Work with Electronic Dockets
Subcontractor administrators can use the Dockets page to review, create, edit, and submit electronic dockets.
In this article
Review Dockets
To review dockets:
- Sign in to Virtual Superintendent.
- Click Menu > Dockets. The Dockets page opens.
Note: if you have more than one project you might need to switch to the correct project by clicking Menu > Switch Project and then selecting the project you want to review.
The Dockets page displays all dockets created by your subcontractors for the selected project.
Use the filter fields at the top of each column to find specific dockets. Click a docket to open and review its details.
Docket states
The status of each docket is shown under the State column. Available statuses are:
| State | Description |
| Draft | The docket has been created but not submitted |
| Submitted | The docket has been submitted and is ready for review by a supervisor |
| Accepted | The docket has been accepted by a supervisor and is awaiting engineer approval |
| Rejected | The docket has been rejected by a supervisor and returned for correction |
| Approved | The docket has been approved by an engineer |
| Declined | The docket has been rejected by an engineer and returned to a supervisor for correction |
| Invoiced | The docket has been exported for invoicing. To learn about exporting docket for invoicing, see the Process Dockets for Invoicing help article. |
Create a New Electronic Docket
Create a new electronic docket when you need to manually enter information from a paper docket.
To create a new electronic docket:
- Sign in to Virtual Superintendent.
- Click Menu > Dockets. The Dockets page opens.
- Click Add Docket. A new draft docket opens.
- Enter the docket details (see below). Required fields are highlighted in red.
- Click Save to save your changes but not submit the docket, or Save & Submit to save and submit it to the supervisor specified. After submission, the docket state changes to Submitted.
Required Fields
The following fields must be completed for each docket:
| Field | Description |
| Location | Work or delivery location. Select from the dropdown. |
| Docket Remarks | Notes about the work completed entered as free-form text |
| Supervisor | Supervisor responsible for the work |
| Item Code | Item being billed; also known as a chargeable item |
| Start Time | Start time of the work completed under each item code |
| Finish Time | End time of the work completed under each item code |
Note: The Save & Submit button is only available after all required fields have been completed.
Optional Fields
The following fields can be used to provide additional docket information:
| Field | Description |
| Add Allowances | Add additional cost codes with their associated start and end times |
| Add Pre-Start | Add pre-start activity (for example, vehicle and equipment inspections, site hazard reviews, and compliance checks) |
| Add Smoko | Add informal rest breaks |
| Add Meal | Add meal breaks |
| Add Breakdowns | Add breaks caused by mechanical breakdowns or delays |
Edit a Draft or Rejected Docket
Subcontractor administrators can edit dockets that they or another subcontractor created and that have a status of Draft or Rejected. This is helpful if your subcontractors fail to submit a draft docket or enter incorrect information.
To edit a draft or rejected docket:
- Sign in to Virtual Superintendent.
- Click Menu > Dockets. The Dockets page opens.
- Use the filters to locate the Draft or Rejected docket and then select it. The Edit Docket dialog opens.
- Update the required docket information.
- Click Save to save your changes but not submit the docket, or Save & Submit to submit it to the supervisor specified. After submission, the docket state changes to Submitted.
Note: The Save & Submit button is only available after all required fields have been completed.
Un-Submit a Docket
You can un-submit a docket that is currently in the Submitted state.
When you un-submit a docket, its state changes from Submitted to Draft, allowing you to make changes before submitting it again.
To un-submit a docket:
- Sign in to Virtual Superintendent.
- Click Menu > Dockets. The Dockets page opens.
- Use the filters to locate the Submitted docket and then select it. The Edit Docket dialog opens.
- Click Un-Submit. The docket state changes to Draft.
- Update the docket as required.
- Click Save & Submit. The docket state changes back to Submitted.