Create a Docket in Virtual Superintendent

Subcontractor administrators can use Virtual Superintendent to create and submit electronic dockets based on information from paper dockets. Once submitted, these dockets can be included in the invoicing process alongside other electronic dockets.

Note: To learn about the full docket lifecycle, read the Work with Electronic Dockets help article.

Permissions

To access the Dockets page (Menu > Dockets) and create, submit, unsubmit, and edit dockets, you must have the following permission:

Subcontractor Admin

Create and Submit a Docket

To create and submit a new docket:

Note: New dockets have a status of Draft until they are submitted.

Sign in to Virtual Superintendent.
Click Menu > Dockets. The Dockets page opens.
Click Add Docket. The New Docket dialog opens.
Complete the docket fields (required and optional fields are described below). Required fields are highlighted in red. If needed, you can add file attachments by clicking Add File Attachment. For example, you could attach a photo of an original paper docket.
Click Save to save your changes but not submit the docket, or Save & Submit to save and submit it to the supervisor specified in the docket. After submission, the docket state changes to Submitted.

The docket's assigned supervisor now reviews the docket and decides whether the docket is Accepted or Rejected.

If the docket is Accepted by the supervisor, and then Approved by the engineer specified on the docket, you will need to invoice the head contractor for the docket. Read the Process Dockets for Invoicing help article for more information.

Note: The docket can only be submitted if all required fields are completed.

Required fields

The following fields must be completed for each docket:

Field	Description	Validation Rules
Date	Date of the work or delivery	Required; must be a valid date; must not be in the future; defaults to today; automatically populated
Location	Work or delivery location	Required; must match an existing location; select a valid location from the dropdown
Docket Remarks	Comments or notes about the work completed	Required; free text
Supervisor	Supervisor overseeing the work	Required; must match an existing user; select a valid user from the dropdown
Item Code	Item being billed (for example, labor or material); also known as a Chargeable Item	Required; must match an existing item; select a valid item from the dropdown
Start	Time the work started	Must be before Finish time
Finish	Time the work finished	Must be after Start time
Quantity	Quantity billed after breaks. This field reflects the UOM (Unit of Measure) for the selected billable item, for example hours for labor or tons for material	Cannot be zero; must be a valid numeric value matching the item’s unit of measure; defaults to one

Optional fields

The following fields can be used to provide additional docket information:

Field	Description	Validation Rules
Engineer	Engineer assigned to the docket	Must match an existing user; select a valid user from the dropdown
Person	Worker used for the item code	Optional; select valid users from the dropdown
Plant	Plant equipment used for the item code	Must match an existing plant asset; select a valid asset from the dropdown
Item Remarks	Additional notes about the item code	Optional; free text

Note: The Quantity must reflect the unit of measure for the selected chargeable item. For example, labor dockets should use hours, while material dockets should use weights (such as tons). For hours-based dockets, enter billable hours only and do not include break time.

Add Item Codes to a Chargeable Item

If a subcontractor has switched between item codes or item code groups during their shift, you can add multiple activities to the same chargeable item.

In the chargeable item section of the draft docket, click Add Activity.
Open the dropdown that appears and select the item code or item code group.
Enter the start and finish times for the activity using the Start and Finish fields.
Repeat these steps for each additional item code or item code group.

Unsubmit a Docket for Editing

If you need to change the details of a submitted electronic docket you will need to unsubmit it first. This changes the docket's status from Submitted to Draft. You can then edit the docket details.

To unsubmit a docket:

Sign in to Virtual Superintendent.
Click Menu > Dockets. The Dockets page opens.
Locate the docket you want to edit from the grid and select it. The Edit Docket dialog opens.
Click Un-Submit. The docket status changes to Draft and the docket can be edited.

Video Guide

Watch the following video guide to see the processes described above: