Create Change Orders

Once the status on a Subcontract is set to Active, Change Orders are used to make changes to the Subcontract. To create a Change Order, use these steps:

Navigate to the Role Center > Subcontract > Subcontract Change Order List or from the Subcontract Card select Change Orders.

Create Change Order from Subcontract Change Order List

If creating a Change Order from the Subcontract Change Order List, the Subcontracts List opens that displays the Projects and their Subcontracts.

  1. Highlight the Subcontract to associate with the Change Order.

  2. Select Actions > New.

  3. The Subcontracts page displays a list of Subcontracts/Projects.

  4. Select a Subcontract and click OK.

    1. Message displays "Do you want to create new change order for Subcontract 'xxxxxx'?"

  6. Click Yes

  7. Select Actions > New.

Create Change Order from the Subcontract Card

Tip

You cannot access Change Orders from the Subcontract Card until the Status on the Subcontract is set to Active.

  1. Navigate to the Role Center > Subcontract > Subcontracts.
  2. From the ribbon, click Change Orders.
  3. The Subcontract Change Orders List opens.
  4. Change Orders for this Subcontract are displayed.
  5. Click Actions > New to create a new Change Order.
  6. Message displays asking if you want to create a new change order for the Subcontract SUBXXXXXX. Select Yes.
  7. The Subcontract Change Order Card opens for completion.

Subcontract Change Order Card

General FastTab

Field Name Description
Change Order Specifies the unique identifier for this Change Order. System assigned number.
Subcontract Specifies the Subcontract for which the Change Order is to be entered.
Subcontract Description Specifies information about the Subcontract.
Customer Name Specifies the Name of the Customer associated with the Project.
Vendor Name Specifies the Name of the Subcontractor/Vendor assigned to the Subcontract.
Project No. Specifies the Project Number for the Subcontract.
Change Description Specifies information about the Change Order.
Change Order Date Specifies the effective Date of the Change Order.
Schedule Impact (In days) Specifies the number of days the Subcontract is delayed.
Requested By Specifies the Resource No. of the person requesting the Change Order.
Reason Specifies the justification for the Change Order action.
Category Specifies the Code based on the Type of Change Order: Expense, Items, or Resource Hours. These Change Order Categories are set up in Project Codes under CHGCATEGORY Code. For more information see: Project Codes
Vendor Reference Specifies the vendor reference number, e.g., Purchase Order.
Status Specifies the Status of the Change Order. System updated as the order is processed.
Scope/Nature of Change Specifies a description and extent of the change.

Approval FastTab

Add approvals to the Change Order by selecting a Resource Number under Approver 1, Approver 2, or Approver 3.

Tip

Approvals are not required, however, when selected not all levels need to be populated.

Field Name Description
Preparer Specifies the user preparing the Change Order.
Approver 1 Specifies the user who will perform the first level approval on this Change Order.
Approver 2 Specifies the user who will perform the second level approval on this Change Order.
Approver 3 Specifies the user who will perform the third level approval on this Change Order.
Date Approved 1 Specifies the date the Change Order received first level approval.
Date Approved 2 Specifies the date the Change Order received second level approval.
Date Approved 3 Specifies the date the Change Order received third level approval.

Totals FastTab

Field Name Description
Amount of Change Displays the total of the line item Change Amounts that have been entered.
Quantity Change Specifies total of the line item Change Quantities that have been entered.

Subcontract Change Order Details FastTab

Create the lines for the Subcontract Change Order in one of two ways:

  1. Click a blank line in the Subcontract Details section and add details.

  2. Or select Manage > New Subcontract Line (which creates a new Change Order not related to the Detail Line on the Subcontract Card).

    • If New Subcontract Line is selected, the Subcontract Line Card page displays, and the details can be added for the new line. Click OK to add changes.

    • To modify an existing line, select the Line No dropdown, and select the line to be modified. Select and modify any fields, as needed.

    Field Name Description
    Line No. Specifies the system assigned number for the change.
    Task Specifies the Project Task No. to be charged.
    Task Description Specifies the Description of the Task Code.
    Line Type Specifies the type of charge: Resource, Expense, or Item.
    Item No. Specifies the number if Type, Item is selected.
    Gen. Prod. Posting Group Specifies General Product Posting Group Codeassociated with the Type, to be used for posting to the General Ledger.
    Gen. Bus. Posting Group Specifies the General Business Posting Group Code, associated with the Type, to be used for posting to the General Ledger.
    Cost Type Specifies Cost Type for the Subcontract Item, e.g., Labor, Equipment.
    Dimension 1 Specifies the dimensions for the Subcontract, e.g., Department Code, Customergroup Code.
    Dimension 2 Specifies the dimensions for the Subcontract, , e.g., Department Code, Customergroup Code.
    Resource Group Specifies the Resource Group, if a Resource if a Resource has been selected for the Line.
    Units Specifies the number of Units for a line, e.g., hours, pieces.
    Rate Specifies a cost amount for each Unit.
    Amount Specifies the total cost for this line.
    Retention Method Specifies if a Retention amount should be calculated.
    Percent Specifies the percentage for the Retention amount withheld from the Purchase Invoice.
    Cap Specifies whether requested payment amounts can exceed the approved line Amount.
    Cost From Specifies whether the cost totals will come from the detail lines or the Subcontract Purchase Invoice entries
    UOM Specifies how each Unit of the Item, Expense or Resource is measured, such as in pieces or hours. By default, the value in the Base Unit of Measure field on the Item, Expense or Resource Card is inserted.
    Location Code Specifies the Inventory Location from which the Items sold should be picked and where the Inventory decrease is registered.
    Unit Price Specifies the Price for a single count of the line Type.
    Invoiced Units Specifies the number of Units that have been billed for the line Type.
    Invoiced Amount Specifies the Billed Amount for the line Type.
    Original Units Specifies the number of Units that were entered in the Subcontract Card Detail Line.
    Original Amount Specifies the line Amount calculated in the Subcontract’s Card Detail Line.
    Pending Change Units Specifies the number of Units for the current Line No. on Subcontract Change Orders with a Status of Pending.
    Pending Change Orders Specifies the sum of Amounts for the current Line No. on Subcontract Change Orders with a Status of Pending.
    Approved Change Order Units Specifies the number of Units for the current Line No. on Subcontract Change Orders with a Status of Approved.
    Approved Change Orders Amount Specifies the sum of Amounts for the current Line No. on Subcontract Change Orders with a Status of Approved.
    Total Units Specifies the sum of Units for the Subcontract Line No.. The Total includes the Original Line Details and Approved Change Order Line Details.
    Total Amount Specifies the sum of Amounts for the Subcontract Line No. The Total includes the Original Line Details and Approved Change Order Line Details.

  3. Click Actions from the top of the Change Order page and select either Comments or Attachments for addition to the Change Order.

  4. When changes are complete, click either Submit or Actions > Other > Submit to submit the Change Order for approval.

  5. Click Yes to message Do you want to submit the change order X?

See Also

Change Notice Approval