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Entering Subcontracts

SL Subcontract Entry sets up subcontracts and can enter backcharges and add-ons. Change-order items can be entered here, but are normally entered in SL Change Order Entry. Each item updates total and remaining committed cost in Job Cost (with SL Change Order Entry change-order costs driving Current amount). Units update JC only when they match the phase/cost type unit of measure.

Help has no separate numbered “Enter a Subcontract” topic — entry is described on the form and field definitions.

Before you start​

  • Subcontractor (and any suppliers) exist in AP Vendors.
  • Job and phase are valid for the JC company. Soft/hard-closed jobs show status in red; save only if JC Company Parameters allow posting to closed jobs.
  • If Lock Phases is on for the job, the phase must exist on JC Job Phases.
  • Compliance group exists in HQ Compliance Groups (defaults from JC Jobs when assigned there).
  • Payment terms: HQ Payment Terms. Hold codes: HQ Hold Codes except the Retainage hold in AP Company Parameters.
  • Add-ons: codes in Managing SL Add-Ons. GL override only if JC Company Parameters allow GL override when posting costs, or the phase/cost type has no GL in JC Departments.

Steps​

  1. Open SL Subcontract Entry. New batch: accept Seq# New (system assigns). Existing batch: enter the sequence, or New to add one.
  2. New subcontract: Action is Add (disabled). Enter Subcontract number (up to 30; Textura export truncates above 20). Do not F4 an existing subcontract — use File → Add Subcontract, then Action defaults to Change.
  3. Header: JC Co# (defaults to active JC company), Job, Description (60), Vendor (F4), Pay Terms, Compl Group, Start Date, optional Hold Code, optional Claim Approval Required.
  4. Items: Item #, Sequence (+ / N / New Record), item Action (Add/Change/Delete), Type, Job (defaults header), Phase, CT, Description (defaults from phase, 60), UM, Original Units / Unit Cost or Original Total Cost, Tax Type / Tax Code, GL Account, Work Completed Retainage %, Stored Materials Retainage %, optional Supplier, Notes. Add-on type also needs Add-on# and Add-on%.
  5. Optional header: Maximum Retention (None / Percent of Subcontract / Maximum Amount) and AU PBA fields if used.
  6. Post the batch (SL Batch Process). Posting copies the compliance group’s codes onto the subcontract in SL Compliance. Status changes for a closed subcontract take effect on post.

Header highlights​

  • Vendor cannot change if invoiced, a change order exists, or the subcontract is on SL Worksheet. PM-interfaced vendor changes update or clear PM Subcontracts send-to firm/contact depending on whether the vendor is a PM firm.
  • Status (Change mode only): Open (default on new; allows changes and payables); Complete (manual; no changes or invoicing in SL Worksheet or AP); Closed cannot be set here (use SL Close). You can change Closed → Open or Complete; posting clears closing month and sets status Open (0) or Complete (1).
  • Hold Code: holds all invoices (any HQ hold except the AP retainage hold). Item retainage % gets the retainage hold automatically.
  • Claim Approval Required: checked → AP Unapproved Invoice Entry only; unchecked → AP Transaction Entry or Unapproved. Defaults unchecked; never auto-checks.
  • Maximum Retention: None; Percent of Subcontract (% + optional Include Change Orders + Adjust Maximum Invoice); or Maximum Amount (cap + Adjust Maximum Invoice). Adjust Maximum Invoice modes: Composite Percentage or Item Percentage from Invoice.

Item types​

TypeBehavior
1-RegularUnits, unit cost, total. Sum of regular items (excluding deleted and add-ons) = Original Subcontract Amount.
2-Change OrderTypically enter amounts in SL Change Order Entry (help also says you can enter CO items here).
3-BackchargeCosts entered; not updated as committed costs.
4-Add-onNo units/unit cost; amount from SL Add-Ons (overridable). Phase/CT default from add-on.

Units, tax, retainage​

  • UM LS: Original Units and Unit Cost disabled; enter Original Total Cost. Non-LS: enter units and/or unit cost (skipped unit cost with a total calculates unit cost). After invoiced and closed, change units/total only if header status is Open.
  • Tax Type: 1-Sales, 2-Use, 3-VAT (default for Canadian and Australian companies when JC Jobs “Use default tax code for subcontracts” is on; otherwise tax type/code null). Tax-rate changes after post do not revise JC committed tax — AP relieves the original tax amount and invoices at the current rate.
  • Work Completed / Stored Materials retainage % default from the item phase.
  • Costs tab (original/current/invoiced/remaining) is display-only and available after the subcontract is posted and pulled into a new batch.

Australia / Canada​

  • VAT (type 3) defaults for AU/CA companies when the job flag above is on.
  • Australia: Qualified for PBA Reporting? (defaults checked if job/project contract is PBA). Eligible Date required when checked; SL Subcontract Claims payments feed CM PBA Reconciliation.

Notes​