2002 Construction Administration Documents

Tutor Copy

Construction Administration Documents

Construction administration documents are forms which must be kept as evidence of a transaction having taken place. When work is completed, or safety checks carried out, or material ordered and delivered, the relevant paperwork must be completed and copies kept.These copies become documents and are vital records which must be filed and stored until an audit of the job has taken place.

Typical examples of these documents include:

• Order forms.• Delivery notes.• Invoices.• Timesheets.

Order FormsMost builders have accounts with various suppliers to supply them with the necessary materials to carry out their work. Usually the builder comes to an arrangement with the supplier and agrees to pay their bills within 30 days of receiving the goods. If that is so, the builder receives a discount on the bill. This acts as an incentive to the builder to pay within the agreed time.

To ensure that both people, keep true records the builder uses an order form. This is completed every time an order is placed, and a copy is sent to the supplier and the builder for future reference keeps copies.

A typical order form

Delivery NoteWhen deliveries are made to a building site or workshop, they are checked against the order form by someone designated to do so. This may be a store person, charge hand or foreman. Each item and quantity is ticked off, and any mistakes noted.

All materials are checked for damage, and the order number checked against the delivery note.

Only after everything is checked should the note be signed and the delivery accepted.

Any discrepancies in the delivery are noted on the delivery note and the supplier informed.

Copies of the note are kept and filed in the office.

An example of a Delivery Note.

InvoicesOnce the delivery has been made, the supplier will send an invoice or bill to the builder for payment to be made.

The invoice is checked against the delivery note, then payment is made and the account settled.

It is common for suppliers to offer a discount to clients if the bill is paid promptly.

An Example of an Invoice

Time Sheets

Most firms have some means of recording the time employees spend at work. The most common way is a time sheet. Each employee has to complete a time sheet every week, so that his employer has a record of the time he has spent at work.

An example of a Time sheet