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To use the Subcontractor feature, you must add the subcontractors or vendors to the job and assign the subcontractor to a cost code.
When  When the vendor's invoice arrives for payment, you create a payables transaction entry and distribute the invoice to the job and cost code. If you selected the Pay When Paid setup option, the voucher is put on payment hold. You can release the hold on the payables transaction after you have been paid. Once the subcontractor's job is complete, you generate retention invoices. Note:

Note
Editing Accounts Payable subcontractor retention is not supported. The Subcontractor Module is not updated when an Accounts Payable subcontractor transaction is edited.

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Adding subcontractors to a job record

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Adding subcontractors to a job record involves the following:
Step 1: Assign a subcontractor to a job.
Step 2: Assign a subcontractor to a cost code.

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Step 1:

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Assign a subcontractor to a job

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You can enter information to a job regarding your vendors and subcontractors in the Subcontractors Maintenance window. The vendor record must exist in Microsoft Dynamics GP before it can be added to a Job Cost record.

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1. Choose Cards > Job Cost > Job.
2. Choose a job, then choose Subs/Vendors.
3. Complete the following fields, as necessary.
   • Job Vendor, AddressEnter : Enter a job vendor, or choose Add Vendors to choose a vendor and let the Job Vendor and Address fields default from the vendor record.
   • HoldThis : This check box is used with the Advanced Subcontractor feature. For more information, see Advanced subcontractor feature.
   • Vendor Contract TypeChoose : Choose a vendor contract type from the drop-down list. Choices are NTE, Lump Sum, and Unit Price.
   • Contract Date, Purchase Order #Enter : Enter the Contract Date and Purchase Order Number.

   • Retention %

     This

     : This amount defaults from the Job Maintenance record. You can choose the expansion button to open the Retention window, which allows you to specify a maximum retention amount for the current contract. Enter a Maximum Percent of Contract Amount Withheld and choose OK. The retention withheld percent will be withheld from the subcontractor's invoices until the maximum retention amount is reached. Once the maximum amount is withheld, no more retention will be withheld for the subcontractor on the job. 

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1. • Note
     Retention will not be withheld if a job has a billing type of SOP.

     
     

• • Mod RateEnter : Enter the modification rate of the contractor. This field is informational only.
  • User-definedEnter : Enter user-defined information. These fields are informational only.
  • Bonded, Lien Waiver on File, Insurance Certificate, Insurance Expr. DateMark : Mark these check boxes if applicable. If the Insurance Certificate check box is marked, the Insurance Expr. Date field is enabled. Enter the date the insurance expires.
  • Submit Date, Resubmit Date, Approved Date, Disapproved DateEnter : Enter the submit date, resubmit date, approved date, and disapproved date.
  • Original Contract AmtEnter : Enter the original contract amount. This amount will be used to calculate the amended contract amount after any change orders. For information on fields automatically updated, see Viewing updated subcontractor information.

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1. To print the Subcontractor Status report, choose File > Print.
2. Choose Save.

Step 2:

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Assign a subcontractor to a cost code.

The subcontractor must be assigned to a cost code for retention to be calculated.

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1. Choose Cards > Job Cost > Job.
2. Choose a job, then choose Cost Codes.
3. Choose Add Cost Codes to add a cost code for the subcontractor on the selected job. You must add a cost code with a cost element other than Labor.
4. From the Transaction Type drop-down list, choose Vendor ID. The Transaction Type drop-down list is only visible when a cost code with a cost element other than Labor is displayed.

5. Choose a Vendor. Accounts payable or purchase order transactions posted to a subcontractor cost code will automatically have retention withheld, based on the retention percent assigned to the subcontractor in the Subcontractors Maintenance window. 

   Note

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1. You can assign numerous cost codes to a vendor, but only one vendor to a cost code. You can assign more than one vendor to a cost code using the Advanced Subcontractor feature.

   
   

2. Choose Save.
3. Close the Job Cost Codes Setup window.
4. Choose Save in the Subcontractors Maintenance window and the Job Maintenance window.

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1. Choose Transactions > Purchasing > Transaction Entry.
2. Complete the Payables Transaction Entry window. See the Microsoft – Microsoft Dynamics GP Purchase Order Processing Manual for information on completing this window. For Credit Memos and Invoices to appear correctly on the SRS Subcontractor Detail Report, the following steps must be taken during Payables Transaction Entry:
   • The original PO number for a credit memo or invoice must be entered in the Payables Transaction Entry window.
   • A credit memo must be distributed and posted to the job associated with the original purchasing transaction (Invoice/Shipment or Invoice Match) using the original subcontractor cost code associated with that job.
   • A credit memo must be applied to the document created by the original purchasing transaction.

3. Choose Distributions. 

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1. Note
   Do not edit a payables transaction that contains retention.

   
   

2. From the Product Indicator drop-down list, choose Job Cost.
3. Enter a Job Number and Cost Code for the subcontractor. The expense amount for the cost code in the Debit field appears as the default. If you enter a return or a credit memo, the amount appears in the Credit field. The cost code displays automatically if you set up default payables cost codes in Job Cost and assigned the cost code to the job by distribution type.
4. Enter amounts, complete the distribution, and choose OK. See Entering payables transactions for details. Retention will be automatically calculated and distributed.
5. In the Payables Transaction Entry window, choose Post.

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Note
While intercompany transactions can be used with Job Cost subcontractors, information such as retention will not be updated in the destination company.

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Separate accounts payable debit distribution amounts are not created for retention amounts. Instead, the accounts payable credit account is decreased by the amount of the retention.

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Releasing a payables hold

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