Agreements and payables

The subcontractor cost module allows you to manage records of the amounts payable to external subcontractors or individuals based on the agreements or contracts you made with them for the job you assigned to them. You can keep track of the amounts you owe them at any point in time. Once you pay an external contractor on completion of the job, you can mark the payable as 'Paid' so that the entry is moved to the 'Paid' screen. The amount is deducted from the total budget for subcontractor cost for the task, and the balance is shown in the 'Paid' screen. This helps you monitor the variance of the actual expenses from the estimated subcontractor cost for each task and plan the future expenses to complete them within the budget. The details are used for various statistics and key performance indicators displayed on the dashboards. 

This page explains how to add the amount agreed upon and yet to be paid to an external subcontractor, then mark the payable as paid. For details on payments made without any prior agreements, see Paid Expenses.

Use the links below to jump to the task you need help with:

• Add an unpaid external subcontractor cost entry
• Mark completed payments

Add an unpaid external 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 'Unpaid' 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.
• 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 the button in the row of the task to add a subcontractor cost payable.

• Enter the details of the payable:
  • Vendor - The name of the supplier, seller, or vendor organization to which the payment is to be made.
  • Status- The type of subcontractor cost. Select 'Unpaid' from the drop-down.
  • Invoice Date - Use the calendar to enter the date at which the agreement was made.
  • Progress - The completion percentage of the task when making the agreement
  • Amount - The amount of money to pay
  • 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.

Mark completed payments

Whenever you are making a payment to an external subcontractor on completion of the job assigned, you can move the amount from payable to paid status. The amount is deducted from the budget under the head 'Subcontractor Cost' of the task.

To mark a payable as paid subcontractor costs

• Open the 'Subcontractor Cost' > 'Unpaid' screen as explained above
• Click in the row of an unpaid cost entry to mark it as paid

• Enter the details
  • Amount - Auto-populated with the amount added while creating the entry. Change it if required.
  • Date - The date at which the actual payment is/was made
• Click 'Save'

The entry is removed from the 'Unpaid' screen and added to the 'Paid' screen.