SC Controller Parameters
SC Controller Parameters contains adjustable settings which allow you to enable or disable certain validation checks. The options available differ between regions.
UK
Error on Reverse Charge Validation
When this parameter is turned "ON", if an invalid VAT code is entered on a payment notice or pay less notice, an error will be produced upon clicking either Save or Check Payment Value. The error will prevent the user from continuing until they have entered a valid VAT code.
When this parameter is turned "OFF", if an invalid VAT code is entered on a payment notice or pay less notice, a warning will be displayed upon clicking either Save or Check Payment Value. The user will be informed that the VAT code they have entered is invalid, but they will still be able to save and submit the notice.
Australia
Allow Subcontractors to Overclaim
Turn this parameter “ON” to enable subcontractors to exceed the line values of an SC order when making a claim. They will still receive a warning for each line they have overclaimed, but they will not get an error message and can still save and submit the claim.
Turn this parameter “OFF” to disable overclaiming. Subcontractors will get an error message if they exceed the value of a line and will not be able to save or submit the claim.
Contract Form Types
When a main contractor tenant is enhancing a subcontract order, one of the steps they must take is to specify the contract type. They do this by selecting the contract type from a drop-down list. The contract types that appear on the list can be configured in Contract Form Types.
Creating a Contract Form Type
Right-click a row on the list, or left-click a row and click the menu icon
, then click Add New. This opens the New Contract Type window.
Enter the name of the contract type. The name must be unique. If the name you have chosen is already in use, you will receive a red warning sign
.If you wish, enter a description of the contract type. This step is not mandatory.
Click
to save the contract form type.
Modifying a Contract Form Type
On the Contract Form Types screen, right-click the contract type you wish to modify, or left-click the contract type and click the menu icon
, then click Modify. This opens the Modify Contract Type window.
You can now modify the name and description of the contract type.
Click
to save your changes.
Deleting a Contract Form Type
Contract form types can be deleted if there are no active subcontract orders linked to them.
On the Contract Form Types screen, right-click the contract type you wish to delete, or left-click the contract type and click the menu icon
, then click Delete. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Default Order Rules
When a main contractor tenant is enhancing a subcontract order, one of the steps they must take is to specify the rules of the contract regarding due dates for applications, payments, payment notices and the final payment, as well as the last date to send a pay less notice. They can tick a box to use the default rules or click a button to override the default rules and manually set their own.
The default rules can be set at global level, company level and contract level. The global default rules covered in this section will only be used if there are no rules set for the company or contract associated with the subcontract order in question.
The rules available to set vary according to region. The numbers all refer to calendar days, not working days.
UK
For the Application Due Date, Payment Due Date, Payment Notice Due Date and Final Payment Date, you must enter a value between -90 and 90. This value relates to the number of days away from the Valuation Date. For example, in the image above, the Application Due Date is set to -1 and the Payment Due Date is set to 10. This means the deadline for the subcontractor tenant to submit an application for payment is one day before the Valuation Date and the deadline for the main contractor tenant to submit the payment is ten days after the Valuation Date.
For the Last date to send a Pay Less Notice, you must enter a value between -90 and -1. This value relates to the number of days away from the Final Payment Date. For example, in the above image the Final Payment Date is set to 30 and the Last date to send a Pay Less Notice is set to -5. This means the deadline for the main contractor tenant to submit a Pay Less Notice is five days before the Final Payment date, or twenty-five days after the Valuation Date.
When you are satisfied with the rules you have set, click 
to save your changes.
Australia
For the Claim Due Date, you must enter a value between -90 and 90. This value relates to the number of days away from the Valuation Date. For example, in the image above, the Claim Due Date is set to 14, meaning the deadline for the subcontractor to submit a claim is 14 days after the Valuation Date. The Claim Due Date must be before the Payment Schedule Due Date.
For the Payment Schedule Due Date and the Final Date for payment, you must enter a number between 0 and 90. This value relates to the number of days away from the Claim Received Date. The Payment Schedule Due Date must be before the Tax Invoice Received by Date.
For the Tax Invoice Received by Date, you must enter a value between -90 and 90. This value relates to the number of days away from the Claim Received Date. This is for non-RCTI subcontractors only - the field will be hidden if the order is for an RCTI subcontractor. The Tax Invoice Received by Date must be before the Final Date for Payment.
When you are satisfied with the rules you have set, click 
to save your changes.
Company Order Rules
When a main contractor tenant is enhancing a subcontract order, one of the steps they must take is to specify the rules of the order regarding due dates for applications, payments, payment notices and the final payment, as well as the last date to send a pay less notice. They can tick a box to use the default rules or click a button to override the default rules and manually set their own.
The default rules can be set at global level, company level and contract level. The company level rules covered in this section will override the global rules for subcontract orders associated with the company in question, but will only be used if there are no rules set for the contract associated with that subcontract order.
Within the Company Order Rules window, you can also configure the auto-issuing of payment notices and pay less notices, in cases where a notice has been created but not yet approved before the due date.
Creating Company Order Rules
The company order rules differ according to region. The numbers in the offset fields refer to calendar days, not working days.
UK
Right-click the company for which you wish to set rules, or left-click the company and click the menu icon
, then click Create. This opens the Company Order Rules window.
Enter the values for each offset in the first five fields. For an in-depth explanation of what the numbers mean, see Default Order Rules.
Tick the 'Automatically send Notices if not approved' tick box if you wish to automatically issue notices which have been created but not yet approved before the deadline.
If you ticked the 'Automatically send Notices if not approved' tick box, complete the remaining fields as follows:
Time | Enter the time at which the auto-issued notices will be sent out (24-hour clock). |
Auto issue Payment Notice | This field defines the day on which payment notices will be automatically issued. You must enter a value between -90 and 0. This number is the number of days offset from the Payment Notice Due Date. For example, if you enter -10, unapproved payment notices will be automatically issued ten days before the Payment Notice Due Date. If you enter 0, the notice will be issued on the day of the due date. |
Auto issue Pay Less Notice | This field defines the day on which pay less notices will be automatically issued. You must enter a value between -90 and 0. This number is the number of days offset from the Last date to send a Pay Less Notice. For example, if you enter -10, unapproved pay less notices will be automatically issued ten days before the Last date to send a Pay Less Notice. If you enter 0, the notice will be issued on the day of the due date. |
Red flag notifications number of days | When auto-issued notices are sent out, 'red flag' notifications are sent out to MC QS, MC Limited QS and Senior QS users informing them that a payment notice has been ‘Issued Subject to Approval’ and the date by which it must be approved. These fields define how often these notifications are sent. You must enter a number between 1 and 7; 1 means notifications will be sent every day, 2 means notifications will be sent every two days and so on. |
Click 
to save your changes.
Australia
Right-click the company for which you wish to set rules, or left-click the company and click the menu icon
, then click Create.
On the Company Order Rules tab, enter the values for each offset in the four fields. For an in-depth explanation of what the numbers mean, see Default Order Rules.
State Specific Text
By default, every printed payment schedule contains the text: "This Payment Schedule is issued under the Security of Payments Act 1999." You can modify this text for payment schedules associated with the selected company on a state-by-state basis, using the State Specific Text tab. Note that changes to payment schedule text apply only to new payment schedules; existing schedules will be unaffected.
Open the State Specific Text tab.
To add text for a state, click + Add State. A new row will be added to the grid.
Click the State field in the new row to select a state from the drop-down list.
Click the Text field in the new row to enter the text you wish to add to payment schedules for the selected state.
Repeat steps 2-4 for as many states as you wish.
All new entries are active by default. If you wish to deactivate specific text for a state, click the switch in the Active column for that state. Once deactivated, new payment schedules for that state will revert to the default text. Click it again to reactivate it.
You can see a log of all the changes that have been made to state specific text for this company by clicking View Audit.
Click
to save the state specific text.
Modifying Company Order Rules
Right-click the company for which you wish to modify rules, or left-click the company and click the menu icon
, then click Modify. This opens the Company Order Rules window.Edit the fields as necessary.
Click
to save your changes.
Deleting Company Order Rules
Right-click the company for which you wish to delete rules, or left-click the company and click the menu icon
, then click Delete. The rules will instantly be deleted.
SC Controller Users
In the SC Controller Users section, you can see a list of every user in your company with access to the SC Controller application.
If the user is authorised to manage workflows, there will be a tick 
in the WF Approval Manager column. If they have a workflow manager assigned to them, the name of their manager will be in the Workflow Manager column. Shown in the Payment Notice Limit column is the maximum value of payment notice or pay less notice that user is authorised to approve.
To modify a user:
Right-click the user, or left-click the user and click the menu icon
, then click Manage User. This opens the SC Controller User Details window for that user.
In this window you can select a workflow manager for the user from the drop-down menu, tick the box to allow the user to manage workflows and set the notice limit for the user. If the Notice Limit field is left blank or set to zero, the user will have no limit. If a limit is set for the user, then they must have a workflow manager.
The first and last name of the user are set when creating the user and are not editable here.
Click
to save your changes.
Certificate Definition Maintenance
When a Payment Notice or Pay less Notice is submitted in SC Controller, the data is sent to COINS ERP+ as an unposted SCCCERT batch. In Certificate Definition Maintenance, you can map each of the field labels from the payment or pay less notice in SC Controller to an Item ID in COINS ERP+, for each Certificate Definition. For unused certificate definitions, you can also customise the field labels.
To set up a certificate definition:
Right-click the certificate definition, or left-click the certificate definition and click the menu icon
, then click Modify. This opens the Certificate Definition Setup window.
Match each of the field headings on the left to the relevant Certificate Definition Item IDs from the drop-down menus . You cannot select the same Item ID more than once and no field can be left blank. If either of these criteria are breached, a red warning sign
will appear next to the relevant field and you will not be able to save until it is rectified.If you are unsure what some of the Item IDs stand for, click View Details for a description of each Item ID.
If the certificate definition has not been used yet (i.e. it has no SC orders associated with it other than ones with status 'New') you can customise the field labels by entering a new name into the Custom Label field. If you attempt to change the custom labels of a certificate definition that already has 'Active', 'Closed', 'Cancelled' or 'Released to ERP' SC orders, it will return a critical error.
The four additional columns to the right of the screen are read-only and contain information about how the certificate definition was set up in ERP+.
Once you have completed every field, click
to save your changes.
If successful, the status of the certificate definition on the Certificate Definition Maintenance page will have changed from Not Mapped to Mapped.
Contract Setup
In the Contract Setup section, you will find a list of all the main contracts that have been sent from COINS ERP+ to SC Controller. From here you can manage the rules, valuation dates and default assignee for each contract.
Default Rules for a Contract
When a main contractor tenant is enhancing a subcontract order, one of the steps they must take is to specify the rules of the contract regarding due dates for applications, payments, payment notices and the final payment, as well as the last date to send a pay less notice. They can tick a box to use the default rules or click a button to override the default rules and manually set their own.
The default rules can be set at global level, company level and contract level. The contract level rules covered in this section will override any global or company level rules for subcontract orders associated with the contract in question.
Creating Default Rules
Right-click the contract for which you wish to create rules, or left-click the contract and click the menu icon
, then click Create Rules. This opens the Default Contract Rules window. The rules available to set vary according to region. The numbers all refer to calendar days, not working days.UK:
Australia:
Enter the values for each rule. For more information on what the numbers mean, see Default Order Rules.
Click
to save the default contract rules.
Modifying Default Rules
Right-click the contract for which you wish to modify the rules, or left-click the contract and click the menu icon
, then click Modify Rules. This opens the Update Contract Rules window.From here, you can modify the values for each rule.
Click
to save your changes.
Deleting Default Rules
Right-click the contract for which you wish to delete the rules, or left-click the contract and click the menu icon
, then click Delete Rules. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Default Valuation Dates for a Contract
When a main contractor tenant is enhancing a subcontractor order, one of the steps they must take is to set valuation dates for the order. In Contract Setup you can set default valuation dates for a contract, which will automatically be filled in whenever a main contractor tenant enhances a subcontract order linked to that contract. Note that the main contractor tenant will still be able to edit the valuation dates for the specific order they are enhancing.
Australian contracts must be assigned to a state before default valuation dates can be set. See Assigning a State to a Contract for more information.
Creating Default Valuation Dates
Right-click the contract for which you wish to create valuation dates, or left-click the contract and click the menu icon
, then click Create Valuation Dates. This opens the Enhance Contract window.
Select the contract type from the drop-down list. If you cannot find the appropriate type, contract types can be configured under Contract Form Type.
To add a specific valuation date, right-click anywhere in the grey space then click Add New.
This opens the Add New Valuation Date window.
You can use the calendar lookup, enter the date manually or use standard COINS shorthand, for example +1w3d meaning one week and three days in the future. Click
to add the date to the contract.
If you wish to set several recurring valuation dates, click
. This opens the Recurrence Pattern window.
Configure the window as required. Click
to view the list of valuation dates that will be set based on the criteria you have entered. When you are satisfied, click 
to add the dates to the contract.Click
to save the valuation dates.
Modifying Default Valuation Dates
Right-click the contract for which you wish to modify valuation dates, or left-click the contract and click the menu icon
, then click Modify Valuation Dates. This opens the Enhance Contract screen.From here, follow the same steps above to add and save new valuation dates.
Deleting Default Valuation Dates
To delete an individual default valuation date from a contract:
Right-click the contract for which you wish to delete a valuation date, or left-click the contract and click the menu icon
, then click Modify Valuation Dates. This opens the Enhance Contract screen.Right-click the date you wish to delete, or left-click the date and click the menu icon
, then click Delete. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
To delete all default valuation dates from a contract:
Right-click the contract for which you wish to delete the valuation dates, or left-click the contract and click the menu icon
, then click Delete Valuation Dates. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Default Assignee for a Contract
Subcontract orders must first be assigned to a main contractor user before they can be enhanced. From the Contract Setup screen, you can set a user to be the Default Assignee for a contract, after which all new subcontract orders related to that contract will be automatically assigned to that user. Note that existing subcontract orders will not be affected and must still be manually assigned.
To set a Default Assignee for a contract:
Right-click the contract for which you wish to set a Default Assignee, or left-click the contract and click the menu icon
, then click Select Default Assignee. This opens the Assign User window.
Select the user whom you wish to make the Default Assignee from the drop-down menu.
Click
to save the assignee. Their name will now appear in the Contract Setup grid in the Default Assignee column for the contract.
There can only be one Default Assignee for one contract at one time. To change the Default Assignee for a contract, follow the same process as above. To remove the Default Assignee from a contract, select the “---” option from the top of the drop-down menu before clicking 
.
Assigning a State to a Contract
⚠️Important: Australian contracts must be assigned to a state before default valuation dates can be set. This is to prevent a valuation date from clashing with a state public holiday.
Right-click the contract you wish to assign to a state, or left-click the contract and click the menu icon
, then click Set State (option only available for Australian contracts). This opens the Set State screen.
Select the state from the drop-down list.
Click
to assign the contract to the selected state. This will be reflected in the State column in the Contract Setup grid.
Public Holidays
Creating a Public Holiday
Right-click a row on the list, or left-click the row and click the menu icon
, then click Add New. This opens the Create/Update Bank Holiday window.
Enter the name of the holiday in the Holiday Name field.
Enter the date of the holiday in the Holiday Date field. You can enter it manually, select it from the inbuilt calendar, or use shorthand, for example +1w3d meaning one week and three days in the future.
Select the region in which the holiday takes place from the drop-down menu.
If you picked the Australia region, the State field will appear below. Select the state to which the holiday applies, or select 'All' if it applies to every state.
Click
to save the holiday.
Modifying a Public Holiday
Right-click the public holiday you wish to modify, or left-click the holiday and click the menu icon
, then click Modify. This reopens the Create/Update Bank Holiday window for that holiday.Edit the fields as necessary.
Click
to save the holiday.
Deleting a Public Holiday
Right-click the public holiday you wish to delete, or left-click the holiday and click the menu icon
, then click Delete. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Contract Workflows
Before a payment notice or pay less notice is sent through to the subcontractor tenant, there is a check to see if the user submitting the notice is authorised to send a notice of that value. If they are not authorised, the notice will be sent to a user of a higher-level workflow role for approval. Contract workflows define the number of workflow roles and the maximum value of payment notice or pay less notice each role is authorised to approve.
Creating a Contract Workflow
Right-click the contract you wish to create a workflow for, or left-click the contract and click the menu icon
, and select Create Contract Workflow. This will open the Create Contract Workflow for window.
This window shows a list of the workflow roles associated with this contract. The Approval Limit is the maximum value of a payment notice or pay less notice that can be approved by users assigned to that role. The Time Limit is the number of days users assigned to that role have to approve a notice before it gets moved to the next role for approval. If there is a tick
in the Unlimited column, that role has no approval limit, regardless of the value in the Approval Limit column.The workflow will initially be populated by the default workflow roles (see Default Workflow Roles). You will not be able to edit any of these roles or add any new ones at this stage. If you wish to deviate from the default setup, see the next section (Updating a Contract Workflow).
Click
to create the workflow.
Updating a Contract Workflow
Right-click the contract for which you want to update the workflow, or left-click the contract and click the menu icon 
, then click Update Contract Workflow. This opens the Update Contract Workflow for window.
There are two criteria that a contract workflow must satisfy in order to be valid.
Firstly, each workflow level must have a higher approval limit than the next one down (level two must be higher than level one, level three higher than level two and so on). This also means that if one level has an unlimited approval limit, every level above it must also be unlimited.
Secondly, to avoid notices getting stuck, the highest-level role must be unlimited and at least one user must be assigned to an unlimited role.
Managing Workflow Roles
This section will cover creating and deleting workflow roles. You can also edit the details of any existing workflow role from the Update Contract Workflow for window by clicking on the entry you wish to change, entering the new value, then clicking elsewhere inside the window to save. In the case of the Unlimited column, you can click the tick 
to change it to a cross 
and vice versa (note that you cannot remove unlimited status from a workflow level if a lower level is still unlimited).
To add a workflow role:
Right-click a role on the list or the space underneath and select Add Workflow Role. This opens the New Workflow Role window.
Enter the name of the new role in the Description field then enter the Time Limit and Approval Limit of the role. If you wish for the new role to be unlimited, leave the checkbox ticked.
Click
to save the workflow role.
To delete a workflow role:
Right-click the role on the list, or left-click the role and click the menu icon
, then select Delete Workflow Role. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Adding and Removing Users from a Workflow Role
To manage the users assigned to a workflow role, right-click the workflow role, or left-click the role and click the menu icon 
, then click Manage Users. This opens the Workflow Role Users window.
To add a user to the workflow role:
Right-click the grey space, then click Add User. This opens the Assign User window.
Select the user you wish to add from the drop-down menu, then click
.
To remove a user from the workflow role:
On the Workflow Role Users window, right-click the user you wish to remove from the role, or left-click the user and click the menu icon 
then click Remove User.
Managing Workflow Administrators
To manage the workflow administrators assigned to a contract, right-click the contract, or left-click the contract and click the menu icon 
, then click Manage WF Administrators. This opens the Manage Contract Workflow Administrators window.
To add a user as a workflow administrator:
Right-click the grey space and click Assign User. This opens the Assign WF Administrator window.
Select the user you wish to assign from the drop-down menu.
Click
to assign the user as a workflow administrator.
To remove a user as a workflow administrator:
Right-click the user you wish to remove, or left-click the user and click the menu icon
, then click Delete Assignment. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Deleting a Contract Workflow
Right-click the contract for which you want to delete the workflow, or left-click the contract and click the menu icon
, then click Delete Contract Workflow. You will receive a warning message asking if you are sure.
Click
to confirm the deletion.
Default Workflow Roles
Default workflow roles are the workflow roles that are automatically created when a user first creates a contract workflow (see Contract Workflows).
At the top of the page, select which workflow type you wish to use.
Tick the Ignore Setup Errors box to allow payment notices and pay less notices to be submitted regardless of any errors with the contract workflow.
Decide how many default workflow levels you wish to have and tick the box next to the desired number. You can have up to twelve.
Enter the description, time limit and approval limit for each workflow level. Every level must have a description and each level must have a higher approval limit than the next level down. If either of these criteria are breached, a red warning symbol
will appear next to the relevant field and you will not be able to save your changes until it is rectified. To give a role an unlimited approval limit, tick the box in the Unlimited column. The highest-level role is always locked to unlimited to ensure the workflow remains functional.When you are satisfied with the default workflow roles you have set, click
to save your changes.
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. See below for an explanation of each event.
Enter the time at which you would like to receive the daily digest email.
Subcontractor is not onboarded yet | If ticked, you will be notified when an SC order fails to be shared due to the subcontractor not being onboarded. |
Update CCC Identifiers | If ticked, you will be notified when CCC Identifiers need to be updated in COINS ERP+. CCC Identifiers are used to flag the data controlled by SC Controller. |