Update Subcontract PO Status

Enter up to 10 alphanumeric characters to designate the ID for this subcontract PO completion status update.

If the Auto-Assign field in the Transaction IDs subtask of the Warehouses screen displays "Y" and you selected the "Purchase Order Receipt" option in the Description field in the Warehouses screen, the Status Update ID field is automatically assigned based on the warehouse ID you save/enter in the Update Subcontract PO Status screen (Materials » Transactions » Purchase Orders).

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 before you can create a new one.

Enter, or use Lookup to select, up to eight alphanumeric characters to designate the warehouse ID associated with the subcontract PO.  

The data in the Lookup originates from the Warehouses screen.

Enter, or use Calendar Lookup to select, the date for this subcontract PO completion status update. You must enter the date in the MM/DD/YYYY format.

The system date defaults into this field but can be changed, as needed.

Enter up to three numeric characters to designate the progress payment request number associated with this update.

The progress payment request is a payment request made by the subcontractor for work done against the subcontract PO (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," Costpoint cannot increment further, and you will have to manually enter all subsequent progress payment request numbers for the same subcontract PO.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the ID of the employee who is responsible for this subcontract PO completion status update.

The data in the Lookup originates from the Employee User Flow screen (People » Maintain » Employee).

Enter up to six alphanumeric characters to designate the prime contract period in this field. This data serves as a reference for use by project managers.

Enter, or use Lookup to select, up to 10 alphanumeric characters to identify the subcontract PO ID for this status update.

This non-editable field displays the change order number you assigned to the subcontract PO in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).

This non-editable field displays the terms you assigned to the subcontract PO in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).

This non-editable field displays the subcontract PO's transaction currency for all amounts, as entered in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).

This non-editable field displays the vendor ID that you assigned in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders). The vendor name displays in the adjacent, non-editable field.

This non-editable field displays the other address code.

Click this button to automatically load data in the subtasks. Using the data you enter in the Identification and Subcontract PO Information group boxes, you can retrieve and upload related record information by selecting this pushbutton.

Click this button to recalculate subtask amounts.

This non-editable field displays the vendor last name.

This non-editable field displays the vendor first name.

This non-editable field displays the vendor phone number.

This non-editable field displays the vendor fax number.

This non-editable field displays header notes. You entered this information in the Header Notes subtask of the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).

This non-editable field displays the line number for each item as it appears in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).

This non-editable field displays the service ID; if the line type is "M" (Miscellaneous), no data will be displayed in this field.

The service or miscellaneous description assigned to the line will display in the Description field; therefore, in some circumstances, the Item field will be blank, but the Description field will display data.

This non-editable field displays the service ID revision; if the line type is "M" (Miscellaneous), no data will be displayed in this field.

The service or miscellaneous description assigned to the line will display in the Description field.

This non-editable field displays the miscellaneous charge type assigned to the line.

This non-editable 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 Purchase Orders screen (Materials » Transactions » Purchase Orders) when the Item field is left blank and a miscellaneous charge is entered.

This field displays the total work completion amount requested by the vendor.

This field displays the percent complete value.

Calculation: Completed Work Amount / Subcontract Order Amt

The Subcontract Order Amount displays in the Currency Line subtask.

You can enter the percent complete in this field, from inception to date for a subcontract PO line (excluding stored materials).  

Updating this percentage will automatically update the values in the Completed Work Amount, Completed Work Retention Amt, Eligible for Voucher Amt, Balance to Complete Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt fields.

In addition, updating the value in the Completed Work Amt field, updates the value in the Percent Complete field.  In order for the Completed Work Amt to display 100%, the Stored Materials Amt should display "0"; otherwise, an error message displays.

This field displays the completed work amount.

Calculation: Percent Complete * Subcontract Order Amount.

You can enter the actual work completed (i.e., cumulative from inception to date) in this field for a purchase order line.  

Updating this field will automatically update the values in the Percent Complete, Completed Work Retention Amt, Eligible for Voucher Amt, Balance to Complete Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt fields.

The value in this field will also be automatically updated if you make modifications to the value in the Percent Complete field.

The sum of the values in the Completed Work Amt and Stored Materials Amt fields cannot exceed the total order amount of the subcontract PO.

Upon final completion of the subcontract order for the line, the value in the Completed Work Amt field should equal the total order amount, and the Stored Materials Amt field should display "0."

This field displays the completed work retention percent.

Calculation: Completed Work Retention Amt / Completed Work Amount.

The Completed Work Retention Pct indicates the percentage 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 purchase order line, but can be modified if necessary.  

Updates to this field will automatically update the value in the Completed Work Retention Amt field; these values should maintain synchronization. The Eligible for Voucher Amt and Incremental Work Retention Amt fields will also be updated.

In addition, updates to the Completed Work Retention Amt field automatically update this field.

This field displays the completed work retention amount.

Calculation: 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 value in the Completed Work Amt field for the purchase order line.

Changes to the value in this field automatically update the value in the Completed Work Retention Pct; these values should maintain synchronization. In addition, the Eligible for Voucher Amt and Incremental Work Retention Amt fields 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 updatethe value in the Stored Materials Retention Amt field.

The Eligible for Voucher Amt, Balance to Complete Amt, Incremental Stored Materials Amt, and the Incremental Stored Materials Retention Amt fields will also be updated.

The sum of the values in the Completed Work Amt and Stored Materials Amt fields cannot exceed the total order amount of the subcontract PO.  

Upon final completion of the subcontract order for the line, the value in the Completed Work Amt field will equal the Subcontract Order Amt (Currency Line subtask) , and the Stored Materials Amt field should display "0."

This field displays the stored materials retention percent.

Calculation: 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 or originates from the purchase order line, but you can modify it as necessary.

This field is automatically updated if the value in the Stored Materials Retention Amt field is updated. In addition, the value in the Eligible for Voucher Amt and Incremental Stored Materials Retention Amt fields will also be updated.

This field displays the stored materials retention amount.

Calculation: 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.

Changing the value in this field will automatically update the value in the Stored Materials Retention Pct field; in addition, the value in the Eligible for Voucher Amt and Incremental Stored Materials RetentionAmt fields 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), along with those manually created vouchers that are not related to any progress payment requests.

This field displays the eligible voucher amount.

Calculation: 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.

Note: Manually entered vouchers update the total vouchered amount for the PO line, and are not validated against completed work and stored materials as entered in subcontract PO update transactions. Therefore, there is no check for consistency with the Eligible for Voucher Amt as calculated above, if you use this method. If you have created manual vouchers for a subcontract PO, a review of existing status updates for which vouchers have already been generated may show an inconsistency between the eligible voucher amount and the voucher amount that had been generated earlier. In order to avoid such a situation, you should generate subcontract PO vouchers against status updates or enter subcontract PO vouchers with a two-way match as specified and pre-determined on the purchase order line per the Enter PO Vouchers screen (Accounting » Transactions » Vouchers), rather than resorting to manual entries.

This field displays the current order amount of the subcontract PO line after all changes.

You originally entered this value in the Extended Cost field for the PO line in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders). However, this field displays the most recently updated amount if any additional change orders were entered.

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 you placed this purchase order.

This field displays the internal notes that were entered for the subcontract PO line in the Internal Notes field in the Enter Purchase Orders screen.  

This field displays notes that were entered for the subcontract PO line in the PO Line Internal Notes field of the Expedite Purchase Orders screen (Materials » Transactions » Purchase Orders).

If the Taxable field displays "Yes" for the PO line in the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders), this field displays the sales tax/VAT code that is assigned to the ship ID, which you entered in the Vendor User Flow screen (Materials » Maintain » Vendors).

If the Taxable field displays "No," tax will not be included for the line and this field will be blank.

You originally established this code in the Sales/Value Added Tax screen.

If tax is included for the line, the value in the Sales Tax/VAT Rate field in this screen will be 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 Vendor User Flow screen (Materials » Maintain » Vendors).

This field displays the sales tax/value added tax payable amount.

Calculation: Eligible for Voucher Amt * Sales Tax/VAT Rate.

The value in this field indicates the amount of sales tax/VAT (value added tax) 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 Taxable field is "Yes" for the PO line in the Enter Purchase Orders screen - Materials » Transactions » Purchase Orders), and the Sales Tax/VAT Code, Sales Tax/VAT Rate and the Sales Tax/VAT Amount Payable fields are populated. The Sales Tax/VAT Code is based on the Ship ID on the subcontract PO line.

Note: The status update amounts and percentages outlined above are cumulative updates for completed work for the PO line, where each Incremental Requested Work Amt is the difference in Requested Work Amt between the current update and the previous one. The system calculates the values in each Incremental field (listed below) and displays them separately for each progress payment request to track the changes due to individual updates. Incremental values are stored in the same tables as the PO receipts, and they can be negative values. If the incremental value of the first progress payment request for a line has a Requested Work Amt of 100, for example, the Incremental Requested Work Amt will also be 100 (since there are no previous progress payment requests). If the next progress payment request for the line has a Requested Work Amt of 150, the Incremental Requested Work Amt will be 50 (i.e., 150-100).  If the third progress payment request has a Requested Work Amt of 300, the Incremental Requested Work Amt will be 150 (i.e., 300-150). Therefore, the value in each Incremental field is cumulative for each update.

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 value in 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 value in 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 value in 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 value in 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.

This field displays the balance to complete amount.

Calculation: Subcontract Order AmtCompleted Work AmtStored Materials Amt (i.e., Subcontract Order 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 notes that were entered for the subcontract PO line in the Header Notes subtask of the Enter Purchase Orders screen (Materials » Transactions » Purchase Orders).