Subcontractor Summary and POs

The Subcontractor Summary acts as a bridge between your Scheduler and your Accounts. It allows you to review work assigned to external hauliers, manage pay rates, and generate formal Purchase Orders for the work they have completed.

The summary displays all orders assigned to subcontractors on the scheduler within a specific period.

• Date Range: By default, the summary shows the last 10 days, but you can adjust this using the date boxes at the top.
• Filtering: Use the headers to filter by Supplier Code, Name, Revenue Rate, or Cost.

Managing Rates and Confirming Work

Before generating a PO, you can review and edit the financial details of each job directly from the summary list. First you will need to expand details to see the individual consignments: Click the + next to a supplier’s name to see individual consignments that subcontractor has been allocated or has delivered.

Rerating and Editing Charges

• Revenue Rate: Click on the Rate to change what you are charging your customer for the order.
• Subcontractor Charge: Click on the Charge to edit the amount you are paying the subcontractor. Updating the Charge here automatically updates the load line costings on the scheduler.

Confirmation Actions

When you update a charge and click Set, a second pop-up will appear (provided "Continue to confirmation actions" is checked). This allows you to:

1. Confirm the Record: This confirms the load line on the scheduler. If the subcontractor uses the driver app, the work will now appear for them.
2. View PDF: Review the delivery note.
3. Send Email: Automatically sends a delivery note to the subcontractor.

What’s in the email? The subcontractor receives the order number, the assigner’s name, the agreed rate, and any custom notes set in Settings > Depot > Notes > Subcontract Email Notes. A PDF delivery note is automatically attached.

Generating Subcontractor POs

When you are ready to finalize the costs for your accounts, you can batch-create POs. Click the Generate POs button at the top right of the summary.

Steps to Generate Subcontractor POs

1. Select Dates: This defaults to the dates you were viewing on the summary.
2. Select Consignments: Expand the list for each subcontractor. You can select multiple consignments for a single subcontractor to put them all on one PO.
3. Assign Accounting Codes: Select the correct VAT and Nominal codes to ensure the data is ready for your accounts integration.
4. Add a Surcharge (Optional): You can add a percentage-based increase. This will appear as a separate line item labeled "Purchase Order Surcharge" on the final PO.
5. Create: Once you click Create POs, the system generates the documents and provides a link to the PDF.

Results

Once generated, these orders appear in your main Purchase Order list. They have a few unique characteristics:

• Unlike manual POs, these do not have a Purchase Type assigned.
• The purchase line automatically includes the order number, date, and full collection/delivery locations.
• If you need to edit a PO that is already linked to a load line, any changes you make to the cost will automatically update the load line costings.
• The PO is automatically emailed to the subcontractor with the PDF attached. To resend it, find the PO in the Open list, click the three dots in the top right, and select Send Email.

Next Steps

Once your subcontractor sends you their final invoice, you can move to the Bill (Purchase Invoice) screen to match their invoice to the PO you generated.