How to Track Subcontractor Submitted/Invoiced Quantities

Hey Nick; thanks for your feedback & resources. We’re trying to link these units to specific subcontracts (example - we have (3) subcontracts that are submitting invoices/quantities to the same cost budget task). While this is definitely a useful tool, it doesn’t really fulfil the need we’re looking for. I’m trying to find a way to enter a Subcontract/Project Commitment Receipt to track these quantities. Thanks! 

​@amillerbernd - Just so I’m clear, are you trying to mimic the PO workflow (Purchase Order > Purchase Receipt) for Subcontracts?  Subcontracts effectively skip the receipt step in that workflow and go straight to billing.

Hi Nick,

You’re right, subcontracts in Acumatica do skip the receipt step, that’s what I’m trying to work through as we need to capture the receipt to submit & reconcile billing. 

I am trying to mimic the PO workflow, not the PO billing rules. 

When subcontractors submit quantities/invoices to us, it’s not 100% guaranteed they will be paid those exact numbers - their price stays the same, but units paid fluctuates. We work in a “Pay When Paid, Pay What Paid” industry - meaning, we don’t pay subcontractors when we receive a bill, we pay them within a certain timeframe (typically 2-ish weeks) after receiving payment from the project owner. 

At that time, the subcontractor may have invoiced for 100 units, but if we only receive payment from the project owner for 95 units, we can only pay the subcontractor 95 units. Does that help/make sense?  

​@amillerbernd - Just a quick clarification:  When you say you’re trying to mimic the workflow but not the billing rules.  What specifically do you mean by this?

Have you considered doing away with Subcontracts altogether and using the PO workflow instead, leveraging a non-stock item, cost code, etc. to distinguish Subcontracts?  This would allow you to use PO Receipts.