Contractor Manager

Subcontract work: Contractor Manager
Contractor Manager has been developed to provide the administrator of subcontract work with a tool that can monitor the flow of documents to and from suppliers and, at the same time, manage the availability of materials at the company's warehouses and at subcontractors’. Contractor Manager covers all aspects of subcontract work from processing requisitions to the administration of bids from subcontractors. This includes processing requisitions that may be generated automatically from the requirements management system or input directly by the user. This module also handles the complete management of purchasing with functions similar to those described in relation to the P. O. Manager module. Upon receipt of the processed goods, the delivery notes are checked for consistency with the orders and items are booked into quality control or directly into inventory and removed from the subcontractor’s inventory. The matching of invoices against orders is important for the efficient management of subcontractors with the automatic generation of the related processing cost entries for accounting, fiscal and management purposes. Contractor Manager also provides the tools to monitor the progress of processing requisitions, monitor the order backlog and obtain status reports by supplier, materials, due date, etc. This enables the user to keep inventory availability at the company's warehouses and at subcontractors’ under control, thus optimizing stock levels and the related financial commitment.
	Workflow
The Contractor Manager module enables subcontractors’ work to be administered via a settings-driven workflow which assigns authorized procedures. The complete subcontracting cycle entails the following processes: Processing requests Authorization of processing requisition Allocation of processing requisition Invitations to bid (request) Orders Inventory requisitions Delivery notes Incoming goods Quality control Matching of suppliers’ invoices For each department and type of expenditure, it is possible to control the subcontracting process via settings that customize the workflow.
	Bill for materials
This procedure allows for complete and real-time management of the bills for materials for products. The functions involved are: Management of the database for bills for materials Management of detailed bills for materials Management of summary bills for materials Management of partial statements by quantity and value In the Contractor Manager module, the bill for materials enables the system to determine all the components required for processing from the time the related requisition is made. The commitment of certain components may cause order to initiate a purchasing process, or cause Production Cycle Manager to start an internal production process.
	Processing requisitions
The processing requisition module can be activated as an option within the workflow for the expenditure cycle of a company and represents the first step towards issuing an order to subcontractors. The processing requisition can be generated either manually or automatically via the processing of inventory requirements. The requisitions can be entered by quantity or by value and may already contain the accounting allocation by the nature and purpose of the expenditure, in which case the system can verify compliance with the expenditure budget. The requisitions can then be approved by authorized signatories and subsequently allocated to the buyers. Users can view lists of processing requisitions by warehouse, requisitioner and item. These lists highlight the current status of the various requisitions: Blocked processing requisition Processing requisition to be authorized Authorized processing requisition Processing requisition to be allocated Processing requisition allocated to buyers Processing requisition processed by obtaining bids Processing requisition processed under existing contracts Processing requisition processed by issuing orders The processing requisitions can be analyzed by the accounting nature and purpose of the expenditure, thus allowing the Accounting Manager to project costs and capital expenditure and verify compliance with the related budgets.
	Invitations to bid
When faced with a processing requisition, whether processed by the system or not, the system can handle several requests for bids to various suppliers. The system proposes the usual suppliers based on previous bids received for the items concerned. By using this module, the user can manage bids received and award the business to the winning bid by issuing a contract or an order. Users can view lists of invitations to bid by warehouse, supplier and item. These lists highlight the current status of the various requests: Request awaiting reply Request with bid Accepted bid Bid processed by issuing a contract Bid processed by issuing an order
	Orders to subcontractors
This module enables the buyer to issue orders as a result of processing the related processing requisitions or invitations to bid, or even by direct input of the order information. If the buyer uses the automated processes (processing requisition, bids) the system suggests the items and their prices, to reduce the time and effort involved. The order of the items listed determines the delivery schedule required, which helps the supplier to optimize the related production plans. Furthermore, orders to subcontractors that process finished goods generate the commitment of components to the supplier. This enables shipments of materials to the subcontractor to be planned with pick-up lists and the issue of shipping documents. Users can view lists of orders by warehouse, supplier and item. These lists highlight the current status of the various orders. Commitments to suppliers can be analyzed by the nature and purpose of the expenditure. This allows the Accounting Manager to project costs and capital expenditure forward and verify compliance with the related budgets.
	Inventory requisitions
This module is designed to provide the department concerned with the data required to prepare the components to be sent to subcontractors. This function happens automatically by calling up those orders involved in the planning process. Information can be called up by subcontractor or by order groupings. Once the order has been identified, the operator may enter the inventory requisition note and the system: Updates inventory movements and stock levels. Prepares the inventory requisitions by listing the materials to be collected in a way that optimizes the pick-up logistics, by reference to a guideline which gives priority to the physical location of the items concerned. Prepares the inventory requisitions for each delivery location/subcontractor.
	Delivery notes
This module issues delivery notes on pre-printed forms when inventory leaves the warehouse for delivery to subcontractors. The delivery note can be obtained by: Calling up the inventory requisitions: This function allows one or more inventory requisitions to be called up to confirm the quantity of components to be sent to the subcontractor. Calling up the order: This function allows one or more orders to subcontractors to be called up to confirm the quantity of components to be sent to them. Direct issue: This function allows a completely new delivery note for components to be sent to subcontractors to be entered, with no reference to orders or inventory requisitions.
	Incoming goods management
The acceptance of products, whether ordered from subcontractors or otherwise, is handled automatically via an on-line procedure. This module interfaces with the management of orders to subcontractors, the matching of invoices from subcontractors and inventory management. Incoming goods can derive from: Orders to subcontractors: This function is handled by calling up the orders to be processed directly, or by selecting them from a list of open orders issued to the subcontractor concerned. These techniques make it quick and easy for the user to record incoming goods transactions. The transaction books in the inventory of finished goods received and automatically books out the components committed at the time the order was placed. Direct entries: The handling of goods received without the issue of an order is fully covered, although such events should be considered exceptional. These receipts are also invoiced by the subcontractors and will be subject to automated checks if the invoice matching procedure is activated. Even this type of receipt uses the procedural links envisaged for the other type of receipt, with the only exception being the reference to outstanding orders.
	Quality control
By using specific flags within the materials master file, it is possible to establish which materials must undergo quality control or testing. Upon arrival, the system separates products that require testing and those that do not, using an in-transit account (inventory awaiting testing). Once the technical activities required to check the products have been performed, the materials are called up from the items awaiting testing and recorded as quantities accepted. The inventory movements related to this operation close out the in-transit account (inventory awaiting testing) and recognize the materials as available inventory.
	Physical location
Inventory can be subdivided into physical areas (shelves, aisles, etc.). With this function, calling up the goods rejection note can identify the physical location and related quantities of each product. Therefore, the inventories are managed by reference to their physical location only.
	Return notes to subcontractors
The issue of a goods rejection note relieves inventory of the items returned to the subcontractor. This note can be obtained by: Calling up the goods rejection note: This function enables users to call up one or more goods rejection notes to confirm the quantity of product to be returned to the subcontractor. Direct issue of the note: This function allows the user to enter a completely new rejection note for products to be returned to the subcontractor. Even this type of return uses the procedural links envisaged for the other type of return, with the only exception being the reference to the goods rejection note.
	Subcontractors’ invoice matching
This function enables the user to perform an analytical check of all invoices sent by subcontractors with respect to the deliveries and services rendered. The invoice matching function requires the subcontractor, number, date and value of the invoice to be input. The system identifies the goods and services received but not yet invoiced, the operator specifies the notes to be recorded and the system provides all the values necessary for the check. The invoice matching phase updates the accounting records and the management control function, showing whether or not amounts due should be paid. The system helps the operator by identifying any mistakes made by the subcontractor, in terms of prices or quantity, or if the material did not pass quality control. This module also handles invoices for which goods rejection notes have not yet been received, as well as returns to subcontractors.
	Integration with Treasury and Management Control
The Contractor Manager module is integrated with the Financial Manager RDS management control system and, by inputting suitable settings, it can update: Commitments arising from purchase requisitions. Commitments arising from purchase orders. Knowledge of the commitments to subcontractors enables Accounting Managers to forecast costs with greater accuracy than can be obtained directly from the computer at any particular point in time. Knowledge of the commitments to subcontractors, via Contractor Manager, enables Treasurers to forecast financial commitments from the due dates on orders not yet covered by goods rejection notes. Such information may be useful to complete the forecast of financial commitments included in the treasury module that is integrated with the accounting records.

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