Navigation: Inventory Tracking & Job Costing System > Job Costing - An Overview: Sub Contract This Help File Page was last Modified on 06/02/2019

❑Sub Contract - If there are budgeted charges for Subcontractors against a Job (e.g., phone line installations, pre-wiring, CCTV, 110 v. electrical connection).

•Record those Subcontractors costs on the Sub Contract Tab on the Job Costing Form.

•Locate the Job to which you need to record these Sub Contract costs:

 

 

✓Click the Search Icon at the top of the Job Costing Form to open the Search Jobs dialog.

 

Search Jobs dialog

 

✓Search By - Use the Drop-Down Selection List to Choose your desired search method.

 

✓Search Value - Enter the characters that will best locate the desired Job.  As you enter information, the record pointer4will be continually relocated based on your entry.

✓OK - Click OK when you have the correct Job ID located.

 

•Recording a Sub Contractor expense is as easy as 1, 2, 3.

1.Select the Sub Contract Tab on the Job Costing Form

2.Choose the New Bill option

3.Create a Bill in the Accounts Payable module

 

•Enter a Sub Contract expense:

✓Click the New Bill option at the top of the Job Costing Form.

 

 

✓Using the Select Vendor dialog, locate the appropriate Vendor (the individual or organization to which you owe the cost of these Sub-contractors)

 

Select Vendor Dialog

 

▪Search By - Using the Drop-Down Selection List to Choose the preferred Search method.

oYou may search by the Vendor Name (the default), or the Vendor ID.

▪Search Value - Enter the appropriate Search phrase.  

oAs you enter characters, the pointer „ relocates to the most appropriate Vendor record.

▪Once the pointer is at the correct record, to Select that Vendor record, Click OK.

 

•The Accounts Payable module's Bill Form is displayed.

Click the Insert Icon to start a new Bill record in the Bill Form and the appropriate Job Number will be inserted.  

 

Job Costing Form - Sub Contractor charge - Bill to Subcontractor

 

✓You must enter an Invoice Number.

✓You must enter a Number (i.e., Invoice Number).

▪Hint: Follow a regular pattern for creating these Invoice Numbers for Commissions.

▪Example: SUB-04A - This pattern uses an abbreviation for Sub Contract - "SUB-", and then the Job number "18", and a letter - this is the first Sub Contractor charge so we used "A" - so multiple charges can be paid as the Job progresses and additional sub contractor's costs are incurred

▪You may also change the Purchase Date and Due Date, if desired.

✓Enter a Detail Line Item for the Subcontractor's cost that is to be (or has been) paid.

▪Item - You must use the Drop-Down Selection List to Choose the Sale-Purchase Item you assigned for the Job Cost Category of Subcontractor (using the Item ID of "JOBSUB" as recommended in the Inventory Tracking & Job Costing Set Up chapter).

▪Description - Click to Modify the default Description entered for this Sale-Purchase Item to include the Job Number (shown in the Job ID field above) and any other relevant information. 

▪Qty - By default, this should be the number 1. 

▪Dept - If using the General Ledger module, use the Drop-Down Selection List to Choose the appropriate Department to be charged for this Expense.

▪Note - You may want to Click the Notes field to enter an explanatory Note about this Expense.

▪Price - Enter the amount of the Sub Contractor Expense to be paid.

▪Net - The Quantity times the Price.

▪Sales Tax - This is calculated automatically based on this Vendor's Taxing Information but may be edited when needed.

▪Gross - The Sum of the Quantity times the Price, plus the Sales Tax (if any).

✓Click the Icon to record this Sub Contractor's Invoice (Bill).

 

•You will be returned to the Sub Contract Tab on the Job Costing Form when you close the Bill Form.

✓The Bill record will be inserted into the Sub Contract tab

 

Subcontractor's cost entry within the Sub Contract Tab on the Job Costing Form

 

✓You may also view the Estimate vs Actual Tab on the Job Costing Form to see the most current Estimate vs Actual information.

 

Actual expenses - Sub Contract charge

 

 

•When a Technician has Emergency and/or unscheduled "in-the-field" Sub Contractor Expenses that are charged to a Company Credit Card, those charges are subsequently recorded in the Credit Card Register Form

✓In the process of doing so, a Job ID Number and a Sub Contractor Expense Item's Purchase Category Code are identified.

 

 

✓This Credit Card Register entry automatically inserts a Sub Contractor Expense record in this Sub Contract tab.

✓This Sub Contractor Expense record includes:

a)Date - The Date that this Sub Contractor was charged.

b)Description - The explanation of the Sub Contractor charge.

c)Bill ID - There will be no Bill ID because this is a direct entry, bypassing the New Bill process described above.

d)Amount - The Amount of the Credit Card charge for the Sub Contractor.

e)CC Reg. ID - The Credit Card Register record Number for a Job related Credit Card charge is inserted by the system for cross-reference purposes.  

 

 

✓This Sub Contractor Expense entry is also included in (i.e., added to) the Actuals Sub Contract Amount reported in the Estimate vs Actual tab.

 

➢Note: Also read the Recording an (emergency and/or unscheduled) "in-the-field" Credit Card charge discussion in the Credit Card Register chapter for additional information.

▪Also see the "Creating a Job Costing System entry directly from the General Journal" discussion in the General Journal Entries chapter.