Account No (subcontractor)

The unique reference number used to identify individual subcontractors within the contractor’s Back-office Application or Accounting system.

Actions

(button)

A button that enables easy access to a range of actions within each pre-defined process.

Actual Date Payment Received

The date that a subcontractor received a payment into their bank account. Referred to on Authenticated VAT Receipts.

Additions (plus)

The total monetary amount that is added to the subcontractor’s Application for Payment that cover items that may have been missed off the Application for Payment and should be included.

The Additions figure is entered as a positive number and will be added to the Application Contract to Date figure to arrive at the Gross Valuation figure.

Adjustments (less)

The total monetary amount that is subtracted from the subcontractor’s Application for Payment to adjust the value of items specified within the Application for Payment.

The Adjustments figure is entered as a positive number and will be deducted from the Application Contract to Date figure to arrive at the Gross Valuation figure.

Amount

(in this Period)

The value of the Application for Payment amount for the period and is calculated as follows: Amount (in this Period) = Contract to Date (this Application) - Previous Application to Date

Application Date

The subcontractor’s date indicating when the Application for Payment was produced. This is an optional input field during the input and submission of the subcontractor’s Application for Payment.

Application Reference

The subcontractor’s internal reference number for the Application for Payment they have produced. This is an optional input field during the input and submission of the subcontractor’s Application for Payment.

Application Type

The type of Application for Payment being input and submitted. Can be Interim or Final.

Authenticated VAT Receipt

The AVR (Authenticated VAT Receipt) allows a subcontractor to authenticate the receipt of a payment issued by a contractor instead of issuing a normal VAT invoice. Can also be called a Tax Receipt, an Authenticated Tax Receipt, or an ATR.

AVR Issue Date

The date that the AVR (Authenticated VAT Receipt) was issued by WebContractor to the subcontractor.

Bank Holidays

(Valuation Schedules)

Bank Holidays are defined in the selected Bank Holiday Region for the duration of the project.

When the Include Bank Holidays is ticked, this means that these non-working days WILL BE INCLUDED in the calculation of the Submission Date.

When the Include Bank Holidays is NOT ticked, this means that these non-working days WILL BE EXCLUDED in the calculation of the Submission Date.

Billing Method

(Subcontract Orders)

The Billing Method defines how the subcontractor will be billed when payment is made, and the type of remittance advice that will be issued. The primary choices are; Authenticated Receipts, Invoice, and Self-billing.

The Billing Method is also used to control the form of the initial payment request that can be submitted by the subcontractor.

Is set to Invoice where the subcontractor will submit an invoice; typically, professional services, labour agencies, utility companies, etc., and will be paid on an invoice basis.

Is set to Authenticated Receipts where the subcontractor submits an Application for Payment and will be paid on an Authenticated VAT Receipt basis.

Is set to Self-billing where the subcontractor submits an Application for Payment and will be paid on a Self-billing basis.

Broker

(Insurances)

The name of the insurance broker responsible for negotiating the insurance on behalf of the subcontractor

Budget [ONTE]

(Job Requests)

The Fixed Price or Order Not to Exceed to complete the specified Task.

CDP

The contractor's designed portion (sometimes referred to as contractor's design portion or CDP) is an agreement for the contractor to design specific parts of the works. This design responsibility can, in turn, be sub-contracted to specialist subcontractors.

Certificate Date

The date a payment certificate was created on the contractors Back-office Application or Accounting system.

Certificate Number

The payment certificate in-sequence reference number. Issued when the payment certificate is raised.

Charge Type

(Invoices)

A free-format one-word entry to briefly describe the nature of the line-item of a subcontractor invoice or credit note. e.g. Labour, Plant, Transport, etc.

CIS Exempt Service

The CIS Exempt Service is an indicator on each Trade Code to highlight whether that Trade Code is Exempt from the Reverse Charge legislation.

The Trade or Service is defined by HMRC as being either Reverse Charge or Exempt. For those Trades or Services that are Exempt, Normal VAT rules will apply.

CIS Status

The CIS Tax Status agreed with HMRC for each subcontractor. Usual settings are Gross or Tax (Net), but can be Exempt for those subcontractors where their normal trading is outside of the scope of the CIS scheme.

CIS Tax Rate

The agreed CIS percentage rate of tax that will be deducted during the Payment Certificate process. Usual settings (at June 2017) are 0.00%, 20.00%, or 30.00%.

Comments

(Subcontract Order)

A brief but sufficient explanation as to why this subcontractor's quote was not accepted as the preferred subcontractor to carry out the specified work.

Completion Date

(Subcontract Order)

The date when the subcontractor is expected to complete their work on site (Practical Completion).

Contract Conditions

(Projects)

The particular Contract Conditions that apply to this project. e.g. with amendments, or Minor Works with Design, etc.

Contract Rules

(Projects)

The unique set of calculation and formatting rules that apply to the Form of Contract for the particular project, that will be used and applied within WebContractor.

Contract to Date

(this Application)

The total cumulative value of the work done to date that is being claimed in the Application for Payment being input and submitted. The amount entered is the cumulative value of the work done before any deductions or VAT.

Contractor Notes

(Job Requests)

The Contractor Notes provide the contractor with a notepad to capture any specific notes or helpful guidance that relate to the execution and completion of the task. Can also be used to record comments following the completion of the works.

Contractors Designed Portion

The contractor's designed portion (sometimes referred to as contractor's design portion or CDP) is an agreement for the contractor to design specific parts of the works. This design responsibility can, in turn, be sub-contracted to specialist subcontractors.

Delta Value

(Subcontract Order)

The difference between the Allowance (or Budget) and the Net Tender Quote. This provides an indication of the potential Buying Gain / Loss for this Quote / Alternative Tender.

Description

(Insurances)

The fuller description of the insurance or bond

Description

(Job Requests)

The description included on the Job Request that briefly describes the works to be carried out.

Details of Exclusion

(Insurances)

The details of each and every specific risk [exclusion] NOT covered by the insurance

Discount

(Invoices)

The value of the discount given by the subcontractor on this subcontractor invoice or credit note.

Discount % and Discount Amount

(Final Account)

The Discount % is the additional discount % that is to be applied to the Total Gross Amount. It is set to 0 if no discount %, or if a discount amount is to be entered. At the start of the Final Account process, the Discount % field will be set to the Discount % from the latest Payment Certificate.

The Discount Amount that has been agreed and will be deducted from the Total Gross Amount.

Can be either calculated as Total Gross Amount x Discount % if a Discount % has been entered, or can be entered as an amount if the Discount % is 0.

Documents Signed

(Subcontract Order)

A Yes/No indicator to show if the contract documents have been signed and returned to the contractor.

Domestic subcontractor

A subcontractor selected and appointed by the main contractor.

During Work Photo

(Job Requests)

Any photograph providing evidence of the progress of the works for this Task.

Expected Payment Date

The date that a contractor produced and submitted a BACS payment (or equivalent) to the banking system. Referred to on Authenticated VAT Receipts.

Expiry Date

(Insurances)

The date that the insurance policy expires

FAQs

Details of the answers to frequently asked questions. Is generally intended to be a quick and short answer to questions raised. More detailed explanation will be in the Help Articles.

Final Date for Payment

The calculated date on which payment would normally be due and is calculated using the Valuation Date plus Subcontract Due Days plus Final Date for Payment Days.

Is calculated using the Valuation Date plus Payment Terms (days).

Final Date for Payment Days

The number of days after the Subcontract Due Date that is used to calculate the Final Date for Payment.

Form of Contract

(Projects)

The Form of Contract governing the project. e.g. JCT, or NEC, etc.

Glossary of Terms

Index to WebContractor terminology with a brief explanation as to what each term means.

Gross Payments [excl VAT]

(Final Account)

The Total Gross Payments [excl VAT] figure will be set to the Gross Payments [excl VAT] figure from the latest Payment Certificate.

Gross Valuation

The QSs Valuation of the works, sometimes referred to as Our Valuation, or just Valuation, and represents the cumulative value of the works at a point in time.

Help

(button)

Provides access to the Help and FAQ features.

Help Articles

Detailed help articles, and advice and guidance on specified process related topics and process events.

In Aggregate

(Insurances)

In Aggregate is a Yes/No Indicator. Yes when the Limit of Liability is in Aggregate or No when the Limit of Liability is for each and every case.

Insurance Note

(Subcontract Order)

A brief note explaining the nature of the insurance required, or a comment on the insurance provided where there may be conditions and/or exclusions etc.

Insurance Required

(Subcontract Order)

A Yes / No / Not Applicable indicator to show whether a particular insurance is required for this Subcontract Order.

Insurance Type

(Insurances)

The type of insurance or bond e.g. Professional Indemnity

Insurer Name

(Insurances)

The name of the insurer providing the insurance

Invoice

(Job Requests)

The Subcontractor Invoice document covering the works specified for this Task.

Invoice Date

The date the subcontractor invoice or credit note was produced.

Invoice Reference

The reference given to the subcontractor invoice or credit note when it was produced.

Invoice Status

Used to provide an insight into where the subcontractor invoice or credit note is in the receipt to payment process. e.g. Preparing, Pending Approval, Approved, etc.

Invoice Total

(Invoices)

The total value of the subcontractor invoice or credit note after any deductions and VAT.

Invoice Type

(Invoices)

The type of the subcontractor invoice transaction being submitted and processed. Can be either Invoice or Credit Note.

Job Request Document

(Job Requests)

Any document that is used as the initial Job Request form or provides additional supporting information to the Job Request.

Job Title

(User)

The users recognised Job Title or Job Description within the business.

Labour Values

(this Application)

Where the CIS Tax Status is Tax (Net), the Labour Values are automatically calculated but deducting the entered total value of the materials and plant from the Application for Payment amount (in this period).

Limit of Liability

(Insurances)

The limit of liability is the most the insurer will pay to an insured party, either for each and every event within the insured period, or when in aggregate, in total for all events within the insured period

Line Item

(Invoices)

A sequential number to identify each separate line-item of a subcontractor invoice or credit note.

Location

(Job Requests)

The location included on the Job Request that identifies where the works are to be carried out.

Log Out

(button)

Select to exit the WebContractor system.

Materials and Plant Values

(this Application)

Where the CIS Tax Status is Tax (Net), the total value of the materials and plant element of the Application for Payment amount (in this period) is entered by the subcontractor during the Application for Payment input and submission process.

Method Statement

(Job Requests)

The work method statement, also known as a safe work method statement [SWMS] or a safe work procedure, provides specific instructions on how the task is to be performed safely.

Multi-rate VAT

(Subcontract Order)

A Yes/No indicator to show if the project is a mixed-use project and if multiple VAT rates apply.

Named subcontractor

A subcontractor for a particular package selected from a list of acceptable subcontractors provided by the client.

Net Amount

(Invoices)

The total value of the subcontractor invoice or credit note before the deduction of discount or the addition of VAT.

Net Certificate Amount

The certificate amount, inclusive of all discounts, retentions, and CIS deductions, but exclusive of VAT, being paid by the contractor. Referred to on Authenticated VAT Receipts.

Net Order Value Outstanding

(Final Account)

Represents the outstanding portion of the Net Order Value that has not yet been included in an Application for Payment.

The calculation is Net Order Value - Application to Date.

Nominated subcontractor

A subcontractor selected by the client to carry out certain aspects of the works. The client agrees a price with the subcontractor and then instructs the main contractor to appoint them for those works.

Order Date

The date on which the subcontract order was processed.

Order Number

(Subcontract)

The unique reference number which identifies the subcontract order. Sometimes referred to as Subcontract Order or Order Reference. Usually contains the project reference number followed by a unique sequence number for each project. e.g. SC/016177/0141

Order Reference

(Subcontract Order)

The unique reference number allocated to the specific Subcontract Order. Sometimes referred to as Subcontract Order or Order Number.

Order Type

(Subcontract Order)

The Order Type describes the basis on which the subcontractor was selected. There are three main types of subcontract order:

Domestic subcontractor

A subcontractor selected and appointed by the main contractor.

Nominated subcontractor

A subcontractor selected by the client to carry out certain aspects of the works. The client agrees a price with the subcontractor and then instructs the main contractor to appoint them for those works.

Named subcontractor

A subcontractor for a particular package selected from a list of acceptable subcontractors provided by the client.

Other Documents

(Job Requests)

Any other documents, other than those already specified, that are required to support or provide evidence that the works have been executed and completed in the required manner and to the required standard.

Our Valuation

Is the QSs Gross Valuation of the works and represents the cumulative value of the works at a point in time.

Pay Less Notice Date

The final date that a Pay Less Notice can be issued against a specific Application for Payment.

Pay Less Notice Days

The number of days before the Final Date for Payment that is used to calculate the Pay Less Notice Date.

Pay Less Notice Issue Date

The date and time that the Pay Less Notice was issued. e.g. 29-05-2017 08:26:14

Pay Less Notice Reference

The unique reference number given to the Pay Less Notice when it is issued. This includes the original order number followed by the valuation number, followed by a unique sequence number, followed by PL. e.g. SC/016177/0141/3/25/PL

Payment Amount

The amount paid by the contractor to the subcontractor, and is calculated as follows: Payment Amount = Net Certificate Amount + VAT Amount. Referred to on Authenticated VAT Receipts.

Payment Amount at Final Completion and Retention held against Defects %

(Final Account)

The Retention held against Defects % is the % of the Total Gross Amount - Discount that will be held back until all defects have been rectified. At the start of the Final Account process, the Retention held against Defects % field will be set to the Retention % from the latest Payment Certificate divided by 2.

The Payment Amount at Final Completion is the retention amount that will be held back until all defects have been rectified.

Can be either calculated as (Total Gross Amount – Discount) x Retention held against Defects % if a Retention held against Defects % has been entered, or can be entered as an amount if the Retention held against Defects % is 0.

Payment Amount at Practical Completion

(Final Account)

Represents the amount that is calculated to be due at Practical Completion and is calculated as Total Amount Outstanding - Payment Amount at Final Completion.

The Payment Amount at Practical Completion + Payment Amount at Final Completion = the calculated Total Amount Outstanding.

Payment Date

The date on which payment would normally be due and is calculated using the Valuation Date plus the Payment Terms (days).

Payment Notice Date

The final date that a Payment Notice can be issued against a specific Application for Payment.

Payment Notice Days

The number of days after the Subcontract Due Date that is used to calculate the Payment Notice Date.

Payment Notice Issue Date

The date and time that the Payment Notice was issued. e.g. 22-05-2017 20:16:23

Payment Notice Reference

The unique reference number given to the Payment Notice when it is issued. This includes the original order number followed by the valuation number, followed by a unique sequence number, followed by PN. e.g. SC/016177/0141/3/9/PN

Payment Terms

The agreed number of days after the Valuation Date that payment would normally be due.

Periods in the Month

(Valuation Schedules)

The number of periods (usually weeks) that are used to calculate the number of Valuation Dates within the Valuation Period.

Often used when the Valuation Dates are to be fortnightly, so the Valuation Period would be set to Month and the Periods in the Month would be set to 2.

Planned Payment Date

The projected date that payment is expected to be paid, calculated using the Valuation Date and the subcontract Payment Terms.

Policy Number

(Insurances)

The policy number of the insurance

Post-Work Photo

(Job Requests)

Any photograph providing evidence of the condition of the asset after all remedial or corrective works have been completed.

Previous Application to Date

The previous total cumulative value of the work done that was claimed in the previous Application for Payment.

Pre-Order Meeting Date

(Subcontract Order)

The date when the subcontractor met with the procurement or project team prior to the package being awarded.

Pre-Work Evidence

(Job Requests)

Any document that provides details as to the condition of the asset or the type of remedial or corrective work that might be necessary, prior to the commencement of any remedial or corrective work.

Pre-Work Photo

(Job Requests)

Any photograph providing evidence of the condition of the asset prior to the commencement of any remedial or corrective work.

Price Type

(Job Requests)

The basis of pricing for the specified Task - Fixed Price or ONTE [Order Not to Exceed].

Project

A brief description of the Project, can also be referred to as Project Name. e.g. Stevenage Council Offices

Project

(Insurances)

The description of the project where the insurance or bond is specific to one particular project

Project Reference

The unique account number [or reference] given to the project in the contractor’s Back-office system. Can also be referred to as the Project ID or the Project Number.

Project Reference

(Insurances)

The reference number for the project where the insurance or bond is specific to one particular project

Quantity

(Invoices)

A free-format manual entry of the line-item quantity of a subcontractor invoice or credit note.

Quick Links

(button)

A button that enables easy (quick) access to pre-defined processes that are available to individual and specific user roles.

Rate Per

(Invoices)

A calculation of the Net Amount per line-item divided by the quantity per line-item of a subcontractor invoice or credit note.

Reason for Rejection

The reason why an Application for Payment was rejected by the QS during, or just before, the certification process.

Schedule Name

(Valuation Schedules)

The specific name given to a project's schedule of Valuation / Assessment Dates and Submission Dates.

Scope

(Subcontract Order)

Any additional information that helps describe the nature of the work to be carried out, or provides additional contact and/or operational advice.

Scope of Works

(Job Requests)

The detailed description of the works required to complete the specified Task.

Service/Task Description

(Invoices)

A brief description of the work covered by the subcontractor invoice or credit note. It is a very brief summary of the work done and not the specific line by line details; they are itemised separately.

Specification

(Job Requests)

Any document that specifies the exact nature of the works to be completed or defines how those works are to be completed.

Start Date

(Insurances)

The date that the insurance policy starts

Start on Site Date

(Subcontract Order)

The date when the subcontractor is expected to begin work on site.

Status (Application)

The status reflects where the Application for Payment is in the overall submission to certification process. Settings can be New, Rejected, Under Review, Approved, Cancelled, etc.

Subcontract Due Date

Is Day 0 in the payment timeline and is sometimes called the ‘Payment Due Date’ although it is not a payment date at all, just the start of the payment process.

Subcontract Due Days

The number of days after the Valuation Date that is used to calculate the Subcontract Due Date, and is the period after the Valuation Date that is used to prepare and submit the Application for Payment.

Subcontractor

A contractor who undertakes specific work within the building project. Also known as specialist contractor, trade contractor, work package contractor, and labour only subcontractor.

Subcontractor Account Number

The unique account number [or reference] given to the subcontractor in the contractor’s Back-office system. Can also be referred to as the Subcontractor ID.

Subcontract Order Number

The unique reference number used to identify an individual subcontract order. Can be referred to as Order Number, Order Reference, or Subcontract Order Reference.

Submission Dates

(Valuation Schedules)

The schedule of agreed dates (period end dates) by which the subcontractor needs to submit their Applications for Payment (or Invoices).

The calculation of each submission date takes into consideration weekend days and non-working days such as bank holidays.

Target Completion Date

(Job Requests)

The date included on the Job Request that indicates when the works are to be completed.

Task Item Description

(Invoices)

A free-format manual entry to briefly describe the work covered by the charges on line-item of a subcontractor invoice or credit note. Especially important when various tasks are being covered by one subcontractor invoice or credit note. e.g. Replaced fencing, or painted fencing, or cleared vegetation.

Total Amount Outstanding

(Final Account)

Represents the Final Account amount that is still outstanding after the deduction of payments that have already been made up to and including the latest Payment Certificate.

The calculation is (Total Gross Amount - Discount amount) - Gross Payments [excl VAT].

Total Budget [ONTE]

(Job Requests)

The Total Fixed Price or Order Not to Exceed to complete all the tasks for the specified Job.

Total Gross Amount

(Final Account)

The Total Gross Amount of the subcontract Final Account.

Total Liabilities

(Final Account)

Represents the difference between what has been applied for and what has what has actually been paid.

The calculation is Application to Date - Gross Payments (excl VAT).

Total Net Amount

(Invoices)

The total value of the subcontractor invoice or credit note after the deduction of discount.

Trade

(Subcontract Order)

The broad description of the trade or service being specified on the Subcontract Order. Can also be referred to as Services [CIS terminology].

e.g. Electrical Temporary

Trade Code

(Subcontract Order)

A code used for analytical purposes in the Contractor’s back-office system to provide a high-level spend analysis by Trade.

e.g. ELECT

Trade Code Comment

A helpful/advisory comment to describe the Trade or Trade Code to help the QS understand the nuances of particular Trade Codes, so as to prevent the incorrect use of certain Trade Codes.

e.g. Plant Hire with an operator [PLANTOP] and Plant Hire without an operator [PLANT].

Type / Structure of Business

The type or structure of the subcontractor business e.g. Limited Company, Partnership, Sole Trader, etc.

Type of Document

(Subcontract Order)

The type of additional documents that are required for this subcontract over and above the 5 standard insurances. Can specify a particular bond that needs to be in place, or an insurance where there are specific requirements and/or clauses.

Unit

(Invoices)

A free-format manual entry to describe the unit of measure for the quantity entered in the line-item of a subcontractor invoice or credit note. e.g. M2, No, Ltr, etc.

Valuation Number

The sequential Valuation Number relating to the period that the Application for Payment or the Payment Certificate applies.

Valuation / Assessment Dates

(Valuation Schedules)

The schedule of Valuation (or Assessment) dates that represent the published period end dates up to which, each subcontractor must assess the value of all completed works before submitting their Interim or Final Application (or Invoice).

Valuation Period End Date

The end date of the Valuation period that the Application for Payment, Subcontractor Invoice, or the Payment Certificate applies.

Valuation Schedule

The range of Valuation / Assessment Dates and Submission Dates that relate to a particular project or to a specific order or orders.

VAT Amount

The calculated VAT (Value Added Tax) amount. Often referred to as VAT.

VAT Code

The VAT code used by individual contractors to define their VAT rates and what VAT Rate should apply to individual Subcontract Orders.

e.g. RC20 could refer to Reverse Charge 20.00%.

VAT Rate %

(Invoices)

The VAT percentage rate that will be applied to all appropriate line items and transactions.

VAT Rate %

(Subcontract Order)

The VAT rate that will be applied when calculating VAT on the Payment Certificate produced from an Application for Payment or a Subcontractor Invoice.

Can be any of the VAT rates shown on the Contractors / VAT Rates tab and will be specific to either Reverse Charge or Normal VAT.

VAT Treatment

(Subcontract Order)

The particular VAT charging rules that apply when calculating VAT. Initially set on the Contractor’s Subcontract Order and is determined by the Trade or Services being ordered.

Can be either Reverse Charge or Normal VAT.

WBS Code

The WBS (Work Breakdown Structure) Code is used by the contractor to summarise project costs into defined project sections or areas.

Weekend Dates

(Valuation Schedules)

Weekend Dates are defined as those Saturday and Sunday non-working weekend days for the duration of the project.

When the Include Weekend Days is ticked, this means that these weekend days WILL BE INCLUDED in the calculation of the Submission Date.

When the Include Weekend Days is NOT ticked, this means that these weekend days WILL BE EXCLUDED in the calculation of the Submission Date.

Work Order Reference

(Job Requests)

The unique reference given to each Work Order Instruction that has been issued to a subcontractor, that MUST be quoted on all documents and communications related to the specified Task.

Work Order / Job No / Task No

(Invoices)

The Work Order / Job No / Task No is a reference number provided on the Work Order Instruction and MUST be quoted on subcontractor invoices for maintenance type work. The Work Order /Job No / Task No is the reference number used to identify what Work Order, Job No, or Task No [or Task ID] that the subcontractor invoice will be matched and costed against.

Work Package

A brief summary description of the works specified on a subcontract order, and used throughout WebContractor to describe the nature of the works being carried out.

Worksheet

(Job Requests)

The Day Worksheets or Timesheets related to this task that provide the evidence of the operatives, plant and materials etc., used to execute the works on the day / shift.