Creating and Using Document Sets for Main Contractors
Overview
Document sets offer users with the Create Projects user permission flexibility and control over which documents organisations will interact with when working on your project. Either use a singular document set as a default for all on-system Subcontractors or VAT Invoice Only Sub-Tiers (VAT Subs) or create and assign a unique document set to specific contracts.
Each document set for an on-system organisation will include at least a payment application document and VAT invoice option, but you can also add an additional document, supplement, pay-app cover sheet, and payment certificate. A document set for VAT Subs must include a VAT invoice, but you can also require a supplement.
Note: Only users with the Create Projects user permission can create, update, and view document sets. See the User Permissions List Overview for Main Contractors topic for more information on this and other user permissions available on the Edit User page.
Serial Approval and Document Sets
Serial Signatory Approval requires multiple Approvers to approve a payment application in a specific order. If you plan on using serial approval on either a single contract or as the default approval method on a project, you need to make sure the number of approvers assigned to a contract matches the number of approvers supported by your selected document.
See Serial Approval Scenarios for Main Contractors for four different ways to set up serial approval on the application.
FAQs
- What happens when I update a document in the middle of a period?
If you update the documents in a document set before a Subcontractor sends everything to their Signer, the new documents will be available at the time of signing for the current period.
However, if you change the documents mid-period after an organisation already signed their documents but before you disburse payment, the new documents will go into effect in the next period. If you want the documents to be available during the current period, you will first need to reject the organisation's period documents.
- Why do I need to assign documents to on-system organisations separately from VAT invoice only organisations?
The number of documents available for on-system organisations differs from that available to VAT Invoice Only Sub-Tiers (VAT Subs).
An on-system organisation might be expected to sign a payment application, VAT Invoice, additional document, supplement, pay-app cover sheet, or payment certificate while VAT Subs can only sign VAT invoices and supplements. For this reason, these two organisation types need separate document sets and assignments.
- Why don't I see a "Notary Required" tick box when selecting a document?
The Notary Required tick box only displays when you select a document which supports electronic notarisation.
- Why is there a warning when I select some documents for my document set?
When a contract or project uses the serial signatory approval workflow, the documents chosen for a document set must support the correct number of approver signatures. You also need to make sure the assigned number of signatory approvers matches the number of expected signatures in the chosen document. If there is a mismatch, you will see an error message.
See Serial Approval Scenarios for Main Contractors or Serial Approval Scenarios for Owners for an example of some of the different ways you can set up serial approval.
Additional Resources
- In-App Help: In the application, click the ? > Help for this Page in the top right corner of your page. The Help topics presented are context sensitive to the page you are on.
- Documentation Library
- Support
Related Topics
Serial Approval Scenarios for Main Contractors
Working with the Document Sets Page for Main Contractors
Creating a Document Set for Main Contractors
Navigate to the Document Sets Page
Assign Document Sets for Main Contractors
Last Published Wednesday, April 3, 2024