Data & Analytics Exam > Data & Analytics Videos > A detailed Guide to SAGE 300 > How To Manage Subcontracts and Purchase Orders in Sage 300 CRE | Timberline
How To Manage Subcontracts and Purchase Orders in Sage 300 CRE - Timberline
Text Transcript from Video
hello my name is Olivia Romer I am a
sage 300 construction and real estate
certified consult in that tag a premiere
stage partner for construction software
with offices located throughout Southern
California today I'm going to show you
how to manage your sub contracts and
purchase orders in Sage 300 construction
and real estate let's get started within
the Sage 300 construction and real
estate desktop I'm going to pick the
project management module underneath
contract control I'm going to pick
commitments within commitments I can
create either purchase orders or
subcontract agreements let's see an
example of both this is an example of a
purchase order this purchase order is
with ford metals and it's for structural
metal and rebar as you notice here it is
only for one particular project but the
material is going to multiple cost codes
within that project because this is a
material purchase order I have the units
the cost per unit and the total pre-tax
amount each of these units are different
some are tons some are each some R
square foot
based on my job settings I can have
sales tax calculated if necessary if I
needed the materials to be delivered to
a different address I could put that
information here I can also enter a
scope of work I can also keep track of
the vendors insurance certificates if I
needed to I can add inclusions and
exclusions to this purchase order now
let's take a look at an example of a
subcontract I've pulled up the
subcontract agreement I have with
sorrento interiors it's for some
interior office wall finishes artwork
curtains paint and wall coverings as you
notice here these particular items are
for one project but they're going to
multiple cost codes and different
categories here i have am under category
s for subcontractor because they're
doing the installation for these
particular items here for category m for
materials they're just providing these
particular items for me but not
installing them as you notice here I've
entered the amount of retention that I'm
going to be holding on this particular
subcontractor
agreement if there are any secondary
vendors on this particular agreement I
can add them here and their relationship
to my prime subcontractor and any other
secondary vendors they might have on the
project whether or not I need to create
lien waivers for them whether they
require certified reports and whether or
not they need to receive a joint check
once I've received a preliminary notice
from my subcontractor I can enter into
that information here the system will
automatically start to generate
conditional and unconditional progress
lien waivers for my primary and
secondary vendors now I'm going to go to
the document designer as you notice I
have a few templates that are already
been set up if I want to create a new
template I click here on the new
template button I'm going to pick the
standard subcontractor document as you
can see here the system opened up
Microsoft Word within word I have my
subcontract template it's pulling all
the information that I entered within
Sage 300 construction and real estate
this form can be modified and I can
choose any field within Sage 300
construction in real estate to be
displayed on my template and because
this is a Word document I can easily add
items like logos or legalese
with Sage 300 construction and real
estate I get the reporting that I need
as you can see our subcontract is here
for Sorento interiors and it shows me
each of the particular line items on
that subcontract it shows me the
original amount if there were any
pending or approved change orders on
those particular items and the revised
amount it also shows me how much has
been invoiced against these particular
items how much retainage I'm holding and
whether or not I've issued payment
entering accounts payable invoices
against sub contracts and purchase
orders are a breeze in Sage 300
construction and real estate all I do is
pick the vendor and it automatically
pulls a list of the subcontract and
purchase orders that I have this is the
one that this invoice is for I'm going
to select it here as you notice it
displays all the different line items
within that subcontract agreement well
this one is for artwork so I'm going to
pick that line item here notice how it
displays a warning that they have nine
lien waivers that are out of compliance
I can hit the details button to get more
information I can hit the compliance
management button if I did receive these
lien waivers and want to mark the miss
check or based on my security settings I
can choose to ignore as you notice here
it's pulled the job cost code category
and GL information directly from my
subcontract agreement they're trying to
invoice me for more than the amount of
this line item as you see eight down
here at the bottom
they've already invoice me $1500 against
this line item so I can do one of two
things either contact the vendor and let
them know that they've sent me a
duplicate invoice or this might be
related to a change order that has not
been entered yet based on my security
settings I would either have to enter in
a change order to increase the amount of
the line item or I can hit OK notice how
it automatically calculates the tax and
holds retain edge on this particular
line item if I needed to issue a joint
check I could come here and hit the
joint button then I could pick the
particular individual here from the list
half Sage 300 construction real estate
automatically send a report like the one
displayed this gives them all the
outstanding information that you need
from this particular vendor here it
displays their vendor information any
lien waivers that are outstanding and
any secondary vendors by having the
system automatically send this report to
your vendors you're able to communicate
all the information that you need prior
to releasing payment using Sage 300
construction and real estate to manage
your sub contracts and purchase orders
is a breeze want to learn more about
Sage 300 construction in real estate
visit our website at www.teamclarke.org
sage 300 construction and real estate
certified consult in that tag a premiere
stage partner for construction software
with offices located throughout Southern
California today I'm going to show you
how to manage your sub contracts and
purchase orders in Sage 300 construction
and real estate let's get started within
the Sage 300 construction and real
estate desktop I'm going to pick the
project management module underneath
contract control I'm going to pick
commitments within commitments I can
create either purchase orders or
subcontract agreements let's see an
example of both this is an example of a
purchase order this purchase order is
with ford metals and it's for structural
metal and rebar as you notice here it is
only for one particular project but the
material is going to multiple cost codes
within that project because this is a
material purchase order I have the units
the cost per unit and the total pre-tax
amount each of these units are different
some are tons some are each some R
square foot
based on my job settings I can have
sales tax calculated if necessary if I
needed the materials to be delivered to
a different address I could put that
information here I can also enter a
scope of work I can also keep track of
the vendors insurance certificates if I
needed to I can add inclusions and
exclusions to this purchase order now
let's take a look at an example of a
subcontract I've pulled up the
subcontract agreement I have with
sorrento interiors it's for some
interior office wall finishes artwork
curtains paint and wall coverings as you
notice here these particular items are
for one project but they're going to
multiple cost codes and different
categories here i have am under category
s for subcontractor because they're
doing the installation for these
particular items here for category m for
materials they're just providing these
particular items for me but not
installing them as you notice here I've
entered the amount of retention that I'm
going to be holding on this particular
subcontractor
agreement if there are any secondary
vendors on this particular agreement I
can add them here and their relationship
to my prime subcontractor and any other
secondary vendors they might have on the
project whether or not I need to create
lien waivers for them whether they
require certified reports and whether or
not they need to receive a joint check
once I've received a preliminary notice
from my subcontractor I can enter into
that information here the system will
automatically start to generate
conditional and unconditional progress
lien waivers for my primary and
secondary vendors now I'm going to go to
the document designer as you notice I
have a few templates that are already
been set up if I want to create a new
template I click here on the new
template button I'm going to pick the
standard subcontractor document as you
can see here the system opened up
Microsoft Word within word I have my
subcontract template it's pulling all
the information that I entered within
Sage 300 construction and real estate
this form can be modified and I can
choose any field within Sage 300
construction in real estate to be
displayed on my template and because
this is a Word document I can easily add
items like logos or legalese
with Sage 300 construction and real
estate I get the reporting that I need
as you can see our subcontract is here
for Sorento interiors and it shows me
each of the particular line items on
that subcontract it shows me the
original amount if there were any
pending or approved change orders on
those particular items and the revised
amount it also shows me how much has
been invoiced against these particular
items how much retainage I'm holding and
whether or not I've issued payment
entering accounts payable invoices
against sub contracts and purchase
orders are a breeze in Sage 300
construction and real estate all I do is
pick the vendor and it automatically
pulls a list of the subcontract and
purchase orders that I have this is the
one that this invoice is for I'm going
to select it here as you notice it
displays all the different line items
within that subcontract agreement well
this one is for artwork so I'm going to
pick that line item here notice how it
displays a warning that they have nine
lien waivers that are out of compliance
I can hit the details button to get more
information I can hit the compliance
management button if I did receive these
lien waivers and want to mark the miss
check or based on my security settings I
can choose to ignore as you notice here
it's pulled the job cost code category
and GL information directly from my
subcontract agreement they're trying to
invoice me for more than the amount of
this line item as you see eight down
here at the bottom
they've already invoice me $1500 against
this line item so I can do one of two
things either contact the vendor and let
them know that they've sent me a
duplicate invoice or this might be
related to a change order that has not
been entered yet based on my security
settings I would either have to enter in
a change order to increase the amount of
the line item or I can hit OK notice how
it automatically calculates the tax and
holds retain edge on this particular
line item if I needed to issue a joint
check I could come here and hit the
joint button then I could pick the
particular individual here from the list
half Sage 300 construction real estate
automatically send a report like the one
displayed this gives them all the
outstanding information that you need
from this particular vendor here it
displays their vendor information any
lien waivers that are outstanding and
any secondary vendors by having the
system automatically send this report to
your vendors you're able to communicate
all the information that you need prior
to releasing payment using Sage 300
construction and real estate to manage
your sub contracts and purchase orders
is a breeze want to learn more about
Sage 300 construction in real estate
visit our website at www.teamclarke.org
About this Video
Apr 21, 2026 Last updated
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