Paid Expenses

The 'Paid' screen under the 'Subcontractor' menu lets you maintain a record of the payments you made to external contractors hired on an ad-hoc basis and through subcontracts/agreements that are not included in your Linarc project directory. The payment entries are added in two ways:

• Manual - Payment made directly to the externals without any formal agreements or contracts. You can make each payment entry with the details like the task, the expense category, purpose, etc., and also upload attachments like a PDF file of the invoice or the receipt. 
• Moved from pending payments - The payments you make for any special agreements or subcontracts made with the external subcontractors after the completion of the job. The agreed amount is first added as the pending amount in the 'Unpaid' screen. Once you make the payment, you can mark the amount as paid from the same screen. The payment entry is then automatically moved to the 'Paid' screen.  

For every entry in the 'Paid' screen, the system decrements the amount from the total budget for subcontractor cost for the task and shows the remaining amount per your estimate. This helps you monitor the variance of the actual expenses from the estimated subcontractor cost and plan the future expenses to complete the tasks within the budget. The details are used for various statistics and key performance indicators displayed on the dashboards. 

This article explains how to manually add the amount paid to an external subcontractor. For details on payments made for agreements/subcontracts, see Agreements and pending cost.

To add a paid subcontractor cost entry

• Ensure that you are in the Costs screen, if it is not already opened:
  • Click the app launcherand select 'Finance.'
    
• Click 'Costs' on the top 
• Hover your mouse over 'Subcontractor' on the left and select 'Paid' from the options

• Click 'Add External cost' at the top right

The 'Add External cost' interface shows the list of your scheduled tasks and the amounts allotted under the head 'Subcontractor' in your estimate.

• Task Code - The cost code of the task item for which the expense occurred.
• Task Name - The label of the task as in the contractor schedule.
• Division Code  – The standardized numerical code of the discipline of work as per the CSI MasterFormat. Applicable only if your company's cost codes are inherited from the CSI MasterFormat.
• Division Name – The descriptive name of the discipline of work.
• Progress (%) - The completion percentage of the task at the time of the payment. 
• Planned cost - The amount allotted as subcontractor cost for the task item in the estimate.
• Actual Cost - The total amount of money paid so far to the external subcontractors for the task.

• Click thebutton in the row of the task to add a payment made to an external subcontractor

• Enter the details of the payment made:
  • Vendor - The name of the external subcontractor, supplier, seller, or vendor organization to which the payment was made.
  • Status- The type of subcontractor cost. Select 'Paid' from the options.
  • Invoice Date - Use the calendar to enter the date at which the payment was made.
  • Amount - The money to be paid
  • Progress - The completion percentage of the task when making the payment
  • Attachments - Click the '+' button and upload the supporting documents like the PDF version of the invoice, bill, or receipt, images of the material, etc.
• Click 'Save'
• Click 'Back' at the top right to return to the 'Subcontractor Cost' interface.

The payment entry is added to the chronological list.

Search, filter and sort options:
Use the 'Search' box located at the top left to find any project using any value from the table as search criteria
Hover over a column header and use the sort icon to sort the table in ascending or descending order of the entries in that column
Right-click the column header and customize the display and order of the columns as you wish 
The options at the top right allow you to filter the entries, and manage personalized and customized views of the table. Use the links below to learn more about these:
Customize Columns in List Views
Filter Options in List Views
Manage Custom List Views				
View Groups and Subtotals
You can get totals and subtotals of numerical data for any selected set of records by grouping and applying nested grouping. Use the  icon at the top right to organize the data by column headers.
The system automatically aggregates relevant numerical values, giving a structured breakdown and a clear view of the grand total distribution. See Group and Organize Items in a List View for more details
Download as Excel Sheet
Click the button at the top right to save a local copy of the list in Excel format for sharing and record-keeping. See Download List Views and Logs in Excel Format for more details.