Subcontractor statements

Learn how to collect unpaid project usage into subcontractor statements for invoicing or validation.

  4 minute read  

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. Choose New to create a blank statement.
  3. On the statement page, fill in the following fields:
    • Subcontract Vendor No.
    • Period Start and Period End

Document date will be today’s date by default. Vendor info and currency are auto-filled.

Add project entries to the statement

  1. Choose Get project entries
  2. A list of unpaid project ledger entries will appear. The system shows entries that:
    • Match the vendor and date range
    • Match the project and project manager filters (if set)
    • Are not assigned to another subcontractor statement.
  3. All entries are set to Included by default. You can deselect any entries you don’t want to include in the statement.
  4. Click Close. All entries marked as Included will be added to the statement.

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.

Project and Project Manager Filtering

You can restrict a subcontractor statement to a specific Project to make entry selection and review easier.
In Progressus, you can also restrict statements by Project Manager.

Project Filtering

On the statement, you can enter Project No.:

  • If Project No. is filled before selecting entries, the entry selection list is filtered automatically.
  • If entries are already added and you then enter Project No., the system validates existing lines and shows an error if any line does not match.

Project Manager Filtering (Progressus only)

In Progressus, Project Manager is collected automatically on project ledger entries based on the Project Manager Level setup on the Purchase & Payables Setup page.:

  • Project - Project Manager is taken from the Project
  • Project Task - Project Manager is taken from the Project Task

For existing entries, you can run the Update Project Manager on Project Ledger Entries report to populate Project Manager based on the current setup.

On the statement, you can enter Project Manager:

  • If filled before selecting entries, the entry selection list is filtered automatically.
  • If entries are already added and you then enter Project Manager, the system validates existing lines and shows an error if any line does not match.

Remove lines from a statement

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

This action is only available for open statements.
It 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.

Totals and FactBoxes

Subcontractor statements show a statement total and a breakdown by entry type in FactBoxes.

  • Total shows the sum of amounts for all included project ledger entries.
  • The FactBoxes show summarized quantities by Unit of Measure, grouped by Entry Type:
    • Resources (Entry Type = Resource)
    • Expenses (Entry Type = G/L Account)
    • Items (Entry Type = Item)

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

  • Choose Print on the statement page.
  • The statement 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

See Also