ERP - General Section
Note: Here is an overview of the General Section of the Subcontract Order
5A.1 Start with the General Section. The first field to select is the Subcontractor No.
Note: You will notice when you select the Subcontractor No field, the Order No. field will automatically populate with the next sequential number for the project.
5A.2 If you know the code for the Subcontractor, you can manually type this here. If not, you can choose the Subcontractor No. by selecting the little 3 dots next to the field. This will open a search functionality to view the database of approved Subcontractors on the system.
5A.3 Once you click the 3 dots, a pop up will appear with a database of Subcontractors. You can search through the list using the scroll functionality, or you can use the Search Button in the top left.
5A.3b Type in the name of the subcontractor and click on the line once located. Then select Okay
5A.4 Once you have located and selected your Subcontractor from the database, the relevant fields will automatically populate in the General Section.
5A.5 You can then input the contact number for the Subcontractor manually or you can click the 3 dots and select the stored contact details.
5A.6 You will notice that your details have automatically populated in the Purchaser Code field, along with the Order Date.
5A.7 The ‘Order Type’ field is mandatory. Please select either Design or Non-Design from the drop-down list.
5A.8 The system can produce a Letter of Intent for you, by clicking the button and then going to Actions at the top and selecting Letter of Intent.
Note: For the ‘Letter of Intent’ function to work, the Subcontract Order needs to be fully populated as the information is pulled from the system to create the letter.
5A.9 The signed Copy of Order Received button is greyed out for most users. This button is used by the Commercial Secretaries to update and confirm on the system once a signed order has been received from the subcontractor.
5A.10 Please enter the Contract Number for the job you are placing the Subcontractor Order for.
Note: If you select the down arrow on the right-hand side of the field. You will be able to search for the contract number from the systems database. To see the full database, select the down arrow and then select ‘Select from full list’
5A.10a On the next screen you be able to use the search function in the top left, and type in the new of the contract.
5A.11 The next three fields are Payment Terms, Default Retention %, and Default MCD % (Discount).
Note:
- Payment Terms – You can select the relevant option from the drop-down list.
- Retention and Discount fields are percentage (%) values which need to be inputted manually.
5A.12 The ‘Cost Head’ is the cost code for the Subcontractor Order. If they have a default cost code set up, this will auto fill. Otherwise, please select the most relevant Cost Code using the drop-down arrow and search functionality using the ‘Search from full list’ option.
5A.13 The Order Trade code can be left blank, and the Billing Method should already be set up by GMI Finance department and will auto fill.
