Submittals

Form ID: (PJ306000)

Note: This form is available only if the Construction and Construction Project Management features are enabled on the Enable/Disable Features (CS100000) form.

On this form, you can view existing submittals, create new submittals, and work with existing submittals. For more information, see Processing Submittals.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Close	Opens the Details dialog box, in which you select the reason and date of closing the submittal in the system. After you specify the reason and date and click OK in this dialog box, the system changes the value in the Status box to Closed and in the Reason box to the reason selected in the dialog box. This button appears on the form only if the submittal has the Open status.
Create Revision	Creates new revision of the submittal on the form with the New status and the Revision reason, and increases the value in the Revision ID box by 1. This button is available only if the submittal has the Closed status.
Email	Opens the Email Activity (CR306015) form in a new window, on which you can create and send an email related to the current submittal revision. If the Email To check box is selected in the table for the contacts, the system fills in the To box of the form with their email addresses. The system also attaches files from the submittal to the created email activity.
Open	Opens the Details dialog box, in which you select the reason of opening the submittal in the system. After you specify the reason and click OK in this dialog box, the system changes the value in the Status box to Open and in the Reason box to the reason selected in the dialog box. This button appears on the form only if the submittal has the New or Closed status.
Print	Opens the Submittal Form (PJ663000) report, which can be printed or send by email.

Table 1. Details Dialog BoxYou use this dialog box to specify the reason of the action to be performed.
Element	Description
Reason	The reason of the performed action. If the Open action has been invoked, the following reasons are available for selecting: Issued: Documents need to be submitted for the submittal documents or items. Submitted: The documents or items have been submitted and have to be sent for approval. Pending Approval: The documents or items have been submitted and sent for approval. If the Close action has been invoked, the following reasons are available for selecting: Approved: All approvals have been completed without any concerns. Approved as Noted: All approvals have been completed and any approver has approved the submittal with some concerns. Rejected: The submittal did not fit the requirements. Canceled: The submittal process has been canceled. Revise and Resubmit: The submittal was rejected with some comments that should be taken into consideration.
Date Closed	The date when the submittal was closed. By default, the current business date is selected. This box appears in the dialog box if the Close action has been invoked.
This dialog box has the following button.
OK	Closes the dialog box and applies the selected options to the subcontract.
Cancel	Closes the dialog box without changes.

Summary Area

In this area, you can enter summary information for a new submittal. You can also find an existing submittal by its identifier and view (and edit, if needed) its details.


Element	Description
Submittal ID	The identifier of the submittal, which the system assigns based on the numbering sequence assigned to submittals in the Submittal Numbering Sequence box on the Project Management Preferences (PJ101000) form.
Revision	The revision number of the submittal. For the submittal that have not yet been revised, 0 is specified in this box. For each next revision, the system increases the value by 1.
Status	The read-only status of the submittal, which is one of the following options: New: The submittal has been created in the system and is being edited. Open: The processing of the submittal has been started. Closed: The processing of the submittal has been completed
Reason	The reason of the current status. The system changes the reason according the reason selected in the Details dialog box when you invoke the Open or Close action or when you create a new revision by using the Create Revision button. You can also set the reason manually if the submittal has the New or Open status. The following options are available: New: The new submittal has been created in the system and is being edited. This option is available if the submittal has the New status. Issued: Documents need to be submitted for the submittal documents or items. This option is available if the submittal has the Open status. Submitted: The documents or items have been submitted and have to be sent for approval. This option is available if the submittal has the Open status. Pending Approval: The documents or items have been submitted and sent for approval. This option is available if the submittal has the Open status. Approved: All approvals have been completed without any concerns. You specify this reason when you close the submittal. This option cannot be edited. Approved as Noted: All approvals have been completed and any approver has approved the submittal with some concerns. You specify this reason when you close the submittal. This option cannot be edited. Rejected: The submittal did not fit the requirements. You specify this reason when you close the submittal. This option cannot be edited. Canceled: The submittal process has been canceled. You specify this reason when you close the submittal. This option cannot be edited. Revise and Resubmit: The submittal was rejected with some comments that should be taken into consideration. You specify this reason when you close the submittal. This option cannot be edited. Revision: This is a revision of the existing submittal. This option is available if the submittal has the New status.
Submittal Type	The type of the submittal. You can select any type that was defined on the Submittals tab of the Project Management Preferences form.
Summary	The summary information about the submittal.
Project	The project to which submittal is submittal.
Project Task	The project task to which submittal is submittal.
Cost Code	The cost code to which submittal is submittal. This box appears on the form only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Specification	The reference number of the specification.
Specification Section	The reference number of the section related to the submittal in the specification.
Date Created	The date when the submittal was created. By default, the current business date is selected.
Due Date	The date by which the submittal process has to be finished.
Date Required on Site	The date by which the documents or materials related to the submittal has to be at the construction site.
Date Closed	The date when the submittal was closed. By default, the current business date is selected.
Owner	The owner of the submittal. By default, the current user who created the submittal is created. You can override this value.
Ball in Court	The party that is currently responsible for taking action on the submittal. The system specifies the person in this box depending on the statuses on the Submittal Workflow tab. If the Pending status is specified for any of the contacts on the tab, the system fills in this box with the identifier of the first contact for whom this status is specified. If the Pending status is not specified for any of the contacts on the tab, the system fills in this box with the identifier of the owner.
Days Overdue	The quantity of days for which the submittal was overdue.

Details Tab

This tab contains an area you can use to describe the submittal. The area consists of the following:

The formatting toolbar, with buttons you can use to edit the text, change its typographical treatment, and format it. You can also use buttons to add files and insert images.
The Message text box, where you can enter a detailed description of the submittal or relevant notes. You can type the description here and edit its text by using the buttons on the formatting toolbar.

Submittal Workflow Tab

On this tab, you can define the workflow for processing of the submittal, review and edit the existing workflow.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 2. Table Columns
Column	Description
Email To	A check box that indicates (if selected) that when you click the Email command on the More menu, the system opens the Email Activity (CR306015) form with the email of the contact in the To box.
Contact	The name of the person in the workflow. You can select contact from the list of existing contacts or add a new contact. To add a new contact, in the lookup table, you click Add New Record. The system opens the Contacts (CR302000)form, on which the owner specifies the contact details.
Account Name	The name of the company of the contact. The system fills in this box with the information specified in the Account Name box of the Contacts form for the contact.
Job Title	The job title of the contact. The system fills in this box with the information specified in the Job Title box of the Contacts form for the contact.
Role	The role of the contact in the submittal workflow, which can be one of the following: Submitter: A person who provides the submittal documents or items. Approver: A person who reviews and needs to approve the submittal documents or items. Reviewer: A person who reviews the submittal but does not need to approve or reject the submittal documents or items.
Status	The status of work for the contact. The following options are available: Planned: The action has not yet been taken. Pending: An action (sending of submittal documents or items, approval, or review) is required from the contact. Completed: The action has been performed. This option is available only if the contact has the Submitter and Reviewer roles. Approved: The submittal documents and items have been approved by the contact. This option is available only if the contact has the Approver role. Rejected: The submittal documents and items have been rejected by the contact. This option is available only if the contact has the Approver role. Canceled: The action from this contact has been canceled.
Start Date	The date when the contact started work on the submittal. By default, the current business date is selected. You can override this value.
Days for Review	The quantity of days planned for submitting of the documents and items, approval, or review. You can specify the quantity of days or leave this column empty.
Due Date	The due date for the contact to finish the work. If the quantity of days is specified in the Days for Review column, the system calculates the date as a sum of Start Date and Days for Review. This value can be overridden.
Completion Date	The date when the contact finished work on the submittal. By default, the current business date is selected. You can override this value.
Date Received	The date when the documents and items to work on have been received by the contact.
Date Sent	The date when the documents and items to work on has been sent to the contact.
Email	The email address of the contact. The system fills in this box with the information specified in the Email box of the Contacts form for the contact.
Phone	The phone number of the contact. The system fills in this box with the information specified in the Business 1 box of the Contacts form for the contact.

Activities Tab

This tab has a table with the list of activities associated with the submittal. You can associate particular tasks, events, emails, and other activities with the photo log. MYOB Advanced provides you with a list of predefined activity types; you can add new activity types by using the Activity Types (CR102000) form. To create an activity, email, event, or task, click the appropriate command and fill in the dialog box.

You can also add email by clicking the Email command on the More menu, and preparing and sending the email by using the Email Activity (CR306015) form.

Important: The incoming email appears on the Activities tab only if the respondent clicks Reply to reply to the email, which results in the following conditions being met:

The response is sent to the same email address from which the email was received.
The subject of the email is not changed.

The tab includes, in addition to the columns described below, columns (labeled with icons) that you can use to attach notes and files to the activity, see if it is completed, check its priority level, and notice whether there are associated reminders. For descriptions of these columns, see Managing Emails and Activities.

Table 3. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Create Task	Opens the Task (CR306020) form in a pop-up window, which you can use to create a new task.
Create Event	Opens the Event (CR306030) form in a pop-up window, which you can use to create a new event.
Create Email	Opens the Email Activity (CR306015) form in a pop-up window, on which you can create a new email.
Create Activity	Contains a menu with commands that correspond to the list of activity types configured on the Activity Types (CR102000) form. By clicking a menu command, you open the Activity (CR306010) form in a pop-up window, which you use to create an activity of the corresponding type. The following commands are available by default: Create Note, Create Chat, Create Escalation, Create Message, Create Phone Call, and Create Work Item. To change the list of menu commands, you can add or remove activity types by using the Activity Types form.

Table 4. Table ColumnsThe table includes, in addition to the columns described below, columns (labeled with icons) that you can use to attach notes and files to the activity, see if the activity is completed, check its priority level, and note whether there are associated reminders. For descriptions of these columns, see Emails and Activities: General Information.
Column	Description
Type	The type of the activity.
Summary	The brief description of the activity.
Final Answer	A check box that indicates (if selected) that the email contains the final decision from the responsible party.
Status	The status of the activity.
Start Date	The start date and time of the activity.
Created At	The date and time when the activity was created.
Category	The category of the activity.
Workgroup	The workgroup associated with the activity.
Owner	The name of the user to whom the activity is assigned.
Created By	The name of the employee who created the activity. By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.

The tab also has the Activity Description area below the table. The area displays the full description provided for the activity selected in the table. To edit the description, click the link in the Summary column of the activity. This opens the Activity (CR306010) form in a pop-up window; on this form, you can add a description and edit other settings corresponding to the activity.