Manage VAT Invoices Fields Overview for Subcontractors

Organisation

Shows the Subcontractor or Sub-Tier name. Each Subcontractor name includes a + (plus symbol). Select the + (plus symbol) to see a menu with links to add a Sub-Tier, edit a Sub-Tier, and manage VAT Invoices across all draws for a single organisation.

Need the Sub-Tier on system? If an organisation must sign VAT Invoices on the system, the organisation must be invited.

Some Main Contractors will populate this list based on the Preliminary Notices that they receive.

SC Number

Stands for Subcontract Number. This column displays the subcontract number or purchase order number. Select the contract number to see the Contract Status page.

Org Type

Shows the role the organisation plays on the project.

On-Sys: An organisation with an account
- Submits payment applications and VAT Invoices on-system
- Receives payment through the system
VAT Sub: An organisation with an account that only uses the system to sign VAT Invoices
- Submits VAT Invoices on-system
- Submits payment applications outside of the system
- Receives payment outside of the system
Manual: An organisation without an account on the system
- Submits payment applications and VAT Invoices outside of the system
- Receives payment outside of the system

Description

Shows the description of the subcontract.

Notice Date

Displays the date the Main Contractor recorded a preliminary notice from the Subcontractor.

Notice Amount

Shows the amount of the preliminary notice.

Final VAT Invoice

Displays the Period to Date for the Period the Main Contractor marked as Final for the organisation.

Included in Period

Indicates whether the organisation is included in the period. The availability of the tick box in this column depends upon the organisation type.

On-System: The tick box is not interactive.
Manual & VAT Invoice Subs: Use the tick box to add the organisation to the period.

VAT Invoice Amount

Shows the amount of the VAT Invoice.

On-System: The field is not interactive. The amount is populated when the organisation submits a pay application.
Manual & VAT Invoice Subs:Use the field to record the amount of an uploaded VAT Invoice; it is populated automatically when a VAT Invoice Only Sub-Tier submits the VAT Invoice on the system.

VAT Invoice section

This section of the table shows VAT Invoices.

Comment

Choose the icon to add notes about the VAT Invoices. This comment is included in a rejection email sent to the organisation being rejected.

Alert

An icon in this column indicates additions or edits to the VAT Invoice; choose the icon to see notes on changes.

Approval

Indicates a Prime Subcontractor approval status; use the drop-down field in each row to record VAT Invoice status for a Sub-Tier organisation.

Final: A final VAT Invoice was received and approved
N/A: A VAT Invoice is not necessary
Not Received: A VAT Invoice has been requested, but has not been submitted
Progress: A partial VAT Invoice was received and approved
Reject: The submitted VAT Invoice is not approved. The system sends a notification to the Sub-Tier about the rejection and the status changes to Not Received when a user Saves Changes.
Resubmit: An uploaded VAT Invoice was rejected, and a new one has not been received.

MC Approval

Indicates the Main Contractor's approval status; choose the icon to see the legend for hold statuses. Hold status is indicated by the color of the field.

Green means the VAT Invoice has been received and no holds are applied.
Yellow means the VAT Invoice has not been received.
Orange means the Main Contractor may apply a hold.
Red means the Sub-Tier has been placed on hold.
Gray means the Sub-Tier is not included in the period.
Note: Prime Subcontractors must approve VAT Only Sub-Tier VAT Invoices signed on-system before the Main Contractor can choose an approval status.

Release Date

Shows the date VAT Invoices were released.

Total of Payments to Prime Subcontractors

Shows the total amount paid to the Prime Subcontractor.

Total of Payments to Sub-Tier Subcontractors

Shows the total amount paid to Sub-Tier Subcontractors and Suppliers on the project.

Next: Uploading VAT Invoices