Subcontracts

Owned by Enna Tishler (Unlicensed)
Last updated: Jul 27, 2022 by Anonymous
6 min read

If budgeted works have been imported, they can be divided into contracts (i.e. work groups) between subcontractors.

In the view: “Subcontracts”:

  • it is possible to see all subcontracts and purchase orders related to the projects in one view (see blue circles in the screenshot).

  • it is possible to hide/show the displayed column data by clicking on the column selection icon (green circle).

  • contracts and purchase orders can be filtered according to their status (black circle).

  • clicking on the arrow in the last column (yellow circle) opens the contract/purchase order similar to the budget module.

  • it is also possible to add subcontracts from the "Create a new contract" button.

 

Adding contracts

 

OPTION 1

1.1 In the budget view, I select the lines that I want to add to the contract. To select, I put a checkmark in front of the corresponding line:

1.2 In the next step, I press the "Add new contract" button:

1.3 In the following window, these fields must be filled in:

Type of contract - A) Subcontract; B) Purchase order. A subcontract is typically used. (Purchase orders are intended to be sent directly to suppliers, this is not currently relevant in Estonia.)

No. - Order number of the contract in the Bauwise environment. This is the only mandatory field, hence the red color name.

Name - Content of the contractual work (for example, design work).

Contract No. - Contract No. concluded with the Contractor/Supplier.

Subcontractor - Name of Contractor/Supplier.

Start of work and end of work - Start and end of work execution. Required when using cash flow.

Payment term - the contractual payment term of the Contractor/Supplier. Required when using cash flow.

Comment - It is possible to add any desired note/comment to the contract.

1.4 In the next window that opens, the budget cost taken from the budget must be determined and the cost of the contract must be determined.

"Construction budget" shows the financial volume of jobs under unsigned contracts in the construction budget. "Cost estimate" shows the estimated cost of the job under the signed contracts (construction budget + correction + margin)

In the "Amount in the budget / Share from the budget" cells, it is possible to write the amount to be taken from the budget. By entering the amount to be taken as a number in the amount box in the budget, Bauwise automatically calculates the share. By entering the proportion, Bauwise automatically calculates the cost.

Enter the contractual cost of the job in the "Employment cost" box.

The window for dividing the budget opens before determining the amount of the budget to be taken: Construction budget line 0111 has only 5,400 EUR and Construction budget line 0112 has only 2,000 EUR.

Next, determine the size of the amount taken from the budget - the size of the construction budget will be reduced by the same amount. We took 500 EUR from line 0111 - 4900 EUR remained in the construction budget (previously 5400 EUR). We took 1000 EUR from line 0112 and 1000 EUR remained (previously 2000 EUR).

Next, determine the "Employment cost". The header shows the amount of money taken from the construction budget (Construction budget), the cost of the subcontract (subcontractor budget) and the profit (extra profit). Additional work and deductions have not yet been assigned and therefore have a value of 0.

 

Change/update of the subcontract

By going to the "Subcontract" module in the contract view, it is possible to specify all previously entered general contract data (contract type, number, title, contract number, subcontractor, start and end of work, payment term, comment).

In the same module, it is possible to rename all selected job lines by double-clicking in the "Name" cell and then writing the appropriate job name in the cell.

 

Adding rows to the subcontract

If the subcontractor's price offer is more detailed than two lines, it is possible to add more lines to the contract. To do this, select the appropriate job code from the job code column on the last green line (the cost will later go to this job code).

This step is necessary especially in the case of Bauwise payment applications, in order to get to exactly the same form as the price offer presented.

In the case of this example, I will explain more about line 0111 Preparation of a constructive work project. At the same time, I immediately fill in the remaining columns (unit, quantity, unit price), rename the original line and correct the cost of the original line (if I write the job as two lines, the cost of one line is no longer 500 EUR - this amount must add between the two lines ).

 

Dragging rows into the correct order

If I want to get these lines one after the other, I have to grab the three dashes in the column before the work code column and drag the line to the right location.

At the time of taking the screenshot, I hold the three dashes inside the red circle with the mouse and drag the row up by one:

Grouping of jobs

If I want to group works, it is possible to use indents. First, you must write the name of the desired group in the name box on the bottom green line. For this example, I name the group "KON PROJEKTEERIMINE". After that, the following view will open:

To bring both lines related to KON design under "KON design", I make both lines active (hold down the mouse button and mark the desired two lines):

Then I grab the cell with three dashes in one of the two rows and drag the rows down under "KON design". To achieve indentation, in addition to bringing the rows down, I drag them to the right, which creates an indentation.

At the moment of taking the screenshot, I'm holding the mouse inside the red circle:

When I release the mouse button, the group is formed:

The last step is to set the contract to "Confirmed". This is necessary in order to fix the main part of the contract. All additional and modification work will be included in the budget under "Subcontractor's additional work" after the contract is confirmed.

If the contract is not in the "confirmed" state, then the changes will take place in the main part of the contract.

Confirmed status is particularly important for Bauwise payment applications.

 

1.5 Now the contract has been added and you can see it in the budget view above the unsigned contracts "001 Design work":

 

OPTION 2

2.1 I press the "Add new contract" button in the budget view or "Create a new contract" in the subcontracts view:

or

2.2 Fill in the fields in the following window (same as in point 1.3 above).

2.3 If in option No. 1 we displayed those lines with a checkmark in front of them, now all lines of unsigned contracts are visible:

2.4 Proceed exactly as in option 1.