Zeyto Academy · Advanced · Module 44
Procurement, subcontracts and site control
Buy, receive and inspect material, certify subcontractors and control site stores, petty cash and labour (Zeyto Construction & Contracting, pre-release).
You will be able to
- Follow a project purchase from request to paid invoice
- Compare quotes on landed rate and apply award and tolerance rules
- Apply the inspection rule and read the invoice treatment of not-accepted goods
- Control site stores, issues and phones
- Certify a subcontractor with retention cap, advance recovery and back-charges
- Run petty cash, timesheets and the payroll allocation
The buying chain for a project
- The chain is request, reserve, RFQ, award, delivery and inspection, goods receipt, invoice.
- Reserve first; only the shortfall is bought.
- Every document carries the project and the item of work.
RFQ, comparison and order control
- Compare landed rates, not unit prices.
- A non-lowest award needs a written reason and an approver.
- Order and invoice rates are both checked against a tolerance.
Delivery, inspection and the goods receipt
- Pass + conditional + reject + hold equals counted.
- The receipt cannot exceed the accepted quantity; held goods are not stock.
- The not-accepted part of an invoice waits for the credit note.
Site stores, issues and the phone app
- Issues above BOQ need a reason and an approver.
- Returns come back at the cost they left at, never above what was issued.
- A phone is trusted only after an administrator approves it.
Subcontracts: measure, certify, pay
- Activation needs live insurance and licence and items within the value.
- Retention = 10% of gross, limited by cap room; advance recovery = advance % of gross.
- Certificates move measured, site approved, PM approved, billed.
Site costs: petty cash and people
- Petty cash: receipt photo, limit, post, refill.
- Timesheets: site engineer then project manager; the entrant never approves.
- Payroll allocation moves only the project share of hours; bench hours stay put.
RFQ, comparison and order control: key table
| Supplier | Unit price | Freight per bag | Landed rate | Total for 900 bags |
|---|---|---|---|---|
| A | 18.50 | 0.00 | 18.50 | 16,650 |
| B | 17.80 | 1.10 | 18.90 | 17,010 |
| C | 17.20 | 0.60 | 17.80 | 16,020 |
Site stores, issues and the phone app: key table
| Movement | Rule |
|---|---|
| Issue to an item | Issues from the store to the item at the stock value. Above the BOQ quantity it needs a reason and an approver. The store cannot go negative when the stock policy blocks it. |
| Return to store | Brings material back at the cost it left at, never above what was issued |
| Transfer between stores | May go through a transit store; the receiver cannot confirm more than was sent |
| Damage | A damage report posts the wastage and can raise a back-charge |
| Local purchase | One-step purchase invoice; the payer is petty cash, cash advance, card or supplier credit; a voucher over the limit needs an approver |
Subcontracts: measure, certify, pay: key table
| Line | Certificate 1 | Certificate 2 |
|---|---|---|
| Measured work | 1,500 m2 block, 2,000 m2 plaster | 500 m2 block, 2,000 m2 plaster, 1,000 m2 paint |
| Gross this period | 160,000 | 170,000 |
| Retention 10% (cap room) | 16,000 (20,000 left) | 4,000 (only 4,000 left; 10% would be 17,000) |
| Advance recovery 10% | 16,000 | 17,000 |
| Taxable (gross less retention) | 144,000 | 166,000 |
| VAT 5% | 7,200 | 8,300 |
| Bill total before advance | 151,200 | 174,300 |