Snow Subcontractor Purchasing

If automatic subcontractor expenses have been established for the services in an opportunity estimate, then when the work ticket has been completed and approved, Aspire will automatically generate expenses for subcontractor time or materials expended in providing the service.  At the time of work ticket completion, any automatic subcontractor expenses established for the service in the contract estimate are generated by Aspire and become available in the Purchasing Assistant screen.

The overall flow of snow subcontractor purchasing using automatic subcontractor expense is summarized as follows:

1. Create a snow contract. Within the estimate, add possible automatic subcontractor expenses to any services that may be provided by subcontractors. For this example, note that automatic expense is being set up for subcontractor, Snow Plowing w/Truck.
   
2. Click on the Snow Plowing w/Truck hyperlink to display the Service Details screen. 
   
   
3. From the More drop-down select Add Subcontractor Expenses.
   
4. When a snow event occurs sometime after winning the contract, you will schedule the service on the Scheduling Board. 
5. Hours will be applied to the service either directly by office personnel on the Time Entry screen as shown below or by the subcontractor in the Crew Mobile App on their mobile device.  Marking the work ticket complete initiates the creation of the automatic expense. The hours must be shown as being performed by the contract that is set up with the subcontractor company. 
6. Once the work ticket has been marked complete as demonstrated above, the expense will become available as a recommendation in the Purchasing Assistant screen for the creation of a purchase receipt (shown below).
7. When you create the purchase receipts for these automatic expenses following a snow event (see Purchase Receipt screen image below), you will create a PR for each vendor from the entries in the Purchasing Assistant. In the Vendor field, you will select the proper vendor. Note that the drop-down list is populated from the vendor list (imported from the financial system and listed in the Admin List Vendor screen) which is separate from the company list (managed from the Companies Search List screen) – you must ensure the subcontractor is available in both lists.

8. You will receive those purchases on the date of the event and leave them in that status until you receive the invoice from the subcontractor. When you receive the invoice, you will compare that to the PR. If there is a discrepancy you will contact the production team to verify what you have received against what the vendor receipt says. You then need to go back to the vendor and have them adjust their invoice, or you can un-receive and modify the purchase receipt. Once there is an agreement, you can approve the purchase receipt for payment by the financial team.

See Subcontractor Automatic Expenses, for more information.