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Using master subcontractors involves the following:

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Setting up and creating master subcontractors

Step 1: 

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Set up the master subcontractor feature

To use master subcontractors, you must mark the Use Master Subcontractors check box checkbox in the Subcontractor Options window.

1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Subcontractor Setup > Subcontractor Options.
2. Mark the Use Master Subcontractors check box checkbox.
3. Mark the Track Insurance Dates in Detail (Many per Job) check box  checkbox to enable the Insurance Dates button in the Subcontractor Status and Master Subcontractor Maintenance windows and the ellipsis button in the Insurance Certificate field in the Subcontractors Dates window. You can enter insurance company information for each master subcontractor, including policy numbers and effective dates. Insurance fields are user-definable. See Set up master documents. See Entering insurance dates for a master subcontractor for information on tracking insurance information.
4. Choose Save.

Step 2: 

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Create the master subcontractors.

Subcontractors who work on several jobs can be set up as master subcontractors. Master subcontractors allow you to define your vendor-job relationship at the vendor level instead of at the job level.

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The Stop-and-Go Light indicator indicates whether the subcontractor is marked on hold in the Subcontractors Maintenance window. A red light indicates the subcontractor is on hold for a job. A green light indicates the subcontractor is not on hold. The Hold check box checkbox in the Master Subcontractors Maintenance window isn't used.

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• Assign a job to a master subcontractor.
• Assign a cost code to a master subcontractor.
• Enter insurance dates for a master subcontractor.
• Create a purchase order for a master subcontractor.
• Specify required documents for a master subcontractor.
• Manage lien waivers for a master subcontractor.

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Assigning a job to a master subcontractor

You can assign jobs to a master subcontractor using the Add Jobs button in the Master Subcontractors Maintenance window.

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To view a list of jobs assigned to a master subcontractor, choose the Stop-and-Go Light indicator in the Master Subcontractors Maintenance window.

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Assigning a cost code to a master subcontractor

You can assign cost codes directly to a master subcontractor. Once a job is assigned to a master subcontractor, the cost codes are automatically copied to the subcontractor record assigned to that job.

1. Choose Cards > Job Cost > Master Subcontractor.
2. Choose a subcontractor, then choose the Cost Codes button.
3. Enter a Cost Element. The default is 2 (Materials).
4. Use the lookup to choose a Cost Code, or choose the Add Cost Codes button to choose from the master cost code list.
5. If you do not want to print lien waivers for this cost code, mark the Don't Print Lien Waivers check box checkbox.
6. Choose Save.

When you assign a cost code to a master subcontractor, you can view that job/subcontractor/cost code association in the Subcontractor Cost Codes window.

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Entering insurance dates for a master subcontractor

You can enter insurance company information for each master subcontractor, including policy numbers and effective dates. If a policy expires, the vendor and all jobs the vendor is assigned to are put on hold.

1. Choose Cards > Job Cost > Master Subcontractor.
2. Choose a subcontractor, then choose Insurance Dates.
3. Complete the following fields:
   • Required
     Mark the insurance policies that are required for this master subcontractor.
   • Starting, Ending, Received
     Enter the Starting, Ending, and Received dates. The ending date will be copied to the Required Date column in the Subcontractor Dates window for this subcontractor. The required date in the Subcontractor Dates window is automatically set to be the earliest ending date of the required insurance types in the Insurance Dates window. This date is copied to all jobs to which the subcontractor is assigned. If you do not enter an ending date for an insurance type that is marked as required, the subcontractor will be on hold.
   • Required, Available
     Enter coverage amounts. These fields are informational only.
   • Company, Policy Number
     For each insurance company, enter the company name and policy number.
4. Choose Save.

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Creating a purchase order for a master subcontractor

1. You can create a purchase order for a master subcontractor from the Master Subcontractors Maintenance window.
2. Choose Cards > Job Cost > Master Subcontractor.
3. Choose a Subcontractor, then choose Create PO.
4. Complete the Purchase Order Entry window. See the Microsoft Dynamics GP Purchase Order Processing Manual for more information. The Vendor ID fills automatically from the Master Subcontractors Maintenance window.
5. When entering a purchase order for a master subcontractor, if you choose a job to which the master subcontractor is not assigned, a message displays telling you that the selected vendor is not a subcontractor for the selected job. This allows you to assign that subcontractor to that job. Choose Yes to add the master subcontractor to the job, or No to not add. If you choose Yes, the Subcontractors Maintenance window opens. Complete the window.

Automatically adding cost codes to a subcontractor on a purchase order

To automatically add cost codes to a subcontractor when entering a purchase order, mark the Automatically Add Purchase Order Cost Code to Subcontractor check box checkbox in the Subcontractor Options window. This applies to cost codes assigned to a job that are not linked to a subcontractor in the Subcontractors Maintenance window.

You can automatically add cost codes from the Purchase Order Entry window and Item Detail Entry window.

Specifying required documents for a master subcontractor

You can specify if a document pertaining to this master subcontractor is required.

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