Pryme Project Subcontracting

• 1: Setup and configuration
• 1.1: Basic setup
• 2: Project Subcontracting
• 2.1: Subcontractor Usage Tracking
• 2.2: Create subcontractor statements
• 2.3: Create self billing invoices
• 2.4: Statement Report
• 2.5: Match subcontractor statements to invoices
• 3: Pryme Project Subcontracting Release Notes
• 4:

1 - Setup and configuration

1.1 - Basic setup

Basic setup

The Purchases & Payables Setup page holds the core settings for Pryme Project Subcontracting, including number series and tolerance rules for statement matching.

1. Access the Setup Page

• 🔍 Search for Purchases & Payables Setup
• Go to the Subcontracting Statement section

2. Configure Fields

• Subcontractor Statement Nos.
  Number series for subcontractor statements

• Self Billing Purch. Invoice Nos.
  Number series for self-billing purchase invoices

• Subc. Stmt. Match. Diff. %
  Allowed percentage difference when matching statements and invoices

Ensure these number series exist in the No. Series list.

3. Link Resources to Vendors

To link a resource with a subcontractor:

• 🔍 Search for Resources
• Open the Resource Card
• Set Subcontract Vendor No. on the General tab

This enables automatic vendor tagging on project entries.

Once configured, the system is ready to generate statements and self-billing invoices.

2 - Project Subcontracting

Project Subcontracting in Business Central enables accurate tracking, invoicing, and validation of subcontracted project work. This includes:

• Logging subcontractor usage from journals, time sheets, and expense sheets
• Creating subcontractor statements
• Generating self-billing invoices
• Matching vendor invoices with statements
• Producing formatted statement reports

This documentation covers each part of the process, from setup to automation.

2.1 - Subcontractor Usage Tracking

Subcontractor usage can be recorded through project journals, time sheets, and expense sheets, with automatic linking to the subcontractor vendor based on the resource setup.

Project Journal Lines

1. Open Job Journal.
2. Fill in fields like Project No., Project Task No. and select a Resource.
3. If the resource has a Subcontractor Vendor No., it will auto-fill on the journal line.
4. Post the journal to create Project Ledger Entries with the vendor link.

💡 You can also set or change the vendor number manually on the journal line.

Business Central Time Sheets

• Assign a subcontractor resource on a Project-type time sheet line.
• When posted, the Subcontractor Vendor No. flows into the ledger entry.

Progressus Time Sheets

• Submit time entries for a subcontractor resource.
• Posting the time sheet creates the ledger entries with the info about the subcontractor.

Progressus Expense Sheets

• Enter expenses for a subcontractor resource in a Progressus Expense Sheet.
• Posting the expense sheet creates the ledger entries with the info about the subcontractor.

Summary

All flows ensure project usage is linked to the subcontractor vendor for proper invoicing and tracking.

2.2 - Create subcontractor statements

Subcontractor Statements group unpaid project usage for a vendor and a period. They’re used as a basis for self billing or invoice validation.

When to use it

• You want to summarize subcontractor usage before payment
• You need to prepare for self billing or compare with incoming invoices

How to create a statement

1. 🔎 Go to Subcontractor Statements
2. Click New
3. Fill in:
   • Document Date
   • Period Start / Period End
   • Subcontract Vendor No.

Vendor info and currency are auto-filled.

Add project usage

1. Choose Get project entries
2. A list of eligible, unpaid project ledger entries opens:
   • Must match the vendor and date range
   • Must not be part of another statement
3. Select entries and click Close

Entries are tagged with the statement — not copied.

Edit or remove lines

• To remove a line: select it and click Delete Line
• This just unlinks it from the statement
• The header amount updates automatically

🔐 Vendor cannot be changed once lines are added.

Statement status

• Open — still editable
• Approved — ready for invoicing or matching
• Closed — finalized after invoice is posted

Only Approved statements can be used for further billing or matching.

2.3 - Create self billing invoices

Self billing lets you create a purchase invoice on behalf of a subcontractor, using data from an approved Subcontractor Statement. This ensures accurate billing for recorded project work, without waiting for the vendor’s invoice.

When to use it

• The subcontractor does not send an invoice
• The Subcontractor Statement has Status = Approved

How to create the invoice

1. 🔎 Go to Subcontractor Statements
2. Select an Approved statement
3. Choose Create Purchase Invoice
4. Confirm filters and click OK

A purchase invoice will be generated automatically.

What gets filled

Header

• Vendor No., Document Date, Invoice No. → from the statement
• Posting Date → current work date
• Document Type → set to "Invoice"
• Document No. → from Self Billing No. Series
• Language Code → from Vendor Card

Lines

• First Line: Summary → "Self Billing Invoice: <Start> - <End>"
• Following Lines: Project entries
  • Type, No., Description, Quantity, Unit Cost, Line Amount
  • Unit Cost is converted if currency differs

After posting

• Subcontractor Invoice No. is written back to linked project entries
• Statement status becomes Closed and read-only

🔒 Once posted, the statement can’t be reopened.

2.4 - Statement Report

Subcontractor Statements can be printed as a Word-format report for sharing with the vendor or for documentation purposes.

The report includes key header, line, and total information based on the statement. It reflects the vendor’s currency and supports automatic currency conversion when needed.

💡 Use the Print action on a statement to generate the report.

2.5 - Match subcontractor statements to invoices

Matching purchase invoices with approved Subcontractor Statements ensures that subcontractors are paid accurately and only for confirmed project work. This process is especially useful when subcontractors issue their own invoices instead of using self billing.

The system allows you to link a vendor invoice to a subcontractor statement, compare amounts, and automatically detect discrepancies based on a configured tolerance. This improves financial control and ensures that invoicing aligns with recorded project usage.

When to use invoice matching

• The subcontractor submits their own invoice instead of using self billing
• You want to verify the invoice against an approved subcontractor statement
• You need to validate costs before approving or posting the invoice
• You want visibility into mismatches and prefer handling them manually

How to match a subcontractor statement to a purchase invoice

1. Open the purchase invoice for the subcontractor.
2. Enter the subcontractor statement number in the Your Reference field.
3. If a matching approved statement is found:
   • The Subcontractor Statement No. field is auto-filled.
   • The system compares the invoice total with the statement amount.
4. If the amounts match within the configured tolerance:
   • The Subc. Stmnt. Match field is set to Full Match.
5. If the difference exceeds tolerance:
   • The match is marked as Partial Match.
   • You can override it manually if appropriate.
6. Alternatively, use the lookup on the Subcontractor Statement No. field to manually select the statement.
7. When the invoice is posted:
   • The Subcontractor Invoice No. is assigned to related Project Ledger Entries.
   • The subcontractor statement status changes to Closed and becomes read-only.

3 - Pryme Project Subcontracting Release Notes

1.0 (June 2025)

First version of Pryme Project Subcontracting.

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