Subcontractor Administrators Working with Electronic Dockets

From the Dockets page of the Virtual Superintendent (Virtual Super), subcontractor admins have the power to complete a number of important functions when processing electronic dockets.  They can create new dockets, edit existing dockets created by themselves or Subcontractors, Un-Submit dockets that have been Submitted, and export for invoicing.

This article is divided into the following sections:

Reviewing your Dockets

Subcontractor Administrator Working with Dockets

1. Create a New Electronic Docket
2. Edit an Existing Draft or Rejected Docket
3. Un-Submit an Electronic Docket for Editing

Export for Invoicing

Reviewing your Dockets

Step one -

Log into the Virtual Super at www.myvirtualsuper.com

You will be directed to the Menu page Select Switch Project from the Menu to switch between projects.

Note: If you only have one project using the Virtual Super , this step will not be necessary.

Step two -   You will be directed to the Dockets page where you can see all of the dockets created by your subcontractors for this project. Filter these by typing into the filter areas at the top of any of the columns. Click on any docket to open it and review the details.

You can see the Status of the dockets in the State column

Draft - A docket created by a Subcontractor but not yet Submitted. 

Submitted - A docket that is ready to be processed by a Foreman. 

Accepted - A docket that has been processed and Accepted by a Foreman.

Approved - A docket that has been Approved by an Engineer.

Rejected - A docket Rejected by the Foreman is sent back to a Subcontractor to be fixed. Oracle - A docket that is ready for invoicing (Not many projects use this Status)

Invoiced - A docket that has been exported for invoicing.

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Subcontractor Administrators Working with Dockets:

From the Dockets page, a subcontractor admin has a lot of power when reviewing and processing the dockets created for their project.  You can create a new electronic docket, edit existing dockets with a Draft or Rejected state, or Un-Submit a docket that has been Submitted in order to edit the details.

1

Create a New Electronic Docket

A subcontractor admin can create an entirely new docket from their Dockets page.  This function is useful in the situation where you need to manually enter the details of a paper docket.  In doing so, this allows the docket be invoiced along with all electronic dockets for your project.

The graphic below outlines the fields of an electronic docket that can be completed when creating a Draft Docket, some of these are required fields.

Summary of an Electronic Docket - click to expand image

Step one -

From the Dockets page, press the blue Add Docket button to create a Draft electronic docket.

Step two -

Enter the details of the paper docket into the electronic docket.  The red fields are required to be completed before you can Submit the docket.

The following fields are required before you can Submit a docket:

• Location
• Docket Remarks about the work completed
• Foreman
• Start & Finish times
• Item Code 

Additional fields:

• Add Allowances or Attachments
• Add Breaks, Meals, Pre-Start
• Add Chargeable Items
• Add Remarks

Step three -

Press Save to save the docket as a Draft

Press Cancel to close without saving the docket Press Save & Submit when the docket is ready for invoicing

Note: The Save & Submit button will only become available once the red fields are completed.

This electronic docket will now have a Submitted status.  Once it has been Approved by the head contractor team, it can be processed for invoicing.

2

Edit an Existing Draft or Rejected Docket

In the same way that you can create a new electronic docket, a subcontractor admin has the power to edit a Draft or Rejected docket from their Dockets page.  This docket may have been created by a subcontractors or by a subcontractor admin.  This function is useful if a subcontractor has failed to Submit a Draft docket or if they have entered the items within the docket incorrectly.

Step one -

From the Dockets page, filter to find the docket you wish to edit

Step two -

Edit a Draft or Rejected docket in the same way that you would create a new docket.

• Edit Locations
• Add or remove Item Codes (this will automatically alter any calculations)
• Add any comments in the Docket Remarks area in addition to any original comments
• Edit Start and Finish times
• Add or delete Chargeable Items
• Add or delete Breaks, Allowances, Attachments, Pre-Start 

Step three -

Press the Cancel button to close the docket without saving any changes.  Press Save to save the changes without Submitting (the docket State will not change).  Press Save & Submit when the docket is completed and ready for invoicing.

Note: The Save & Submit button will only become available when the red fields are completed. 

3

Un-Submit an Electronic Docket for Editing

There is a function where you can Un-Submit a docket for editing.  The Un-Submit option is only available on dockets that have a Submitted State.  The docket may have been created by yourself or one of your Subcontractors.  When you Un-Submit a docket it changes from Submitted to Draft, where you can edit it as you would any other Draft docket.

Step one -

From the Dockets page, filter to find the Submitted docket that you wish to edit. Click on the docket to open it.

Step two -

At the bottom of the docket, press the Un-Submit button. This status of this docket will be changed to Draft.

Step three -

Edit the docket as required. Press Save & Submit.

Note: Once you do this, the docket status will be Submitted again.

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Export for Invoicing

The following video demonstrates how a subcontractor administrator will process dockets for invoicing.

See this support article for a detailed description and user instructions.

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