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Entering payable invoices

Options for saving payable invoices

Verifying subcontract balances

When saving a payable invoice for a vendor, Sage 100 Contractor refers to the Set Over Subcontract Warning option to determine if the invoice amount exceeds the subcontract balance. If the payable invoice does exceed the balance, Sage 100 Contractor provides you with a warning.

Notes:

  • After setting, the warning stays on until it is manually changed. In addition, you must be a company administrator to turn this feature on and off.
  • When Subcontracts are exported from 9-5 Takeoffs, the warning that the subcontract exceeds the budget amount plus approved change orders for the job/phase/cost code/ cost type combination is not displayed. After exporting subcontracts through 9-5 Takeoffs, you should run the 6-1-12-21 Committed Costs report for the correct job to verify that subcontracts have not exceeded the budget.

  • To enable the program alert for Payable invoices exceed subcontract you must have a setting of Warning for the Message Type.

To verify subcontract balances:

  1. Open 4-2 Payable Invoices/Credits.
  2. Select Options, then select Set Over Subcontract Warning.
  3. In the Invoice Over Subcontract Warning Settings window, select the applicable fields.

  4. In the Message Type dropdown, the choices are mutually exclusive. 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.

  5. If you select 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

  6. Once a Tolerance Type has been selected, enter the 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.
  7. Click OK.