Manage Subcontractor Invoices

After you create subcontractor invoices using the Create Subcontractor Invoices screen, you can review them on this screen or make limited changes to existing subcontractor invoices that are not yet approved, which include deleting an invoice line and changing the discount, retainage, and sales tax or value-added tax (VAT) amounts.

You can also use this screen to enter new subcontractor invoices manually or via web services. Costpoint does not validate these invoices against previously invoiced amounts or the timesheet information in the staging tables. You must make sure that labor rates and hours for these invoices are correct and that invoice amounts are not being duplicated.

When you delete an existing invoice or invoice line, Costpoint automatically updates all related tables with the quantity and amount from the deleted invoice or invoice line. The associated timesheet records are also updated so Costpoint can readily pick them up when a new invoice is created.

If you are licensed for Supplier Portal, you can view invoice records created by the subcontractor/supplier via Manage Invoices, but all information displayed on this screen will be read-only. These invoices cannot be deleted from this screen. You also cannot delete an invoice or invoice line if you or the subcontractor/supplier has digitally signed the invoice. You can delete a digitally signed invoice only after both parties have unsigned it. If email notification is enabled (that is, the Invoice Email Notification check box is selected on the Configure Purchase Order Voucher Settings screen), Costpoint sends an email notification to the subcontractor/supplier if the supplier has Supplier Portal enabled and any of the following actions are performed in Manage Subcontractor Invoices:

• A new subcontractor invoice is created and the Submit for Approval check box is selected on this screen.
• An existing invoice line is deleted (without deleting the invoice).
• An existing invoice is deleted.

Costpoint sends email notifications to the supplier contact person using the email address indicated in the Email Address field on the Other Information tab of the Manage Purchase Orders screen.

If Supplier Portal is not enabled, the Invoice Approval History subtask will not be populated.

Some fields are not available for editing for previously saved invoices.

Note: You cannot edit hours or amounts on invoices created using Create Subcontractor Invoices nor will you be able to put hours on hold or partially bill a transaction on this screen.

The main screen contains the following tabs:

• Header Info: Use this tab to view or establish general information relating to the subcontractor invoice.
• Details: Use this tab to establish sales tax, VAT, and retainage information for the subcontractor invoice.
• Address: Use this tab to identify the pay vendor and address code for the subcontractor invoice and view the prime contractor billing address.
• Subcontractor Info: Use this tab whenever you need to enter the period of performance for the subcontractor invoice.
• Notes/Doc Loc: Use this tab to browse, add, and launch external documents and add them to the subcontractor invoice.
• Actions: Use this tab to specify default actions or to select specific actions to execute.
• Invoice Approvals: Use this tab to view approval information for the subcontractor invoice.

Note: This application is available only if you are licensed for Subcontractor Management.