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Managing PM Subcontract Detail

PM Subcontract Detail sets up subcontract buyout lines. The form opens only if SL In Use is checked on PM Company Parameters.

Lines appear by how you open the form:

Opened fromRecord Type
Menu or PM Project PhasesO-Original
PM Approved Change OrdersA-Approved COs
PM Pending Change OrdersP-Pending COs

From the menu only, you can switch Record Type (then ACO/PCO keys show). From the other forms, the grid stays limited to that context.

Lines can be entered manually (often for phases whose cost type matches the company subcontract cost type), via PM Data Import, or for non-subcontract cost types when you need more detail than a PO (e.g. equipment leases).

Before you start​

  • PM Company Parameters: SL In Use; Subcontract Number Format (Initialize); optional Disable Initialize on change-order subcontract detail; optional Allow adding new subcontract item during subcontract change order entry; Default SL Item Description from Phase Description; SL cost type on SL Params.
  • Soft/hard-closed jobs: add/edit only if JC Company Parameters allow posting to those jobs (status shows in red).
  • Vendor required before a new SL number. Existing SL defaults vendor from PM Subcontracts. Initialize skips sequences with no vendor.

Steps​

  1. Open the form and confirm Record Type.
  2. On Non-Interfaced, enter Phase, Cost Type, Vendor, amounts. Leave SL / SL Item blank if you will Initialize.
  3. Initialize (above the tabs) assigns SL numbers from format options. Disabled on COs if that company checkbox is on — then enter items manually. Vendor not yet on PM Firms / Project Firms is added on initialize (or when adding a Non-Interfaced line for a new project vendor).
  4. Check Send on each line to include in PM Interface (unchecked = skipped). Pending/approved lines also need a SubCO before interface. A new SubCO number creates a PM Subcontract Change Order; F4 picks an existing one. If the line is tied to an ACO, the SubCO is auto-approved and can interface without Approve on the SCO form.
  5. Run PM Interface. Sent lines move to Interfaced and lock (phase, CT, vendor, SL, item type, units, UM, unit cost, amount, add-on %, Send). Do not delete after interface. Change dollars with a subcontract CO, or Tasks → Correct Item (Interface Date/Month stay display-only; corrections must interface in the original Interface Month).

New item on a pending/approved CO​

Only if Allow adding new subcontract item during subcontract CO entry is on. Prompt to add for pre-billing: Yes adds the SL item at 0.00 so it can be invoiced before the original estimate; interface then writes original and current amounts. No leaves the grid row without creating the SL item (cannot invoice).

Key fields​

  • SL Item Type: 1 Regular; 2 Change Order (A/P only); 3 Backcharge (O only); 4 Add-on (O only). Locked after interface.
  • Amount: LS = enter total; else Units × Unit Cost. Type 4 Amount add-on uses SL Add-Ons amount; Percent add-on on originals = % × sum of type-1 Regular lines only; on pending/approved COs = % × the CO item amount.
  • WC Ret % / SM Ret %: default from the phase’s contract item retainage (contract master → contract item → phase → subcontract item). Drive AP invoice / SL Worksheet retainage init.
  • Tax Type / Tax Code: 1-Sales, 2-Use, 3-VAT. If Use default tax code for subcontracts is on for the project: US → Sales, non-US (e.g. Canada/Australia) → VAT; else null. Tax code follows Base Tax On (Job / Vendor / Vendor Override).
  • Estimate strip (display): Available Estimate, Non-Interfaced, Remaining Estimate.

Gotcha: assigning a SubCO to a new type-1 Regular item on a CO warns about reporting inaccuracies — several reports treat “no SubCO” as original amounts. Prefer not to do that.

Notes​