Manage VAT Invoices by Period Fields for Subcontractors

Organisation Information

Name

Shows the Sub-Tier name.

Contract Number

Shows the subcontract number or purchase order number.

Subcontract of

Shows the name of the Prime Subcontractor with whom the organisation has a contract.

Organisation Type

Shows the role the organisation plays on the project.

Description

Shows the description of the subcontract.

Manage VAT Invoices by Period Table Fields

Period (Period End Date)

Shows the period number, including the period end date in parentheses.

Included in Period

Indicates whether the organisation is included in theperiod.

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

Sub-tiers are marked as Included in Period if their parent is included in the period, and the child has been included in a period and doesn't have a final VAT Invoice recorded. If a Due on Site date is entered, then the Sub-Tier is automatically included only if the Due on Site date is before the period's Period to Date, and there are no final VAT Invoices recorded.

VAT Invoice Amount

Shows the amount of the VAT Invoice.

VAT Invoice Section

This section of the table shows status columns for VAT Invoices.

Request VAT Invpoce

Use the tick box to request a VAT Invoice from Sub-Tiers.

View VAT Invoice

Indicates if a VAT Invoice is available.

Final: The last expected VAT Invoice from an organisation is available. Select the link to download the VAT Invoice.
None: A VAT Invoice is not available.
Progress: A VAT Invoice is available. Select the link to download the VAT Invoice. VAT Invoice signatures for on-system organisations are not included until after funds are disbursed.
Upload, Requested|Upload: Select the link to submit the organisation's VAT Invoice. Only PDF files can be attached to the period. See Uploading VAT Invoices for complete step-by-step instructions. VAT Invoices can be uploaded for VAT Invoice Only Sub-Tiers (VAT Sub) and Manual Subcontractors and Sub-Tier Subcontractors (Manual).
View: An uploaded VAT Invoice is available. Select the link to download the VAT Invoice.

Comment

Shows either a speech bubble icon or, when available, a comment added to the VAT Invoice by another member in your organisation. Select the icon to add a comment about the VAT Invoice. Select a comment to view the full text in a dialogue box. 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. Select the icon to see notes on changes.

Approval

Indicates a Prime Subcontractor Approval status; use the the drop-down field in each row to record VAT Invoice status for an 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 chooses Saves Changes.
Resubmit: An uploaded VAT Invoice was rejected, and a new one has not been received.
Unapproved: A VAT Invoice has been uploaded, but has not been approved.

MC Approval

Indicates the Main Contractor's approval status. Select the icon in the column header to view a legend of hold statuses.

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 organisation has been placed on hold.
Grey means the organisation is not included in the period.

Next: Navigate to the Manage VAT Invoices by Draw page