pryme Docs – Project Subcontracting

ProjectSubcontracting: Subcontractor Usage Tracking

Mon, 01 Jan 0001 00:00:00 +0000

Subcontractor usage can be recorded through project journals, time sheets, and expense sheets, with automatic linking to the subcontractor vendor based on the resource setup.

Project Journal Lines

You can use project journals to manually enter subcontractor-related work:

Open Project Journal.
Fill in fields like Project No., Project Task No. and select a Resource.
If the resource has a Subcontractor Vendor No., it will auto-fill on the journal line.
Post the journal to create Project Ledger Entries with the vendor link.

Tip

You can also set or change the vendor number manually on the journal line.

Business Central Time Sheets

When recording time through standard BC time sheets:

Assign a subcontractor resource on a Project-type time sheet line.
When posted, the Subcontractor Vendor No. flows into the project ledger entry.

Progressus Time Sheets

In Progressus Time Sheets:

Submit time entries for a subcontractor resource.
Posting the time sheet creates the project ledger entries with the info about the subcontractor.

Progressus Expense Sheets

To track Progressus subcontractor-related expenses:

Enter expenses for a subcontractor resource in a Progressus Expense Sheet.
Posting the expense sheet creates the project ledger entries with the info about the subcontractor.

Summary

Subcontractor usage entered through journals, time sheets, or expense sheets is automatically linked to the subcontractor vendor using the setup on the resource. This ensures all project costs are properly tracked and attributed to the correct vendor.

Tip

Set the Subcontractor Vendor No. on the Resource Card to enable automatic tracking.

ProjectSubcontracting: Subcontractor statements

Mon, 01 Jan 0001 00:00:00 +0000

Subcontractor Statements group unpaid project usage for a vendor and a period. They’re used as a basis for self-billing or invoice validation.

When to use it

Use subcontractor statements when:

You need to summarize subcontracted work before processing payment.
You intend to generate a self-billing invoice for recorded project usage.
You want to compare an incoming vendor invoice with recorded usage.

How to create a statement

Choose the 🔎 icon, enter Subcontractor Statements, and select the related link.
Choose New to create a blank statement.
On the statement page, fill in the following fields:
- Subcontract Vendor No.
- Period Start and Period End

Document date will be today’s date by default. Vendor info and currency are auto-filled.

Add project entries to the statement

Choose Get project entries
A list of unpaid project ledger entries will appear. The system shows entries that:
- Match the vendor and date range
- Match the project and project manager filters (if set)
- Are not assigned to another subcontractor statement.
All entries are set to Included by default. You can deselect any entries you don’t want to include in the statement.
Click Close. All entries marked as Included will be added to the statement.

Tip

Use standard selection methods (Shift+Click, Ctrl+Click) to select multiple lines, then choose Clear Included to exclude them. To include them again, use Set Included.

The selected entries are now linked to the statement. The system does not create new entries but assigns the Subc. Stmt. No. field on each ledger entry.

Note

After project entries are added, you can no longer change the vendor on the statement.

Project and Project Manager Filtering

You can restrict a subcontractor statement to a specific Project or Project Manager to make entry selection and review easier.

Project Filtering

On the statement, you can enter Project No.:

If Project No. is filled before selecting entries, the entry selection list is filtered automatically.
If entries are already added and you then enter Project No., the system validates existing lines and shows an error if any line does not match.

Project Manager Filtering

On the statement, you can enter Project Manager:

If filled before selecting entries, the entry selection list is filtered automatically.
If entries are already added and you then enter Project Manager, the system validates existing lines and shows an error if any line does not match.

Project Manager Level Setup (Progressus only)

In Progressus, Project Manager can be collected automatically on project ledger entries based on the Project Manager Level setup on the Purchase & Payables Setup page:

Project - Project Manager is taken from the Project
Project Task - Project Manager is taken from the Project Task

For existing entries, you can run the Update Project Manager on Project Ledger Entries report to populate Project Manager based on the current setup.

Remove lines from a statement

To remove a line from a statement:
1. Select one or more lines
2. Choose Delete Line.

This action is only available for open statements.
It clears the Subc. Stmt. No. field on the project ledger entries but does not delete the entries themselves. The total amount on the statement is recalculated automatically.

Totals and FactBoxes

Subcontractor statements show a statement total and a breakdown by entry type in FactBoxes.

Total shows the sum of amounts for all included project ledger entries.
The FactBoxes show summarized quantities by Unit of Measure, grouped by Entry Type:
- Resources (Entry Type = Resource)
- Expenses (Entry Type = G/L Account)
- Items (Entry Type = Item)

Print the Statement Report

To print or export a formatted version of the subcontractor statement:

Choose Print on the statement page.
The statement report summarizes header and line details for distribution or record-keeping.

Statement status

Open — still editable
Approved — ready for invoicing or matching
Closed — finalized after invoice is posted

Note

Only Approved statements can be used for creating a self-billing invoice or matching with existing purchase invoices.

ProjectSubcontracting: Subcontractor statement approval workflow

Mon, 01 Jan 0001 00:00:00 +0000

Subcontractor statement approval workflow

The subcontractor statement approval workflow lets you send subcontractor statements for approval, create approval requests, and automatically update the statement status based on the workflow result. For detailed information on how to set up workflows in Microsoft Dynamics 365 Business Central, please see: Create approval workflows to connect tasks - Business Central | Microsoft Learn.

Before you start

Before a subcontractor statement can be sent for approval:

an approval workflow for Subcontractor Statement must be enabled
the subcontractor statement must contain entries

If there is nothing to approve, the system shows an error. If no workflow is enabled, users can still approve statements manually, but no approval requests will be created.

Tip

Make sure the users involved in the approval flow are set up correctly before enabling the workflow.

Set up the workflow

To set up the workflow, select the 🔎 icon, enter Workflows, and select the related link.
A new workflow can be created by the user or based on Workflow Templates. To create a workflow from a template, select New Workflow from Template.
If the template is not available, open Workflow Templates and choose Reset Microsoft Templates. This adds the Pryme Subcontractor Statement Approval Workflow template to the available templates.
For subcontractor statement approvals, use the template Pryme Subcontractor Statement Approval Workflow. After the workflow is created, enable it.
The workflow must use the approver type Subcontractor Statement Approver. This approver type takes the Approver ID from the subcontractor statement card. The Approver ID on the statement is populated automatically from the Project Manager, but it can also be changed manually before sending the statement for approval.

How the workflow works

When a subcontractor statement is sent for approval, the workflow:

Restricts record usage
Sets the statement status to Pending Approval
Creates approval requests
Sends the approval request
Approves, rejects, cancels, or reopens the subcontractor statement depending on the workflow outcome

Approver selection

The approver is determined from the subcontractor statement.

If a Project Manager is assigned on the statement, that user becomes the approver.
If no Project Manager is assigned, the user can select an approver manually.
Users cannot select themselves as approver, unless they are Approval Administrators.

View approvals

You can open the approval entries for a subcontractor statement to review all workflow entries connected to that record.

Note

This workflow follows the standard Business Central approval pattern, but adds support for Subcontractor Statement PSYME and the custom approver type Subcontractor Statement Approver.

ProjectSubcontracting: Batch Creation of Statements

Mon, 01 Jan 0001 00:00:00 +0000

You can automate the creation of subcontractor statements by running the Create Subcontractor Statements batch job.
This process collects all eligible project ledger entries and creates statements in bulk for all selected vendors and periods.

When to Use It

You want to generate statements for multiple subcontractors at once.
You regularly create statements for a defined billing period (e.g., weekly or monthly).
You want to ensure no eligible project usage is missed for invoicing.

How to Run the Batch Creation of Statements

🔎 Go to Subcontractor Statements.
Choose Create Subcontractor Statements.
In the request page, specify the required filters and options.

Filters

Mandatory fields include:

Document Date – Sets the document date for the created statements. It is set by default to today’s date.
Period Start / Period End – Defines the date range for included project ledger entries.

Optional fields include:

Vendor No. – Limits statement creation to a specific vendor.
Project No. – Limits statement creation to a specific project.
Project Task No. – Limits statement creation to a specific task.

Options

Create Empty Statements – When enabled, creates statements even if no project ledger entries exist for the selected vendor and period.

Splitting Options

To create more granular statements, you can split statements during batch creation:

Split by Project
Creates a separate subcontractor statement for each project.
The Project No. field is populated on each statement.
Split by Project Manager
Creates a separate subcontractor statement for each project manager.
The Project Manager field is populated on each statement.

When enabled, the system groups project ledger entries accordingly and generates multiple statements instead of one per vendor.

After confirming, the system runs the batch job and shows how many statements were created.

Result

One Subcontractor Statement per vendor that meets the criteria
All related unpaid project ledger entries are linked automatically
Each statement is created with Status = Open, ready for review and approval

ProjectSubcontracting: Create self billing invoices

Mon, 01 Jan 0001 00:00:00 +0000

Self billing lets you create a purchase invoice on behalf of a subcontractor, using data from an approved Subcontractor Statement. This ensures accurate payment to the subcontractor based on recorded project work, without waiting for their invoice

When to use it

Use this functionality when:

The subcontractor does not send their own invoice, and billing needs to be generated internally
The company has a self-billing agreement with the subcontractor
The Subcontractor Statement has been reviewed and approved for payment

Create a self billing purchase invoice

🔎 Go to Subcontractor Statements
Select an Approved statement
Choose Create Self-Billing Invoice

Batch Creation of Self-Billing Documents

If you work with many approved subcontractor statements, you can create self-billing documents in bulk instead of processing them one by one.

The batch job creates documents only for statements that:

Have Status = Approved
Do not already have a linked purchase document
Have a valid Self Billing Agreement on the Vendor Card, if Require Self Billing Agreement is enabled in setup

Statements that do not meet these conditions are skipped automatically.

Invoice Type for Negative Statements

If the total amount of a subcontractor statement is negative, the system creates a Purchase Credit Memo instead of a purchase invoice.

This ensures compliance with Business Central rules, as negative purchase invoices are not allowed, and correctly reflects credit situations such as reversals or adjustments.

Pre-filled fields and currency logic

The purchase invoice header is auto-filled with vendor details, statement period, and document dates. The language code from the vendor card is also applied.

The invoice lines include:

A summary line displaying the billing period.
Detailed lines for each project ledger entry included in the statement.

If any project ledger entry uses a different currency than the invoice, the system automatically converts the amounts to the invoice currency using the current exchange rate set.

Note

The invoice does not include project or task numbers to avoid duplication in project accounting.

Self-billing Agreement Validation

To comply with tax regulations (e.g., in the UK), a valid self-billing agreement must exist between the customer and subcontractor before generating self-billing invoices.

Setup

In Purchase & Payables Setup, enable Require Self Billing Agreement.
On the Vendor Card, set the Self Billing Agrmt. End Date.

Behavior

If the date is missing or in the past, the system prompts the user before allowing invoice creation.
If the date is valid (in the future), the invoice is created normally.

Note

The agreement document isn’t stored in the system, only its end date is tracked.

ProjectSubcontracting: Match subcontractor statements to invoices

Mon, 01 Jan 0001 00:00:00 +0000

Matching purchase invoices with approved Subcontractor Statements ensures that subcontractors are paid accurately and only for confirmed project work. This process is especially useful when subcontractors issue their own invoices instead of using self billing.

The system allows you to link a vendor invoice to a subcontractor statement, compare amounts, and automatically detect discrepancies based on a configured tolerance. This improves financial control and ensures that invoicing aligns with recorded project usage.

When to use it

Use invoice matching when:

The subcontractor submits their own invoice instead of using self billing.
You want to verify the invoice against an Approved Subcontractor Statement.
You need visibility and control over discrepancies before posting the invoice.

How to match a subcontractor statement to a purchase invoice

Open the purchase invoice for the subcontractor.
Enter the subcontractor statement number in the Your Reference field. Alternatively, use the lookup on the Subcontractor Statement No. field to manually select the correct statement.
If a matching approved statement is found:
- The Subc. Stmt. No. field is auto-filled.
- The system compares the invoice total with the statement amount.
Based on the comparison:
- If the amounts are within the configured tolerance the match status is set to Full Match.
- If the difference exceeds the tolerance the match status is set to Partial Match.
If necessary, you can manually override the match result by updating the Subc. Stmt. Match field.

The system evaluates match status automatically and updates it as values change.

Note

The system uses the Currency Code on the purchase invoice and automatically converts the subcontractor statement total from its original currency if needed.

Note

If a purchase invoice includes project-related lines that were not added through a subcontractor statement, the system will still update the Subcontractor Invoice No. on the resulting project ledger entries, but will leave the Subcontract Statement No. empty. These entries will be excluded from future subcontractor statements to avoid duplicate billing.

ProjectSubcontracting: Closed Subcontractor Statements

Mon, 01 Jan 0001 00:00:00 +0000

When the purchase invoice is posted, the related Subcontractor Statement is automatically closed.
Keeping closed statements separate from active ones ensures clarity in project accounting, serve as an audit trail and provides a traceable history of subcontractor billing.

Statements that are not linked to a purchase invoice can be closed and reopened manually.
Statements that are linked to a purchase invoice cannot be reopened, and attempting to do so will show an error message.

Overview

A closed statement contains all data from the original approved statement, including:

Vendor details
Statement period and total amount
Linked project ledger entries
Reference to the connected purchase invoice

These records are read-only and cannot be modified.

Where to Find Closed Statements

To view historical subcontractor statements:

🔎 Go to Closed Subcontractor Statements.
Use filters such as Vendor or Period to locate the desired record.
Open the statement to review its details and links to related documents.

Available Actions

On the Closed Subcontractor Statement page, you can:

View all linked Project Ledger Entries
View the related Posted Purchase Invoice
Export or print the statement for reporting or audit purposes

pryme Docs – Project Subcontracting

ProjectSubcontracting: Subcontractor Usage Tracking

Project Journal Lines

Tip

Business Central Time Sheets

Progressus Time Sheets

Progressus Expense Sheets

Summary

Tip

ProjectSubcontracting: Subcontractor statements

When to use it

How to create a statement

Add project entries to the statement

Tip

Note

Project and Project Manager Filtering

Project Filtering

Project Manager Filtering

Project Manager Level Setup (Progressus only)

Remove lines from a statement

Totals and FactBoxes

Print the Statement Report

Statement status

Note

See Also

ProjectSubcontracting: Subcontractor statement approval workflow

Subcontractor statement approval workflow

Before you start

Tip

Set up the workflow

How the workflow works

Approver selection

View approvals

Note

ProjectSubcontracting: Batch Creation of Statements

When to Use It

How to Run the Batch Creation of Statements

Filters

Options

Splitting Options

Result

ProjectSubcontracting: Create self billing invoices

When to use it

Create a self billing purchase invoice

Batch Creation of Self-Billing Documents

Invoice Type for Negative Statements

Pre-filled fields and currency logic

Note

Self-billing Agreement Validation

Setup

Behavior

Note

See Also

ProjectSubcontracting: Match subcontractor statements to invoices

When to use it

How to match a subcontractor statement to a purchase invoice

Note

Note

See Also

ProjectSubcontracting: Closed Subcontractor Statements

Overview

Where to Find Closed Statements

Available Actions