Allocating work to a subcontractor

You allocate work to a subcontractor in TransMaS similarly to your own fleet, with some additional options for rates and documentation.

Before you can allocate work, ensure the following are in place:

• First you will need to add them to your Suppliers list as a subcontractor. You can access this via the Quick Create at the top bar or via the Settings menu. Read more about this here.
• Once you have a supplier, you need to make sure you create a subcontract schedule (record) for the day. These can be set up via the auto scheduler or created manually via the F7 option.

Planning the Work

While you can allocate work from the Scheduler or Open Orders (just like a driver), we recommend using the Scheduler to take advantage of built-in automation.

1. From the Scheduler, drag your order onto the subcontractor schedule.

2. Set the rate: This will then prompt you to provide a rate you are paying your subcontractor.

   Note: You can leave the rate at zero if you don't want to record the value.

3. Ensure the "Continue to confirmation actions" box is checked and click Set. This will open the Subcontract Actions form.

Subcontractor Actions

This allows you to finalize the job and notify the supplier.

• Confirm Record: This is checked by default and will finalize the allocation so that it can be completed later. It will also send details to the driver app if your subby is using it.
• Preview PDF: Ticking the preview pdf option will give you the delivery note that will be sent to the supplier.
• Email: This field prepopulates if the subcontractor has an email address in their profile. Entering at least one email address in the box will automatically trigger the email system.

Click Continue to confirm your choices and send any emails. The email body will include the rate you are paying the contractor, unless the subcontractor is set to "Summary PO Total" in their profile.