Subcontract Import from Spectrum

Index: 

• Objective
• Prerequisites
• Tutorial
• Field Mapping
• Subcontract Status & Import Behavior
• FAQ / Misc Notes 

Objective: To have a subcontract import into Trimble Pay from your ERP system. 

Prerequisites: 

• AP Subcontract must be on a project that has previously been imported into Trimble Pay.
  • Please reference this article for more information on how to import a project into Trimble Pay from Spectrum: Project Import from Spectrum
• AP Subcontract in Spectrum must have a Status = Active (A in Spectrum) in order to flow into Trimble Pay for the associated project. 
  • Once an AP Subcontract has reached an "Active" status in Spectrum please allow up to 45 minutes for the data to be processed and for the subcontract to automatically show up in Trimble Pay. 

Tutorial: 

Automated Sync: After a project has been imported into Trimble Pay, the integration runs on a 30-minute schedule, continuously checking Spectrum for updates related to the integrated job. 

Once an AP Subcontract reaches the "Active" Status in Spectrum it will be automatically pulled into Trimble Pay, complete with the assigned AP vendor.

The AP subcontract phase details are imported as section headers in the subcontract schedule of values (SOV). More details on the import of AP Vendors and Accounting Lines can be found here:

• Vendor Import from Spectrum
• Accounting Line Import from Spectrum

Result: The AP Subcontract will flow into Trimble Pay and show up in the project contract list. The contract values and associated vendor will be pre-populated. 

Next Step: Click "Send invitation" to invite your subcontractor to their Trimble Pay contract. 

Field Mapping : 

Trimble Pay Field Name	Spectrum Field Name	Notes
amount_approved_off_system	Total_Billed	-
approved_application_count	not in Spectrum	Trimble Pay derives via # of posted invoices in Spectrum
subcontract_number	Subcontract_Number	-
default_retainage_percentage_of_completed_work	Retention_Percent	-
default_retainage_percentage_of_materials_stored	Retention_Percent	-
description	Contract_Type	-
original_subcontract_value	Accounts Payable -> Subcontracts Original_Amount	-
is_unit_based	Accounts Payable -> Subcontracts Unit_Price_Flag	Contract will be created lump in Trimble Pay regardless of Flag

 

Subcontract Status & Import Behavior:

AP Subcontract Status Change Event in Spectrum	Result in Trimble Pay
Not Set -> Inactive	Nothing occurs.
Not Set -> Active	Subcontract is AUTOMATICALLY imported into Trimble Pay.
Inactive -> Active	Trimble Pay checks to see if the subcontract already exists in Trimble Pay. If not, Subcontract is AUTOMATICALLY imported into Trimble Pay.
Active -> Inactive	Nothing occurs.
Inactive -> Complete	Nothing occurs.
Complete -> Inactive	Nothing occurs.
Active -> Complete	Nothing occurs.
Complete --> Active	Trimble Pay checks to see if the subcontract already exists in Trimble Pay. If not, Subcontract is AUTOMATICALLY imported into Trimble Pay.

 

FAQ / Misc Notes:

• Assigned vendors import automatically
• Subcontracts in Spectrum have a “Unit price contract?” flag. This flag determines whether the contract is lump sum or unit based
  • Trimble Pay pulls in all subcontracts as lump sum, regardless of the flag