Steps for managing sub-consultants on Rapport3
To analyse sub-consultants at project level, we recommend that the following 4 steps are completed for all projects:
- Forecasting the suppliers in the sub-consultants Plan
- Logging Purchase invoices when received
- Using a dedicated sub-consultant nominal code on Sales invoices
- Assigning purchase invoices to Sales invoices.
Running the sub-consultant report
Once you run the ‘Subconsultants Management Report’, It is necessary to set up the correct filters and grouping to review the specific details in the format you require.
- Start month: This is a ‘select month’ dropdown.
- End month: This is a ‘select month’ dropdown
- Status: This is the status of the project.
Defaults to ‘Live’ projects but it is possible to select a specific project status if required
- Branch: Defaults to ‘All’ but can select a specific branch
- Director: Defaults to ‘All’ but can select a specific Director if required.
- Manager: Defaults to ‘All’ but can select a specific Manager if required.
- Discipline: Defaults to ‘All’ but can select a specific Discipline if required.
- Inc. Rechargeable Expenses: Defaults to Non-Recharge only.
The following options are available:
- Non-rechargeable only
- Rechargeable only
- All
- Currency: Defaults to systems default currency but can select an alternative currency if required.
- W/s Probability: Defaults to ‘All’ but can select from the following:
- Low and above
- Medium and above
- High and above
- Confirmed only
- Apply Probability: Yes or No
- Division: Defaults to ‘All’ but can select a specific Division if required.
Click on the ‘Toggle Grouping Console’ to review the following categories that you can group by:
- Project or Supplier
Understanding the Subconsultants Management Report
The report can be split across the following areas:
1. Project Details
Listing of the standard project details to allow you filter and group as follows:
- Clients Name
- Project Status (filter)
- Discipline (Filter)
- Division Filter)
- Branch (Filter)
- Director (Filter)
- Manager (filter)
- Sector
2. Supplier Details (As per Subconsultants tab)
This section highlights the original budget entries completed at the beginning of the project.
These figures can be seen on the sub-consultants Tab.
| Supplier Code | This is the supplier code for the unique supplier. If the Accounts integration is enabled, this will feed directly from the accounting package. |
| Supplier Name | This is the supplier name for the unique supplier. If the Accounts integration is enabled, this will feed directly from the accounting package. |
| Billing Type | There are two available option in the dropdown: Our Fee: This is for non-recoverable subconsultants. It an expense against the project Recharge sum: This is a recoverable subconsultant. It is a pass-through cost and will be invoiced in addition to the total Fee of the project. |
| Total Supplier Fee | Total fee entered across all months in the Subconsultants plan. |
| Supplier Forecast to date | Total fee up to the cut off date selected in the report |
| Total Supplier remaining budget | Total fee remaining after the cut-off date selected in the report
|
3. Supplier - Purchase invoice received
This section shows all the purchase invoices received and logged on Rapport3.
| PI received to date | Purchase invoices received to date. If set to the current date, this should equal the total shown in the project expenses screen. |
| Supplier PI o/s to date | Supplier forecast to date (entered in the Sub-shownconsultants Plan tab) less PI received to date
|
| Total Supplier PI o/s | Total Supplier fee (entered in the Sub-consultants Plan tab) less PI received to date |
4. Client – Sales Invoice issued
To review sub-consultants fully in this area, the sub-consultant nominal codes must have been set up correctly in the control panel.
| PI assigned to client invoice to date | This section should be reviewed in two halves:
1.Each Supplier will have a row for the total of their PI’s assigned against the sales invoices for the project to date.
2.The final row for this column relates to Unassigned suppliers on a sales invoice.
It calculates the total invoiced against the sub-consultant's nominal code and subtracts the total of PI’s assigned to invoices to specific suppliers. |
| Unassigned Supplier PI to date | PI received to date- PI assigned to client invoice to date
|
| Supplier due to be invoiced to date | Supplier forecast to date - PI assigned to client invoice to date |
The calculation works as follows:
- Total invoice by nominal code less total PI’s assigned.
- If it is a positive figure it shows correctly – This means we have invoiced £29,149. We have assigned. £15,750 of the £17,250 we have received. The difference of £1,500 is due to be assigned.
- If it is a negative figure it shows as zero. This means that we haven’t invoiced as much as we have assigned. The total for this area will have to be split out as may be over inflated as a result.
- In this example, The non-recharge element should have been a negative figure, but shows as xero.
- We have invoiced £23,422. We have assigned 28,000 of the 38,000 received. The difference of 10,000 is due to be assigned.