Contractor record maintenance overview
When adding new contractors onto the system only a minimal amount of mandatory information is required in order to save the core record. Additional information can be appended to the record at any time, as required, although maintaining comprehensive information from the start will reap its own rewards. There are numerous fields that can be stored against each contractor and these are combined into logical data tabs. A summary of these data tabs is outlined in the table below:
Field Group |
Description |
Details |
The contractor's name, Company registration number, VAT registration, Unique tax reference, NI (National Insurance) number and Payment period are all stored in this tab. |
Insurance |
The public and employee liability insurance policies held by the contractor are stored in this tab. Only contracts associated with contractors that have valid insurance policies (i.e. they have not yet expired) can be selected for repair inspections and works order tasks. |
CIS |
The Construction Industry Scheme (CIS) sets out the rules for how payments to subcontractors for construction work must be handled by contractors in the construction industry. This tab stores all the CIS certification details for the contractor that are stipulated by HMRC under the rules of the scheme. |
Accreditations |
All certifications held by the contractor and relevant to their service industry are stored in this tab e.g. Gas Safe (engineers who are qualified to work safely and legally on gas appliances), NICEIC (the UK's leading regulatory body for the electrical contracting industry), ARCA (Asbestos removal certification awarded by the Asbestos Removal Contractors Association), etc. Where an inspection or works order task requires an accredited contractor, only those contracts associated to a contractor with the relevant certification will be available for selection. |
Contracts |
This tab summarises all the contracts awarded to this contractor, both current and lapsed. |
Statements |
A statement is a method of invoicing for works carried out by the contractor. Implemented to speed up the payment process, the housing organisation will create a combined statement for each contractor's completed orders, providing a list of those orders where payment has been agreed. This tab stores a list of all statements that have been compiled in this way. |
Note
For each sub-section of data, the user must record an Effective from date to confirm when the information becomes active; an Effective to date can also be inserted to confirm when the information expires or to reflect a known change of circumstances.
See related topics...
To update the insurance of a contractor
To update the CIS record of a contractor
To update the accreditation of a contractor
To view contracts associated with a contractor