having the proper roles to create and submit an invoice as a sub

I know many more people are starting to use CARS to invoice when they are a subconsultant on a contract.

One little thing I want to clear up is to make sure you (vendor admins) have the correct roles assigned when you are a sub. No matter if you get to your subcontracts via a group or individually, you need to make sure the role of "View SubContract Invoice" is selected. In conjunction, if you have the role of "Subcontractor Invoice Submitter," you will be able to submit that invoice. If you only have the role of "SubContract Invoice Editor," you will not be able to submit that invoice, but you can create it.

Regardless, I want to make sure that if you are invoicing as a sub, you need to have that role of "View SubContract Invoice."


(click on the picture below to make the size bigger)

this person can create, view, and submit this subcontract invoice

The link to firms trained in CARS is here.

The link to the training videos is here.

If you are a loyal reader of the blog, you will notice I skipped last Thursday because I was hoping that the new release of CARS would come out. It did, and I want to get back to regular blog postings every Thursday.

a new CARS

We have made the transition to the new CARS application.

I hope what you see will make your life easier.

1. The application should run much faster than before.

2. There are now notifications in CARS, If an action takes place, someone will be notified.

Here are the basic notifications in CARS - I have also included a video to help explain how this will work.

3. Indirect Costs are now calculated by the direct labor that you add for your actual cost contracts. It is easy to figure out, but I did make a quick demo video to explain.

4. The invoice report is now much more detailed than in the past. An example of that invoice summary is found in this video.

The link to the old videos which show the basics of CARS is here.

A list of all firms trained in the CARS application is here.

If you have any questions, or things aren't working out exactly, please email me 

emails from CARS

Been busy testing this week to make sure the automatically generated emails from CARS get to the correct person when some type of event happens (evaluation is ready for review or if an invoice is paid, adjusted, rejected). No matter the situation at your firm, when something occurs, an email will get to someone at your firm.

I see a lot of email addresses for vendor staff where the WAMS email address is assigned to either a Gmail, Hotmail, or Yahoo mail account. When notifications start in CARS, it will be sending the email to that address.

This is just a sneak peek at the new look of CARS where you will be able to personally manage your email address, phone number, and your name. In this instance, if Wanda worked for Amos Enterprises, the email from CARS would actually go to her Yahoo account, which might not be the correct place.

If you happen to be on the notify list for a particular project, for instance, when an evaluation is ready to review, you will receive an email. If you are the administrator for your firm, and you do not assign someone the role of evaluation notification, you will get an email like this....

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This email serves as a notification that the evaluation for the project/contract listed below is ready for review.

Project : 2060-99-99
Work Order :
Evaluation Number:1
Vendor Name: Amos Enterprises.
Date Ready for Review :03/03/2015

The link to CARS is https://trust.dot.state.wi.us/cars/

The reason you are receiving this email is because you are a CARS Administrator for your firm and no person is listed to receive email notification regarding evaluations for this project/contract at your firm.

Please assign a person at your firm to a notification role for this project/contract.

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We're really looking forward to this functionality.

Got a few more firms signed up to use the CARS Application this week.

Here is a link to the CARS Training Videos.

looking forward

Not much new to report this week. We're still looking to release the latest version of CARS which will be released in a few weeks. When that occurs, I will post a video and documentation here highlighting the major changes that you will be seeing. I think you will like it.

Another thing I want to clarify this week regarding invoicing. If you are a sub, you can only use the CARS application for invoicing if the prime above you is also using CARS. If your prime consultant is not using CARS, while you can still use and view your subcontract in CARS, you won't be able to invoice electronically through the application.

A list of firms trained in CARS is here.

A link to the CARS training videos is here.