Sub Contract

□	Sub Contract - If you are doing Job Costing, you will have budgeted charges for Sub Contractors against a Job (such as phone line installations, pre-wiring, CCTV, etc.).

•	To record Sub Contract costs, on the Main Menu, Select the Maintenance menu and Choose Job Costing.

•	Locate the Job to which you need to record these Sub Contract costs.

•	Click the Search icon at the top of the Job Costing Form to open the Search Jobs dialog.

•	Search By - Use the Drop-Down Selection List to Choose your desired search method.

HelpFilesSearchJobsSearchBySelections

•	Search Value - Enter the characters that will best locate the desired Job. As you enter information, the record pointer4will be continually relocated based on your entry.

•	OK - Click OK ü when you have the correct Job located.

HelpFilesSearchJobsDialog

Search Jobs dialog

•	Select the Sub Contract tab on the Job Costing Form first, then Click the New Bill icon to create a Bill in the Accounts Payable module, and then either Hand Write, or Print a Check.

•	Click the New Bill icon at the top of the Job Costing Form.

•	Using the Select Vendor dialog, locate the appropriate Vendor (the individual or organization that is the Sub Contractor).

HelpFilesSelectVendorDialog

Select Vendor Dialog

▪	Search By - Using the Drop-Down Selection List to Choose the preferred Search method. You may search by the Vendor Name (the default), or the Vendor ID.

▪	Search Value - Enter the appropriate Search phrase.

o	As you enter characters, the pointer „ relocates to the most appropriate Vendor record.

o	When the pointer is at the correct record, Select that Vendor record by Clicking OK.

•	The Accounts Payable module's Bill Form is displayed.

•	Click Add ("+"), and the appropriate Job Number is inserted.

HelpFilesJobCostingSubContractInvoice

Job Costing Sub Contract sample Bill

•	You must enter an Invoice Number.

▪	Hint: Follow a regular pattern for creating these Invoice Numbers for Commissions.

▪	Example: SUB-4A - This pattern uses an abbreviation for Sub Contract - "SUB-", and then the Job number "4", and a letter - this is the first Sub Contractor charge so we used "A" - so multiple charges can be paid as the Job progresses and additional sub contractor's costs are incurred

▪	You may also change the Purchase Date and Due Date, if desired.

•	Enter a Detail line item for the Sub Contract cost that is to be paid.

▪	Item - You must use the Drop-Down Selection List to Choose the Sale-Purchase Item you assigned for the Job Cost Category of Sub Contractor (using the Item ID of "JOBSUB" as recommended in the Inventory Tracking & Job Costing Set Up chapter).

▪	Description - Double-Click to Modify the default Description entered for this Sale-Purchase Item to include the Job Number (shown in the Job ID field above) and any other relevant information. You may also Double-Click (Memo) in the Note column to expand your explanation (see Note below).

▪	Price - Enter the amount of the Expense to be paid.

▪	Qty - By default, this should be the number 1.

▪	Dept - If using the General Ledger module, use the Drop-Down Selection List to Choose the appropriate Department to be charged for this Expense.

▪	Note - You may want to Double-Click (Memo) in the Note field to enter an explanatory Note about this Expense.

•	Click Save ("ü") to record the Invoice (Bill).

•	The Accounts Payable department will be responsible to Hand Write, or Print the Check(s).

•	Close the Bill Form when you are finished.

•	You will be returned to the Sub Contract tab on the Job Costing Form.

•	Click the Refresh icon to update this information.

HelpFilesJobCostingSubContractItem

Sub Contractor cost entry within the Sub Contract tab of the Job Costing Form

•	A Sub Contract cost entry will be made which (in addition to the Date, Vendor, Description, and Amount) will include the Bill ID for the new Invoice you've just created - thereby indicating that this Sub Contract cost was entered as an Invoice.

•	You may also view the Estimate vs Actual tab on the Job Costing Form to see the most current Estimate vs Actual and Job Totals information.