This work instruction is used for anyone wanting to create a subcontract

Work Instruction – Creating a subcontract in VP

Version 1.0 03/08/2016

Purpose:

This document will explain how to create a subcontract in Viewpoint and submit a subcontract claim in Viewpoint

Document Flowchart:

PM Subcontracts

PM Interface

SL Subcontract Claims

AP Unapproved Invoice Review

Pre-requisites

• Viewpoint Login ID & Viewpoint (Remote) is mandatory for using Viewpoint outside head office

Process:

1. Log into Viewpoint
   
2. Go to PM WorkCentre and filter by company and project. Select subcontracts on the left hand side
   
3. Create a new subcontract
   
4. Go to the info tab and complete highlighted areas
   
5. Go to the non-interfaced items tab and manually add in the work the subcontractor will be completing line by line. Note: Remember to check that 10% retention has been added under WC Ret % Column.
   
6. Once all line items have been added – go back into the info tab and select approved – go back to the non-interfaced items tab before selecting PM interface
   
7. Go to the Penvelope and create the Agreement from the template in VP
   
8. Select the correct template and edit if required
   
9. Once the agreement has been edited, send to the subcontractor for them to sign. Once the subcontractor returns the signed copy make sure it’s attached to the subcontract in Viewpoint
   
10. Subcontract Claim – Once the subcontractor has completed the work required they will ideally submit a claim to the PM/PE, the PM/PE is then required to submit the claim in Viewpoint by following the below instructions:
    
11. Fill in details of claim
    
12. Complete items in the claim
    
13. Once line items have been completed, go back into the info tab and select certified – from here a payment certificate for the subcontractor will be generated by going to Options – Reports – SCC Subcontract Payment Certificate
    
14. Fill out the details
    
15. Payment Certificate should then be sent to the subcontractor so they can then generate an invoice
    
16. The subcontractor then generates an invoice from the payment certificate and submits the invoice to the Shadforths AP Team
17. AP Receive invoice and attach invoice number to the claim and select File – Update to AP Unapproved Invoice Entry
    
18. The invoice is then dropped into the PM/PE’s ‘AP Unapproved Invoice Review’ where the PM/PE will approve