subcontracting_retention

Retention Management | Purchase Order Retention | Change Order Retention

Vendor and Customer Retention Management for Contracts and Subcontracting

Automated Retention Workflow for Purchase Orders, Sales Quotations, and Change Orders

This module extends the subcontracting workflow by introducing an automated Retention Management process for both Purchase Orders and Change Orders. It enables companies, EPC contractors, subcontractors, and project teams to automate retention calculations while maintaining complete integration with projects, subcontractor jobs, procurement, and customer quotations.

Users can generate Purchase Orders directly from Subcontractor Jobs using the dedicated Create Purchase Order wizard. The wizard automatically retrieves the selected project and determines whether retention is applicable based on the project configuration. If retention is enabled, the generated Purchase Order automatically includes the required retention calculation, eliminating manual data entry and improving financial accuracy.

The module also extends the Change Order workflow by allowing users to generate Sales Quotations using the Create Quotation button. During quotation creation, customer retention is automatically calculated from the Sales Order lines whenever the selected project has retention enabled. This provides a complete end-to-end retention workflow covering procurement, subcontracting, contract variations, and customer billing.

Main Features:

  • Integrates Project Retention Management with Subcontracting, Purchase Orders, and Change Orders.
  • Generate Purchase Orders directly from the Subcontractor Job form using the Create Purchase Order button.
  • Dedicated Purchase Order Creation Wizard for subcontractor procurement.
  • Automatically retrieves the Project from the selected Subcontractor Job.
  • Automatically populates the Project field in the Purchase Order Creation Wizard.
  • Automatically detects whether the selected Project has Retention Applicable enabled.
  • Automatically enables the Retention Applicable option in the Purchase Order Wizard based on the Project configuration.
  • Automatically transfers the Project information to the generated Purchase Order.
  • Automatically transfers the Project Retention Percentage to the Purchase Order.
  • Automatically transfers the Project Retention Date to the Purchase Order.
  • Automatically transfers the Project Retention Applicable setting to the Purchase Order.
  • Generate Customer Quotations directly from Change Orders using the Create Quotation button.
  • Automatically transfers the selected Project to the generated Sales Quotation.
  • Automatically transfers the Project Retention Applicable setting to the Sales Quotation.
  • Automatically transfers the Project Retention Percentage to the Sales Quotation.
  • Automatically transfers the Project Retention Date to the Sales Quotation.
  • Ensures generated Purchase Orders and Sales Quotations inherit the complete Project Retention configuration.
  • Eliminates repetitive manual entry of Project Retention information.
  • Maintains complete traceability between Projects, Subcontractor Jobs, Purchase Orders, Change Orders, and Sales Quotations.
  • Supports Procurement, Contract Administration, and Contract Variation Management.
  • Fully integrated with Contracting, Job Costing, Purchase Management, Sales Management, and Project Retention Management workflows.

Purchase Order Retention Workflow

  • Open a Subcontractor Job.
  • Click the Create Purchase Order button.
  • The Purchase Order Creation Wizard opens.
  • The Project is automatically retrieved from the selected Subcontractor Job and populated in the wizard.
  • If the selected Project has Retention Applicable enabled, the wizard automatically enables the Retention Applicable option.
  • Create the Purchase Order.
  • The generated Purchase Order automatically inherits the Project, Retention Applicable, Retention Percentage, and Retention Date.
  • The Purchase Order is immediately ready for the Project Retention Management workflow without additional manual configuration.

Change Order Retention Workflow

  • Open a Change Order.
  • Click the Create Quotation button.
  • The system automatically generates a Sales Quotation linked to the selected Project.
  • The Project's Retention Applicable setting is automatically transferred.
  • The Project's Retention Percentage is automatically transferred.
  • The Project's Retention Date is automatically transferred.
  • The generated Sales Quotation automatically inherits the complete Project Retention configuration.
  • This ensures customer quotations remain fully synchronized with the Project's Retention settings.
  • Sales Quotations remain linked with the originating Change Order, providing complete traceability from Contract Variations to Customer Billing.

Business Benefits

  • Automate vendor retention calculations.
  • Automate customer retention calculations.
  • Reduce manual calculation errors.
  • Improve procurement accuracy.
  • Improve subcontractor payment management.
  • Improve contract administration.
  • Simplify change order management.
  • Improve financial transparency across projects.
  • Increase accuracy of contract payment processing.
  • Support project accounting best practices.
  • Improve cash flow planning through retention management.
  • Provide complete traceability between Projects, Purchase Orders, Change Orders and Sales Quotations.

Industries Covered

This application is suitable for a wide variety of , engineering, EPC and contracting industries, including:

  • General Contractors
  • Civil Engineering Contractors
  • Commercial Building
  • Residential
  • Infrastructure Projects
  • Road & Highway
  • Bridge
  • Railway Projects
  • Airport
  • Marine & Port
  • Industrial Plant
  • Oil & Gas Projects
  • Water Treatment Projects
  • Power Plant
  • HVAC Contractors
  • Electrical Contractors
  • Mechanical Contractors
  • Plumbing Contractors
  • Interior Fit-Out Contractors
  • Engineering Procurement & (EPC)
  • Subcontracting Companies
  • Project Management Companies
  • Real Estate Developers
  • ...and many more.

Additional Reference:

For a better understanding of the complete Subcontract Retention Management workflow, including the automatic creation of Purchase Orders, Change Orders, Sales Quotations, and Retention Calculations, please review the screenshots and demonstration video provided below. These examples illustrate how retention is automatically applied based on the project configuration, ensuring accurate financial control throughout the subcontracting, procurement, contract variation, and customer billing processes.

Live Preview:

Click the link below or copy and paste it into your browser to watch the video and explore the live preview demo.

  • https://probuseappdemo.com/probuse_apps/subcontracting_retention/1832

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