Creating a Pay Less Notice for a Breakdown Order

Pay less notices for breakdown orders differ slightly from regular orders. The same conditions for notice creation, submission and deletion still apply – see Creating a Pay Less Notice for details.

1. Open My SC Orders. Right-click the order you wish to create a pay less notice for, or left-click the order and click the menu icon , then click Create Pay Less Notice.

   

   For breakdown orders, the Pay Less Notice screen contains two tabs: Summary and Pay Less Notice. The Summary tab resembles the Details tab for regular pay less notices – the main difference being that the Gross Valuation field is read-only, and its value is calculated from the entries in the Pay Less Notice tab.

2. Open the Pay Less Notice tab to view each order item of the breakdown.

   

3. For each order line, enter a value in either the Qty To Date, the MC Valuation To Date or the % To Date column. Note that these are cumulative values, and some of these columns may not be available based on the order configuration. You cannot enter a value greater than the value of the order item (shown in the Order column). When you update one of these fields, the other two on the same line are updated automatically when you click elsewhere on the screen.

4. If there is at least one committed variation order, the Variations sub-tab will be available. Open it to view the variation orders.

   

5. Variation orders work in the same way as original order lines. Enter values in either the Qty To Date, the MC Valuation To Date or the % To Date column for each line.

6. You can add notes to an original order item or variation order by clicking the button in the Notes column on that line. Once an order item or variation order has notes attached, the Notes button on that line will turn yellow, and you can hover the button to read the notes in a tooltip.

7. Return to the Summary tab to view the Gross Valuation figure. The Discount and Retention values are calculated automatically, but you can still edit them if you wish.

8. The Cost of Materials (This Period) field may or may not be editable, based on the CIS status of the subcontract. If it is editable, you must enter a value for this period. You can enter a negative value, as long as the cumulative value does not go below 0.00. You cannot enter a value greater than the sub total for this period. The Labour Liable for Tax value will be calculated automatically.

9. Enter a reason for the pay less notice if you wish. This is for your internal records and will not be shared with the subcontractor.

10. To customise the VAT distribution, click .

    

Click the circle next to ‘Multi – Line VAT’ to enable multi-line VAT. You must then enter the relevant amounts for each VAT code. The total of the amounts you have entered is displayed at the bottom of the window and it must be equal to the Total to Distribute displayed at the top for the distribution to be valid. Click  to save the distribution.

11. Attachments are not mandatory for breakdown orders. If you wish to add an attachment anyway:

    1. Click to open the attachments screen.

    2. Click Browse to open your local directory.

    3. Find the file you wish to upload, then double click it or drag and drop it to the Create Pay Less Notice window.

    4. If you wish to mark the file as internal, tick the Internal Only tick box. This will prevent the subcontractor from being able to see the file when they view the pay less notice after submission. Internal files are marked by a tick in the Internal Only column of the Attachments grid.

    5. Click to upload the file.

You can add multiple files this way if you wish. You can view each of the files added to the notice in the table.

To delete an attachment that you have uploaded, right-click it and click Delete File, then click  on the popup.

12. You can view the costing distribution if you wish. For details, see Costing Distribution.

13. Click  to save the pay less notice. The notice will be added to the list on the Notices screen but will not be sent to the subcontractor and will be available to edit.

14. Click  to submit the notice to the subcontractor, or to workflow if it exists.

When attempting to submit, there is a validation check to see whether any other payment or pay less notice has been submitted since this notice was created. If another notice has been submitted, this submission will be blocked and a Refresh button will appear. You must click the Refresh button to recalculate the previous breakdown values and costing distribution before you can submit the notice.