To create a new contractor

The procedure to add a new contractor is as follows:

1. Navigate to Quick Menu > Repairs > Configuration > Contractors. The Contractor Details window is displayed.
2. Click on New Contractor. The Search Group window is displayed 1.
3. Enter the Group name into the field provided and click on Search. The Select Group window is displayed.
4. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria. The contact group is displayed in the Contractor field.
5. Using the Companies drop-down field, multi-select all the companies for which this new contractor is relevant.
6. Choose an Effective from date for this new contractor i.e. the date on which the record becomes active 2.
7. Choose an Effective to date if the details need to be reviewed on a specific date or to capture a change of circumstances; a blank field means the details will never expire.
8. Enter the Company registration number, VAT registration number, Unique tax reference and NI number for the contractor using the fields provided 3.
9. Using the Payment period drop-down field, select one of the available parameters (e.g. Daily, Weekly, Monthly) and enter the corresponding value 4.
10. Enter the Second level invoice variation value into the field provided i.e. the maximum variation by value permitted for a contractor invoice compared to the published cost of the work. The Up and Down arrows are available to increment or decrement the value, as required.
11. Enter the Second level invoice variation % value into the field provided i.e. the maximum variation by percentage permitted for a contractor invoice compared to the published cost of the work. The Up and Down arrows are available to increment or decrement the value, as required.
12. Enter the Second level invoice authorisation amount into the field provided. The Up and Down arrows are available to increment or decrement the value, as required.
13. Using the Default cost apportionment method drop-down field, choose the parameter that reflects how the order value will be split across the task components (e.g. All to first task, Evenly, Percentage proportion).
14. Where only submitted contractor invoice totals matching the constituent element values are permitted, activate the Invoice actual costs tick box provided.
15. Click on Save.

Note

1 A contact group must exist for the contractor before a contractor record can be created.

2 The Effective from date defaults to the current system date and cannot be left blank.

3 The NI (National Insurance) number would only be relevant in the instance where the contractor record is created for an individual trades person.

4 These fields record the payment terms of the contractor.

See related topics...

Contractor record maintenance overview