A subconsultant is an individual or firm the contractor engages to provide services related to the project. In SQUAVA, subconsultant expenses are added as separate items to projects to differentiate them from labor expenses. Before we are able to enter subconsutant expenses, we first need to add subconsutants in our system. For more information on creating or adding subconsultants, see our help article Adding Subconsultants.
This help article will give you a better understanding of the process of entering subconsultant expenses. Check out the outlined steps below to get started.
- Add subconsultant to a project
- Enter bill in the accounts payable page
- Check expense in the draft invoice
Add subconsultant to the project
To add a subconsultant to a project, select a project and go to its project budget page. In the budget tab, there is an expenses section located below the labor section. You can insert the expense items that could be charged to the project.
a. Bill checkbox - The bill checkbox allows the task to be placed on the invoice but you cannot unselect the bill checkbox because all expense items are billed to the project.
b. Budget checkbox - The budget checkbox allows the task to be included in the budget summary on the invoice. Unchecking the budget checkbox will still show up the expense on invoices if they have been billed, but they will not draw from the budget and will appear below the project totals.
Once you have added your subconsultants to the project budget, click the save button and contract the budget. Now you can charge expenses on the accounts payable page.
Note: There is not a way to remove a subconsultant once it has been contracted in the budget, without uncontracting the budget. You can remove any amounts from the sub by entering a negative amount in the mod. For more information about uncontracting a budget, check out the help article: Contracting/Uncontracting a Budget.
Enter bill in accounts payable page
To enter a subconsultant expense to the project, go to the accounts payable page then click the new button then select new bill. A new pop-up window save bill should appear where you can enter the required information and associate the project.
In the vendor field, click the arrow and select the subconsultant from the drop-down menu, then enter the bill date and due date. In the section for Expenses, enter the date and description of subconsultant expense, then select the project attributed to this expense from the dropdown menu under the job category. The system will automatically check the bill box and fill the account box for you; however, if you want to change this, click on the arrow in the Account box for a list of available accounts. Last, enter a quantity and an amount. Follow these steps on the next line if you have multiple subconsultants to add.
When you have finished entering your information, you can save it and approve it later, or you can just select approve, and it will save and approve the expense. If you still need to be ready to approve, click save, which will close out the window. Next, when you are ready to approve it, simply find the bill in the accounts payable list and click on the ready to pay button, located on the far right side of the expense. This will open the same window above, and you will simply click on the green approve button.
Check expense in draft invoice
You will now see these charges on the project's draft invoice. Access the draft invoice through the projects page, and scroll down to the direct expenses section.