Allocating Subcontract Invoice Lines at Certification

1The 60-second version

Every line on a subcontract invoice has to be matched to a Record Line, a line of the subcontract's schedule of values, before Deep Space can create the subcontract claim and payment schedule. By default accounts does that matching. Under Certification, accounts can pass the invoice to the people who know the job.

2Turning on allocation at Certification

A company-wide setting, changed by an admin. It applies to every project in the workspace.

1. Deep SpaceOpen the Commercial settings
   Admin → Company Settings → Commercial tab → the Record Line Mapping card.
2. Deep SpaceChoose where mapping happens
   Set Mapping required at to Certification (project team). Push (accounts) is the default and keeps today's behaviour: accounts maps every line before pushing.
3. Deep SpaceSave
   Click Save Changes at the bottom of the page. A note under the setting reminds you how the budget treats claims under Certification (section 8).

3Accounts: sending an invoice to the project team

Start the way you code any subcontract invoice: confirm the project, link the subcontract and confirm the record type as Subcontractor Claim. KAI often tells you up front which lines it could not place.

Once coded, the Line Item Matching table shows a Record Line for each invoice line. Lines KAI matched show a green dot. Lines it couldn't match show None. If any line still says None, a Send to project team button appears next to Push to Payment Schedule.

1. AccountsAllocate what you can
   Match any lines you are sure of. Leave the rest on None.
2. AccountsClick Send to project team
   The dialog says how many lines have no Record Line and that no claim or payment schedule will be created yet. Click Send to project team. Your coding is saved first, so nothing you did is lost.
3. AutomaticThe project team is told
   The project's Project Manager and Contract Administrator each get a My Action and a notification (section 6). The invoice moves to Awaiting allocation.

4Tracking invoices awaiting allocation

While the project team works on it, the invoice shows an amber banner at the top of the drawer:

• Progress: how many lines are allocated, e.g. "2 of 4 lines allocated".
• Schedule due: the date the payment schedule has to be served, from the subcontract's payment terms.
• Sent to: who it went to, e.g. "Sent to Asher Qin (PM)".

Push to Payment Schedule stays greyed out until every line is allocated.

In the Invoice Register, the Awaiting allocation tab lists every invoice waiting on a project team, across projects. Each row's status shows the schedule due date and the date the invoice was received, so the most urgent ones are easy to spot.

5Taking an invoice back

Sent it by mistake, or found the answer yourself? Click Take back on the amber banner. The invoice returns to Coded, the project team's My Actions are cancelled, and Send to project team is offered again.

Rejecting the invoice, or re-coding it as a different record type (for example a supplier invoice), also ends the hand-off and cancels the project team's My Actions.

6Project team: finding invoices to allocate

If you are the project's Project Manager or Contract Administrator, you'll find these invoices in three places: My Actions, the notification bell and the Invoice Register.

My Actions (start here)

Each invoice sent to you appears in My Actions on your Home dashboard as Allocate lines · invoice number · subcontractor. It is high priority and due on the payment schedule due date, so the most urgent invoice sorts first. Click it to open the invoice. It completes itself when the invoice is pushed, and is cancelled if accounts takes the invoice back.

The Invoice Register

To see everything outstanding on a project at once, open Invoice Register, filter to your project and choose the Awaiting allocation tab (section 4).

7Project team: allocating lines and pushing

1. PM / CAOpen the invoice
   Click the Allocate lines action. The invoice opens in the Invoice Register with its line items. Click the expand icon on Kai Extracted Details for a wider table.
2. PM / CAPick a Record Line for each line
   In the Record Line column, choose the subcontract line each invoice line belongs to. Each option shows how much is still claimable on it. The banner's count goes up as you go.
3. PM / CASave part way if you need to
   Click Save allocation to keep what you've done and come back later. From that point accounts can no longer take the invoice back.
4. PM / CAPush to Payment Schedule
   When every line has a Record Line, Push to Payment Schedule turns on. Click it and confirm.
5. AutomaticClaim and payment schedule created
   Deep Space creates the subcontract claim and a Draft payment schedule from your allocation, and your My Action completes. Certification and approval carry on from the payment schedule as usual.

8How the budget counts claims under Certification

Under Certification the project team decides where the money sits. So the Budget Register does not count a subcontract claim as actual cost until that decision has been signed off.

9Questions and edge cases