Skip to main content
Share / Export

Managing Subcontract Invoices with SL Worksheet

SL Worksheet prepares and generates AP invoices for subcontracts. You enter work completed and stored materials (not a separate progress-% form), mark lines Ready, preview the SL-to-AP update, then send invoices to AP Transaction Entry or AP Unapproved Invoice Entry. After a subcontract is invoiced it drops off the worksheet.

Before you start​

  • Valid JC Co# (required before adding a subcontract).
  • Job belongs to that JC company.
  • Subcontract already exists in Entering Subcontracts. Subcontract and Item are lookup-only — you cannot create them on the worksheet.
  • Defaults flow from Initialize / SL Add to Worksheet, then AP Vendors, then AP Company Parameters (pay control, AP reference, description, invoice date, pay terms, CM account). Pay terms also fall back from SL Subcontract Entry Info tab, then AP Vendors.
  • Ready cannot be checked until a CM Account is set.
  • Optional Job Billing initialize can default % complete, work-complete cost/units, and WC retainage %.

Steps​

  1. Add subcontracts: File → Initialize Worksheet, or File → Add Subcontract to Current Worksheet (one at a time).
  2. On SL Worksheet, enter invoice header and amounts (Grid / Info tabs). Upper items area is display-only (item type, phase, contract and invoice values).
  3. For each subcontract ready to invoice, check Ready.
  4. File → SL to AP Update Preview (review the preview report).
  5. Send to AP:
    • File → Update to Accounts Payable → Update to AP Transaction Entry, or
    • File → Update to Accounts Payable → Update to AP Unapproved Invoice Entry.
  6. Invoiced subcontracts leave the worksheet. Optionally File → Clear Worksheet to remove remaining subs.

Key amounts​

Header: JC Co#, Job, Subcontract (display), Pay Control, AP Reference, Invoice Description, Invoice Date, Pay Terms, Due Date, CM Account, Hold Code, Ready, Notes.

Work completed

  • WC Ret% — override; defaults from SL Subcontract Entry (or JB if initialized that way).
  • % Cmpl To Date — LS = cost basis; other UM = units. Recalculates other WC fields, not Stored Materials.
  • This Invoice Cost / Units / Retainage; To Date Cost / Units (Previous + This Invoice; override recalculates This Invoice and % Complete).

Stored materials

  • Purchased This Invoice — increases Net This Invoice (defaults 0 even if JB has stored materials).
  • Installed This Invoice — decreases net; include those materials in Work Completed.
  • Retainage % (from SL Entry, overridable) and Retainage This Invoice (overridable). Separate AP line: “Stored Materials for Item ##”.

Billing tab shows where init values came from (pushpin if JB stored materials). Retainage tab is display-only (held in AP, this invoice, to date) — override retainage on Grid/Info, not that tab.

Hard rules​

  • Edits to the subcontract elsewhere do not refresh the worksheet. Delete the subcontract from the worksheet and reinitialize.
  • Soft- or hard-closed job status shows in red. You can still enter WC/SM and update the worksheet to AP even if JC Company Parameters block posting to closed jobs; posting the AP invoice still depends on those JC flags.
  • AP Reference uniqueness follows AP Company Parameters “Check for unique AP Reference” and only checks posted AP invoices (not unposted SL claims or other worksheet refs). Blank AP Reference warns but is not required for Ready or update.
  • Max retention exceeded: Yes = system calculates/distributes retention per SL Subcontract Entry; No = leave retention and still mark Ready.
  • Header notes → AP header; item notes → AP lines. UD fields map to matching custom fields on AP Transaction Entry / Unapproved Invoice Entry.
  • Trimble Pay button is US only.

Notes​

  • Related: Entering Subcontracts, SL Worksheet Initialize, SL Add to Worksheet, About Initializing From Job Billing, AP Transaction Entry, AP Unapproved Invoice Entry, AP Company Parameters, JC Company Parameters, Job Billing.