Contract Change Order List
Use the Contract Change Order List page to view or create new change orders and approve them for the contract change order..
To create a new Change Order
Navigate to the Change Order List page from the Role Center > Contracts > Contract Change Order List.
Select New from the ribbon
Complete the fields in the Change Order Card.
Contract No.: Specifies the contract for which the change order is to be entered.
Change Order No.: Specifies the unique identifier for this change order. This number is auto assigned by the system.
Project No.: Specifies the project for the contract change order.
Contract Description: Specifies a description of the contract.
Change Description: Specifies the description of the change order.
Category: Specifies the category of the change order for optional custom reporting purposes. The values in the drop-down box are from the project code file for type "CONTRACTCHG". For more information on project codes see: Setting up Project Codes.
Status: Specifies change order status which determines whether it is approved, rejected or in process.
Change Order Date: Specifies the date on which the change order is created. If entered, this date prints in change order date field when the change order is printed on the contract change order report.
Schedule Impact (In days)
The Schedule Impact (In Days) section specifies the number of days the contract is delayed.
Schedule Impact Requested Days: Specifies the requested or estimated impact on the project schedule, in number of days. This optional entry typically represents the anticipated number of days the project might be delayed. If input, the number entered in this field appears on the line. The contract time will be increased by the selected number of days when printed using contract change order.
Schedule Impact Approved Days; Specifies the final approved impact on the project schedule, in number of days. This optional entry typically represents the anticipated number of days the project might be delayed. When the change order status is changed to Approved, the number entered here updates Extension in Days in the Contract Dates FastTab of the contract. This update in turn updates revised end date in contract dates.
Scope/Nature of Change: Specifies free form text field used to store a description or scope of work for the change order.
Customer Information FastTab
Customer Name: Specifies the name of the customer on the contract.
Requested By: Specifies the code for the resource creating, requesting the change order.
Reason: Specifies the reason for requesting the change order; optional free-form text field.
Owner Change Order: Specifies owner change order number. This number will be in the field Change Order No. when the report, Change Order Summary, is previewed or printed.
Owner Reference: Specifies optional free-form text when the change order is printed using contract change order print and in the change order summary section of the AIA-style billing.
AIA Billing Information FastTab
Architect’s Project: Specifies the architect’s project number in this optional free-form text field. If entered, this number prints in the architect’s project field on the AIA-style billing invoice.
Bill Type: Specifies whether the change order is billable or non-billable.
Billing Item Nbr: Specifies the item number that should be added or updated when the change order becomes approved.
Change orders do not require approval by default. When using approvals, any number of approvers up to 3 can be selected. If the Approver field is blank, the change order is automatically approved.
Preparer: Specifies the resource code of the user preparing the contract change order.
Approver 1: Specifies the resource code of the person who is the first level approver for this change order.
Approver 2: Specifies the resource code of the person who is the second level approver for this change order.
Approver 3: Specifies the resource code of the person who is the third level approver for 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.
Change Amount From: Specifies if the pending funded amount of the change notice will come from Projects, Project Tasks, Project Budget, or Authorized Requested Change Amount.
Requested Change Amount: Specifies the amount requested for this change order.
Change Order Amount: Specifies the amount for this change order. Based on the selection of the change amount from this could be the authorized change notice amount, the sum of the project or task contract amounts, or the project budget amounts.
Revenue Budget: Specifies the total budgeted price for the project attached to this change notice.
Processing a Change Order
Once the Change Order is complete, and if you are in the Change Order Card, you can use options on the Ribbon to continue processing:
New: to create a new Change Order.
Budget: to access the Budget Matrix, Budget Matrix with Capacity, or the Budget Journal for the Change Order. For more information on Budgets, see Manage Project Budgets, Creating Budgets, Budget Processing - Update G/L Budget
Actions: Options include:
Submit to submit the Change Order for approval.
Approvals to open the Change Order Approval page to Approve or Reject Change Orders.
Report: Select Change Order Summary report to view or print a report containing information on the contract and the Change Order.
Related: Use to add comments or attachments the highlighted change order.
Approving or rejecting a Change Order
If a contract is configured to require Change Order Approvals (see: Approval FastTab), or rejections are done through the Contract Change Order Approvals page.
Navigate to Role Center > Activities > Approvals & Activities > Contract Change Order Approval to approve or reject contract change orders. .
The process works similar to time or expense approvals. When you open the page, you can enter filters to restrict the Change Orders that appear in the lower portion of the page. Filters include:
- Start Date
- End Date
- View As (options to select Change Orders requiring Level 1, Level 2, or Level 3 approvals).
- Contract No.
- Project No.
- Change Order No.
- Customer No.
As you select criteria at the top of the page, the results at the bottom of the page dynamically update. Use the options in the Ribbon at the top of the page to process the Change Orders:
Approve: Select this option to approve the selected change order lines.
Approve All: Select this option to approve all change order lines in the grid.
Reject: Select this option to reject the highlighted Change Order lines.
Reject All: Select this option to reject all change order lines in the grid.
Change Order: Select this option to view the change order card for the highlighted line.
Comments: Select this option to add or review comments for the highlighted change order.
Attachments: Select this option to add or review attachments for the highlighted change order.