About automatic numbering for change orders
Entering prime and sub changes for contacts and budgets
Entering accounts payable invoices for subcontract lines
About entering change orders
The 6-4-1 Change Orders window contains a header area and two tabs, and at the bottom, boxes that report various values that you may be following.
The header area contains boxes for entering information such as: Job, Phase, Description, Date, Status, and so forth.
Important! The Status box selection sets the status for both tabs, however; you can override the Status box selection by entering a status in the Approved column on the Budget and Sub Change Details tab except for those with a status of Void and Rejected.
Tabs
The window has two tabs, Prime Change Details, and Budget and Sub Change Details. To make changes to a job’s contract amount, you enter the change on the Prime Change Details tab. To change a budget or subcontract, you enter the changes in the Budget and Sub Change Details tab.
The changes to the contract amount (3-5 Jobs (Accounts Receivable), and the budget amount (6-2 Budgets) do not appear in the window of origin. They only appear in reports or in sub-menus of the windows of origin. This functionality maintains the separation of the original amounts and the changes.
For example, to see the changes in a contract, you may view the Prime Contract Audit report. To see the changes in the budget, you may view various project management reports, such as the Job Cost Summary report. To see the changes in a subcontract, you may view the subcontract Audit report.
On the 3-5 Jobs (Accounts Receivable) window, on the menu bar, you may also view changes in the contract amount by clicking Options > Contract Summary.
On the other hand, changes to the subcontract do appear in the 6-7-1 Subcontracts window. After creating a change order against a subcontract, the program updates the changes as well as the original totals. On the 6-7-1 Subcontracts window, on the menu bar, you may also view changes in the budget amount by clicking Options > Summary.
Change order work may require an adjustment to the job contract and the budget. For example, a general contractor has begun work on a kitchen remodel project and the client wants to change the sink called for in the plans. The plumbing subcontractor tells the general contractor to add $75 for the sink upgrade.
In creating the change order, the contractor enters the $75 change to the subcontract in the Budget and Sub Change Details tab. Because the client requested the change, the contractor charges $25 for the upgrade in addition to the $75 in added costs. On the Prime Change Details tab, the contractor enters a request for an additional $100. After saving the sub change, the change information appears with the subcontract record in 6-7-1 Subcontracts.
Sometimes you might only want to change the contract amount. Suppose, from the above example, the sink the client wants costs the same amount as the sink from the plans. Because the client requested the change, the contractor charges $25 for the change work. On the Prime Change Details tab, the contractor enters a request for an additional $25.
Under certain conditions, you might have to adjust only the budget. Suppose the specification for the faucet requires a specific model that costs $100. However, due to some miscommunication, the subcontractor installed a model costing $150 and refuses to take the loss. In the Budget and Sub Change Details tab, the contractor enters a budget change for $50.
Tip: To include a detailed description of the change order work, type a note for the change order “record” rather than typing a note in a grid row or including an attached document. To open the Notes window, click the Notes icon on the toolbar.