A subcontract is a work item within an order that needs to be completed by a party outside the organization. An order cannot be marked as complete until all subcontracts within it have been completed.
Add a Subcontract to an Order
You can add a subcontract to an order on the order's details page.
Adding a subcontract to an order that has a status of Finished causes the order itself to be re-opened.
To Add a Subcontract to an Order
1.On the order details page, expand the Subcontract section and click the Add (
) icon.
2.Click the arrow (
) in the Company box, select the company to whom the work item is being assigned, and then click Apply. You must select a company stored in the Contact Management module.
3.From the Status drop-down menu, select the current status of the work item.
4.Select the type of value added tax (VAT) from the Kind of VAT drop-down menu.
5.Select the applicable currency from the Currency drop-down menu.
6.Complete or edit other form fields as required.
Refer to Subcontract Details for descriptions of all form fields.
If the Order No. field is left blank, the system automatically assigns the subcontract a number.
7.Click Save and Close.
Complete a Subcontract
You can mark subcontracts as complete when you edit them.
To Complete a Subcontract
1.On the order details page, select a subcontract in the Subcontract section and click the Edit (
) icon.
2.From the Status drop-down menu, select Finished.
3.Enter any relevant details about the work order in the corresponding form fields.
Refer to Subcontract Details for descriptions of all form fields.
4.Click Save and Close.
If a subcontract is the last outstanding item on the order (for example, there are no remaining work orders or checklist tasks to complete), closing the subcontract will programmatically change the status of the order to Finished.
Subcontract Details Page
Each subcontract in VertiGIS FM has a details page that stores its general properties.
Subcontract
The Subcontract section stores the subcontract's core properties.
Field |
Description |
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Order no. |
An identifier for the subcontract. |
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Type of order |
A drop-down menu in which you can select a category for the subcontract. Selectable options are saved in the Type of Order catalog. |
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Award procedure |
How the subcontract was awarded to the contractor who will complete the work. Selectable options are saved in the Award Procedure catalog. |
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Date |
The date and time the subcontract was created. |
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Company |
The company assigned the subcontract. You can select any company in the Contact Management module or any individual contacts associated with companies. |
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Account |
The ledger account whose budget is debited for the subcontract work. |
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Cost center |
The cost center associated with the subcontract. |
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Cost object |
The cost object associated with the subcontract. |
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Offer no. |
A tracking or identifying number for the subcontract bid. |
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Offer date |
The date the subcontract was offered to the company. |
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Status |
The current status of the subcontract:
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Editor |
The employee in charge of updating the subcontract in VertiGIS FM. By default, the user who adds the subcontract to the system is selected in this field.
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Planned Costs |
The expected costs of the subcontract. |
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Total Amount of Order |
The total costs of the subcontract. |
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Kind of VAT |
How taxes are added to the costs of the subcontract. •Net means the amount does not include taxes. The tax rate selected in the VAT [%] menu will be added to the Invoice Amount to make the Gross Amount. •Gross means the amount already includes taxes. The tax rate selected in the VAT [%] menu will be subtracted from the Invoice Amount to make the Net Value. |
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VAT |
The value-added tax applied to the invoice. Selectable options are stored in the Country Management module in the Administration section (Administration > Master Data > Country Management). VertiGIS FM can prepopulate the selection in this field based on the tax property of the account selected in the Account field. |
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Currency |
The currency for monetary amounts on the invoice. This value is associated with the country selected on the Own Company or Tenant administration page. |
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Start of Execution |
The date and time work associated with the subcontract began. |
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End of Execution |
The date and time work associated with the subcontract ended. |
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Planned Time [h] |
The expected number of hours of work associated with the subcontract. |
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Name |
The name of the subcontract. |
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Description |
A general description of the subcontract. |
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Financial Year |
The fiscal year whose budget is affected by the subcontract. |
Invoices
The Invoices section lists invoices associated with the work order.
Refer to Costs and Budget for more information.
Defects
The Defects section lists asset defects discovered during the subcontract.
Refer to Defects and Defect Indications.
Documents
The Documents section lists the documents, including image files, associated with the subcontract. Refer to Document Management for more information, including instructions on how to upload a document.
Collective Orders
You can add a single subcontract to multiple orders. This means a user who completes a subcontract that is required to complete multiple orders only has to mark the subcontract as complete once.
For more information, refer to Collective Orders.
