Use this application to update and track the status of Subcontract Purchase Orders by recording work completed, stored materials, and retention amounts. You can establish subcontract POs in the Enter POs screen with a PO Type of "S." Subcontract POs and subcontractor status updates will be used to generate commitments, accounts payable vouchers, and retention payable journal entries. Currently, subcontract POs are limited to dollar-only PO lines, meaning that quantities, units of measures and unit costs cannot be specified.
You can update subcontract PO completion statuses only for POs with a status of "O" (Open), "S" (System Closed), or "C" (Closed). The system will display a warning message if the subcontract PO has a header status of "S" or "C." You will receive an error message if you attempt to load a subcontract PO with a header status of "V" (Void) or "P" (Pending).
Use this screen after establishing the subcontract PO in the Enter POs screen.
Enter the ID for this subcontract PO completion status update. If you selected the "Purchase Order Receipt" option with the Auto-Assign field set to "Y" in the Transaction IDs subtask of the Warehouses screen (in Costpoint Inventory), the Status Update ID is automatically assigned based on the entered Whse ID when the record is saved. The Status Update ID is incremented by one digit from the Last Inv Trans ID that is assigned to the Warehouse ID in the Transaction IDs subtask. You cannot modify the Status Update ID once the record is saved. All existing status update transactions for a subcontract PO must be vouchered in the Create Subcontract PO Vouchers screen in Costpoint Accounts Payable before you can create a new one.
Enter, or use Lookup to select, the warehouse ID associated with the subcontract PO. You establish warehouse IDs and inventory transaction information (i.e., for the Status Update ID field) in Costpoint Inventory.
Enter the date for this subcontract PO completion status update. This field defaults with the current system date each time you update and save the record. This field is editable.
Enter, or use Lookup to select, the ID of the employee who is responsible for this subcontract PO completion status update. This field is editable.
Enter, or use Lookup to select, the subcontract PO ID to be associated with the Status Update ID.
This field displays the change order number assigned to the subcontract PO in the Enter POs screen.
This field displays the terms assigned to the subcontract PO in the Header Information subtask in the Enter POs screen.
The Progress Payment Request is a payment request made by the subcontractor for work done against the subcontract PO (as per the vendor invoice submitted). For each subcontract PO, the system automatically assigns a default progress payment request number, starting with 1 and incrementing by 1 for each subsequent progress payment request. You can override the default progress payment request number in this field.
If you manually enter the highest number permissible (999), the system cannot increment further, and you will have to manually enter all subsequent progress payment request numbers for the same subcontract PO.
Enter the prime contract period in this field, which serves as a reference for use by project managers.
This field displays the vendor name that was assigned in the Enter POs screen.
This field displays the subcontract PO's transaction currency for all amounts from the Header Information subtask in the Enter POs screen.
The table window displays subcontract PO line rows that were entered in the Enter POs screen (and are eligible for updating) based on the subcontract PO ID. Only subcontract PO lines with a status of "O" (Open), "S" (System Closed), or "C" (Closed) will load; lines that have a status of "P" (Pending) or "V" (Void) will be excluded. You cannot add, delete, insert, or copy lines.
Use this table window to view previously entered status transactions and change or delete them depending upon whether or not a PO voucher has been generated against the subcontract PO in the Create Subcontract PO Vouchers screen in Costpoint Accounts Payable. If no subcontract PO voucher has been generated against the transaction, changes and deletions will be allowed for the transaction. If a subcontract PO voucher has been generated, you cannot change the record.
This field displays the line number for each item as it appears in the Enter POs screen.
This field displays the service ID for the line; otherwise, this field will be blank for "M" (Miscellaneous) line types. The service or miscellaneous (i.e., Misc Type) description assigned to the line will display in the Description field.
This field displays the service ID's revision for the line; otherwise, this field will be blank for "M" (Miscellaneous) line types. The service or miscellaneous (i.e., Misc Type) description assigned to the line will display in the Description field.
This field displays the miscellaneous charge type assigned to the line.
This field displays the miscellaneous charge type description, if applicable, or the service ID description for the subcontract PO line. You can assign miscellaneous type codes in the Enter POs screen only when the Item field is left blank and a miscellaneous charge is being entered.
This field displays the total amount of work that the vendor has completed against the subcontract PO (from inception to date).
This field is calculated as Completed Work Amount / Subcontract Order Amount. The Percent Complete and Completed Work Amount correspond; if you make changes to one field, they will be reflected in the other.
Enter the percent complete (i.e., the portion of work that is completed) in this field, from inception to date for a subcontract PO line (excluding stored materials).
Updating this percentage will automatically update the Completed Work Amount and the Completed Work Retention Amt. Consequently, the Eligible for Voucher Amt, Balance to Complete Amount, Subcontract Accepted Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt will also be updated. The Percent Complete field will automatically be modified if changes are made to the Completed Work Amt. In order for the Completed Work Amt to be 100% complete, the Stored Materials Amt should be zero; otherwise, an error message displays.
This field is calculated as Percent Complete * Subcontract Order Amount. The Percent Complete and Completed Work Amount correspond; if you make changes to one field, they will be reflected in the other.
Enter the actual work completed (i.e., cumulative from inception to date) in this field for a PO line.
Updating this field will automatically update the Percent Complete and Completed Work Retention Amt. Consequently, the Eligible for Voucher Amt, Balance to Complete Amount, Subcontract Accepted Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt will also be updated. The value of this field will also be automatically modified if changes are made to Percent Complete. The sum of the Completed Work Amt and Stored Materials Amt cannot exceed the total order amount of the subcontract PO. Upon final completion of the subcontract order for the line, the Completed Work Amt should equal total order amount, and the Stored Materials Amt should be zero.
This field is calculated as Completed Work Retention Amt / Completed Work Amount.
The Completed Work Retention Pct rate indicates the proportion of the completed work amount that will be withheld from payment when an accounts payable voucher is created, in order to cover miscellaneous vendor-responsible expenses. This value loads from the PO line, but can be modified if necessary.
Updates to this field will automatically update the Completed Work Retention Amt in order to keep both fields synchronized. Consequently, the Eligible for Voucher Amt and Incremental Work Retention Amt will also be updated. This field is automatically updated if the Completed Work Retention Amt is updated.
This field is calculated as Completed Work Retention Pct * Completed Work Amount.
The value in this field indicates the actual value of completed work retention amount (cumulative from inception to date) that has been withheld from payment. This amount cannot be greater than the Completed Work Amt for the PO line. Updates to this field will automatically modify the Completed Work Retention Pct in order to keep both fields synchronized. Consequently, the Eligible for Voucher Amt and Incremental Work Retention Amt will also be updated.
Enter the value of the materials (cumulative from inception to date) that have been supplied to a site for use on a subcontract PO line item job. This amount is also included during payment voucher calculations. Updating this field will automatically update Stored Materials Retention Amt. Consequently, the Eligible for Voucher Amt, Balance to Complete Amt, Incremental Stored Materials Amt, Incremental Stored Materials Retention Amt, and Subcontract Accepted Amt fields will also be updated. The sum of Completed Work Amt and Stored Materials Amt cannot exceed the total order amount of the subcontract PO. Upon final completion of the subcontract order for the line, the Completed Work Amt will equal the Subcontract Order Amount, and the Stored Materials Amt should be zero.
This field is calculated as Stored Materials Retention Amt / Stored Materials Amt.
The value in this field indicates the proportion of the Stored Materials Amt that will be withheld from payment when an accounts payable voucher is created (in order to take care of unforeseen miscellaneous vendor-responsible expenses). This value loads from the PO line, but you can modify it if necessary. This field is automatically updated if the Stored Materials Retention Amt is updated. Consequently, the Eligible for Voucher Amt and Incremental Stored Materials Retention Amt will also be updated.
This field is calculated as Stored Materials Retention Pct * Stored Materials Amt.
The value in this field indicates the actual value of Stored Materials Retention Amt (cumulative from inception to date) that has been withheld from payment. This amount cannot be greater than the Stored Materials Amt for the line. Updating the value in this field will automatically modify the value in the Stored Materials Retention Pct field. Consequently, the Eligible for Voucher Amt and Incremental Stored Materials Retention Amt will also be updated.
The value in this field indicates the value of accounts payable vouchers that have been created (cumulative from inception to date) against the subcontract PO line. These vouchers include those based on progress payment request updates (via the Create Subcontract PO Vouchers screen in Costpoint Accounts Payable), along with those manually created vouchers that are not related to any progress payment request.
This field is calculated as Completed Work Amt + Stored Materials Amt - Completed Work Retention Amt - Stored Materials Retention Amt - Previously Vouchered Amt.
The value in this field indicates the net amount for which additional accounts payable vouchers can be created. This value is equal to the amount still payable to the vendor less retentions.
This field displays the current order amount of the subcontract PO line after all changes. The value in this field was originally entered as the Ext Cost Amount for the PO line in the Enter POs screen. However, this field displays the most recently updated amount if any additional change orders were entered.
This field is calculated as Subcontract Order Amt – Completed Work Amt – Stored Materials Amt (i.e., Subcontract Order Amt – Subcontract Accepted Amt.)
The value in this field indicates the remaining amount of the subcontract order against which service is yet to be received in terms of work completed or stored materials, including retention amounts.
This field displays the beginning date for the time period that this purchase order line is in effect.
This field displays the ending date for the time period that this purchase order line is in effect.
This field displays the date by which the vendor is committed to supplying the items ordered. The due date will be used as a basis for calculating the vendor performance.
This field displays the original due date that was agreed upon for the purchase order line if the due date changes.
This field displays the date that this purchase order was placed.
This field displays the notes that were entered for the subcontract PO line under the Notes column in the Enter POs screen.
This field displays the internal notes that were entered for the subcontract PO line in the Internal Notes column in the Enter POs or Expedite Purchase Orders screens.
This field displays notes that were entered for the subcontract PO line in the Expedite Purchase Orders screen. You can also enter notes in this field.
If the Tax field is "Y" (i.e., tax is included) for the PO line in the Enter POs screen, this field displays the sales tax/VAT code that is assigned to the ship ID, which is entered for the vendor in the Maintain Vendors screen. If tax is not included for the line, this field will be blank. You originally established this code in the Maintain Sales/Value Added Tax screen in Costpoint System Administration. If tax is included for the line, the Sales Tax/VAT Rate is included in the calculation.
This field displays the sales tax/VAT rate that applies to this line. Sales Tax/VAT rates are assigned by state and/or country, and you can maintain them in the table window in the Maintain Vendors screen. If tax is included for the line (i.e., the Sales Tax/VAT Code is populated), the Sales Tax/VAT Rate is included in the calculation.
This field is calculated as Eligible for Voucher Amt * Sales Tax/VAT Rate.
The value in this field indicates the amount of sales tax/VAT due based on the line's voucher amount that is eligible for payment for the particular update. This field is calculated if the line is taxable (i.e., the Tax field is "Y" for the PO line in the Enter POs screen), and the Sales Tax/VAT Code, Sales Tax/VAT Rate, and amount payable are populated. The Sales Tax/VAT Code is based on the Ship ID on the subcontract PO line.
This field displays the difference between the current Requested Work Amount and the previous update's Requested Work Amount. The system uses updates to the Requested Work Amount field for each progress payment request to calculate the Incremental Requested Work Amt field.
This field displays the difference between the current Completed Work Amount and the previous update's Completed Work Amount. The system uses updates to the Completed Work Amount field for each progress payment request to calculate the Incremental Completed Work Amt field.
This field displays the difference between the current Completed Work Retention Amt and the previous update's Completed Work Retention Amt. The system uses updates to the Completed Work Retention Amt field for each progress payment request to calculate the Incremental Completed Work Retention Amt field.
This field displays the difference between the current stored materials amount and the previous update's stored materials amount. Updates to the Stored Materials Amt field for each progress payment request are used to calculate the Incremental Stored Materials Amt field.
This field displays the difference between the current Stored Materials Retention Amt and the previous update's Stored Materials Retention Amt. The system uses updates to the Stored Materials Retention Amt field for each progress payment request to calculate the Incremental Stored Materials Retention Amt field.
Click this button to view subcontract purchase order header notes that were entered in the Enter POs screen.
Click this button to view summarized amounts across all lines of the subcontract purchase order.
Click this button to view standard text codes for the subcontract purchase order.
Click this button to view standard text codes that are assigned to this subcontract purchase order line.
Click this button to view charge number information for each subcontract purchase order line.
Click this button to view vendor information for the subcontract PO purchase order line.
If the subcontract PO contains transaction and functional currency amounts in the Enter POs screen, this subtask will be enabled. Otherwise, if the transaction and functional amounts are the same, this subtask is disabled.