Subcontracts and Subcontractor Claims
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      Creating and Managing Subcontracts

      Introduction

      In your Payment Claims, efficiently managing subcontracts is crucial. This guide steps you through how to create a new subcontract, edit your subcontract and add variations. Let’s jump in!

      The following guide takes you through the steps to create your subcontract.

       

       

      Add a Subcontract

      1.  Adding a Subcontract

      • Start at Payment Claims > Subcontracts.
      • Click New sub contract.
      • Select a Project for the subcontract with.
      • Select the Supplier for the subcontract.
      • Select a Cost Code for the subcontract.
      • A Description will be auto-populated based on the above details. You can edit this, if required.
      • Click Save.

      2.  Trade Summary Lines

      Once these initial details have been entered you can build out further details for your subcontract.

      When you're creating a new subcontract, you will be taken to the Edit Sub Contract window when you have saved the above details. The details will be displayed on the left side of the window.
      • To add Trade Summary lines, click New line and enter these details:

        • Description.

        • Cost Code. This will pre-populate, but can be changed, if required.
        • Amount.
      • Click Save.

      Repeat the above steps to add each additional Trade Summary Line.

       

      TIP: On the left hand side, you can add text to the External Notes field. This text will then be added to the header section in the PDF of the Subcontractor order document.

      Adding Trade Summary Lines via the Import Tool

      If you have multiple Trade Summary Lines, you might find it more efficient to use the import tool.

      • Within the Edit Sub Contract window, click Import/Export.
      • Select Export (items only) or Export (items and variations).
      • Your file will be downloaded. Edit this in excel and save your changes.
      • To import your updated file, click Import/Export again and then Import (items only) or Import (items and variations) and follow the prompts.
      • Your new Trade Summary lines will be created for this subcontract.

      Variation for a Subcontract

      Adding a Variation

      • Start at Payment Claims > Subcontracts and select the subcontract.
      • In the Edit Sub Contract screen, go to the Variations tab and click New Line.
      • Enter the amount and any notes, and select the Head contract variation line to link to. (The Head contract variation line field is not required if you are not using or linking to a Head Contract).
      • The Cost Code will pre-populate for you.
      • Save your variation.

      Subcontract Retentions

      To ensure you are tracking, holding and releasing the correct retention amounts, it’s important to ensure that you have a Retention Policy set up for your subcontract. This can be done either by using the Default Policy as set up in the Subcontractor Settings, or by adding an individually  tailored policy for each subcontract.

      Add a Retention Policy manually

      • Start at Payment Claims > Subcontracts and double click the relevant subcontract.
      • Click Retention Policy.
      • Click New Retention level.
      • Enter the minimum amount, maximum amount and percentage for this retention level.
      • Click Save.

      Repeat these steps if you have multiple levels to add for your retention policy.

      Release Retentions

      We have created a smooth and easy process to release subcontractor retentions, which you can find here.

      Retentions Reporting

      For effective reporting of your retention transactions and balances, you can access two reports here.

      View All Subcontracts for a Project

      Project Overview

      • Start at Payment Claims > Projects.
      • Select the Project and click the Subcontract tab.
      • View all Subcontracts with details.

      Email or Download Subcontract Order

      From your subcontract screen, you can select a subcontract and download or email a PDF of the subcontract order.

      • Click Download sub contract order to create a PDF that you can print, or:
      • Email sub contract order to send an email with the PDF as an attachment to a contact person who is set up on your Supplier record. If you have a Ts&Cs document set up in the Subcontract details of your Payment Claims Manager, this document will also be attached to your email. 

       

      This guide assists you in setting up your Subcontracts. For further information, please refer to our Knowledge Base for more articles on this topic.

      Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com.

      Thank you. We love to hear from you!

      Last updated: 14 February 2024