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Ralls Pennington

AP subcontract billing over the commitment amount

SUGGESTED
Posted By

Hello,

Recently I was entering a payable invoice (pay app) subcontractor that was tied to a commitment in Sage 100 Contractor. The pay app included a change order that we had not yet processed in Sage on our end. When entering this, it allowed me to enter a payable that exceeded the commitment remaining in Sage. You would think that it would not let you do this, or would at least give you a pop up warning, but it did not. This seems like a flaw that needs to be fixed. I mainly want to make sure there is not a specific user setting that has been adjusted which normally would prevent this?   Any info related to this might be helpful.

Thank you!

  • 0

    You can turn on the warning for over budget entries in AP invoices (4-2, job cost window) under options, and turn on the over budget warning in subcontracts 6-7-1.   There is also an option to set a over subcontract warning and tolerance in 4-2, options.

    I just tried overriding the amount on a line item in the AP invoice that exceeds the subcontract balance for that line and it definitely warns me that it exceeds the subcontract line plus the tolerance amount.

  • 0
    SUGGESTED

    Entering settings for the Invoice Over Subcontract Warning

    When you select the Set Over Subcontract Warning option, Sage 100 Contractor compares each line of the invoice against the corresponding subcontract line.

    When an invoice is saved with a subcontract, the individual lines on the invoice are compared to the corresponding lines on the subcontract line remaining amount, plus the tolerance. The percent of tolerance is calculated from the line's subcontract amount.

    Notes:

    • This option is only visible to company administrators.
    • This warning will not work for subcontracts entered prior to version 14.2 when new columns were added to the subcontract grid.

    Example: Using the Flat Amount with Warning

    Message Type

    Warning

    Tolerance Type

    Flat amount

    Tolerance Amount

    $100

    Tolerance Percent

    N/A

    Tolerance Amount Not To Exceed

    N/A

    To set the invoice over subcontract warning:

    1. In 4-2 Payable Invoices/Credits, select Options > Set Over Subcontract Warning.

    2. In the Message Type list, select one of the following:

      • No message. No message is generated. All options for tolerance are grayed out.
      • Warning. A warning and/or alert is generated, but you are allowed to save the record.
      • Not allow. A warning and/or alert is generated, but you are not allowed to save the record.

    3. If you selected Warning or Not Allow, you must select one of the following choices in the Tolerance Type list:

      • No tolerance
      • Flat amount
      • Percent
      • Percent/not to exceed
      • Flat amount. Enter the amount in the Tolerance Amount text box.
      • Percent. Enter the percent in the Tolerance Percent text box.
      • Percent/not to exceed. Enter the percent of the subcontract line contract amount allowed in the Tolerance Percent text box, and the amount of tolerance in the Tolerance Amount Not To Exceed text box.

    5. After selecting a Tolerance Type, enter the applicable amount or percent for the type:

      • Flat amount. Enter the amount in the Tolerance Amount text box.
      • Percent. Enter the percent in the Tolerance Percent text box.
      • Percent/not to exceed. Enter the percent of the subcontract line contract amount allowed in the Tolerance Percent text box, and the amount of tolerance in the Tolerance Amount Not To Exceed text box.
    6. Click [OK.

    Published: June 06, 2022

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