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Appia® Knowledge Center

Contractors under construction

In this article:

When a project is under construction, the Contractors list displays the organizations added to the project. The prime contractor automatically displays in the list and all items are initially assigned to the prime contractor. You can add new contractors or change the prime contractor on a project while the project is under construction. 

Click the organization’s name to see the contractor details, items assigned to the contractor, and any daily reports with those items. The date of the last daily report in which a contractor is selected displays when the contractors are edited. Any contractor assigned to an item can be selected when the item is posted in a daily report.

  1. Select the project from the My Project page if you are not already there.

  2. Select Contractors in the Sidebar menu.

Add or edit a contractor

Contractors must already be in the contractor reference data list in order to be added to your project.  If you need more information, please contact your system administrator.

  • When you edit the contractor list, you will see the last daily report to which a posted item has been assigned to the contractor.
  • You can also add subcontractors to track if they were on site.
  • You can edit the contractor type.
  • If you plan on tracking subcontractor work, enter the amount awarded to the sub in the Awarded Amount field. This is a manual field and won't be updated by the Appia service. 
  • The awarded amount for all contractors must always equal the project’s awarded amount. 

Once your contractors are added, return to the contractor list and select a contractor to assign items. 

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  1. Click Edit.

  2. Click Add to add a new contractor to the project. Select the contractor from the list. When all contractors have been selected, click Add Contractors.

  3. If needed, change the contractor’s type

  4. If needed, change the awarded amount. The total awarded amount can't be more than the project’s awarded amount, so you'll have to adjust the awarded amount for the prime contractor as well.

  5. Click Save.

The Appia service displays the contractors in the list. Click the contractor’s name to assign items.

Change the prime contractor 

Good to know | Changing the prime contractor

You must have more than one contractor on the project before you can change the prime.

  • If you add a new contractor to the project and make them the new prime, they won't have any items assigned to them. You have to assign items to the new prime contractor in order to select them during item placements on daily reports. 
  • All PDF exports will show the prime contractor as it was designated at the time the report or payment was approved, however the live view within Appia will display the current prime contractor. If the original prime contractor is associated with any daily reports or payments prior to the change, you may see a discrepancy between your PDF exports and the live view.  

  1. Select the project from the My Project page if you are not already there.

  2. Select Contractors in the Sidebar menu.

  3. Click the Change Prime button next to the Edit button.
  4. In the window that appears, select your new prime contractor from the dropdown menu and click Change. 

A green bar will appear at the top of the screen to let you know your change was successful. 

Assign items

Once a contractor has been added to the project, you can assign them items. Items can be assigned to more than one contractor. By default, all items belong to the prime contractor until its full awarded amount is assigned in daily reports to other contractors.

You must add the item to a contractor in order to assign the item to the contractor in a daily report.

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  1. Select the contractor.

  2. Select the Items tab.

  3. Click Add to assign project items to the contractor.

  4. Select the items from the item list.

  5. Click Add Items.

The Appia service adds those items to your contractor's item list and displays the awarded quantity and the awarded amount for each item.

Item quantities are added when the item is posted in a daily report. 

Daily reports

The Daily Reports tab displays the report date for any posted items assigned to the selected contractor. Click the date to be taken to the report.

Delete contractor

You can delete a contractor from your project provided an item assigned to the contractor is not posted to a daily report.

  1. Click the X next to the contractor name.

  2. Click Save.