SC Orders

Open the SC Orders screen to view a list of every subcontract order that has been shared with you by main contractors. Both lump sum orders and breakdown orders are listed on this screen. If you wish to see the order lines for a breakdown order, these are only viewable when creating an application for the order.

In the Billed vs Unbilled column, the amount of green in the bar indicates the proportion of that order that has already been applied for. Hover over the bar to see the exact percentage that has been applied for.

Click the number in the Applications column to view the list of applications that have already been created against that order.

Applications for Payment

Creating an Application

This topic covers the standard application format. For breakdown order applications, see Creating an Application for a Breakdown Order.

To begin creating an application for payment, either:

Open SC Orders. Right-click the order you wish to create an application for, or left-click the order and click the menu icon , then click Create Application for Order. This opens the Add New Application screen for the order you selected.
Or
Open Applications. Right-click an application, or left-click an application and click the menu icon , then click Add New Application. The opens the Add New Application screen for the same order as the application you selected.

📌Note: There can be only one active application per valuation period. If you submit an application for a valuation period which already has a submitted application, the previous application is superseded.

📌Note: The field labels for the first three steps below are customisable by the main contractor in Certificate Definition Maintenance, so they may appear differently than in the above image. The process for completing the fields and the underlying calculations remain the same regardless of the field labels.

Enter values for the Recharge, Costed Amount and Variations Requested. Note that these are cumulative values - you will see a warning icon next to a field if its value is not equal to or greater than the value in the Previously Applied column.
The Discount and Retention values will be calculated automatically, but you can still edit them if you wish.
Enter the Set Off value if necessary.
Enter values for the Anticipated Final Accounts if you wish. These are memorandum fields for your own use.
The Cost of Materials (This App) field in the This Period column may or may not be editable, based on the CIS status of the subcontract. If it is editable, you must enter a value for this period. If necessary, you can enter a negative value for this period for the purpose of correcting the total applied to date amount, though note that the cumulative cost of materials must remain positive. The Labour Liable for Tax value will be calculated automatically.
Enter any notes or messages for the main contractor in the Notes field.
You must attach at least one file as backup to the application before it can be submitted. To attach a file:
1. Click the Browse button at the bottom of the screen to open your local directory.
2. Find the file you wish to upload, then double click it or drag and drop it to the Add New Application window.
3. Click to upload the file.
  You can attach multiple files this way if you wish.
  To view each of the files attached to the application, open the Attachments tab at the top of the screen.
  
  To delete an attachment that you have uploaded, right-click it and click Delete File, then click on the popup.
Click to save the application. The application will be added to the list on the Applications screen but will not be sent to the main contractor and will be available to edit.
Click to submit the application to the main contractor.

Creating an Application for a Breakdown Order

Applications for breakdown orders differ slightly from regular orders.

To begin creating an application for payment, either:

Open SC Orders. Right-click the order you wish to create an application for, or left-click the order and click the menu icon
, then click Create Application for Order. This opens the Add New Application screen for the order you selected.
Or
Open Applications. Right-click an application, or left-click an application and click the menu icon , then click Add New Application. The opens the Add New Application screen for the same order as the application you selected.

For breakdown orders, the Application screen contains two tabs: Summary and Application. The Summary tab resembles the Details tab for regular applications – the main difference being that the measured works fields are read-only, and their values are calculated from the entries in the Application tab.

Open the Application tab to view each order item of the breakdown.
For each order line, enter a value in either the Qty To Date, the Valuation To Date or the % To Date column. Note that these are cumulative values, and some of these columns may not be available based on the order configuration. You cannot enter a value greater than the value of the order item (shown in the Original Value column). When you update one of these fields, the other two on the same line are updated automatically when you click elsewhere on the screen.
If there is at least one committed variation order, the Variations sub-tab will be available. Open it to view the variation orders.
Variation orders work in the same way as original order lines. Enter values in either the Qty To Date, the MC Valuation To Date or the % To Date column for each line.
You can add notes to an original order item or variation order by clicking the button in the Notes column on that line. Once an order item or variation order has notes attached, the Notes button on that line will turn yellow, and you can hover the button to read the notes in a tooltip.
Australia only: Open the Other Adjustments tab if you wish to make any adjustments to the order.
1. To create a new adjustment, click the plus button . This opens the Create Adjustment window. Enter the necessary details. Note that if you select Unapproved VO from the Type drop-down, you must also enter a quantity, unit and rate. Click
  to save the adjustment. It will then appear in the grid.
2. To edit an adjustment, click the pencil button on that row in the table.
3. To delete an adjustment, click the delete button on that row in the table.
Return to the Summary tab to view the overall values you are applying for. The Discount and Retention values are calculated automatically, but you can still edit them if you wish.
The Cost of Materials (This App) field in the This Period column may or may not be editable, based on the CIS status of the subcontract. If it is editable, you must enter a value for this period. You cannot enter a negative value or a value greater than the sub total for this period. The Labour Liable for Tax value will be calculated automatically.
To add an attachment:
1. Click to open the attachments screen.
2. Click Browse to open your local directory.
3. Find the file you wish to upload, then double click it or drag and drop it to the Create Payment Notice window.
4. Click to upload the file.
You can add multiple files this way if you wish.

To delete an attachment that you have uploaded, right-click it and click Delete File, then click on the popup.

Australia only: It is required to attach a statutory declaration to your claim. Attach it using the steps above, then return to the Summary tab and tick the Statutory Declaration Attached Confirmation tick box.

If this box is unticked when you attempt to save or submit, you will receive a warning message. You will also receive a warning if the box is ticked but there are no attachments.
Click to save the application. The application will be added to the list on the Applications screen but will not be sent to the main contractor and will be available to edit.
Click to submit the application to the main contractor.

Modifying an Application

An application can be modified only if it satisfies the following two conditions:

It is the most recent application created against its related SC order
It has not yet been submitted

To modify an application:

Open Applications.
Right-click the application you wish to modify, or left-click an application and click the menu icon , then click Modify Application. This opens the Modify Application screen.
Edit the fields and attachments as necessary.
Click to save your changes.

Notices

Once a main contractor user submits a payment notice or pay less notice, it becomes visible to the subcontractor users from the company getting paid. There are two ways in which a subcontractor user can view notices:

To view the list of notices related to a specific SC order, open SC Orders. Right-click the SC order you wish to view the notices for, or left-click the order and click the menu icon , then click View Related Notices.
To view the list of all notices that have been submitted to your company, open the Notices screen.

To view a notice, right-click the notice you wish to view, or left-click the notice and click the menu icon , then click View.

If you wish to view an attachment, click the file name in the bottom-left to begin downloading the file.

Attaching a Tax Invoice

📌Note: The functionality covered in this section is available to users of Australian SC Controller only.

After the main contractor has submitted a payment schedule for a non-RCTI order, you must attach a tax invoice and submit it back. You will receive a notification whenever a payment schedule requiring a tax invoice is submitted unless you have disabled them in Notification Settings.

To attach a tax invoice to a payment schedule:

Open the Payment Schedules grid. Payment schedules requiring a tax invoice have the invoice status “Awaiting Invoice”.
Right-click the payment schedule you wish to attach a tax invoice to, or left-click the schedule and click the menu icon , then click Attach Tax Invoice. This opens the Attachments tab of that payment schedule.
Click Browse to open File Explorer and find the tax invoice document, then double click the invoice or select the invoice and click Open. Alternatively, drag the invoice onto the payment schedule window.
Once you can see the file name where the Browse button was, tick the Tax Invoice tick box to indicate that this attachment is a tax invoice. Two new fields will appear below.
Enter the Tax Invoice Number and the Tax Invoice Date – both are mandatory if the invoice is to be attached successfully. The Tax Invoice Date cannot be before the valuation date or after the present day.
Click to upload the invoice. If successful, it will appear in the grid and there will be a tick in the Tax Invoice column to indicate that it is a tax invoice.
Click to submit the tax invoice to the main contractor. If successful, you will receive a confirmation message.

Second Opportunity Invoice

Once you have submitted a tax invoice to the main contractor, the main contractor has a chance to review the invoice. If they disagree with part of it, they may mark it as In Dispute. In this case, you will have the chance to submit a second opportunity tax invoice. The second opportunity tax invoice, once submitted, will supersede the original invoice, but both will remain visible to both the main contractor and the subcontractor for audit purposes. You will receive a notification whenever a tax invoice is marked as In Dispute unless you have disabled them in Notification Settings.

To attach a second opportunity tax invoice to a payment schedule:

Open the Payment Schedules grid. Payment schedules requiring a second opportunity tax invoice have the invoice status “In Dispute”.
Right-click the payment schedule you wish to attach a second opportunity tax invoice to, or left-click the schedule and click the menu icon , then click Second Opportunity Invoice. This opens the Attachments tab of that payment schedule.
Click Browse to open File Explorer and find the tax invoice document, then double click the invoice or select the invoice and click Open. Alternatively, drag the invoice onto the payment schedule window.
Once you can see the file name where the Browse button was, tick the Second Opportunity Invoice tick box to indicate that this attachment is a second opportunity tax invoice. Two new fields will appear below.
Enter the Tax Invoice Number and the Tax Invoice Date – both are mandatory if the invoice is to be attached successfully. The Tax Invoice Date cannot be before the valuation date or after the present day.
Click to upload the invoice. If successful, it will appear in the grid and there will be a tick in the Tax Invoice column to indicate that it is a tax invoice. It will also be labelled as a second opportunity invoice in the File Name column.
Click to submit the second opportunity tax invoice to the main contractor. If successful, you will receive a confirmation message.

Notifications

Certain events that occur within the SC Controller application can be reported to you in the form of notifications. These notifications can be delivered within the web app, via individual emails or in a daily digest email. You can toggle which events you would like to receive notifications for, and how you would like to receive those notifications, in Notification Preferences.

Click your username or avatar, then click the Notifications icon . This opens a list of the most recent notifications you have received across all POP Apps you have access to.
Click the cog icon at the top-right of the Notifications list. This opens the Notification Preferences window.
Click Core to open the drop-down menu and select SC Controller to view the SC Controller-related notifications.
Tick/untick a box to enable/disable notifications for the event on that row via the method in that column. Any changes you make are instantly saved. Some important events may be set to ‘always on’ and you will not be able to turn them off. These are indicated by a padlock symbol where the tick box would be. See below for an explanation of each event.
Enter the time at which you would like to receive the daily digest email.

Notification	Description
Order is available in SC Controller	If ticked, you will be notified when a main contractor shares an SC order with you.
Order has been cancelled	If ticked, you will be notified when a main contractor cancels an SC order.
Approval Request Status has been changed	If ticked, you will be notified when a payment notice or pay less notice for an order that has been shared with you is approved or rejected by a main contractor workflow manager.
Approval Request has been created	If ticked, you will be notified when a main contractor submits a payment notice or pay less notice for an order that has been shared with you, for the approval of their workflow manager.
Application has been submitted	If ticked, you will be notified after an application is submitted, to confirm it went through.
Application Due Date	If ticked, you will be notified on the day of the last date to submit an application for each period of each order.
Valuation Dates have been modified for Active Order	If ticked, you will be notified when a main contractor alters the valuation dates for an order that has already been shared with you.
Payment Notice has been issued	If ticked, you will be notified when a main contractor issues a payment notice for an order that has been shared with you.
Pay Less Notice has been issued	If ticked, you will be notified when a main contractor issues a pay less notice for an order that has been shared with you.
SC QS Order has been re-opened	If ticked, you will be notified whenever a main contractor reopens a closed SC order.

Subcontractors - User Guide