Contents of the Update Subcontract Retainage PO Status Screen

Use the fields and options to configure the Update Subcontract Retainage PO Status screen.

Identification

Field	Description
Status Update ID	Enter the ID for this subcontract retainage PO completion status update. If you selected the Purchase Order Receipt option with the Auto-Assign check box selected in the Transaction IDs subtask of the Manage Warehouses screen, the Status Update ID is assigned based on the entered Warehouse 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. on the Manage Warehouses. You cannot modify the Status Update ID once the record is saved. All existing status update transactions for a subcontract retainage PO must be vouchered in the Create Subcontract PO Vouchers screen in Costpoint Accounting before you can create a new one.
Warehouse	Enter, or click to select, the warehouse ID associated with the subcontract retainage PO.
Status Update Dt	Enter, or click to select, the date for this subcontract retainage PO completion status update. This field defaults with the current system date each time you update and save the record.
Employee	Enter, or click to select, the ID of the employee who is responsible for this subcontract retainage PO completion status update.
Progress Payment Request	This is a payment request made by the subcontractor for work done against the subcontract retainage PO (as per the vendor invoice submitted). For each subcontract retainage PO, Costpoint assigns a default progress payment request number, starting with 1 and increments 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 retainage PO.
Prime Contract Period	Enter the prime contract period in this field, which serves as a reference for use by project managers.

Subcontract PO Information

Field	Description
Purchase Order	Enter, or click to select, the Purchase Order ID to be associated with the Status Update ID.
Change Order	This field displays the change order number assigned to the subcontract retainage PO on the Manage Purchase Orders screen.
Terms	This field displays the terms assigned to the subcontract retainage PO on the Manage Purchase Orders screen.
Trans Currency	This field displays the subcontract retainage PO's transaction currency for all amounts from the Manage Purchase Orders screen.
Buyer	This field displays the buyer ID.
Organization	This field displays the buyer’s organization ID from the Home Organization of the Manage Employee Salary Information (LDMEHIS) screen.
Subcontract	This field displays the name of the subcontract associated with the PO. This also displays as a hyperlink to access the subcontract record on the Manage Subcontracts screen. Note: The Subcontract field is available only to users who are licensed for CRM & Contracts.
Vendor	This field displays the vendor ID and name that was assigned on the Manage Purchase Orders screen.
Order Address Code	This field displays the order address code.
Autoload	Click this button to load data in the subtasks.
Recalculate	Click this button to recalculate amounts.

Vendor Contacts

Field	Description
Last Name	This field displays the last name of the vendor's contact person.
First Name	This field displays the first name of the vendor's contact person.
Phone	This field displays the vendor's phone number.
Fax	This field displays the vendor's fax number.
Header Notes	This field displays the text from the Header Notes subtask on the Manage Purchase Orders screen.

Table Window

The table window displays subcontract retainage PO line rows that were entered on the Manage Purchase Orders screen (and are eligible for updating) based on the subcontract retainage PO ID. Only subcontract retainage PO lines with a status of Open, System Closed, or Closed will load; lines that have a status of Pending or Void will be excluded. You cannot add, delete, insert, or copy lines.

Use this table window to view previously entered status transactions and modify or delete them depending upon whether or not a PO voucher has been generated against the subcontract retainage PO in the Create Subcontract PO Vouchers screen in Costpoint Accounting. If no subcontract retainage PO voucher has been generated against the transaction, modifications and deletions will be allowed for the transaction. If a subcontract retainage PO voucher has been generated, you cannot modify the record.

Field	Description
Subcontract Line	This field displays the line number for each item as it appears on the Manage Purchase Orders screen.
Item	This field displays the service ID for the line; otherwise, this field will be blank for MISC (Miscellaneous) line types.
Rev	This field displays the service ID's revision for the line; otherwise, this field is blank for MISC (Miscellaneous) line types.
Misc Type	This field displays the miscellaneous charge type assigned to the line.
Description	This field displays the miscellaneous charge type description, if applicable, or the service ID description for the subcontract retainage PO line. You can assign miscellaneous type codes on the Manage Purchase Orders screen only when the Item field is left blank and a miscellaneous charge is being entered.
Requested Work Amount	This field displays the total amount of work that the vendor has completed against the subcontract retainage PO from inception to date.
Percent Complete	This field is calculated as Completed Work Amount / Subcontract Order Amount. The Percent Complete and Completed Work Amount updates if you modify one field, they will be reflected in the other. Enter the percent complete (that is, the portion of work that is completed) in this field, from inception to date for a subcontract retainage PO line (excluding stored materials). Updating this percentage will update the Completed Work Amount and the Completed Work Retention Amt. Consequently, the Eligible for Voucher Amt, Balance to Complete Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt will also be updated. The Percent Complete field will be modified if modifications are made to the Completed Work Amount. In order for the Completed Work Amount to be 100% complete, the Stored Materials Amt should be zero; otherwise, an error message displays.
Completed Work Amount	This field is calculated as Percent Complete * Subcontract Order Amount. The Percent Complete and Completed Work Amount updates if you modify one field, they will be reflected in the other. Enter the actual work completed (that is, cumulative from inception to date) in this field for a PO line. Updating this field will update the Percent Complete and Completed Work Retention Amt. Consequently, the Eligible for Voucher Amt, Balance to Complete Amount, Incremental Completed Work Amt, and Incremental Completed Work Retention Amt will also be updated. The value of this field will also be modified if modifications are made to Percent Complete. The sum of the Completed Work Amount and Stored Materials Amt cannot exceed the total order amount of the subcontract retainage PO. Upon final completion of the subcontract order for the line, the Completed Work Amount should equal total order amount, and the Stored Materials Amt should be zero.
Completed Work Retention Pct	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. Updates to this field will 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 updated if the Completed Work Retention Amt changes.
Completed Work Retention Amt	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 Amount for the PO line. Updates to this field will 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.
Stored Materials Amt	Enter the value of the materials (cumulative from inception to date) that have been supplied to a site for use on a subcontract retainage PO line item job. This amount is also included during payment voucher calculations. When you update this field, the Stored Materials Retention Amt updates as well. Consequently, the Eligible for Voucher Amt, Balance to Complete Amount, Incremental Stored Materials Amt and Incremental Stored Materials Retention Amt fields will also be updated. The sum of Completed Work Amount and Stored Materials Amt cannot exceed the total order amount of the subcontract retainage PO. Upon final completion of the subcontract order for the line, the Completed Work Amount will equal the Subcontract Order Amount, and the Stored Materials Amt should be zero.
Stored Materials Retention Pct	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. This field is 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.
Stored Materials Retention Amt	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 modify the value in the Stored Materials Retention Pct field. Consequently, the Eligible for Voucher Amt and will also be updated.
Prev Vouchered Amount	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 Accounting), along with those manually created vouchers that are not related to any progress payment request.
Eligible for Voucher Amt	This field is calculated as Completed Work Amt + Stored Materials Amt - Completed Work Retention Amt - Stored Materials Retention Amt - Prev 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 retainage PO update transactions. Therefore, there is no check for consistency with the Eligible for Voucher Amt as calculated above. If you have created manual vouchers for a subcontract retainage 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, we recommend that you generate subcontract retainage PO vouchers against status updates, rather than resorting to manual entries.
Subcontract Order Amount	This field displays the current order amount of the subcontract retainage PO line after all modifications. The value in this field was originally entered as the Extended Cost for the PO line on the Manage Purchase Orders screen. However, this field displays the most recently updated amount if any additional change orders were entered.
Start Date	This field displays the beginning date for the time period that this purchase order line is in effect.
End Date	This field displays the ending date for the time period that this purchase order line is in effect.
Due Date	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.
Original Due Date	This field displays the original due date that was agreed upon for the purchase order line if the due date changes.
Order Date	This field displays the date that this purchase order was placed.
Subcontract Line Internal Notes	This field displays the internal notes that were entered for the subcontract retainage PO line in the Internal Notes column in the Enter POs or Expedite Purchase Orders screens.
Subcontract Line Expedite Notes	This field displays notes that were entered for the subcontract retainage PO line on the Expedite Purchase Orders screen. You can also enter notes in this field.
Sales Tax/VAT Code	If the Taxable field is Yes (tax is included) for the PO line on the Manage Purchase Orders screen, this field displays the sales tax/VAT code that is assigned to the ship ID, which is entered for the vendor on the Manage Vendors screen. If tax is not included for the line, this field is blank. You originally established this code in the Manage Sales or Value Added Taxes screen in Costpoint Administration. If tax is included for the line, the Sales Tax/VAT Rate is included in the calculation.
Sales Tax/VAT Rate	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 on the Manage Vendors screen. If tax is included for the line (that is, the Sales Tax/VAT Code is populated), the Sales Tax/VAT Rate is included in the calculation.
Sales Tax/VAT Amount Payable	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, 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. 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. Costpoint calculates the values in each incremental field and displays them separately for each progress payment request to track the modifications due to individual updates. Incremental values are stored in the same tables as the PO receipts, and they can be negative. An example of the incremental values is as follows: If the first progress payment request for a line has a Requested Work Amt of 100, 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 Amount of 150, the Incremental Requested Work Amt will be 50 (that is, 150-100). If the third progress payment request has a Requested Work Amount of 300, the Incremental Requested Work Amt will be 150 (that is, 300-150). Therefore, the value in each Incremental field is cumulative for each update.
Incremental Requested Work Amt	This field displays the difference between the current and previous values for the Requested Work Amount. Costpoint uses updates to the Requested Work Amount field for each progress payment request to calculate the Incremental Requested Work Amt field.
Incremental Completed Work Amt	This field displays the difference between the current and previous values for the Completed Work Amount. Costpoint uses updates to the Completed Work Amount field for each progress payment request to calculate the Incremental Completed Work Amt field.
Incremental Completed Work Retention Amt	This field displays the difference between the current and previous values for the Completed Work Retention Amt. Costpoint uses updates to the Completed Work Retention Amt field for each progress payment request to calculate the Incremental Completed Work Retention Amt field.
Incremental Stored Materials Amt	This field displays the difference between the current and previous values for the 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.
Incremental Stored Materials Retention Amt	This field displays the difference between the current and the previous values for the Stored Materials Retention Amt. Costpoint uses updates to the Stored Materials Retention Amt field for each progress payment request to calculate the Incremental Stored Materials Retention Amt field.
Balance to Complete Amount	This field is calculated as Subcontract Order Amt – Completed Work Amount – Stored Materials 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.
Subcontract Line Notes	This field displays the notes that were entered for the subcontract retainage PO line under the Notes column on the Manage Purchase Orders screen.
Print Prime Contract Number/DPAS Rating	If selected, this check box indicates that the Prime Contract Number/DPAS Rating will be printed for the PO line. If the PO total amount is greater than or equal to the DPAS Rating Print Threshold (Func Curr), then this check box is automatically selected and disabled for all the lines in the respective PO; otherwise, this check box defaults to the selection in Configure Purchase Order Print Options and is editable. If the DPAS Rating Print Threshold (Func Curr) field is blank, then this check box is editable.
DPAS Rating	This field displays the DPAS rating. This defaults from the DPAS rating of the Project ID that is entered on the PO line. If multiple accounts with different projects and DPAS ratings exist, they will all be displayed in a comma-separated list.

Subtasks

Subtask	Description
Order Totals	Click this link to open the Order Totals subtask to view the summarized amounts across all lines of the subcontract retainage purchase order.
Hdr Std Txt	Click this link to open the Hdr Std Txt subtask to view standard text codes for the subcontract retainage purchase order.
Header Documents	Click this link to open the Header Documents subtask.
Ln Std Txt	Click this link to open the Ln Std Txt subtask to view standard text codes that are assigned to a subcontract retainage purchase order line.
Line Documents	Click this link to open the Line Documents subtask.
PO Line Accounts	Click this link to open the PO Line Accounts subtask
Currency Line	Click this link to open the Currency Line subtask.