Subcontractor details are easily maintained for all job/contract activities within our Subcontractor module. All aspects of an engagement can be recorded from agreement set-up to final payment and closeout. For longer-term engagements, records of tasks and activities, both planned and completed, are maintained during all periods of a contract. Subcontractor codes can be 16 digits long and can be either alpha and/or numeric.
The Subcontractor record provides:
- Personal details, covering contact information, VAT registration and trade
- Bank details, with agreed methods and periods for payment
- CIS details
- Insurance details
- Subcontractor Ordering
- Order values vs actual values
Subcontractor Authorisation of Payments
To assist in the management of Subcontractors we include the ability for authorisation of payments. It has been designed to reduce the paperflow between the Contracting and Accounts departments. MCA will generate prompts when payments are due to Subcontractors.
The trigger for an authorisation of payment is the receipt of an application from a Subcontractor. This will appear in an enquiry for the QS, allowing them to certify a value up to the amount applied. They can also identify the cost analysis, retention and discount percentages for the Accounts Department to apply. A second tier of authorisation can be set before Accounts are able to make a payment.
We have tried to reduce the administrative work involved in processing payments, so when a certificate is generated, all information keyed by the QS is automatically fed through to the payment calculation.
Either the Contracts Manager or the Accounts department can reject the QS’s valuation providing the appropriate security level is set. They also have the ability to add comments, keeping a complete record and audit trail from application to payment.
Subcontractor Purchase Order Processing
Our Purchase Order Processing module enables the production and management of Subcontractor orders. It subsequently facilitates the matching with goods received notes and eventually the invoice or certificate with full control through to payment.
Purchase Orders can be produced for dispatch to a supplier via normal post, email or fax. Alternate addresses to those held on the Purchase Ledger account can be used. Multiple contact addresses can be used for delivery location along with contract specific notes for transport information.
Our order enquiry system has been developed to assist fast searching of all orders placed displaying the following information; status of each order with outstanding values/quantities ordered, received not invoiced and invoiced. Each order line can be viewed showing all relevant information.
Our module has been designed with the end user and working practises in mind, to this effect, extensive enquiries are possible. Enquiries can be based on one or more of the following criteria, Order, Contract, Supplier, Store, Product, Buyer and Order Status, Order Date and Product Text.
It includes the following functionality:
- Bulk orders/call off order
- Material orders may be placed for either stock, contracts or overhead items
- Multi levels of discount by value or quantity
- Optional GRN registration
- Matching facilities for invoices received against GRNs/Purchase Orders
- Committed costs are updated to job record giving cumulative committed costs
- Total for goods delivered not invoiced
- Invoice posting reduces reserves and generates actual cost
- Invoice posting compares against original order value
- Analysis against cost heads, sub jobs or operations
- Email or faxing of documents
- Multi line free format text entry
- Text library
- Extensive enquiry drilldowns