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Managing PM Subcontracts

PM Subcontracts creates and maintains project subcontracts — one subcontractor (vendor) and their scope items. Add items on the Non-Interfaced Items tab, via PM Subcontract Detail, or via PM Subcontract Change Orders. After interface, items move to Interfaced and cannot be edited (item notes stay editable until the subcontract is closed).

Before you start​

  • Project exists. Soft/hard-closed projects: only if JC Company Parameters allow posting to those jobs (status shows in red).
  • Vendor active in AP Vendors (inactive blocks save on manual add and blocks interface if the SL came from Subcontract Detail with an inactive vendor).
  • Document Type from PM Document Types with category Subcontract (required for Send with Transmittal).
  • Optional Process Workflow for amount-based review (no spending limit for the enterer → always requires approval).

Steps — create​

  1. Open PM Subcontracts (Project Management → Programs).
  2. Enter Project. Subcontract: +, N, or NEW for the next number from PM Company Parameters Subcontract Format Options, or type an unused number (up to 30; Textura export truncates above 20).
  3. Description, Document Type (category Subcontract), Vendor, Pay Terms (defaults from vendor), Comp Group if tracking compliance, Start Date.
  4. Optional max WC retention (None / Percent of Subcontract / Maximum Amount) — see Set Maximum Retention for a Subcontract.
  5. Enter items on Non-Interfaced Items, or complete buyout in Subcontract Detail then return here for header polish and approval.

Steps — approve​

  • Without workflow (or status Approved / Approval Not Required): check Approved on Info (By = username). Required before PM Interface, along with Send on each Non-Interfaced item to include.
  • With workflow: if amount exceeds the enterer’s spending limit, status = Approval Required → Submit for Approval. Reviewers use Work Center. Fully approved → Approved checked, then interface is allowed. Rejected → revise and resubmit.
  • Track via Workflow button (PM SL Workflow Item Reviewers) / Workflow History.
  • Unapprove: blocked if linked to a SubCO. With workflow, changing/deleting/adding Non-Interfaced items clears Approved and sets Approval Required. Adding an item while submitted/partially/fully approved/or interfaced prompts workflow reset (OK → Approval Required, SL Status Pending).

Steps — interface​

  1. Fully approve if workflow applies; check Approved and Send on items.
  2. Run PM Interface (buyout overview step 4 / About Interface the Subcontract).
  3. Interfaced items move to Interfaced (not editable except notes until close). SL Status becomes 0-Open. You can still add new Non-Interfaced items (may reset workflow). Options → Show Only SLs with Non-interfaced Detail hides fully interfaced SLs.

Other SL Status values: 1-Complete (SL Subcontract Entry only — no change/invoice); 2-Closed (SL Close — eligible for SL Purge); 3-Pending until first interface.

Key item and header rules​

  • Item types: 1 Regular, 2 Change Order, 3 Backcharge, 4 Add-on. Add-on #/% from SL Add-Ons; percent add-on amount = (regular + change-order items) × % (not the full subcontract total). UM disabled for type 4; Units disabled for type 4 or LS.
  • SubCO on a Non-Interfaced line shows a linked SCO; clearing detaches the item (does not delete the SCO).
  • Comp Group initializes SL compliance on interface. Changing groups: delete old group, save, add new, save (delete codes via SL Compliance Detail).
  • Claim Approval Required (claims only, while Pending): checked → AP Unapproved Invoice Entry only.
  • Australia: Qualified for PBA Reporting? / PBA Eligible Date when the job contract is subject to PBA.
  • Tax: if project Use default tax code for subcontracts is on — US → Sales, non-US (e.g. Canada/Australia) → VAT; else null. Tax code follows Base Tax On.

Notes​