Create Contractor – Step-by-Step Guide

Accessing the Form

• Log in to the application.
• Navigate to the left menu and select Contractor.
• Click Add Contractor to open the form.

Fill Contractor Information

1. Contractor Information

   • Name: Enter the full contractor name.
   • Email: Provide the official email address for communication.
   • Phone Number: Enter the contact number with country code.
   • Industry Code: Classification of the contractor’s industry or field.
   • Contractor Code: Unique identifier assigned to the contractor.
   • Legal Name: Registered company name of the contractor.
   • Contractor Type: Define the role, such as supplier, subcontractor, consultant, etc.
   • Category: Type of product or service provided.
   • Address: Enter detailed address information:
     • Line 1
     • Line 2
     • Country
     • State
     • City
     • Zip Code
     • Type (Primary, Billing, Shipping, Others)

2. Bank Details

   • Account Number: Bank account used for contractor payments.
   • Account Holder Name: Name of the account owner.
   • Account Type: Type of account (savings, current, etc.).
   • Bank Name: Name of the contractor’s bank.
   • Branch Name: Branch details.
   • IFSC Code: Bank routing code.
   • SWIFT Code: International transfer code.
   • MICR Code: Clearing code.
   • Address: Branch address including:
     • Country
     • State
     • City
     • Zip Code

3. Tax Identification

   • Type: Tax type such as GST, PAN, etc.
   • Number: Official tax number issued by the government.
   • Click + to add additional tax records if applicable.

Final Actions

• Save – Click to register the contractor with the provided details.
• Cancel – Click to discard changes and exit the form.

Note

For creating a Contractor:

1. Mandatory Fields:

• Contractor Name *
  
• Email *
  
• Industry Code *
  
• Legal Name *

2. Configurations in Company Settings:

• Industry Code is configured under: Company Settings ➜ Item Master ➜ Industry

Contractor Details Page

When you click on a contractor’s name, you are directed to the Contractor Details page where the following information is available:

General Information

• Displays the information entered during contractor creation, such as Legal Name, Contractor Code,Category,Contractor Type.

Contact Details

• Email – Communication address.
• Phone Number – Primary contact number.
• Address – Registered location and other address records.

Contractor Tabs – Explained

Each tab focuses on specific areas of the contractor’s operations:

• License Tab – Shows certifications, permits, and compliance documents required for legal and operational purposes.
• Item Tab – Lists materials, equipment, and tools provided by the contractor to projects, helping track supplies and procurement.
• Assets Tab – Displays details of assets supplied by the contractor, such as machinery and equipment.
• Contact Tab – Contains individuals associated with the contractor, such as billing managers or site supervisors.
• Contract Tab – Lists formal agreements and contractual obligations with the contractor.
• Work Order Tab – Tracks assigned tasks or jobs issued to the contractor, including progress and completion details.
• Invoice Tab – Records all billing activities from the contractor, including invoice numbers, amounts, and payment status.
• Payment Tab – Provides a payment history for the contractor, helping reconcile financial records and track pending dues.
• Bank Details Tab – Shows the contractor’s payment accounts, ensuring correct and compliant fund transfers.
• Addresses Tab – Stores multiple address records for operational or regulatory needs.
• Tax Details Tab – Displays tax-related information, such as registration types and numbers required for billing and compliance.

Contractor Actions

Edit Contractor

• Click Edit next to the contractor.
• Modify the necessary fields.
• Click Save to update the information.

Delete Contractor

• Click Delete next to the contractor record.
• Confirm the deletion in the pop-up window.
• The contractor will be removed from the list.

View Contractor Details

• Click the contractor’s name or email to access detailed information.
• Review all associated records, including contacts, invoices, and payments.

Search, Filter, and Sort

• Use the search bar to quickly find contractors by name or email.
• Apply filters based on status, category, or type.
• Click on column headers to sort by alphabetical order, date, or other criteria.

Contractor KPI Dashboard

The dashboard provides a quick overview of key performance metrics to track contractor activities and project health.

First Section – Summary Metrics

• Total Contractors – Displays the total number of contractors registered.
• Total Work Order Value – Shows the cumulative value of all work orders assigned to contractors.
• Total Paid to Contractors – Tracks payments made, helping monitor cash outflows.
• Outstanding Payables – Highlights pending payments that require follow-up.
• Retention Held – Shows amounts retained as per contract terms or policies.
• Average Payment Delay – Provides insights into delays in payment processing.

Dashboard Charts (Pie and Bar Charts)

• Pending Payments by Contractor – Displays contractors with the highest pending payments.
• Performance vs Project Progress – Tracks how contractors are contributing relative to project milestones.
• Top Subcontractors – Work Order Frequency and Value – Identifies the most active subcontractors by task frequency and financial contribution.
• Most Frequently Used Item – Shows which materials or tools are procured most often from contractors.

Monthly Payments to Contractors – Visualizes monthly payment trends, assisting with budgeting and forecasting.