Change orders (PM308000)
The window toolbar
| Element | Description |
|---|---|
| Release | Releases the change order. |
| Actions | Provides the following menu commands:
This action is available if the currently selected change order is released. |
| Reports | Provides the Print change order menu command, which you click to navigate to the Change order (PM643000) report. |
The top part
You can use the elements in this area to add a new change order or to select an existing change order and view its details.
| Field | Description |
|---|---|
| Ref. no | The reference number of the change order, which the system automatically assigns. |
| Status | The status of the document, which can be one of the following:
|
| Hold | A check box that indicates (if selected) that the change order is a draft and thus has the On hold status. |
| Change date | The date on which the changes made on the change order should be recorded in the project balances. |
| Approval date | The date that has been communicated to the customer as the approval date of the agreed-upon changes. |
| Contract time change, days | A positive or negative number of days that represents the delay of the contract and is used in reports. |
| Description | The description provided for the change order. |
| Class | The class of the change order, which is defined in the Change order classes (PM203000) window and provides default settings for the change order. If a change order class has been selected in the Default change order class field on General settings tab of the Project accounting preferences (PM101000) window that class is inserted into this field by default when you create a new change order, but you can select another class. |
| Project | The project associated with the change order. If the change order has at least one line on the Revenue budget, Cost budget, or Commitments tab, you cannot change the project for the change order. |
| Customer | The customer associated with the project. |
| External reference no | The external reference number of the change order. |
| Revenue change no. | The number of the change order that can affect the revenue within the project. That is, the change order class has the Revenue budget check box selected on the Details tab of the Change order classes (PM203000) window. You can manually change the Revenue change no. (duplicate numbers within the project are not allowed, however). If you change this number for the change order, you should respectively change the last revenue change no. of the project in the Project properties section of the Summary tab of the Projects (PM301000) window so that the system continues to assign these numbers correctly. For the changes orders that cannot affect the project revenue and the reversing change orders, this number is read-only and equal to N/A. |
| Revenue budget change total | The total amount of the changes of the change order to the revenue budget of the project, which is the total of the Amount column on the Revenue budget tab of the Change orders (PM308000) window. |
| Commitments change total | The total amount of the changes of the change order to the commitments of the project, which is the total of the Amount in base currency column on the Commitments tab of the Change orders (PM308000) window. |
| Cost budget change total | The total amount of the changes of the change order to the cost budget of the project, which is the total of the Amount column on the Cost budget tab of the Change orders (PM308000) window. |
| Gross margin amount | The difference between the revenue budget change total and the cost budget change total values. |
| Gross margin % | The system calculates this percentage by using the following formula: (Revenue budget change total – Cost budget change total ) / Revenue budget change total * 100. |
The Cost budget tab
This tab lists all the changes that affect the cost budget of the project. Each line can modify an existing line of the cost budget or add a new one.
The table toolbar
The table columns
| Element | Description |
|---|---|
| Project task | A task of the project. If you add a new line and the project has the default project task, this task is automatically populated in the column. |
| Item ID | The identifier of the item associated with the cost budget line of the project. This column is shown if Task and item is selected as the Revenue budget level of the project on the Summary tab of the Projects (PM301000) window. |
| Cost code | The cost code associated with the cost budget line of the project. This column is shown if the Cost codes functionality is enabled in the Enable/disable functionalities (CS100000) window and Task and cost code is selected as the Cost budget level of the project on the Summary tab of the Projects (PM301000) window. |
| Account group | The income account group associated with the cost budget line of the project. |
| Description | The description of the cost budget line that is associated with the project, project task, account group, and cost code or item. |
| Quantity | The quantity of the change order line. |
| UoM | The unit of measure of the cost budget line. This column is read-only for existing cost budget lines. |
| Unit rate | The price of the specified unit of the cost budget line. This column is read-only for existing cost budget lines. |
| Amount | The amount of the change order line in the base currency. |
| Original budgeted quantity | The original budgeted quantity of the cost budget line that is associated with the same project, project task, account group, and cost code or item. This column is read-only. |
| Original budgeted amount | The original budgeted amount of the cost budget line that is associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency. This column is read-only. |
| Previously approved CO quantity | The total quantity of the released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. This column is read-only. |
| Previously approved CO amount | The total amount of the released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency. This column is read-only. |
| Revised budgeted quantity | The sum of the Original budgeted quantity and Quantity values. This column is read-only. |
| Revised budgeted amount | The sum of the Original budgeted amount and Amount values. The amount is displayed in the base currency. This column is read-only. |
| Revised committed quantity | The total revised quantity of the commitments that are associated with the project, project task, account group, and cost code or item. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Revised committed amount | The total revised amount of the commitments that are associated with the project, project task, account group, and cost code or item. The amount is displayed in the base currency. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed received quantity | The total received quantity of the commitments that are associated with the project, project task, and account group. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed invoiced amount | The total invoiced quantity of the commitments that are associated with the project, project task, and account group. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed open quantity | The total open quantity of the commitments that are associated with the project, project task, and account group. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed invoiced amount | The total invoiced quantity of the commitments that are associated with the project, project task, and account group. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed CO quantity | The total quantity of the commitment lines of released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Committed CO amount | This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window. |
| Actual quantity | The total amount of the commitment lines of released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency. The total quantity of the lines of the released customer invoices that refer to the cost budget line with the same project, project task, account group, and cost code or item. This column is read-only. |
| Actual amount | The total amount of the lines of the released customer invoices that refer to the cost budget line with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency. This column is read-only. |
| Other draft CO amount | The total amount of the lines of the unreleased change orders (except for the current one) that refer to the cost budget line with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency. This column is read-only. |
The Select budget lines dialog box
This dialog box, which opens when you click Select budget lines on the table toolbar, shows the list of cost budget lines of the project. In this dialog box, you can select specific cost budget lines or all the lines and add them to the change order.
| Element | Description |
|---|---|
| Included | An unlabelled check box that you select to upload this cost budget line to the change order if you then click Add lines or Add lines and close. |
| Add lines | Uploads the selected cost budget lines to the change order. The dialog box remains open. |
| Add lines and close | Uploads the selected cost budget lines to the change order and closes the dialog box. |
| Cancel | Cancels your selections and closes the dialog box. |
The Commitments tab
This tab lists all the changes that affect the commitments of the project. On each line you can modify an existing commitment or add a new one.
The table toolbar
| Select commitments | Opens the Select commitments dialog box, which shows the list of purchase order lines associated with the corresponding project that you can add to the change order. |
The table columns
| Element | Description |
|---|---|
| Status | The status of the commitment line of the change order, which can be one of the following:
This column is read-only for an existing commitment. |
| Project task | A task of the project. If you add a new line and the project has the default project task, this task is automatically populated in the column. This column is read-only for an existing commitment. |
| Item ID | The identifier of the item associated with the commitment. This column is read-only for an existing commitment. |
| Cost code | The cost code associated with the revenue budget line of the project. This column is shown if the Cost codes functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Description | The description of the commitment that is associated with the project, project task, account group, and cost code or item. |
| Quantity | The quantity of the commitment. |
| Description | The description provided for the change order. |
| UoM | The unit of measure of the commitment. This column is read-only for an existing commitment. |
| Unit cost | The price of the specified unit of the commitment in the currency of the purchase order. This column is read-only for an existing commitment. |
| Amount | The amount of the commitment in the currency of the purchase order. |
| Account | The expense account associated with the commitment. This column is read-only for an existing commitment. |
| Supplier | The supplier associated with the commitment. This column is read-only if the supplier is selected for the commitment line. |
| Purchase order no. | The reference number of the purchase order. In this column, you can select any normal purchase order with the On hold, Pending printing, Pending email, or Open status that has at least one non-cancelled or non-completed line. If a supplier is selected for the line, you can select a purchase order associated with only the selected supplier. |
| Order date | The date of the commitment. For an existing commitment, this is the date of the purchase order associated with the commitment. For a commitment line with the New document status, this column is empty by default. This column is read-only. |
| Currency | The currency of the purchase order associated with the commitment. For a commitment line with the New document status, this is the default currency. This column is read-only for an existing commitment. |
| Purchase order line no. | The number of the purchase order line associated with the commitment. For a commitment line with the New line or New document status, this column is empty by default. |
| Draft invoices amount | The total amount of the lines of pro forma invoices that refer to the revenue budget line with the same project, project task, account group, and cost code or item and for which the corresponding customer invoices have not been released yet. This column is read-only. |
| Line description | The description of the purchase order line associated with the commitment. This column is read-only. For a commitment line with the New line or New document status, this column is empty. |
| Order qty. | The original quantity of the purchase order line associated with the commitment. This column is read-only. For a commitment line with the New line or New document status, this column is empty. |
| Line amount | The original amount of the purchase order line associated with the commitment. The amount is displayed in the currency of the purchase order. This column is read-only. For a commitment line with the New line or New document status, this column is empty. |
| Open qty. | The open quantity of the purchase order line associated with the commitment. This column is read-only. For a commitment line with the New line or New document status, this column is empty. |
| Open amount | The open amount of the purchase order line associated with the commitment. The amount is displayed in the currency of the purchase order. This column is read-only. For a commitment line with the New line or New document status, this amount is zero. |
| Amount in base currency | The amount of the commitment in the base currency. This column is read-only. |
| Total potentially revised amount | The sum of the Amount and Line amount values. The amount is displayed in the currency of the purchase order. This column is read-only. |
| Total potentially revised quantity | The sum of the Quantity and Order qty. values. The amount is displayed in the currency of the purchase order. This column is read-only. |
The Select commitments dialog box
This dialog box, which opens when you click Select commitments on the table toolbar, shows the list of purchase order lines associated with the project. Purchase order lines are listed in the dialog box only if they are not cancelled or completed and if the status of the corresponding purchase order is Pending printing, Pending email, or Open. In this dialog box, you can select specific lines or all the lines and add them to the change order.
The Selection area
The Selection area of the dialog box has the following elements, which you can use to select the criteria of purchase order lines to be displayed in the table.
| Element | Description |
|---|---|
| Supplier | The supplier for which you want to view purchase order lines. If you want to see the purchase order lines associated with all suppliers, leave this field blank. |
| Purchase order no. | The reference number of the purchase order for which you want to view lines. If you want to see purchase order lines associated with all purchase orders, leave this field blank. In this column, you can select any normal purchase order with the Pending printing, Pending email, or Open status that has at least one non-cancelled or non-completed line. If a supplier is selected in the Selection area of the dialog box, you can select only a purchase order associated with the selected supplier. |
| Cost code from | The first cost code of the range for which you want to view purchase order lines. If you want to see the purchase order lines associated with all cost codes, leave this field blank. This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Cost code to | The last cost code of the range for which you want to view purchase order lines. If you want to see the purchase order lines associated with all cost codes, leave this field blank. This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Item ID | The item for which you want to view purchase order lines. If you want to see the purchase order lines associated with all items, leave this field blank. |
| Project task | The project task for which you want to view purchase order lines. If you want to see the purchase order lines associated with all tasks, leave this field blank. |
The table columns
| Element | Description |
|---|---|
| Project task | The project task associated with the purchase order line. |
| Item ID | The item of the purchase order line. |
| Cost code | The cost code associated with the purchase order line. This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Purchase order no. | The reference number of the purchase order. |
| Supplier | The supplier associated with the purchase order. |
| Order date | The date of the purchase order. |
| Purchase order line no. | The number of the purchase order line. |
| Line description | The description of the purchase order line. |
| Order qty. | The quantity of the purchase order line. This column is read-only. For a commitment line with the New line or New document status, this column is empty. |
| UoM | The unit of measure of the purchase order line. |
| Unit cost | The price of the specified unit of the purchase order line in the currency of the purchase order. |
| Received qty. | The received quantity of the purchase order line. |
| Line amount | The amount of the purchase order line. |
| Alternate ID | The alternate identifier used for the item of the purchase order line. |
| Promised | The date when the item’s delivery was promised. |
| Supplier ref. | The supplier reference number specified for the purchase order. |
| Add lines | Uploads the selected cost budget lines to the change order. The dialog box remains open. |
| Add lines and close | Uploads the selected cost budget lines to the change order and closes the dialog box. |
| Cancel | Cancels your selections and closes the dialog box. |
The Attributes tab
On the Attributes tab, you can view, add, change, or delete attribute values for the change order.
| Element | Description |
|---|---|
| Attribute | The attribute used for the change order. |
| Required | When this check box is selected, this attribute is required for the change order. |
| Value | The value of the attribute for the change order. |