Before Subcontracts Can Be Added in JCPM, Be Sure the Following Is in Place

POWER TOOLS

Documentation – Subcontract Processing

JCPM Subcontracts provides subcontract processing and tracking including change orders, lien releases, warnings, and NTO information. The Subcontract tile will alert the user of past due subcontracts and change orders.

Before subcontracts can be added in JCPM, be sure the following is in place.

The job and sub cost items/budgets must be added.

Project Information such as the Owner, job location/address, etc.

Job Address Book populated with the vendors selected for the job.However, additional vendors may also be added in the subcontract tile.

Subcontract attachments. Add and update any additional attachments to be included with the subcontract agreement. This is done in the System Settings, Subcontract Attachment tile.

Add Company to Job Address Book

Alpha buttons are provided to easily filter the company addresses to a specific letter. MSAccess Filters may also be used to filter to a specific code or code description.

New companies may be added by selecting the Add Company at the top of the screen. The Add Contacts button will move the cursor to the Contact section for the vendor selected.

Check the Assign box for the companies to be added to the job address book.

Once all the appropriate companies are checked, select the Assign Checked to Job Address Book at the top of the screen.

The companies will then appear in the job address book.

Once the company is in the Job Address Book, the address, phone, fax, and contact information may be edited to reflect the vendor info specific to this job.

Existing subcontracts are displayed with a recap of change orders, invoices, and the contract balance.

Add/view images, print contract status reports and logs.

Warnings can be viewed and the subcontract checklist printed and/or emailed directly from the subcontract screen.

Adding Subcontracts

Select the vendor and assign an order #. The order # will be used with the change orders, invoices, and payments to update the total contract information.

Company Type is a user-defined field that is maintained in the Drop Down List Settings located in the JCPM System Settings tile. May be left blank.

Bonded field is also a user-defined option that is used to determine the bonding type and capability of the vendor if necessary. May be left blank.

Enter Order Date and required Return By date – the date the subcontract should be signed and returned.

The Retainage defaults to the retainage percent set in the job but can be edited for each subcontract. This determines the default retainage withheld from each invoice.

Work or Task Name, Spec Section, Clarifications, and Exclusions can be populated on the subcontract document.

Enter the code distribution(s) for the scope of work. The subcontract invoices will be limited to the codes entered on the subcontract.

Once this information is entered, the actual documents can be generated by clicking the Select Subcontract Attachment option. Choose the subcontract format from the selection. Multiple formats can be added and selected.

*Select the attachments to include with this subcontract.

Once the subcontract format and the attachments are selected and displayed, select the Word button to create the document. The Word doc may be emailed directly to the sub.

Select Send as PDF to send a .pdf version of the subcontract to the vendor.

Print and close the document to save. No File/Save is required.

*Attachments are placed in the subcontract folder located in the N:\ucs\templates\contracts folder and made available for selection during the creation of the subcontract.Attachments can be set to default as an attachment in the Subcontract Attachments tile in the System Settings.

This is also where the subcontract form names can be edited with a more descriptive title. The Form Name is what displays when selecting the subcontract agreement.

Change Orders

Change Orders can be added through the RCO option, or added on the commitment screen. When an order is selected, any existing change orders will be displayed as a total at the top and as detail at the bottom when the Change Order tab is selected. See above example.

When the SCO is created from the RCO or OCO screen, the applicable RCO# will be applied to the SCO for reference. This can also be added afterwards in the Change Order section of the Subcontracts.

To edit a change order, select the existing change order select the Edit Change Order button.

To enter a new change order, select Add Change Order.

Images may be attached to the change orders by selecting the Add CO Image button. View by selecting View CO Image.

Add Change Order

Select the original commitment receiving the change order. When the Add Change Order is selected, the key portions of the original subcontract will be populated - including the job, class, vendor, and order number.

Orig/CO # Enter the number of this change order. Previous CO# will be displayed

Order DateEnter the date of the change order.

RCO #Will reflect the RCO associated with the sub change order

DescriptionEnter the overall description of the change order.

AmountEnter the total amount of the CO.

Return DateEnter the date for expected return of signed change order.

CO DaysEnter any change to the days due this change order.

Code the change order to the proper cost codes. Accounts Payable invoice coding is determined by the codes entered in the contract and change order. No additional codes may be used during invoice input.

Individual descriptions may be added for each line item.

Once the change order is complete, generated the document by selecting the Print SCO or the custom Word Doc.

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