Create Subcontracts

  • In order to create a subcontract and synchronize it with Sage 300 Construction and Real Estate, the subcontractor should be set up as an Accounts Payable vendor and synchronized with Sage Construction Project Center.

 

  • This job aid shows you how to set up subcontracts. If the subcontract covers cost codes and categories that have not been set up for the job in Job Cost, you can add them when you enter subcontract lines. The cost codes and categories must already be set up as standard cost codes and standard categories in Job Cost in order to select them for the subcontract.

 

  • Go to Cost Management > Commitment Info. Notice that the Workflow Maintenance list lets you set up automated workflow routing for commitments.

 Cost Management 
Cost folder 
• Estimate Info 
Pencil 
Commitment Eænts 
• Info 
• Contract E Ents 
Commitment I f 
• Summacv Info

 

  • Click New Commitment in the top ribbon bar

 

You are here: Home \ Cost Management 
Home Print/Reports 
New Commitment 
Edit Options 
Show Events 
Navigate

 

  • Enter a commitment number and  select the vendor for the subcontractor
  • Type a description and fill in the other fields
  • Click Save Changes.  This makes the Workflow Actions list as well as the Commitment Cost Codes area available.  The Workflow Actions list is inherited from the list you set up for commitments (Cost Management > Commitment Info).

 Save Changes 
Edit Options 
NEW COMMITMENT INFORMATION 
SCPC Training Company 
Attention 
ri ptio n : 
Additional Info: 
COMMITMENT DATES 
Start Date: 
To 
Requiæd 
Retain a g

 

  • Click Add New Commitment Item

 You are here: Home \ Cost Management \ Commitment Info 
Home Print/Reports 
Save Changes 
Edit Options 
Create Change Order 
Navigation Options 
Send O poon s 
COMMITMENT INFORMATION 
Atte n 
De«riptiom 
Excl 
SCPC Training Company 
example commitment 
Additional Info: 
COMMITMENT DATES 
Start Date : 
Commitment Cost Codes 
Extras Category Cost Code 
Days Adjustment: 
Description 
Date uploaded 
Company 
Total D av 
Ve n Cod æ 
Reta i 
Re By: 
Adjustment: 
Approved 
Commitment 
Total 
To 
Stephanie Adams 
Amount 
Amount 
Change 
Orders 
No records to display. 
Add New Commitment Item 
Attachments 
u 
File Name 
No records to display. 
Add New Attachment 
Commitment Transmittals 
Delete Selected Commitment Items 
uploaded By 
Delete Selected Attachments 
@ To Excel 
Description 
@ To Excel 
Date Transmitted 
Commitment Invoiced 
Refresh 
Refresh 
Transmittal 
Description 
This Cost Event has not been transmitted.

 

  • If the cost code you need has not yet been set up for the job in Job Cost, click Show Standard Cost Codes
  • This lets you select from the list of standard cost codes and categories. The button changes to Show Project Cost Codes
  • Select the extra (if applicable), cost code, and category for the commitment item
  • Enter an amount and then click Save

 

Extras Category Cost 
Add New Commitment Cost Code 
Pmject Cost Codes 
Cost Code 
Reta i 
Code Am unt 
Show Standard 
01-0102 (Site Project Manager) Site Project Manager 
(L) Labor 
Save 
Cancel

 

  • Continue adding subcontract items as needed. Also notice that you can add attachments to the subcontract.

 

  • Scroll up to the top ribbon bar and click Release. This will place a check mark next to Release to Accounting. The check mark will go away once it has been sync'd. Click Save Changes.

      

 

  • In the commitment list, notice that:
  • You can click Request Synchronization to synchronize immediately with the back office. (Otherwise, the commitment will be sent at the next regular synchronization time.)
  • You can see the last synchronization time for the project in green bar.
  • You can see the last synchronization time for each commitment in the Last Sync Time column. 

 

  • When the commitment is synchronized, you’ll be able to open it in Job Cost.

 

Create Purchase Orders

  • In order to create a purchase and synchronize it with Sage 300 Construction and Real Estate, the supplier should be set up as an Accounts Payable vendor and synchronized with Sage Construction Project Center. 

 

  • This job aid shows you how to set up a purchase order. If the purchase order covers cost codes and categories that have not been set up for the job in Job Cost, you can add them when you enter purchase order lines. The cost codes and categories must already be set up as standard cost codes and standard categories in Job Cost in order to select them for the purchase order.

 

  • Go to Cost Management > Commitment Info. Notice that the Workflow Maintenance list lets you set up automated workflow routing for commitments.


            Cost Management 
Cost folder 
• Estimate Info 
Pencil 
Commitment Eænts 
• Info 
• Contract E Ents 
Commitment I f 
• Summacv Info

 

  • Click New Commitment in the top ribbon bar

 

You are here: Home \ Cost Management 
Home Print/Reports 
New Commitment 
Edit Options 
Show Events 
Navigate

 

  • Enter a commitment number and select the P.O. check box. Notice that when you select this check box, a new row of fields appears below.  You’ll fill in these fields after ordering the materials.
  • Next to Subcontractor, select the supplier, and then click Save Changes
  • The Subcontractor field changes to Vendor, because you have marked this commitment as a purchase order
  • Enter the remaining information and click Save Changes again

 Save Changes 
Edit 
ons 
NEW COMMITMENT INFORMATION 
SCPC Training Company 
Attention 
ri ptio n : 
Additional Info: 
COMMITMENT DATES 
Start Date: 
P.O. INFORMATION 
By 
P.O. •J 
Retain a g 
To 
Requiæd 
Date 
Ship Via 
Days: 
F.O.B.

 

  • This makes the Workflow Actions and the Commitment Cost Codes area available. Scroll down and click Add New Commitment Item


 You are here: Home \ Cost Management \ Commitment Info 
Home Print/Reports 
Save Changes 
Edit Options 
Create Change Order 
Navigation Options 
Send O poon s 
COMMITMENT INFORMATION 
Atte n 
De«riptiom 
Excl 
SCPC Training Company 
example commitment 
Additional Info: 
COMMITMENT DATES 
Start Date : 
Commitment Cost Codes 
Extras Category Cost Code 
Days Adjustment: 
Description 
Date uploaded 
Company 
Total D av 
Ve n Cod æ 
Reta i 
Re By: 
Adjustment: 
Approved 
Commitment 
Total 
To 
Stephanie Adams 
Amount 
Amount 
Change 
Orders 
No records to display. 
Add New Commitment Item 
Attachments 
u 
File Name 
No records to display. 
Add New Attachment 
Commitment Transmittals 
Delete Selected Commitment Items 
uploaded By 
Delete Selected Attachments 
@ To Excel 
Description 
@ To Excel 
Date Transmitted 
Commitment Invoiced 
Refresh 
Refresh 
Transmittal 
Description 
This Cost Event has not been transmitted.

 

if the cost code you need has not yet been set up for the job in Job Cost, click Show Standard Cost Codes.

 

Add New Commitment Cost Code 
Show Standan± Codes 
01-0102 (Site Project Manager) Site Project Manager 
Co st Code Categ 
Reta i 
(L) Labor 
Cancel

 

  • This lets you select from the list of standard cost codes and categories.  
  • The button changes to Show Project Cost Codes
  • Select the extra (if applicable), cost code, and category for the commitment item
  • Because this is a purchase order, you can enter the Units, UoM, and Unit Cost. (Units of measure can be added in List Management.
  • Enter the information, and then click Save
  • Continue adding purchase order items as needed
  • Attachments can be added to the purchase order

 

  • Scroll up to the purchase order header and select the Release to Accounting check box, then click Save Changes in the top ribbon bar


COMMITMENT INFORMATION 
Atte n 
De«riptiom 
Excl 
SCPC Training Company 
example Commitment 
Additional Info: 
COMMITMENT DATES 
Start Date : 
Commitment Cost Codes 
Extras Category Cost Code 
01-0102 (Site Project Manager) Site Project Manager 
Days Adjustment: 
Description 
working and stuff 
Total 
Relea 
Ve Cod æ 
Reta i 
Adjustment: 
Approved 
Commitment 
Total 
To 
Bond 
Stephanie Adams 
Amount 
Change 
Amount 
$78,349.00 
Commitment Invoiced 
Orders 
$0.00 
$78,349.00 
$78,349.00 
$0.00 
$78,349.00 
$0.00

 

  • In the commitment list, notice that:
  • You can click Request Synchronization to synchronize the purchase order immediately with the back office. (Otherwise, it will be sent at the next regular synchronization time.)
  • You can see the last synchronization time for the project in the green bar.
  • You can see the last synchronization time for each commitment in the Last Sync Time column

 

  • When the purchase order is synchronized, you’ll be able to open it in Job Cost.

    


Published:12-2019 | Revised:12-2019 v8.5.0