Use this screen to enter and maintain project change orders. Change orders are additions or reductions to the original scope of work specified in the contract. You can use them to track revisions caused by changes in the project's scope of work.
If you want the budgets to be updated when an approved change order is saved, make sure that you select the Update Baseline Budget with Approved COs and Update Workplan Budget with Approved COs checkboxes in the Maintain Project Budget Settings screen.
This screen contains two tabs, a table window, and three subtasks. They can be used as follows:
Use the Project Info tab to enter change order number and description, customer change order number, change order status, change order amount, and user entry information.
Use the Project Detail tab to enter budget update options, period of performance, and notes. You can also view the approver ID, approval date, and mod number.
Use the Table Window to enter the details of the change order. You must enter a line type, account, and organization. You can also enter the amount of the change order, the multiplier, the profit amount, and the total amount. The account and organization names automatically display.
Use the Hours subtask to enter the details of change orders that have hours associated with them. You can enter employee ID, vendor ID, PLC, GLC, and the number of hours that have changed. The amount of budgeted and remaining hours will automatically display if you select the Load Hrs Totals pushbutton.
Use the Subcontractors subtask to enter detailed information on subcontractor change orders. You can enter the vendor, the subcontractor, and the description of the change in the table window.
Use the Units subtask to enter detailed information on unit change orders. You can enter CLIN, price catalog, item, revision, price per unit, amount, multiplier, profit amount, and total amount.
Use this screen whenever you need to enter change orders. You can automatically update the contract or funded value in this screen.
Project *
Enter, or use Lookup to select, a valid project for the change order.
The description of the project will appear in the non-editable field to the right. You can enter change orders at any level of the project and at multiple levels of the same project. On reports that provide change order totals, change orders entered at and below the budget level will be summarized into the totals.
Use the fields in this group box to view the totals in the table window and any unallocated amounts.
The system calculates the value in this field by multiplying the Changes amount by the Multiplier.
This field displays the amount of the change order total that cannot be identified to a specific account. The sum of the Totals and Unallocated Amount fields must equal the CO Total field before you can save the screen.
Use the fields in this tab to enter change order details and view entry user information.
This non-editable field displays the change order number. This number, which is assigned by the system, provides a unique identifier for each change order.
Enter a description, up to a 25 characters, of the change order.
Enter a user-defined change order number for this customer. You can enter up to 10 characters.
CO Total *
Enter the total amount of this change order.
CO Status
Use Lookup to select a valid change order status. A change order can have multiple statuses over its life cycle but can have only one status at a time.
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Note: You cannot edit this screen if the "Approved" status is selected. |
Use the fields in this group box to view the entry user information.
This non-editable field displays the ID of the user entering the change order.
This non-editable field displays the system date on which the change order was entered or modified.
Use the checkboxes in this group box to update the project's modifications amounts with the change order total amount. Since the approval of a change order signifies a change in the scope of work, changing the status to a code of "Approved" will update the Enter Project Modifications screen (Projects\Transactions\Project) with an additional record. If you save this screen and you have selected either or both of the Contract or Funding checkboxes, the system will insert a new modification, identified by the next sequential number, into the appropriate Cost field in the Enter Project Modifications screen. The change order description and dates from this screen will also be used.
Select this checkbox to add change order amounts to the contract value modification amount.
Select this checkbox to add change order amounts to the funding modification amount.
Use this table window to record the individual line items of the change orders. You can enter lines to allocate or budget the change order. You can designate each of the lines with a line type, and you will be able to open a subtask for entering detailed information about the line. Because a project's scope of work may change without the accounts or cost codes fully identified, this table window is optional. In such a case, you should enter all or part of the change order amount in the Unallocated Amount field. The sum of the line changes and the Unallocated Amount field must equal the CO Total field before you can save the screen. Note that you must completely allocate a change order before it can be approved.
Enter, or use the drop-down box to select, the line type for this line. Available types are: "H" (Hours), "S" (Subcontractors), "U" (Units), and "D" (None).
If you select either the "H," "S," or "U" options, the appropriate pushbutton at the bottom of the screen will be enabled. Each line can have only one line type, but you can enter different line types for the same change order.
Account *
Enter, or use Lookup to select, a valid account for this line.
Enter, or use Lookup to select, a valid organization for this line.
If you are using the reference number feature, enter, or use Lookup to select, a valid Reference No. 1 for this line. Many companies in the construction industry find it helpful to use Reference No. 1 to set up cost code structures. You can then perform data entry and budgeting by cost code.
Enter the amount of the change order line. The amount can be positive or negative.
Enter a fee or markup percentage for this change order line. Entering 1.00 represents no markup rate. To reflect a profit or fee of 50%, enter 1.50. This field is editable, and making edits here will cause the Profit amount field to recalculate.
This field helps track profits for budgeting by allowing change order markups. These profits and fees are especially important for product budgets that use multipliers.
This field displays the profit derived from the Total Amount field less the Changes (+/-) field amount. Edits here cause the Multiplier field to recalculate.
This field displays the Changes (+/-) field amount times the Multiplier.
This non-editable field displays the name of the selected account.
This non-editable field displays the name of the selected organization.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
BUD_CO_HDR (Budget Change Order Header)
BUD_CO_LN (Budget Change Order Line)
BUD_CO_LN_HRS (Budget Change Order Line Hours)
BUD_CO_LN_SUBCT (Budget Change Order Line Subcontract)
BUD_CO_LN_UNITS (Budget Change Order Line Units)
