Table of Contents

1. Confirming Accuracy for Committed Cost
   1.1 Job Cost Process
   1.2 Monitoring & Reports
   
   

2. Verification of Compliance
   2.1 Subcontractor Compliance
   
   

3. Details & Change Orders
   3.1 Subcontractor Process
   
   

4. Subcontractor Invoice & Payment Process
   4.1 SL Worksheet Setup & Entry
   4.2 Update to Accounts Payable
   4.3 AP Batch Process
   4.4 Print Subcontract Pay Estimate (SLSBA)
   
   

5. Additional Notes
   5.1 Site Work Process
   5.2 Asphalt Process

Job Cost and Subcontract Process

Confirming Accuracy for Committed Cost:

1. Job Cost Process 

Weekly Job Cost Report

1. Navigate to Job Cost > Reports > JC SBA Weekly Cost By Dept and Item V2.
2. Enter Job Number.
3. Input Date Range (one-week period).
4. Print report.

Troubleshooting Calculation Errors

• If unit costs show zero:
  • Go to JC Job Phases.
  • Verify where units are pulling from.
  • Adjust/reset sources.
  • Ensure it’s not pulling from Materials.

Report Use

• Used for:
  • Weekly concrete team meetings.
  • Checking committed costs during billing.

2. Monitoring & Reports

• Use SL Subcontract Ledger Report to verify committed costs.
• Ensure commitments are correctly entered.
  

  

   

Verification of Compliance:

Subcontractor Compliance

1. Go to SM Compliance Detail.
2. Verify:
   • Certificate of Insurance (COI)
   • Signed Statement of Work (SOW)
3. For new subcontractors:
   • Add W-9 & Company Code.
   • Set alerts for expiring documents.
     

Details & Change Orders:

Subcontractor Process

Setup Subcontractor Details

1. Navigate to PM Subcontract Detail.
2. Verify all subcontractors are listed.
3. If missing, update HeavyBid settings to sync vendor numbers.
4. Initialize subcontractors.
    

Create Subcontracts

• Go to PM Subcontracts.
• Review subcontractor information.
• Click Create from Template.
• If data is incorrect, update HeavyBid settings.
• Edit Statement of Work (SOW) as needed.
• Add:
  • Liquidated damages
  • Contract terms
  • Additional clauses

    
    

    
    

    
    

Click PM Interface to sync data.

Subcontractor Invoice & Payment Process:

A. SL Worksheet Setup & Entry

• 1. Open SL Worksheet
  Go to SB Project Billing → SL Worksheet in your system.
  
  

• From the File menu, select Initialize Worksheet. 
• Specify the Job Cost Company (JC Co#) and Job you’re dealing with.
  
• Include all Subcontracts for the selected job (or choose a specific range, if needed). 
• (Optional) Check AP Billing to pull JB Billing quantities automatically. 
• Verify the Billing Month (or Period). 
• If the worksheet is locked, toggle Use Job Billing to initialize invoice amounts. 
• Enter any AP Transaction Defaults (for example, Payment control code, AP reference number, Description, CM account, Invoice date, and Due date). 
• An example AP Reference is 12720.20200404. 
• Click Update. 

The form will show how many subcontracts have been added to your worksheet.

Remove Unused Subcontracts (Optional)
If any subcontracts listed in the worksheet are not being billed, highlight the unused subcontract and click the Red X (or equivalent remove button), then confirm the removal.

3. Enter Quantities & Amounts
In the Job field of your worksheet, enter or select the job you just initialized. Scroll through to see all the subcontracts now in the worksheet. Select a subcontract row and use the Info tab (scroll via the blue arrows, if needed) to locate relevant line items. Enter the quantities in the This Invoice or To Date fields if you’re using the job billing integration. For Payment Amount, enter the amount you plan to pay for each line item. If Retainage Adjustment applies, configure it as required. For the Reference Number, add a reference number for the invoice line if needed. Mark each line as Ready when complete, then click Save to retain your changes.

B. Preview & Update to Accounts Payable

1. Preview SL to AP Update (Optional)
In the SL Worksheet form, select File → SL to AP Update Preview.
Choose the subcontracts you want to preview.
Review the details of the upcoming AP transactions in the preview report.
If everything looks correct, close the preview.

2. Update to Accounts Payable
In the SL Worksheet form, select File → Update to Accounts Payable → Update to AP Transaction Entry.
Confirm the Batch and Batch Date (the period or month) to which these invoices will be posted.
Ensure the JC Company and Job Number are correct.
Check Include Subcontracts from all Vendors if you have multiple vendors to send in one batch.
Click Update.
Once the update is complete, close the SL Worksheet.

C. AP Batch Process

Open AP Batch Process
Go to the AP Batch Process screen in your AP module.

Select Batch
Enter the Month (period) corresponding to the work performed (the same period used in the SL update).
Press F4 (or your system’s equivalent) to select the correct Batch.
Highlight the batch and click OK (or equivalent).

Validate & Post
Click Validate to check for errors or warnings in the batch.
If validation is successful, click Post to finalize the invoice postings.
Close the AP Batch Process window.

D. Print Subcontract Pay Estimate (SLSBA)

Open the SLSBA Report
Navigate to the SLSBA Subcontract Pay Estimate function or report (often found under SB Project Billing or an equivalent module).
Use this report to print out or review detailed subcontract payment estimates.

E. Clear the Worksheet (Optional)

1. Clear Worksheet

• If you have no more invoicesto send from the current SL Worksheet
• Select File → Clear Worksheet. 
• Choose which subcontracts to clear (e.g., all subcontracts for the specified job).
• Click Update.
• Confirm how many subcontracts are being cleared.
• Click Close.
• This step ensures your SL Worksheet is clean for the next billing cycle.