Claim Onsite and Offsite Materials (Head contract and Subcontract)

Add Onsite or Offsite Materials to a Subcontract

Claim Onsite/Offsite Materials on a Subcontract

On-Charge to your Head Contract

Transfer Materials into the Trade Summary Line

Add Onsite or Offsite Materials to a Subcontract

When a subcontractor lets you know they've purchased materials they haven't installed yet, and want to claim payment for them, you record this against the subcontract as an Onsite or Offsite materials line.

Adding an onsite or offsite materials amount works the same way as adding a trade summary line. Go to the Onsite/Offsite Materials tab, add a new line item, give it a description, such as "Structural Steel", the type, contract amount (flows through the head contract) and cost amount (will be the value the subcontractor charges), and link to the correct cost code. Onsite and Offsite are simply a flag with no effect on how the claim is processed, they only record where the materials are being held. Choose Offsite if the materials are being kept away from the project, such as in a supplier's yard, and Onsite if they've already been delivered to site and are waiting to be built in.

Many contracts and customers expect materials to be on-charged at cost, with margin added once they're installed into their regular trade summary line or variation.

If you have supporting evidence, such as photos, insurance certificates, or delivery dockets, you can upload them to the line's supporting documents area the same way you attach documents anywhere else in Lentune.

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Claim Onsite/Offsite Materials on a Subcontract

Start at Payment Claims > Sub contract and open the relevant subcontract, then go to New Claim to enter the details, exactly as you would for any other claim.

Adding an Onsite or Offsite materials amount works the same way as claiming a trade summary line or variation. These lines sit in their own Onsite/Offsite column, kept separate from the subcontract's regular contract value. Enter in the claimed and certified values which will add to the total claim and invoice amount.

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On-Charge to your Head Contract

If you need to on-charge the subcontractor's materials cost to your own client, the amount flows upstream automatically to the matching Onsite/Offsite Materials tab on your head contract, so you don't need to re-enter it. The contract value is the amount field used on the head contract.

If there's no related subcontractor claim, or you want to charge your client for a completely separate item, add an Onsite or Offsite materials line directly on the head contract using the same process. Prepare, approve, and send your claim to your client as usual. This creates a revenue invoice for the amount claimed.

Your head contract has it's own Onsite/Offsite materials tab that gives you a running total across all items how much has been claimed and certified.

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Transfer Materials into the Trade Summary Line

When the materials are eventually installed, on both the head contract and subcontract, move the value out of the Onsite/Offsite line and into the trade summary line it belongs to. For example, once structural steel is fitted, the amount moves into that trade's line.

To do this:

1. Enter a negative amount against the Onsite/Offsite claim line, to bring its value back down to zero.

2. Enter the equivalent positive amount on the relevant trade summary line or variation, so the claim there reflects the completed work.

This two-step adjustment keeps a clear history of when the materials were claimed and when they were actually installed.

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Last updated: 15 February 2024