Creating a Subcontract Order Header

From the Procurement module, go to Subcontract Orders.
Subcontract Orders
Click Add ().
Add Subcontract Order
On the Main tab, enter the following details:

Field	Description
Type	The type of the order. Order Types define the different types of purchase orders you can create. For example: Normal order Call off order (see Call-Off Orders.) Variation Order Order types differ mainly in the way orders behave if the order value is exceeded, and in the defaults that are set up on them. They can also be used as a filter on reports and enquiries.
Normal order	Call off order (see Call-Off Orders.)
Variation Order	Order types differ mainly in the way orders behave if the order value is exceeded, and in the defaults that are set up on them. They can also be used as a filter on reports and enquiries.
Head/Site Order	Whether the order is raised as a head office or site order. Head office orders and site orders have different order number prefixes, and can be viewed separately on enquiries.
Confirmation Order ?	If this is a confirmation order (confirming an order made outside Coins ERP+), tick this box. If the order is a confirmation order, text is printed on the order to indicate this.
Contract Number	Thecontract (and phase, if appropriate).
Use Order Form	The Order Form to use.
Subcontractor	The name of the supplier with whom the order is raised. If you type part of the name, Coins ERP+ fills in the first supplier that matches what you type.
Unlabelled field	This field may be labeled as "Last Score" or "Avg Score". It shows your company's assessment of this company. Also the date of the last performance review (if any) is displayed. This is the average of the performance reviews for all offices of the company during the Performance Reviews History period. If there were no reviews in this period, then the last review's score will be displayed.
Status	Shows the status of the Supplier company.
Office	The name of the supplier's office with which the order is raised. If the supplier has only one office, Coins ERP+ defaults this in.
Unlabelled field	The Purchase Ledger supplier account of this office (if present).
Unlabelled field	The Trading-As name of the Supplier (if any).
VAT Registration No	The subcontractor's VAT registration number.
Trade	Select the commodity, trade, or plant code.
Description	Enter a description of the order.
Unlabelled field	The WBS code to identify where the item is needed (this is only required on contracts that use WBS codes).
Subcontract Type	The type of subcontract.
Currency	A code to indicate which currency the amounts are shown in.
Attention	Enter the contact at the supplier's office to whom the order should be sent.
Order Date	The date on which the original order was raised.
Buyer	Select the user ID of the buyer. By default, Coins ERP+ fills in your user ID.
Special Instructions	Enter any special instructions to be printed on the order.
Agreement Required	Whether a subcontract agreement is required for this order. Checking this field will display an Agreements Tab for completion.
Special Terms	Whether there are any special payment terms on this order. If so, Coins ERP+ displays additional fields on the Terms tab.
Review Required	Whether performance reviews are to be carried out on this order. If this is ticked, Coins ERP+ includes this order in the list of orders that require performance reviews. See Performance Reviews.
Review Style	The review style to use for this order. Review styles allow you to give different weightings to each of the performance review criteria depending on the type of order.
Labour Only	Whether this order is in relation to a labour-only subcontract. This allows Coins ERP+ to determine whether certain insurances should be validated or not.
Warranties	Whether warranties are required, or have been received, for this subcontract. If warranties are required and have not been received, you will be unable to authorise draft certificates.
Performance Bond	Whether a performance bond is required, or has been received, for this subcontract. If a performance bond is required and has not been received, you will be unable to authorise draft certificates.

4. Go to the Addresses tab and check the Order and Site Address.

Subcontract Order – Address tab

5. If you selected Special Terms on the main tab, go to the Terms tab and check the default Due Type is XX Days or change IF you have an agreement for special payment terms.

Subcontract Order – Terms tab

Field	Description
Due Type	This determines how Coins ERP+ interprets the Due Days field. N means payment is due a fixed number of days after the date of the order. A number means the number of months after the order date that payment is due; 0 means the month of the order. The Days field shows the day of the month on which payment is due.
Days	This determines the date when the payment is due. If the Due Type is N, the Days represent the number of days from the transaction date. If the Due Type is a number, the Days represent the date in the month. 31 means the last day of the month.

6. Go to the Details tab.

Subcontract Order – Details tab

Field	Description
Certificate Type	The type of standard certificate to be used for this subcontract. Coins ERP+ fills in the default type given in the subcontractor record, but you can use a different certificate type for this subcontract. If you want to modify the characteristics of the certificate for this subcontract, use Subcontract Certificate Definition. Once a certificate has been entered on the subcontract, you cannot change the certificate type.
VAT	The default VAT code for the subcontract.
Start Date	The start date of the subcontract. Maximum Length: 8 characters
Finish Date	The finish date of the subcontract. Maximum Length: 8 characters
Discount %	If applicable, the discount percentage on the subcontract.
Works Retention	If applicable, the retention percentage on the subcontract.
Material on Site Retention %	If applicable, the Material on Site percentage on the subcontract order.
Material off Site Retention %	If applicable, the Material Off Site precentage on the subcontract order.
Maximum Retention Type	Whether the maximum retention allowed on the subcontract is a fixed value, or a percentage of the subcontract value.
Maximum Retention Value	If applicable, the maximum retention allowed on the order.
Maximum Retention %	The maximum retention percentage allowed on the order.
Maximum Order Value	The Maximum Order Value
Budget Value	This is a memorandum field, which you can report on.
Provisional Sum	This is a memorandum field, which you can report on.
Included in Order Value	Whether the Budget Value and Provisional Sum are included in the order value (Y or N).
Order Basis	This is a memorandum field, which you can report on.
CITB Applicable	Whether CITB is applicable to this subcontract.
CITB Deduct Applicable	Whether a CITB deduction is applicable for the subcontract?

7. If you ticked the Agreement Required field on the Main Tab, go to the Agreement Tab and enter the following details:

Subcontract Order – Agreement tab

Field	Description
Agreement Type	Select the agreement type.
Agreement - Hand/Deed	Whether the subcontract is placed Under Hand or As a Deed.
Maintenance Period	Enter the maintenance period for the work (in months).
Notes	Enter any additional notes about the agreement.
Date Sent	Enter the date on which the agreement was sent to the subcontractor.
Date Received	Enter the date on which the agreement is received back from the subcontractor. If the agreement has been sent but not received back from the subcontractor, this will show amber if the agreement is "mildly overdue", or red if the agreement is "badly overdue".

8. Click Save ( Save Icon ).

If a warning message appears stating that you are unable to process an order against a Contract, contact the Finance Department for access to the contract subject to approval.
If you are unable to locate a subcontractor, contact the Finance Department for them to advise or create the subcontractor. Additional information may be required.