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

Use subcontractor statements when:

• You need to summarize subcontracted work before processing payment.
• You intend to generate a self-billing invoice for recorded project usage.
• You want to compare an incoming vendor invoice with recorded usage.

How to create a statement

1. Choose the 🔎 icon, enter Subcontractor Statements, and select the related link.

2. On the statement page, fill in the following fields:

   • Document Date
   • Period Start and Period End
   • Subcontract Vendor No.

   Vendor and currency info are auto-filled.

3. Choose Get project entries

4. A list of eligible unpaid project ledger entries will appear. The system includes entries that:

   • Match the vendor and date range
   • Not be assigned to another subcontractor statement.

5. Select the entries to include and choose Close.

The selected entries are now linked to the statement. The system does not create new entries but assigns the Subc. Stmt. No. field on each ledger entry.

Remove lines from a statement

• To remove a line from a statement:
  1. Select one or more lines
  2. Choose Delete Line.

This action clears the Subc. Stmt. No. field on the project ledger entries but does not delete the entries themselves. The total amount on the statement is recalculated automatically.

Print the Statement Report

To print or export a formatted version of the subcontractor statement:

• Choose Print on the statement page.
• The report summarizes header and line details for distribution or record-keeping.

Statement status

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

After the invoice is posted, the statement status changes to Closed. This prevents further modifications and ensures accurate financial tracking. Closed statements can be found in the Closed Subcontractor Statements list.

Batch creation of statements

You can automate the creation of subcontractor statements by running the Create Subcontractor Statements batch job. From the Subcontractor Statements page, choose the action and specify the required parameters, such as document date, period start, and period end.

Optionally, enable the Create empty statements setting to generate statements for subcontractors with no recorded usage during the selected period. The system creates a new statement for each subcontractor that meets the criteria, excluding those that already have a statement for the specified period. When complete, a summary message confirms how many statements were created.