Subcontractor Settings

Subcontractor Settings on a supplier control how Job Management (Connect) treats that supplier when they are used as a subcontractor. This includes how subcontract orders are costed, for example, fixed pricing or job code pricing, rate book pricing or supplier job code pricing. How variation requests are allowed and approved, whether post-inspections are enforced, how purchase invoicing is handled (including batching, minimum/zero values, and document requirements), and a handful of controls for subcontract visits, portal behaviour, notes visibility, CIS, and integration-related rules.

Set up your supplier as a subcontractor

  1. Navigate to Configuration > Materials Management > View Suppliers.

    The Suppliers page appears.

  2. Select the required Supplier.

    The Details page appears.

  3. Select the Subcontractor Settings tab.

  4. Enter the following details as required.

    Expand a section to view field information.

    Indicate that the supplier is a subcontractor and choose how invoices are intended to be processed.

    • Is subcontractor: Select this option to mark the supplier as a subcontractor (so subcontractor-specific processes/settings apply).

    • Purchase inv. matching for not Insp.Complete subcontract orders: Select this option to allow purchase invoice matching even when a subcontract order is not at the expected inspection-complete stage.

    • Invoice Processing Type: Select how invoices should be handled for this subcontractor (for example, no invoice entry, manual entry, or self-billing where available).

    5. Control how subcontract order values are calculated and presented.

    • Default billing mode for subcontract orders: Select how subcontract orders are valued (e.g. Fixed price entry vs Job codes summing up job code values).

    • Use RateBook costs for subcontract orders?: Select this option to value subcontract work using the rate book.

    • Subcontract order rate book cost % adjustment: Enter the percentage adjustment to apply to the rate book figure (to uplift or discount the rate book value).

    Control whether subcontractors can raise variations, when they can raise them, and what happens when they are under/over your limits.

    • Subcontract order variation limit (£): Enter the maximum variation value/limit you want to allow for this subcontractor’s variation requests.

    • Auto Approve Variation Under Limit: Select this option to automatically approve variation requests when they are within the configured limit.

    • Allow Variations at Released: Select this option to allow the subcontractor to raise variation requests while the subcontract order is still at Released status.

    • Allow Variations and Completions at Work Completed: Select this option to allow variation requests and job code completions even when the subcontract order is at Work Completed status.

    • Enable variation request quotations: Select this option to allow quotation-style variation requests (quote value variations) for this subcontractor.

    • Default Quotation Code: Select the job code that should be used as the default “quotation” code when quotation variations are used.

    • Enable variation request substitutions: Select this option to allow substitution-style variation requests (replacing planned codes that haven’t been completed).

    Control what the system defaults onto subcontract orders to reduce manual entry.

    • Default Required Date based on Target Date: Select/configure this option to default the subcontract order required date based on the sales order target date.

    • Default subcontract order comments from Sales Order comments: Select this option to copy the sales order comments into the subcontract order comments by default.

    • Services provided: Enter a short description of the services this subcontractor provides (shown when selecting/working with the subcontractor).

    Define whether post-inspections are required and what happens after sign-off.

    • Subcontract Order post inspection required: Select this option to require post-inspection on subcontract orders (so they are flagged for inspection).

    • % of subcontract orders required for post inspection: Enter the percentage of subcontract orders that should be flagged for post inspection.

    • Value of subcontract order over which post inspection required: Enter the value threshold above which subcontract orders should always require post inspection.

    • Hide initial post inspection update: Select this option to hide the initial automatic “post inspection required” update entry when an order first becomes post-inspection required.

    • Subcontract Order post inspection required: Select this option to require post-inspection on subcontract orders (so they are flagged for inspection).

    • Post Inspection Sign Off - Restrict Codes: Select this option to prevent further job code/variation changes once post inspection is signed off.

    Control whether subcontractors must use only their own job codes, and whether they can be selected when codes don’t align.

    • Only use subcontractor job codes for completions: Select this option to restrict completions so only the supplier’s own subcontractor job codes can be used when completing work.

    • Use costs from subcontractor job codes when present: Select this option to use the supplier job code prices/costs when they exist (instead of rate book values).

    • Only allow subcontractor job codes for ad-hoc subcontracting: Select this option to restrict ad-hoc subcontracting so the supplier can only be selected when they have supplier job codes for the job codes being subcontracted.

    Control whether subcontract orders are grouped into invoice batches and how batches behave.

    • Purchase Invoice batching for subcontract orders: Select this option to place subcontract orders into purchase invoice batches for invoicing.

    • Auto-close automatic invoice batches at financial period end: Select this option to automatically close the automatic invoice batch at financial period end.

    • Prevent auto-closing zero value automatic invoice batches: Select this option to stop the system auto-closing automatic invoice batches when the batch value is (£0.00).

    • Max. subcontract orders per purchase invoice batch: Enter the maximum number of subcontract orders that can be included in a single purchase invoice batch.

    Control how the system treats zero-value subcontract orders and enforce minimum charge rules.

    • Automatically flag Zero Value Subcontract Orders when released: Select this option to automatically flag subcontract orders as Zero Value when they are released (where applicable to your process).

    • Minimum subcontract order value: Enter the minimum value you want enforced for subcontract orders.

    • Roundup subcontract orders to minimum value: Select this option to automatically round subcontract orders up to the minimum value when they are below it.

    • Job Code for rounding up minimum subcontract order value: Select the job code the system should add/use to perform the minimum-value rounding adjustment.

    Control subcontract visits, appointment defaults, and how the supplier experiences the portal/mobile view.

    • Subcontractor appointment type: Select the appointment/visit type that should be used for subcontractor appointments for this supplier.

    • Prevent Work Complete If There Are Subcontractor Visits Open: Select this option to prevent moving a subcontract order to Work Completed while it still has open subcontractor visits.

    • Resource for Subcontract Visits: Select the default resource that should be used when creating subcontract visits for this supplier.

    • Open Visits list first on Mobile View of Subcontractor Portal: Select this option to show the Open Visits list first in the mobile-friendly subcontractor portal view.

    • Disable Visit Communications: Select this option to stop SMS/email communications being sent for subcontract visits for this supplier (where those comms are configured).

    Control document categorisation and whether proof-of-invoice uploads are enforced.

    • Document category: Select which document category uploaded invoice documents should be stored against for this supplier’s subcontract invoice processing.

    • Is invoice upload mandatory?: Select this option to require an invoice document upload before an invoice/batch can be progressed (where the workflow supports it).

    Configure whether the supplier is treated as a CIS supplier and how CIS flags/validations are defaulted.

    • Is CIS supplier?: Select this option to mark the supplier as a CIS supplier (so CIS-related invoice fields/logic are shown and used where applicable).

    • Default Within CIS applied: Select this option to default the “Within CIS” setting according to your process for this supplier.

    • Automatically set Within CIS for Purchase Invoices?: Select this option to automatically set the “Within CIS” flag on purchase invoices for this supplier.

    • Check CIS equals goods value?: Select this option to enforce a validation that CIS labour/materials split totals match the invoice goods value (where that check is supported).

    Control how subcontract order notes are typed and where they are visible.

    • Order Note Type Group: Select the note type group to control which note types are available/used for subcontract order notes for this supplier.

    • Display Subcontractor Notes On Sales Order: Select this option to show subcontractor notes on the parent sales order (so internal users can see them in one place).

    Suspend subcontracting, drive cancellation actions, and enforce extra approvals.

    • Is suspended?: Select this option to suspend the supplier (typically to prevent raising new work to them, depending on your setup).

    • Cancel External Sales Order When Subcontract Order is Cancelled: Select this option to automatically cancel the linked external sales order when the subcontract order is cancelled.

    • Require Approval for Asset Last Compliance Check Date Update: Select this option to require approval before an asset’s “Last Compliance Check Date” can be updated (where applicable).

    • Prevent API Invoicing Before Ready To Invoice: Select this option to stop API-driven invoicing until the subcontract order reaches Ready to Invoice status.

    Store tax-related classification information for the subcontractor.

    • Tax Treatment: Enter the supplier’s tax treatment text (stored for reference and display in the UI).

  5. Once you have completed all relevant fields, select Save.