Pending”.
Posted Subcontracts
After a Subcontract is posted, its status is changed to “In Progress/Posted”.
Closed Subcontracts
After a Subcontract is closed using the Close Contracts utility (standard Treeview path: Subcontract Management > Utilities > Close Contracts), its status is set to “Closed”.
By closing a Subcontract, the user stops it from being available in the Accounts Payable module. Also, only closed Subcontracts may be purged from the system.
To re-open a closed Subcontract, use the Re-Open Contracts utility (standard Treeview path: Subcontract Management > Utilities > Re-Open Contracts).