01What it is
A supplier becomes a subcontractor once you send them to a site or issue them an order. A materials wholesaler that only sells to you stays on the supplier list.
The subcontractor record answers one question: can you send them? It shows assignments with from and to dates, documents with an expiry date and orders whose acceptance is still pending. No obstacle blocks the decision, but you see it before you send them.
An order has a scope, an amount and a deadline. It can have milestones accepted separately, with retention and a date for returning it. You approve a reported milestone or reject it with a reason, and a settled milestone becomes a site cost.
- BEFORE SENDING
- Busy dates, documents and pending acceptances in one strip.
- ACCEPTANCE WITH A NOTE
- Without a description of what was checked, the acceptance is not saved.
- A MILESTONE IS A COST
- A settled milestone goes into the site costs.
02What it is for
Valid documents
Policies and qualifications with an expiry date; expired ones in red and in notifications.
Who is free
The Not assigned anywhere filter and from and to dates on every assignment.
Acceptance in milestones
Report, approve or reject with a reason, then settle.
Retention under control
Retention on a milestone, with a date for its return.
03Main options
The module has a list of subcontractors and a record with the tabs Availability, Documents, Orders and Acceptance milestones.
Where now, documents, orders and milestones
Tiles: subcontractors, on sites, with an expired document and milestones to decide.
- Filter: all, with obstacles or not assigned anywhere
- The Documents column turns red when something has expired
- Search by name and city, with a shortcut to the full supplier register
Can I send them there
A strip of obstacles above the tabs, and four tabs.
- Availability: site assignments with a role and from and to dates
- Documents: policies and qualifications with an expiry date
- Menu: Send to site, Add order, Add milestone, Add document
Scope, amount, milestones and acceptance
The Orders and Acceptance milestones tabs.
- Order: Planned, Ordered, In progress, Accepted or Cancelled
- Milestone: Report, Approve, Reject with a reason, Settle (with finance access)
- Accept the order with a note once no milestone awaits a decision
04Tasks step by step
- STEP 1Open the subcontractor record and check the obstacle strip.
- STEP 2Choose Send to site, then pick the site, the role and the from and to dates.
- STEP 3On the Availability tab start the assignment when the crew arrives on site, and finish it when they leave.
- STEP 1Choose Add order: site, title, amount and deadline.
- STEP 2Change the state to Ordered with Commission the work in the order menu.
- STEP 3Add milestones with an amount, and with a return date where there is retention.
- STEP 1On the Acceptance milestones tab approve the reported milestones or reject them with a reason.
- STEP 2When nothing awaits a decision, choose Accept the order and describe what was checked.
- STEP 3Settle the approved milestones. They become site costs.
05Actions
The most common tasks for subcontractors.
Send to site
An assignment with a role and dates.
Add order
Scope, amount and deadline.
Approve milestone
Or reject it with a reason.
Add document
A policy or qualifications with an expiry date.
Also a supplier
The supplier record of the same company.
06What it connects to
Choose a module to see where subcontractors come from and where their costs go.
Suppliers
A subcontractor is a company from the supplier register.
Go to the topicSuppliersProjects and profitability
Subcontractor costs are counted separately in profitability.
Go to the topicProjects and profitabilityQuotes
You price external work by a subcontractor in the labour section of a quote.
Go to the topicQuotes