Subcontracts Index - Screen Guide

Purchase Orders & Contracts Register

The Purchase Orders & Contracts Register allows users to view, create, edit, manage, and process all purchase orders (POs) and subcontracts (SCs) for a job. It includes filtering, bulk actions, integration with accounting systems, and document handling.

Filters & Search

The top panel provides filtering to control what records are displayed:

Job – Select a job using dropdown lookup
Show – Predefined date ranges (e.g. Month, Quarter, Year)
Start / End Dates – Manual date filtering (this date is remembered when you hit the green refresh button to apply it)
Type – Filter by PO or SC if you want to see one or the other only
Refresh – Load results & save filter settings

Selecting a job and filters reloads the register with matching purchase records.

Grid Overview

The purchases/contracts grid displays all records a user has access to and supports:

Row selection (single or multi-select)
Sorting and filtering - click the column header to sort by column
Inline actions (buttons per row)
Double-click to open record

Each row represents a Purchase Order (PO) or Subcontract (SC).

Opening & Editing Records

Double-click a row or hit the edit button to open the record
System routes based on type:
- PO → Purchase Edit screen
- SC → Contract Edit screen
CTRL + click opens in a new browser tab if you want to keep the list open as well

Toolbar Actions

Create & Edit

New PO or Contract
Edit selected record
Preview purchase details - used to check detail without opening the transaction

Delete & Maintenance

Delete single contract - Delete button
Delete multiple selected purchases - this only works for purchases not subcontracts
System validation checks before deletion (system checks if an item has been claimed before deleting)

Export & Documents

Download selected contracts as PDF
Download selected contracts as DOCX
Send documents to file storage (saves copy of the selected purchases in your file system: OneDrive, SharePoint, etc)

Communication

Email selected purchase orders - bulk email all selected purchases to the associated supplier email
Send supplier portal invitations - send subbie portal invites to associated suppliers, gives supplier a link to enter their claims (separate module not automatically enabled)

File & Document Handling

Download attachments from the subcontract claims screen or by hitting edit on the subcontract and accessing the attachments at the bottom of the page

Documents are processed and downloaded directly through the browser.

Accounting System Integration

Send contract claims to accounting system from the contract progress claims tab
Link existing transactions
Remove or update links as required

A modal popup allows selection of existing accounting system transactions.

Tips

Use date filters to reduce clutter in large jobs
Check accounting links before deletion
Use search to narrow your list