Change Order Management
OBJECTIVE
The Change Order Management function is used to manage change orders and amendments to original contracts. It creates a link between the various modules and updates the following information: budgets in Project Management, customer contracts (Contract Management) and sub-contractor contracts (Subcontract Management).
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The Contract Management and Subcontract Management options contain a Change Order tab where the change orders linked to a contract are displayed. As for purchase orders, it is the order extension that allows managing changes. Some information is transmitted to invoicing when transferring change orders (customer order number, date entered, date submitted). Transactions which have a Rejected or Non Billable status are accessible by clicking the Show Rejected / Non Billable Entries icon. It is not possible to transfer change orders that have one of these statuses. To reopen a change order that has been transferred, click the File menu and select Move to Approved Status. |
PREREQUISITEs
ICONS
Summary
STEPS
maestro* > Projects > Change Orders > Change Order > Change Order Management |
Enter a change order
- Enter the required information:
Field
Description
Counter
Counter number automatically assigned by maestro* when the record is saved.
Change Order
Number that identifies the change.
NOTES: This number is included on reports and in Subcontract Management.
It will be impossible to transfer the change order to invoicing if this field is empty.
Status
Change status in maestro*.
Available values.
Project-#
Project affected by the change order.
Level
Allows linking change orders by indicating a Master change order and Sub Change Order. The change order can also be indicated as a Unit and therefore will not be linked to other change orders.
NOTE: Printing a master change order automatically implies that all of the sub change orders linked to it will be printed.
Sub-project
Sub-project affected by the change order.
NOTES: Only available if the Manage change order with sub-project option is activated in Configuration.
The project specified must be a sub-project of the previously entered project.
Description
Description of the change order displayed in the subcontracting contract and the various billing contracts (Contract Management, Progress Billing Contracts, or Cost Plus Contract Management).
NOTE: This description is also displayed on the reports linked to the change order.
Date Entered
Date on which the change order was entered in maestro*.
NOTE: The date is automatically displayed when a new change order is saved.
Date Received
Date on which the change request is received.
Change type
Reference
Used to enter reference text related to the change.
Management Type
Used to identify which invoicing method will be used when invoicing the change order.
Two modes are possible: Contract Invoicing / Progress Billing or Cost Plus Invoicing.
User in Charge
Allows entering the user in charge of the change order.
- Enter the required information in the
Detail tab:
- Enter the required information in the Detailed Description tab: this tab is used to enter a detailed description of the change, which can be printed on the form. You can format the text by changing the style (font, size, alignment, etc.).
- The Additional Fields tab allows the user to customize the Change Order Management by adding fields. Click on the Configuration button to add fields.
- The Change Order List tab is used to see the change orders linked to the project.
- The Issues tab is used to see the instructions linked to issue management.
- Click Save.
You can print a change order form by clicking on the Print icon. It must first be configured in Configuration option.
You can keep a copy of the form in Document Management if the configuration information for the Change Order Management form has been entered in the Mailing Configuration option.
You can send the change order form by email using the Send to All Recipients function available in the maestro* report viewer.
Add item from a kit
This feature applies to items whose Status corresponds to Kit in the Catalogue Management option. |
- In the Material List tab, enter the kit's product code in the column or click on the
icon to select a kit through the Select a record window. The Component Selection window opens.
- Enter the amount of kits (Quantity) needed in the change order.
- Check the kit items to include in the change order.
- Click Select.
All chosen kit items will automatically be added to the change order. - Save the change order.
Configure the Change Order Management option
- In the Change Order Management option, click on the Configuration icon, represented by a gear.
- Complete the various settings that can apply to the Change Order Management option:
Field
Description
Maximum Number of Lines
Allows indicating the maximum number of lines to display in the breakdown grid.
Path and name of default French form
Allows choosing the form model to use in French for the first and subsequent pages.
Path and name of default English form
Allows choosing the form model to use in English for the first and subsequent pages.
Save Forms
If this box is checked, the directory where the forms are kept has to be selected.
Stay in insert mode after saving
This functionality makes it easier to use the module when creating a new change order.
If this box is checked, after saving a change order, the window will be emptied and set in Insert mode to be ready to enter (or modify) another change order.
If this box is not checked, after saving a change order, the data will remain displayed and the user will be able to perform other modifications in that same change order.
Detailed Material Transfer
Allows transferring in detail a list of material entered in the Material List tab to the Breakdown tab.
If this setting is checked:
- When the system copies the material, it does not group anything and copies each material line individually in the grid. Be careful, the product code is not copied, only the description is.
- In the Breakdown tab, the Proposed Quantity, Proposed U.P., and Proposed Selling Amount columns are fed automatically from the Selling Quantity, Selling U.P., and Selling Amount columns in the material grid.
If this setting is not checked:
- When the system copies the material, the quantity and unit price are not updated.
- Only the proposed selling amount is compiled and corresponds to the sum of all proposed selling amounts entered in the material list and grouped on the corresponding line.
- The product desription is not copied in the Breakdown tab, only the Material label appears.
Do not manage material's cost and supply
Allows using the material grid available in the Material List tab without having to enter the cost information and generate stock orders from catalogue.
If this setting is checked, it is not necessary to enter in the Material List tab an activity, group, supplier, site, quantity, a unit price, or an amount. Furthermore, when copying elements from the Material List to the Breakdown tab, the New Purchase Order box is not checked and the order type is no longer linked on the breakdown lines created from the material.
If this setting is not checked, it is necessary to enter in the Material List tab an activity, group, supplier, site, quantity, unit price, and an amount. Furthermore, when copying elements from the Material List to the Breakdown tab, the New Purchase Order box is not checked and the order takes the Stock Order from Catalogue value.
Copy this income activity in the "Breakdown" and "Material List" grids
Allows automatically copying the revenue activity of change orders to every line in the Breakdown tab.
If this setting is checked, the activity indicated in the Activity field of the Revenue section is copied to the Activity column on every line added in the Material List and Breakdown tabs. If the line already contains a value in the Activity column, it is not replaced.
If this setting is not checked, the activity is determined as usual (according to the product code entered) in the Material List tab and it must be manually entered in the Breakdown grid.
Do not automatically activate a new C/O on an existing order
If this box is checked, do not offer by default to create a new change order in the subcontract each time details are added to a change order.
NOTE: In any case, the user can modify what the system offers by default and decide to add the line in a new change order or to add the line to a preexisting change order.
- Click Ok to save the changes and close the window.
See also
- Subcontract Management
- Stock Order from Catalogue
- Configuration – Projects
- Contract Management
- List of Change Orders
- Change Order Report
- Progress Billing Contracts
- Mailing Configuration