Add or Change a Change Order Add or Change a Change Order
Any change to the budgeted amount after a job has begun constitutes a Change Order. Depending on the nature of the construction entity, this Change Order can come from various sources (i.e. owner, architect, engineer, etc.). Once a Change Order has been received for the job, suppliers and subcontractors need to be notified and given the opportunity to either accept or reject the Change Order amount for their particular operation. Change Orders that need this kind of approval are generally termed as External Change Orders. Occasionally there is need for a Change Order on a job that does not affect the contracted amount for the job but does affect the contractor’s overall cost for the project. These are termed as Internal Change Orders. This Change Order entry program allows for both of the above types of Change Orders.
When Change Orders are entered into the system, they are stored in the Change Order File. Whenever a report program uses a job budget figure for a particular job, it also checks the Change Order File for any Change Orders to be applied to that job budget. This is reflected in the difference between the Original Budget and the Current Budget amounts found on job analysis reports.
This screen is accessed through Job Setup. It is found by pressing the Add or Change button on the Change Order tab. The following screen comes into view.
Press the OK or Cancel button and the program will return to the Change Order tab.
Change Order ID
Enter up to 5 characters to be used as a Change Order Identification number.
Description
Enter up to 30 characters for a description of the Change Order.
As mentioned at the beginning of this topic, there are two types of Change Orders. Use the arrow to choose the appropriate type.
1. Internal Change Order
Choose Internal if this is an Internal Change Order that will not affect the job budget but does affect the contractor’s overall cost for the project.
2. External Change Order
If this is an external Change Order, enter the present status of the Change Order. Choose from the following three choices.
A. Approved
If this Change Order has received the approval of the Architect/Engineer/Owner.
B. Rejected
If this Change Order has been rejected by the Architect/Engineer/Owner.
C. Pending
If the Change Order has been sent to the Architect/Engineer/Owner but has not been received yet.
If the Contractor Draw job billing type has been selected and the Track Change Orders by Scheduled Value box has been checked, this drop-down list box will appear, containing all the billing phases to choose from. If the option, "* Assign Change Order Details to Billing Phases *" is selected, each individual Change Order Detail entered in the box below can be assigned to a different billing phase.
Requested
Enter the amount requested for the Change Order.
Approved
Enter the amount approved by the Architect/Engineer/Owner.
Total Cost
This field is automatically filled in from the information entered in the Change Order Detail field.
Estimated Profit
This field is automatically filled in from the information entered in the Approved and the Change Order Detail fields
Quantity Change
Enter the increase or decrease in the number of units associated with this Change Order.
Press the lookup button and a Calendar comes into view. Choose the correct date and press the OK button
Origination Date
Enter the date the Change Order originated.
Date Submitted to A / E
Enter the date the change was submitted to the Architect/Engineer/Owner for approval.
Response needed
Enter the date of the Response needed.
A / E Response
Enter the date the response was received back from the Architect/Engineer/Owner. Warning: If there is no date entered, this will affect how the Change Orders appear in a Draw Request. They will appear in the Previous Month Change Order field instead of the Current Change Order field.
Changes to the budgeted amounts and quantities of individual cost codes appear in the list box.
Cost Code
This is the Cost Code number to which this job is to be charged.
Description
This is the description of the cost code.
Subcontractor
This is the number and name of the subcontractor (if any) associated with the cost code.
Budget Change
This is the Budget Change from the original job that is to be charged to this Cost Code.
Add or Change (button)
To modify or Add a Change Order detail line item, press the Add button or highlight the Change Order detail line item and press the Change button. See Add or Change a Change Order Detail
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
Add or Change a Change Order Detail
Press the Add or Change button to add a Change Order Detail and the following screen comes into view:
Press the OK or Cancel button and the program will return to the Adding a Change Order screen.
Cost Code
Enter the cost code. Pressing the lookup button causes the Budgeted Cost Code Lookup screen to come into view. Highlight the correct code, and press the Select button.
Quantity
Enter the Quantity that is to be charged to this Cost Code.
Uniot Name
Enter the Unit Name if applicable.
Unit Cost
Enter the Unit Cost if applicable.
Amount
Enter the portion of the total Change Order amount that is to be charged to this Cost Code.
Subcontractor Change Order Number
Enter the unique Change Order Number for this change order to this subcontractor.
Reason for Change
Enter a reason for this change order detail. All reasons entered will be available in the DataView Change Order report.
Billing Phase (dropdown list)
If the change order header indicated that Billing Phases can be assigned to Change Order Details, this field will allow the user to select which Billing Phase this change should be assigned to.
Edit Subcontract Information (button)
If this line item is being assigned to a cost code budget with a Subcontract cost type, the Edit Subcontract Information button will be enabled. Press this and the following screen will come into view.
Date Submitted
Enter the date or press the lookup button and a Calendar comes into view. Choose the correct date and press the OK button.
Response Date
Enter the date or press the lookup button and a Calendar comes into view. Choose the correct date and press the OK button.
Date Accepted
Enter the date or press the lookup button and a Calendar comes into view. Choose the correct date and press the OK button.
Payment as Follows
Enter a short description of the payment guidelines.
Activity
This field only appears if the Cost Code is associated with Critical Path Activity. Once the Cost Code is selected, this box will display the associated activity.
Description for Subcontract Change Order
Enter any desired notes about the Change Order. Any notes entered in this field will be printed on the FormMaker Subcontractor Change Order Agreement form.
Description for Owner Change Order
If a different description is desired for this change order when itemizing it on the printed Owner Change order, enter that description here.
Print Change Order Form (button)
Click this button to generate a Change Order form for printing.
Close (button)
Press the Close button to update the Subcontract Information.
Contract is changed as follows
This field is used to enter any notes that the user wishes to associate with this Change Order. Any notes entered here will be accessible in the FormMaker Owner Change Order Agreement form.
Payment as Follows
Enter a short description of the payment guidelines.
Print Change Order (button)
Click this button to generate a Change Order form for printing.
Notes can be attached to the Change Order. There is no limit to the number of entries.
Date
The date the note was entered.
Subject
The subject of the note is displayed. This is user defined. For example: Adding Notes
Add or Change (buttons)
See Adding or Changing a Note.
Print (button)
See Printing Notes.
Press the Attachments tabs and the following screen comes into view.
This allows the user to attach outside files to the change order. For example: photographs of the changes at the job site can be attached. See the Attachments topic for a full description of how attachments work.
Report Sample - Change Order to Owner
Report Sample - Change Order to Subcontractor
