An Introduction to Dockets for Head Contractor Administrators

Head contractor administrators use the Admin Dockets page in Virtual Superintendent to view electronic dockets, review their details and approval history, and validate subcontractor invoices before reconciling dockets.

Subcontractors create and submit electronic dockets using the SafeSite mobile app. Supervisors review and accept the dockets, and engineers approve them before subcontractors prepare invoices. Head contractor administrators can then verify invoiced dockets against supplier invoices and reconcile them in Virtual Superintendent.

Permissions

To review and validate dockets assigned by subcontractor administrators, you must have the following permissions:

• Admin Manager
• Dockets Admin

View Electronic Dockets

To view dockets as an admin user:

1. Sign in to Virtual Superintendent.
2. Click Menu > Admin. The Admin Dockets page opens.

The Admin Dockets page displays electronic dockets for your project.

Use the column filters to find dockets by type, supplier, location, person, machine, item code, invoice number, label, or state. To display more dockets, adjust Rows per page in the bottom-right corner. You can display 10, 25, 50, or 100 dockets per page.

Each docket has a state indicating its progress through the approval and invoicing workflow. The following states are particularly relevant to head contractor administrators:

• Approved: Approved by an engineer and ready for the subcontractor to invoice.
• Invoiced: Assigned an invoice number and marked as invoiced by the subcontractor administrator.
• Reconciled: Verified by the head contractor against the supplier invoice and supporting docket information.

Review Dockets

Head contractor administrators can review docket details, supporting information, and approval history to verify work recorded by subcontractors.

To review a docket:

1. Sign in to Virtual Superintendent.
2. Click Menu > Admin. The Admin Dockets page opens.
3. Use the filters to find the docket you want to review.
4. Click the docket to open its details.
5. Review the recorded work, including plant or labor hours, attachments, and allowances where applicable.
6. Check any supporting photos, test results, and remarks, including internal remarks added by supervisors or engineers.
7. Review the docket history to understand its progress through the approval process.
8. Investigate any warnings before processing the docket further. These are also shown under the Warnings column on the Admin Dockets page, quickly highlighting dockets that need your attention.

You can also click Items Outstanding to view dockets awaiting action from foremen or engineers.

Export Dockets

To export docket information from Virtual Superintendent to review and validate supplier invoices:

1. Sign in to Virtual Superintendent.
2. Click Menu > Admin. The Admin Dockets page opens.
3. Use the filters to find the dockets you want to export.
4. Click Items to Reconcile to display dockets with an Approved state that are ready for invoicing.
5. Select the checkboxes beside the dockets you want to export.
6. Click Export. A contextual menu opens.
7. Select the required export format. For invoice reconciliation, select Engineer CSV. Virtual Superintendent downloads a CSV file containing the selected docket information.

Compare this export with the supplier invoice and CSV file provided by the subcontractor administrator. See Export Dockets for Invoicing for detailed instructions.

Reconcile Invoiced Dockets

After confirming that the supplier invoice and supporting CSV match the dockets in Virtual Superintendent, you can reconcile them.

1. Sign in to Virtual Superintendent.
2. Click Menu > Admin. The Admin Dockets page opens.
3. Filter dockets by Supplier and Invoice Number to find the relevant dockets.
4. Confirm that all selected dockets have an Invoiced state.
5. Select the checkboxes beside the dockets you want to reconcile.
6. Click Bulk Actions > Reconcile. The Bulk Reconcile dialog opens.
7. Click Reconcile, then confirm the action. Virtual Superintendent marks the selected dockets as Reconciled.

See Export Dockets for Invoicing for the complete validation and reconciliation workflow.

Archive Reconciled Dockets

After reconciliation, you can optionally archive processed dockets to hide them from the main Admin Dockets page. See Archive and Unarchive Dockets for instructions.

Related guides

Read the following help article for more detailed explanation of the various processes described above:

• Invoice Dockets Workflow: This help article explains how subcontractor administrators prepare and submit invoices.
• Export Dockets for Invoicing: This help article explains how head contractors validate invoices and reconcile dockets.
• Understand Docket States: This help article describes the states used throughout the docket workflow.